Define the purpose and what to share
Before you begin, state in one sentence what you want participants to understand by the end of the meeting. Arrange your slides around that purpose; using one main idea per slide, breaking long explanations into short points, and removing unnecessary detail may be useful choices. These are practical suggestions for presentation design, not a claim that there is one right layout for every topic.
Open your presentation file and any application you plan to show before the meeting. Zoom’s current screen-sharing guide says that the desktop app lets you share your entire screen or specific application windows; some options may not appear, depending on account or administrator settings. So check which options are available in your own meeting interface when you share. Zoom: Share your screen or desktop
Review your slides in the shared view
Keep headings short and check whether the text is readable at the size participants will see on screen. If you use a table, image, or screenshot, make the part you will discuss stand out; check that important information is not confined to a tiny detail. If you use color to show a difference, it may also help to convey the meaning with a short label or a shape.
Before the meeting, select the window you plan to share and check a few slides in that view. If your presentation file is in another window, make sure private notes or unrelated content will not appear by mistake. Zoom’s sharing preview or options may vary depending on the device, app, and settings you use; confirm the sharing selection shown on your screen.
Present PowerPoint in a window
If you use PowerPoint and do not want Presenter View to fill the entire screen, the Yale guide describes this setting: open the presentation, go to the “Slide Show” tab, open “Set Up Slide Show,” and set “Show Type” to “Browsed by Individual (window).” This describes the relevant PowerPoint desktop interface; do not assume that other presentation apps have the same menus. If the menu or setting looks different for you, check which options are available in your version of PowerPoint before the meeting. Canvas @ Yale: Zoom strategies while teaching
Try sharing your computer’s audio
If your presentation includes a video or audio file, look for the option to share computer audio in Zoom’s sharing options and test in advance whether participants can hear it. Zoom’s guide says that computer audio can be enabled in the sharing options; whether the option appears may depend on meeting and app settings. If you do not see audio sharing, plan another way to provide the file’s audio to participants before the meeting. Do not assume the audio is being shared just because you can hear it on your own device; if possible, also check the participant view in a brief test.
Check your microphone and multiple devices
Before the meeting, test your microphone and speakers, reduce background noise, and keep an eye on the meeting window while presenting. The University of Illinois guide recommends a headset with a microphone for speakers; this is not a requirement, but a suggestion to reduce interference that can occur when speaker audio reaches the microphone. University of Illinois: Zoom practices for instructors
If you are considering using your phone camera as an additional video source to show paper, a book, or an object, first set up a stable, balanced arrangement; check that the image is clear and the lighting is adequate. Yale’s guide to live streaming with a phone warns that leaving both the computer and phone audio on can cause feedback. So decide in advance which device will capture the audio in your setup, and rehearse the microphone and speaker arrangement on both devices. The Yale guide does not say that this phone setup is the only possible method; other arrangements can also be tried.
Example: a short presentation with three slides
Hypothetical example: You are going to explain a new application process in three minutes at a team meeting. Let your goal be for listeners to remember the three steps in the process.
- Slide 1 — Purpose: “Complete the application in three steps.” Add who the process is for below.
- Slide 2 — Steps: “Fill out the form → attach the document → submit.” Explain the details as you speak rather than crowding the slide.
- Slide 3 — Check: “Before submitting: name, date, attachment.” Ask participants to check these three points.
Before the meeting, open the second slide in the shared view and check whether the text is readable. During the presentation, move from one step to the next with a short transition sentence. You can also consult the guide How to make a Zoom presentation interactive for ways to explain how participants can ask questions.
If you run into problems
If text is hard to read: Shorten it, remove unnecessary detail, and check the slide again in the shared view.
If the wrong window appears: Review your sharing selection. If you change what you share, confirm that the new selection displays the right content.
If audio echoes or cannot be heard: Check which device’s microphone and speakers are on. If you have joined the meeting from multiple devices, test the audio setup again. For video audio, check whether computer audio sharing is enabled in Zoom’s sharing options.
If you need to record your presentation, you can use the guide How to prepare a Zoom presentation recording to do a test before recording. Check that recording and sharing options may vary depending on your account, meeting settings, or device.
Final checklist before the meeting
- Is the presentation’s purpose clear, and do the slides serve that purpose?
- Are text and important visuals clear in the shared view?
- Have you tested that the correct window will be shared?
- Have you tested the microphone, speakers, and, if applicable, computer audio sharing?
- If you will show an image using your phone, is the phone stable, and have you rehearsed the audio setup?
- Do participants know how to ask questions or contribute?
Do I need to use two screens?
No. The sources provided describe two screens as a useful option for some presentation setups; they do not say they are necessary for every presentation. If you use one screen, test the sharing selection and the view participants will see in advance.
Can I show paper or an object?
It is possible to try this with your phone camera. The Yale guide describes an arrangement for capturing an overhead view with a phone; rehearse the positioning, lighting, and audio settings in your own environment.
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