How to use speaker notes and presenter view
Presenter view shows you your notes, the next slide and a timer while your audience sees only the slide. Here is how to set it up in PowerPoint and Google Slides, and what to write in the notes so they help.
Add speaker notes
| App | Where the notes go | If you cannot see them |
|---|---|---|
| PowerPoint | The Notes pane under each slide | Click Notes on the status bar at the bottom, or View > Notes |
| Google Slides | The speaker notes panel under each slide | View > Show speaker notes |
Drag the border between the slide and the notes to make the notes area bigger while you write. In PowerPoint, View > Notes Page shows the slide and its notes on one page, which is handy for printing.
What to write in your notes
- The opening line for the slide, word for word. The first sentence is where people freeze.
- Three to five prompts, not paragraphs. You will not read a paragraph mid-talk.
- Numbers and names you must get right: dates, percentages, people's titles.
- The transition to the next slide: "So what did we do about it?"
- Timing marks in long talks: "By this slide: 12 minutes."
Presenter view in PowerPoint
- Connect the second screenPlug in the projector or external monitor and set your computer to extend the display (on Windows, press Windows+P and choose Extend).
- Turn on presenter viewOn the Slide Show tab, tick Use Presenter View and pick which monitor shows the slide show.
- StartClick From Beginning or press F5. The audience screen shows the slide; your screen shows the current slide, the next slide, your notes and a timer.
- If the screens are the wrong way roundClick Display Settings > Swap Presenter View and Slide Show at the top of presenter view.
Presenter view also has tools along the bottom of the current slide: a pen and laser pointer, a slide grid to jump to any slide, a magnifier to zoom into part of a slide, and a button to black out the screen. When you finish, click End Slide Show.
Practising on one screen
Press Alt+F5 on Windows to open presenter view on a single screen, which is useful for rehearsing. Many people also present on a video call this way: share only the slide show window (not your whole screen) so viewers do not see your notes.
Presenter view in Google Slides
- Open presenter viewClick the arrow next to Slideshow in the top right and choose Presenter view. The slides go full screen in one window and your notes open in a separate small window.
- Use the notes windowThe Speaker notes tab shows your notes, the previous and next slide, and a timer you can pause and reset.
- Place the windowsDrag the full-screen slides to the projector and keep the notes window on your laptop. In Chrome, Presentation display options under the Slideshow arrow can help choose the screen.
Useful keys while presenting in Slides: S opens speaker notes, L toggles the laser pointer, B blacks out the screen and W whites it out. The Audience tools tab lets people with the link send questions you can show on screen.
Presenting on a video call
- One screen: open presenter view, then share only the slide show window in Teams, Zoom or Meet. Your notes stay private.
- Two screens: run the slide show on the second screen and share that screen; keep presenter view on your laptop.
- Google Meet: from a Slides deck, you can present straight into a Meet call from the Slideshow menu or from within Meet, which keeps your controls in Slides.
- PowerPoint Live in Teams: share a PowerPoint file from the Teams share tray and you get notes and slide thumbnails that only you can see.
Rehearse with presenter view
Presenter view is also the best rehearsal tool you have. Run through the talk once with the timer showing and note which slides take too long. In PowerPoint, Slide Show > Rehearse Timings records how long you spend on each slide; you can discard the timings afterwards so the show still advances on click. PowerPoint for Microsoft 365 also offers Rehearse with Coach, which gives feedback on pace, filler words and reading from the slide.
After each run-through, trim your notes. If you did not look at a note, you do not need it. If you stumbled on a transition, write the transition sentence out in full. The goal is notes you can read in a one-second glance, not a script you read aloud.
Presenter view on a Mac
PowerPoint for Mac works the same way: on the Slide Show tab, click Presenter View to start, and use Swap Displays at the top if the screens are the wrong way round. If both screens show the same thing, open System Settings > Displays and turn off mirroring so the displays are extended.
Fix common presenter view problems
| Problem | Fix |
|---|---|
| Audience sees my notes | Swap displays (PowerPoint) or drag the windows (Slides); make sure the display is set to Extend, not Duplicate |
| Presenter view does not open | PowerPoint: tick Use Presenter View. Slides: allow pop-ups for docs.google.com |
| Notes are too small to read | Use the text size or zoom buttons in the notes area |
| Timer is wrong | Pause and reset the timer before you start |
Frequently asked questions
Can the audience see my speaker notes?
Not if presenter view is set up correctly. The audience sees only the slide. Double-check by looking at the projector or at what you share on a video call before you start.
How do I use presenter view with only one monitor?
In PowerPoint, press Alt+F5 to open presenter view on one screen. In Google Slides, choose Presenter view from the Slideshow menu; the notes open in their own window. On a video call, share only the slide window.
Can I print my speaker notes?
Yes. In PowerPoint, go to File > Print and choose Notes Pages. In Google Slides, go to File > Print settings and preview, then pick 1 slide with notes.
Why does my presenter view show the wrong slide on the projector?
The two displays are swapped. In PowerPoint, use Display Settings > Swap Presenter View and Slide Show. In Google Slides, drag the full-screen window to the other display. Make sure your computer is set to extend, not duplicate, the displays.
Can I see my notes on my phone while presenting?
The PowerPoint and Google Slides phone apps can show notes when you open the deck, but they are not linked to the slide show on your laptop. For clicking through slides from your phone, InstaPresentation turns your phone into a remote by scanning a QR code, while your notes stay in a pop-out window on your laptop.
Or get the notes written for you
InstaPresentation writes notes for every slide and opens them in a pop-out presenter window. Scan a QR code and your phone becomes the clicker.