Share Tab of Backstage View in PowerPoint 2019 for Mac

Think of PowerPoint on Windows as a fancy restaurant menu—it gives you lots of tabs, including a Backstage view where you can order up sharing options with just a click. Now, flip over to PowerPoint 2019 for Mac, and guess what? That “Share” entrée is missing from the menu!

Unlike the Windows version, you won’t find Share options tucked inside the Backstage view on the Mac. Instead, you’ll need to hunt them down elsewhere in the interface. It’s a bit like opening the fridge expecting your favorite soda, only to realize it’s been stored in the pantry instead. Instead, all share options are accessed via conventional menu options. These options 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 in PowerPoint 2019 for Mac:

1. Open a presentation to be shared and click the File menu, and choose the Share option. Doing so opens a flyout menu with options, as shown highlighted in red within Figure 1, below.
2. 
   Figure 1: Share options in File menu
2. We will now explore these three options:

   Share

   If you are working on a local file (or any other file that's not opened from your OneDrive or SharePoint drive), clicking the Share option brings up a message window asking you to move or copy the presentation file to a Place, which is a Microsoft name for an online cloud location, typically your OneDrive or SharePoint accounts. This message window, as shown in Figure 2, below, provides some options you should choose carefully.

   
   Figure 2: Share options

   To change the cloud location where you want to save the presentation file, click the Place drop-down list, as shown highlighted in red within Figure 2, above. Doing so brings up a list of cloud locations. If you have set more cloud locations, you will see an alternative location, as shown in Figure 3, below. You can also click the Other option, which will allow you to add more OneDrive and SharePoint cloud locations.

   
   Figure 3: Choose a Place

   You can also choose whether you want to copy the existing file or move it within the Move or Copy drop-down list, as shown highlighted in green within Figure 2, previously on this page. The default option in this list is Move, as shown in Figure 4, below, and that's probably a good idea if you need to make further edits to a file you will share. The Copy option is best suited if you want to share a presentation file without sharing any further edits you make.

   
   Figure 4: Move or Copy drop-down list

   Once you have made choices, click the Upload button.

   Once you upload your file, or if you open a file from your OneDrive or SharePoint location, the Share flyout in the File menu changes, as shown highlighted in red within Figure 5, below. Compare with Figure 1.

   
   Figure 5: Share options for files on OneDrive or SharePoint

   We will now explore the following three options: Invite People, Copy View-only Link, and Copy View and Edit Link.

   A. Invite People

   Clicking this option brings up the screen, as shown in Figure 6, below.

   
   Figure 6: Invite people to view and edit

   You can type in one or more email addresses and a message to the recipient of the share. Additionally, you can check the Can Edit option that allows recipients to edit the PowerPoint presentation. If you do not want them to be able to edit, make sure that this option is not checked. Once you have made your choices, click the Share button.

   B. Copy View-only Link

   This option copies a view-only (read-only) link to the clipboard so that you can share the link via email, chat, or any other messaging platform. You may see a Loading share link notification, as shown in Figure 7, below, for a moment before the link is available on the clipboard.

   
   Figure 7: Loading share link notification

   C. Copy View and Edit Link

   This option copies an edit-enabled link to the clipboard so that you can share the link via email, chat, or any other messaging platform. You may see a Loading share link notification, as shown in Figure 7, above, for a moment before the link is available on the clipboard.

   Send Presentation

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

   Send PDF

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

3. Using options explained, you can share your PowerPoint presentation as an editable or non-editable file or even as a PDF.