Co-Author PowerPoint and Excel Files Live in Meetings

Quick reference

• 00:04 In one of the most recent updates to Microsoft Teams,
• 00:08 we now have the ability to share Excel or PowerPoint presentations
• 00:13 live in meetings, and being able to do this has many advantages.
• 00:18 So let's fire up Teams.
• 00:20 I'll show you how you can share spreadsheets and presentations with your
• 00:23 coworkers, and then we'll talk through some of the advantages of doing this.
• 00:27 So from the Microsoft homepage, let's fire up Teams.
• 00:31 I'm just going to select it from the left-hand menu.
• 00:34 And then we just need to pick a channel to start our meeting in.
• 00:38 So I'm currently in the sales and marketing general channel.
• 00:41 This is the one we've been working in the last few lessons, so
• 00:44 we might as well stick with this channel.
• 00:47 Notice in the top right-hand corner, we have our Meet button.
• 00:50 Now remember, with this Meet button, if you want to meet now and essentially
• 00:55 have an ad hoc meeting on the fly, then this is the button that you would use.
• 00:59 So let's click on Meet now.
• 01:01 So this is going to open up a new meeting.
• 01:04 We can change the title, so let's just say Team meeting.
• 01:10 We can define if we want our camera turned off or on.
• 01:13 I'm going to leave mine off because you can already see me down here
• 01:16 in the bottom corner of the screen.
• 01:18 We can modify any of our audio settings.
• 01:20 Once we're happy, we simply need to click Join Now.
• 01:23 So Teams is going to go away and connect us to the meeting.
• 01:27 At this stage, I get the opportunity to invite other people to this meeting.
• 01:31 Now, in reality, I would normally do that.
• 01:33 You don't really want to be in a meeting on your own, but for
• 01:36 the sake of the demonstration that I'm going to be doing now,
• 01:39 we don't really need to have any other participants.
• 01:41 So let's just close this down.
• 01:42 So currently if we open up the people panel,
• 01:45 you can see that I am the only participant in this meeting.
• 01:49 Now, it might be that when other people join this meeting, I want to share
• 01:54 an Excel or a PowerPoint presentation with everybody in the meeting.
• 01:58 And I want the other participants to be able to contribute and
• 02:01 make changes to my presentation and my Excel spreadsheet.
• 02:05 Well, that is where Excel Live and PowerPoint Live come into play.
• 02:09 Now, if you already use Teams every single day,
• 02:12 you might be familiar with the Share button just here.
• 02:15 If I hover over it, it says Sharee content.
• 02:18 And when we click on this Share button, we get a whole host of different things that
• 02:22 we can share with other meeting participants.
• 02:26 For example, I can share my screen.
• 02:28 I can share a whiteboard.
• 02:30 I can share files by browsing my OneDrive or browsing my computer.
• 02:35 But we also have two sections in the middle for PowerPoint Live and Excel Live.
• 02:40 Now the presentations and
• 02:41 these spreadsheets that you can see listed out here, those are the files
• 02:46 that are available within the team channel that I started this meeting in.
• 02:50 So all of these files are available in that general channel.
• 02:55 So if I want to share the draft presentation with
• 02:57 all meeting participants, I can click on Draft Presentation and
• 03:01 it's going to load up PowerPoint Live.
• 03:03 You can see here, it's preparing my slide deck for sharing, and there we go.
• 03:08 Now, what I'm seeing here is very similar to using Presenter View in PowerPoint.
• 03:13 I can see the slide that I'm currently on but
• 03:16 I can also see which slides are coming up down the bottom.
• 03:19 And if I've got any notes, so if I have any speaker's notes,
• 03:23 I would see those here as well.
• 03:24 Now the participants in the meeting can't see the notes or any of the slides that
• 03:29 are coming up, they can simply see the main slide that we're currently on.
• 03:34 Notice, underneath, we have some annotation tools so
• 03:36 I could grab the pen and I can make some annotations over here.
• 03:40 I could highlight specific things or
• 03:42 I can use the pointer as a cursor so I can click around.
• 03:47 Notice that I also have the ability to switch to grid view so
• 03:50 we can see more of a slide sort of view for our PowerPoint slides.
• 03:54 Double-click on a slide again just to load that one back up.
• 03:58 And in the middle here, we have three dots which opens up more actions.
• 04:01 We can choose to hide the presenter view.
• 04:04 We can view our slides in high contrast.
• 04:07 And I don't particularly like that view, so let's switch back again.
• 04:11 Or we can choose to translate the slides into different languages.
• 04:15 So lots of different options that we have in here.
• 04:18 Now why would I want to use PowerPoint Live as opposed to simply loading up
• 04:23 the presentation on my desktop and then choosing to share my desktop instead?
• 04:28 Now sharing your desktop is a good idea if during the presentation you need to
• 04:33 switch to other applications.
• 04:35 So if I need to show them something in PowerPoint, and then switch to Excel, and
• 04:39 then switch to my mail account,
• 04:41 then I'm probably going to want to share my desktop.
• 04:43 But if I'm purely just showing them a PowerPoint presentation,
• 04:46 presenting PowerPoint Live is going to be so much better because it means
• 04:50 that they're not going to see anything else that's occurring on my desktop.
• 04:53 And that means they're not going to see things like email pop-ups or
• 04:57 anything else that I have open.
• 04:59 So it gives me a little bit more privacy when I'm sharing because I'm only
• 05:04 sharing PowerPoint.
• 05:06 And of course the other cool feature about this is that
• 05:09 everybody in the meeting can collaborate on this presentation.
• 05:12 They can also use annotation tools to mark up slides.
• 05:15 We can have a discussion in the chat panel about this presentation.
• 05:19 So it really is true collaboration.
• 05:22 When you want to stop sharing,
• 05:23 just click Stop sharing at the top to jump back into the meeting.
• 05:27 And the same thing occurs when we share XL live spreadsheets.
• 05:32 So again, I can choose the spreadsheet that I want to share.
• 05:35 Let's click on Share again.
• 05:37 That's going to load up the Excel file and
• 05:39 again this is the only thing that other meeting participants can see.
• 05:43 And much like when we're collaborating in other apps,
• 05:47 I can see exactly where people are clicked and
• 05:50 I can also see the changes that they're making to the spreadsheet in real time.
• 05:55 So I highly recommend giving PowerPoint Live and
• 05:58 Excel Live a go the next time you need to share a presentation or
• 06:01 a spreadsheet with other meeting participants.

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