Since the introduction of Office 365, Microsoft has been working to optimize its Office suite for remote work. With the free version of PowerPoint Online, you can easily create presentations and share them with your audience.
In this article, we will show you what features, advantages, and disadvantages you can expect from PowerPoint Online.
This is PowerPoint Online
Typically, PowerPoint users use the classic, original program on their computer's hard drive. However, for users of PowerPoint, the world's most widely used presentation software, there is also the option of using an online version in their web browser or as a web app: PowerPoint Online.
The online version is equipped with sufficient features to create professional presentations. However, you will have to do without some aspects that you are familiar with from the desktop version (see chapter Comparison PowerPoint Desktop Version vs. PowerPoint Online; Advantages and Disadvantages).
Since 2010, Microsoft has offered its well-known Office applications (Word, Excel, PowerPoint, Outlook, etc.) as free online versions. All you need to use them is a web browser (see chapter: These are the requirements for PowerPoint Online).
The web app's data processing runs via a Microsoft web server. Your data is also stored online via the Microsoft cloud (using OneDrive).
PowerPoint Online: You can find it here
PowerPoint Online and the web app are free services. Downloading the web application is not possible, as your data is stored on Microsoft's servers. However, you can download your presentation slides and save them to your computer.
Here is the link to the PowerPoint online version. Log in with your Microsoft ID and select PowerPoint. If you prefer to use the web app, you can find it here , for example .
If you do not already have a Microsoft account , you can create a free account on this page and log in to PowerPoint online from there.
These are the requirements you must meet for PowerPoint Online
Using PowerPoint Online is user-friendly and requires no complicated prerequisites. You only need:
- Internet access
- A web browser (Mozilla Firefox, Edge, Chrome, Safari, etc.)
- A Microsoft ID for sign-in (You can find this in your Office program on your PC, if you use Office programs.)
- Sufficient storage space in OneDrive, the cloud where your presentations are stored (OneDrive storage space is free with your Microsoft ID).
You cannot use PowerPoint Online without logging in . Only by logging in can it be guaranteed that your created presentations are saved on the web server and available again the next time you access them.
These are the advantages and disadvantages of using PowerPoint Online.
Can you work with PowerPoint Online in the same way as with the full version of PowerPoint on your PC? PowerPoint Online offers a wide range of features and is sufficient for creating a professional presentation.
However, there are some aspects you'll have to do without in the online version, simply because some things aren't technically possible in a web browser . For the full version, you'll need to use the paid PC version.
Here we have compiled the most important advantages and disadvantages of PowerPoint Online:
How to create a presentation with PowerPoint Online
- Open your web browser and navigate to PowerPoint Online (link above). Sign in with your Microsoft ID.
- You now have the option to continue editing an existing presentation (a), create a new presentation (b), or open a presentation from an external storage device (c) . a. Existing presentations are displayed at the bottom center of the home page. b. To create a new presentation, select "New," then "New blank presentation, " or choose one of the suggested designs. c. Presentations from external storage devices (e.g., USB flash drives) can be uploaded, opened, and edited using the "Upload" button on the right.
- To (re)name your presentation , select the title above and enter the desired name.
- Now you can create and edit your presentation using the buttons, just like in the desktop version (new slides, layouts, designs, content, animations, transitions, etc.).
- If you have an active internet connection, the program automatically saves your progress to OneDrive . If the internet connection is lost, the program will synchronize when it reconnects .
- Do you want to download your presentation or save it to an external device ? Then click "File" and select "Save As" . Under "File" you can also save the presentation as a PDF or print it .
- To present the finished presentation to an audience, select the "Slide Show" tab.
You can find a video tutorial here .
Alternatives to PowerPoint Online
Besides Microsoft, numerous other companies offer online solutions for presentations. Below, we have summarized the most important applications and their advantages and disadvantages for you.
Online presentations with Google Slides
In addition to Google Docs and Google Sheets, Google also offers a free alternative to PowerPoint for presentations: Google Slides. As with Microsoft, you only need a Google account to launch and use the program in your browser. Google Slides doesn't offer as many features as the desktop version of PowerPoint when it comes to effects and visual enhancements. However, unlike the free version of PowerPoint, you can create charts online and edit the slide master . This means you can easily create business presentations as well.
Collaborative work is also no problem with Google Slides : With one click, presentations can be shared with others via email or link. You can choose whether others can view, comment on, or edit your presentation. Just like in PowerPoint 365, it's possible to work on the same presentation simultaneously. No matter where you are, you can create your presentations online, share them with other users, and use them for your presentations anywhere – completely free of charge.
Like PowerPoint Online, Google Slides allows you to open and edit PowerPoint presentations, which is extremely convenient. You can add Google Slides add-ons that include additional features such as special charts, templates, and much more. However, be aware that these add-ons are created by third parties and some are paid .
If you want to use Google Slides professionally with larger teams, Google offers a Business option and G Suite Essentials . These don't change the program itself or unlock any additional features, but rather enhance security and collaboration options for teams. Google Business customers are offered extensive sharing features, allowing you to control who can download, print, and view presentations and comments. Currently, Google is offering a free trial of its business service, G Suite Essentials.
