How to Share a PowerPoint: Links, Permissions and Copies

There are two very different reasons to share a deck. Sometimes you want a colleague or freelancer to work on it with you. Other times you want a client to see the finished version without being able to change a thing. PowerPoint's Share button handles both, as long as you pick the right setting.

I'll show you how to send an editable link, a view-only link or a separate copy, how to stop sharing later, and what changes when several people edit at once.

Sharing a PowerPoint from the desktop app on Windows

1. Open the presentation and select Share, then Share again from the drop-down.
2. If the file is only on your computer, PowerPoint asks you to save it to OneDrive first.
3. Type the names or email addresses of the people you're sharing with.
4. Use the permission icon next to the name box to choose Can edit, Can view or Can't download.
5. Add a short message if you like, then select Send.

They'll get an email with a link to the presentation. Because it's a link to the file in OneDrive, everyone sees the same version, which is far tidier than emailing attachments back and forth.

Choosing who can edit or only view a shared PowerPoint

Permission	What they can do	Use it for
Can edit	Make changes to the deck	Co-writers, designers, your team
Can view	Look but not change	Clients and stakeholders reviewing
Can't download	View without saving their own copy	Drafts you'd rather not circulate

For client work, I'd almost always start with Can view. You can upgrade someone to editing later, but you can't undo an accidental change they've made to your only copy as easily.

Copying a share link for a PowerPoint

If you'd rather paste a link into a chat, a project tool or your own email, select Share, then Copy Link. Microsoft notes the link uses your default settings, so open Settings before copying it if you want to control who can open it.

Be careful with links that work for anyone. Microsoft's OneDrive help explains that an Anyone link gives access to whoever receives it, including people it's forwarded to, which may include people outside your organisation. For anything confidential, limit the link to specific people.

Sending a separate copy or PDF of your PowerPoint

Sometimes you don't want to share the live file at all. In the Share box, open the menu with three dots and choose Send a copy. You can send it as a PowerPoint presentation or as a PDF. Microsoft's help says this option is part of Microsoft 365 on Windows.

On a Mac, go to the Share drop-down, select Share, then Send a Copy, pick PowerPoint Presentation or PDF, select the Send icon and choose your mail app. A PDF is my go-to for anything going to a client as a final version, because it opens anywhere and nobody can nudge your layout.

Sharing a PowerPoint on a Mac or in the browser

On a Mac, the flow is the same idea. From the Share drop-down select Share, add email addresses, choose Can Edit from the drop-down if you want them editing, add a message and select Send. If the file is still on your Mac, you'll be asked to upload it to the cloud first. To copy a link instead, choose Copy Link from the same drop-down.

In PowerPoint for the web, click Share at the right end of the ribbon. Enter names or email addresses in the Send Link box, add a message and click Send.

Working on a shared PowerPoint at the same time

Microsoft says that once a presentation is saved to OneDrive or SharePoint in Microsoft 365, you and your colleagues can work on it at the same time. On Windows, their pictures or initials appear in the top-right corner of the ribbon, and you can hover over the icon on a slide thumbnail to see who's working on that slide.

If someone's edits go wrong, select the file name in the title bar and choose Version History. Pick an earlier version and select Open version to see a read-only copy, then copy back what you need. On the web, Version History is under File, then Info.

Stopping sharing on a PowerPoint

When a project ends, tidy up who has access. On Windows, select Share, then Manage Access, then Stop sharing. It's a good habit for freelancers and agencies, so old collaborators don't keep a window into client work.

If sharing a PowerPoint doesn't work

• No Share option: save the file to OneDrive first. Sharing works from the cloud copy, not a file on your desktop.
• They can't open it: check the permission on the link and whether it's limited to specific people or your organisation.
• They can edit when they shouldn't: change their permission to Can view in Manage Access.
• Your changes and theirs clash: open Version History to compare and recover.

Sharing a deck often goes hand in hand with booking time to talk it through. If you run reviews over Outlook, my guide to sharing your Outlook calendar makes finding a slot easier. And if your community lives on Discord, you can walk people through slides live with screen sharing in Discord rather than sending the file at all.

Frequently asked questions

How do I share a PowerPoint so others can't edit it?

Select Share, add their names and choose Can view from the permission icon beside the name box, then select Send.

How do I share a PowerPoint as a link?

Select Share, then Copy Link. Microsoft says the link uses your default settings, so check Settings to control who can open it.

Can I send a PowerPoint as a PDF?

Yes. In the Share box, open the three-dot menu, choose Send a copy and pick PDF. On a Mac, use Share, Send a Copy.

Why does PowerPoint ask me to save to OneDrive before sharing?

Sharing works from a file stored in the cloud. If the presentation is only on your device, PowerPoint asks you to upload it first.

How do I stop sharing a PowerPoint?

On Windows, select Share, then Manage Access, then Stop sharing.