Share Tab of Backstage View in PowerPoint 2016 for Windows

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:

1. Open a presentation to be shared and click the File menu, as shown highlighted in blue in Figure 1, below.
2. 
   Figure 1: File menu
2. Doing so opens Backstage view. Select the Share option in the sidebar, as shown highlighted in blue within Figure 2, below.
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   Figure 2: Share options within Backstage view
3. This action opens the Share window, as shown in Figure 3, below.
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   Figure 3: Share options within Backstage view
5. As you can see in Figure 3, above, there are two ways to share your presentation:
1. 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.
2. You can send the presentation as an attachment. Here, there are two options again:

   PowerPoint Presentation

   Selecting this option opens a new email in your default mail application with a copy of the PowerPoint file attached.

   PDF

   Exports your presentation as a PDF file that attaches to a new email in your default mail application.

4. Click the OneDrive option to upload the presentation to OneDrive. PowerPoint indicates the presentation being uploaded to OneDrive, as shown in Figure 4, below.
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   Figure 4: Presentation being uploaded to OneDrive
5. Once the uploading is over, the Share task pane appears, as shown in Figure 5, below.
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   Figure 5: Share Task Pane
7. Options within Share task pane are explained below, as shown in Figure 5, above:

   A. Invite people

   You can type an email address within the box provided, or click the Address Book icon, as shown highlighted in blue within Figure 5, above, 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, below. 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, as shown highlighted in red within Figure 6, below.

   Doing so brings up two options, as shown in Figure 7, below. 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

   B. Send as attachment

   Selecting this option brings up two hyperlinks, as shown in Figure 8, below. These options work in the same way as the PowerPoint Presentation and PDF options that you explored earlier on this page, as shown in Figure 3, above.

   
   Figure 8: Publish Slides

   C. Get a sharing link

   Selecting this option brings up two options, as shown in Figure 9, below.

   Edit link

   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 needs to sign in with a Microsoft Account. This link can be edited and forwarded to other people, and anyone who receives the link will also be able to edit the items.

   View-only link

   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 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