Zoom for Presenters

Powerpoint Presentation Mode

Using Zoom, for GXSA Presenters

Firstly, THANKS for offering to deliver a presentation at GXSA.

This page is designed to help you deliver your presentation, with tips and tricks that may be useful.  This technology is new to most people (we’re all still learning), so you may want to revisit this page as we learn more together and improve this content.

Presentation Technique

Presenting online is subtly different to public speaking:

  • There is little visual feedback during the presentation
  • The speaker can get bored
  • The audience can get forgotten by the presenter

This provides new challenges to be overcome….and the jury is out about the best way to solve these problems.

Tips (an evolving list)

  1. Make sure that you’re using the latest version of the Zoom client.  Zoom update this regularly, and older versions often have quirks.
  2. Remember that there IS an audience out there, and they ARE interested in what you’re saying.  You can see some of them in the speaker pane to the right of your screen.
  3. Try not to get bored, yourself.
  4. Imagine that you are speaking directly to a real person, in the flesh, and holding their attention.
  5. Remember that the audience is there to see YOU as well as your presentation.  Consider that YOU are presentation material.
  6. Change slides relatively quickly (but not TOO quickly) , to keep audience interest high.
  7. Some computers have WebCams with Automatic White Balance (some don’t).   If you have Automatic White Balance, your picture may appear with odd colouration (you may have purple skin!).  If you have Automatic White Balance (AWB) you should make sure that there is something white in your camera’s field of view, that it can identify as white, and adjust the colouration correctly.   You could use a piece of white paper, a white wall, a white shirt, anything white.  This way, you will appear as you should!
  8. You should try to ensure that you have a light projected onto your face, so that the camera is not seeing you in silhouette.  This will allow the audience to see YOU rather than a shadow of yourself!

Using Zoom, as a Presenter

Types of User

GXSA Online presentations are delivered using Zoom.  There are three types of user in a GXSA presentation:

  1. The Zoom Host controls all the technical stuff.  We have a separate web page to help GXSA Zoom Hosts.
  2. The Zoom Presenter.  You.  The Presenter shares their screen with the attendees of the meeting
  3. Participants – These are (approximately 100) fully paid-up GXSA members, attending the meeting using Zoom.  We usually have around 50 connected computers on a Wednesday, most with 2 or more people watching.

This Web Page is directed at Type 2: The Presenter – You.

Indeed, there are two types of Presenter (but for the purposes of this page, they are the same):

  1. The GXSA Host for the evening, will manage the meeting, calling attendees to order, delivering the running order, closing the meeting, etc., and particularly introducing the speaker
  2. The Guest Speaker will deliver their presentation, and handle Questions

When you are The Presenter, you have several controls that you need to be familiar with:

  • Powerpoint
    • Using Zoom, it’s generally easier to use Powerpoint in “Duplicate Screen” mode.  This is the mode that most people are familar with.  The less common “Presenter Mode” is more difficult to manage, and we recommend not to use it online.  However, some people prefer it.
  • Zoom
    • You have the ability to switch to “Share Screen” mode, so that you can display your presentation.  When sharing your screen:
      • Your presentation will fill most of the Participant’s screen
      • Your face will appear in the Speaker Pane on the right of the screen (this can be moved by viewers, if the require it)
      • Remember to unshare your screen and return to Normal mode, when you want to talk directly to the audience.

At some point the GXSA Host will verbally hand-over to the Speaker.  At this point, the Presenter should share their screen.


The Simple Method – For less experienced Zoom Presenters

Most importantly, book a Practice session with your GXSA Host, before the evening of your presentation.  Get familiar with basic Zoom functionality.

Here, we present the simple view of presenting on Zoom:

  1. Join the Zoom meeting using the URL that the GXSA Host has given you
  2. Have Zoom runninng in a small window on your computer.  Don’t run Zoom in full screen modee.
  3. Open Powerpoint with your presentation in “Duplicate Screen” mode (don’t use “Presenter View”)
  4. Start your Slide Show in the main screen on your computer
  5. Press Alt+Tab (windows) or Command+Tab (mac) to show the Zoom meeting
    1. Hold the Alt/Command key down, whilst tapping the Tab key, to select the program that you want to show. 
    2. You pronbably need to “tab” several times, to select the Zoom program.
    3. When Zoom is highlighted, release the Alt key.
    4. Zoom will now be on top on your desktop/screen, with your presentation on the screen behind .
  6. When you want to present slide content, click “Share Screen” in the toolbar at the bottom of your Zoom window, and choose the icon that represents your Screen
    • This is the simplest way.  The more complicated way is to share the powerpoint Slide Show application itself.  This gives more privacy, but is generally more complicated to use.

      Zoom Menu

  7. Choose the window that you want to share
    Window showing Share Screen page
    You will probably want to share the “Powerpoint Slide Show” or “Screen”.
    Be sure to click Optimize for video clip before clicking Share.
  8. You will notice the “Mini Share Menu” appear at the top of your Zoom window, allowing you to control what you share:
    Mini Share Menu
  9. Run your Slide Show.  Participants will be able to see your face in the Speaker Pane on the right of their screen.
  10. Remind participants that they can drag the Speaker Pane elsewhere on their screen if it’s hiding part of your slide that they want to see.
  11. Remind participants that they can ask questions using the Chat facility on their toolbar.
    1. The Speaker and GXSA Evening Host need to agree how questions will be addressed
    2. Typically, the GXSA Evening Host will moderate and ask questions at the end of the session, for the Speaker to answer
  12. If you want to go off on a tangent, or temporarily end the Slide Show, or permanently end the Slide Show, click “Stop Share”
  13. If you want to restart the Slide Show(revert to step 6, above).
  14. When you want to stop sharing your screen, click the Mini Share Menu at the top of the window, and click “Stop Sharing“:
    Mini Share Menu

Hint:  When running your presentation, you can use your mouse to move a pointer that the Participants can see.  You can use this technique to draw attention to specific areas of your slides, if you want to.

Advanced Sharing Tools

If you move your cursor over this bar, you will see more options that you may like to use (many people don’t… they’re not essential):

 If you want to use the Advanced Sharing Menu, move your cursor to the top of the window:
Presenter Maxi Share Menu

The important options here are:

Mute/Unmute – Control your microphone

Stop/Start Video – Control your webcam

New Share – If you want to share a different application to the Powerpoint Slide Show

Pause/Resume Share – If you want to freeze the current slide on your computer, whilst you go find a different application to share

More–> Share computer sound – If you want to broadcast sound from your application

More –> Optimise Share for Full-screen Video Clip – Sets Zoom interfaces for large video broadcasts

 You will notice that the other participants are visible in a “film roll” to the right of the screen.  This is what the audience see of you.




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