Click here to access Google Slides and further information.
Microsoft Sway
Like PowerPoint Online, Microsoft Sway is a web application for creating professional presentations. Released in 2017, Microsoft Sway offers a new approach to presentations: instead of being based on pages (slides) like PowerPoint Online, presentations can be scrolled horizontally like an eBook or vertically like a website.
Click here to access Microsoft Sway and further information.
Present online with Prezi
Prezi is another provider of online presentation software. What makes Prezi unique is its elimination of slide decks. Instead, all slides are part of a single, large slide that the presenter navigates throughout the presentation.
Like Google Slides , Prezi is primarily positioned as an online service ; an offline version of the presentations is only available in the subscription version. You can create presentations online with Prezi and share them with others via a link. Up to ten people can work on a slide simultaneously, and an overview window shows who is currently working where.
Prezi allows you to control presentations remotely . This means that if someone starts a presentation on-site, you can guide the audience through the presentation from anywhere. This is especially helpful when international teams are presenting a topic together, but not everyone is physically present. It also means that any mobile phone can be used as a remote control, making you independent of the technical resources available on-site.
Click here to access Prezi and further information.
Adobe Express
With Adobe Express , you can create presentations for free, even without any design knowledge. Adobe uses a presentation generator with visual design tools to create professional charts and presentations . In addition to pre-made layouts, you can also add videos and media to your slides and choose from templates with free images, video clips, and icons to illustrate your message.
Click here to access Adobe Express and further information.
To present further alternatives online
There are now numerous options for creating online presentations. Sites like Zoho , Pitch , and Slides are just a few examples. Visme and PowerPoint offer largely similar feature sets to PowerPoint Online, Google Slides, and Prezi. The differences are minor and rarely worth mentioning. Ultimately, it all depends on the software being widely accepted by your team.
PowerPoint stands out from the rest as the software that can be used fully and reliably offline . Even without an internet connection, you can still work on or deliver your presentations. While this is rare these days, it can still be relevant.
For further options on how to share your presentations live online, please see the article " Online Presentations ".
Pro tip: Online collaboration
Finally, we would like to mention some applications designed to facilitate online collaboration. Mobility is becoming increasingly important these days, and teams are more and more international, which is driving a steady increase in the demand for such solutions. However, the positive impact of these programs should not be underestimated, even in small and medium-sized enterprises that operate only nationally. Teamwork and effective knowledge transfer are essential for every business!
Microsoft Teams
Microsoft Teams is a chat environment within Office 365 designed to facilitate and improve collaboration and communication within teams. Messages can be sent to individual users, selected groups, and all team members. Real-time communication aims to increase efficiency and reduce email overload.
In addition to chat, Microsoft Teams offers a wide range of video and audio communication options. Meetings with external partners and even entire webinars can be conducted using Microsoft Teams. The program is ideally suited for better connecting small and medium-sized teams and increasing the efficiency of group work. While the logistical challenges of collaboration may be even greater for large companies, Teams has gradually developed into a powerful solution for them as well.
Clickhere to access Microsoft Teams and find more information.
The app is free for Office 365 users and allows collaborative editing of PowerPoint presentations. Alternatives to Microsoft Teams include Slack and Facebook Workplace . Each of these options has its own minor advantages and disadvantages. However, since Microsoft owns both Microsoft Teams and PowerPoint, the integration is seamless. For example, it's possible to upload PPTX files to a Teams chat and then work on them together.
Microsoft SharePoint
SharePoint is another web-based platform for document management and collaboration developed by Microsoft. The program is geared more towards large groups or companies that need a robust structure for data exchange. SharePoint is excellent for storing data and documents long-term and also for collaboratively editing them in real time.
With the introduction of Office 365, SharePoint 365, a cloud-enabled version of SharePoint, was also introduced, which perfectly complements the applications of Office 365 and simplifies data exchange in cross-departmental collaboration.
Depending on your needs, Microsoft Teams and SharePoint offer excellent tools for collaborative teamwork. Using both tools is also a viable option to meet the specific requirements of your company and to facilitate both short- and long-term collaborations as easily as possible.
Click here to access Microsoft SharePoint and further information.
Conclusion: Create high-quality presentations quickly and easily with PowerPoint Online!
PowerPoint Online offers users a free alternative to the paid full version for PC. Even with the online version, you can create professional presentations and access many features. PowerPoint Online offers many advantages (e.g., automatic saving), but some limitations are clearly noticeable . Nevertheless, PowerPoint Online is perfectly adequate for the average user.
With its user-friendly interface , similar to the familiar desktop version, presentations can be created quickly. Thanks to the "Slide Show" option, you can share your presentations and meet the demands of the remote events that will be commonplace in 2023.
Do you have questions about PowerPoint Online or general questions about PowerPoint? Don't hesitate to contact us at becker@presentationload.de Please contact us. We're happy to help!
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