Among the tabs within Backstage view, we have already explored the Open, New, and Save tabs. In this tutorial, we will explore the Share tab, that provides you with options to share the current presentation through the cloud via OneDrive. You can also email the presentation as an attachment, a link, or a PDF.
Follow these steps to learn more about Share options within Backstage view in PowerPoint 2016 for Windows:
- Open a presentation to be shared and click the File menu, as shown highlighted in blue in Figure 1.
Figure 1: File menu
- This opens Backstage View. Select the Share option in the sidebar as shown highlighted in blue in Figure 2.
Figure 2: Share options within Backstage view
- This opens the Share window as shown in Figure 3.
Figure 3: Share options within Backstage view
- As you can see in Figure 3, above, there are two ways to share your presentation:
- You can upload the presentation to OneDrive. Do note that you may see more than one OneDrive option here if you have both Personal and Business accounts. In that case, you can choose the OneDrive account you want to use.
- You can send the presentation as an attachment. Here, there two options again:
- Selecting this option opens a new email in your default mail application, with a copy of the PowerPoint file attached.
- Exports your presentation as a PDF file, that attaches to a new email in your default mail application.
- Click the OneDrive option to upload the presentation to OneDrive. PowerPoint indicates the presentation being uploaded to OneDrive, as shown in Figure 4.
Figure 4: Presentation being uploaded to OneDrive
- Once the uploading is over, the Share Task Pane appears, as shown in Figure 5.
Figure 5: Share Task Pane
- Options within Share Task pane are explained below, as shown in Figure 5 above:
- You can type an email address within the box provided, or click the Address Book icon (highlighted in blue in Figure 5), and select one or more addresses from the resultant Address Book dialog box. This action brings up more options within Share Task pane, as shown in Figure 6. You can include a message for the recipients if needed.
Figure 6: Invite people
- You can also change the permission level. Click the down-arrow (highlighted in red in Figure 6).
- This brings up two options, as shown in Figure 7. Choose between Can edit and Can view options depending upon whether you want the recipients to only view the presentation or you want them to edit it. Then, click the Share button.
Figure 7: Change permission level
- Selecting this option brings up two hyperlinks as shown in Figure 8. These options work in the same way as the PowerPoint Presentation and PDF options that you explored earlier on this page (refer to Figure 3).
Figure 8: Publish Slides
- Selecting this option brings up two options as shown in Figure 9.
- Sharing items with this type of link, one can view shared items and use Office Online to edit Office documents, all without signing in. For other edits, such as adding or deleting files in a folder, one need to sign in with a Microsoft Account. This link can be edited and forwarded to other people, and anyone who receives the ink will also be able to edit the items.
- When this type of link is selected, one can view items without signing in to a Microsoft Account. Link can also be forwarded to other people.
- Make the choice and click the either the Create an edit link button or Create a view-only link button. Once the link is created, you can copy and post the link on a social network.
Figure 9: Get a sharing link
A. Invite people
B. Send as attachment
C. Get a sharing link
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