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 2019 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
- You will find three options in this tab: Share with People, Email, and Present Online. We will individually explore all three options.
Share with People
This option lets you share your file with others, but it first needs to be saved to a OneDrive cloud location. To do so, you click on the Save to Cloud button shown in Figure 2, above. Doing so lets you save to a folder in your OneDrive cloud location, as shown in Figure 3, below.
Figure 3: Share options within Backstage view
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. As soon as you upload the file to OneDrive, you'll notice that the Save to Cloud button changes into the Share with People button, as shown in Figure 4, below (compare with Figure 2, shown previously on this page).
Figure 4: Share with People
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:
A. Invite people
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.
You can also change the permission level. Click the down-arrow (highlighted in red in Figure 6).
Figure 6: Share permissions
This brings up two options, as shown in Figure 6, above. 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.
You can include a message for the recipients if needed. Then, click the Share button.
D. Get a sharing link
Selecting this option brings up two options as shown in Figure 7, below.
Figure 7: Get a sharing link
Sharing items with this type of link, one can view shared items and use PowerPoint for the Web to edit presentations, 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. The link can also be forwarded by the recipient 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 anywhere, such as a social network.
The Email option in the Share tab brings up several options, as shown in Figure 8, below.
Figure 8: Email sharing options
These options are explained below:
Send as Attachment
This option sends a copy of your PowerPoint presentation as a file, attached to an email.
Send a Link
This option sends a link to view the presentation on a OneDrive or a SharePoint location to the recipient.
Send as PDF
This option sends a PDF created from your PowerPoint presentation as a file, attached to an email.
Send as XPS
This option sends an XPS file created from your PowerPoint presentation as a file, attached to an email.
Send as Internet Fax
This option uses an internet fax service to send a fascimiled copy of your presentation.
This tab contains options to present your slides online (see Figure 9, below).
Figure 9: Present Online
Learn more in our Present Online page.
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