PowerPoint can be shared as a live cloud file or as a separate attachment. A live link is best when people need the newest version or co-editing. A file copy is best when the recipient needs a fixed snapshot.
Does this affect you?
Use this for PowerPoint for Microsoft 365 and PowerPoint 2021 or 2019 on Windows or Mac. Live-link sharing requires the presentation to be stored in OneDrive or SharePoint.
Share a live link
Use this for collaboration or when viewers should always see the latest version.
- Open the presentation.
- Click Share in the top-right corner.
- If prompted, upload the file to OneDrive or SharePoint.
- Open the permissions setting and choose who can access the file.
- Choose whether recipients can edit or only view.
- Enter email addresses and send, or choose Copy Link and paste the link into email or chat.
People with edit access can work in the same shared file. PowerPoint shows coauthors and live changes when the file is stored in OneDrive or SharePoint.
Send a copy instead
Use this for a finished deck or when the shared master file should not be touched.
- Choose File > Share > Attach a Copy, or save/export the file and attach it manually.
- Send a PowerPoint Presentation (.pptx) if the recipient should edit the copy.
- Send a PDF if the presentation should be fixed and easier to view on any device.
- Add the recipient and send the email.
An attached copy is separate. Later edits to your original file do not reach the recipient, and their edits do not return automatically.
More control
Use link expiration or a password
When creating a sharing link, open link settings to add an expiration date or password if your Microsoft 365 plan allows it. This is helpful for external client sharing.
Allow comments instead of edits
Some organizations offer review or comment-only permissions. Use that when you want feedback without letting someone accidentally alter slide content.
Record instead of sharing slides
If viewers should watch a narrated presentation, use Slide Show > Record Slide Show, then export as a video from File > Export > Create a Video.
Sources
- Microsoft Support – Share your presentation with other people (2025)
- Microsoft Support – Collaborate on PowerPoint presentations (2025)
- Microsoft Support – Save a presentation as a PDF (2025)