M1 — Working with PowerPoint in Full-Screen and Apple Mission Control

Presentation Manager Skills for Mac Users

Before you begin, you should know that Microsoft PowerPoint in “presenter view” is different on a Mac than it is on a PC.

This page will help you master working with PowerPoint Presenter View on a Mac, Zoom, and the other applications you will need to manage during the course.

Please note that there is more than one way to present the slides using a Mac. However, we request that you follow the instructions below, and the other 10 Skills, because we have found that it is the most reliable way to avoid user errors, course interruptions and distractions for the participants.

When presenting a PowerPoint Slideshow on a Mac with two monitors, PowerPoint takes over both monitors in full-screen. The Presenter view, which is what you will be working with, will be on the primary monitor. And the slide being presented will be on the second monitor. In this mode you will not be able to see any other application windows at first. Below are the instructions you will need to work effectively by switching applications using the keyboard shortcuts and managing your view with desktop Spaces using Mission Control.

As you read the instructions below, practice the exercises in the purple boxes to make sure that you are learning the steps in sequence.

Typical Mac Setup

This is a typical Mac set up: a Mac laptop connected to a hub, which is connected to an external monitor and a network cable “hardwired” to the network router. There is an iPhone shown as the “confidence monitor.” (Your setup may differ slightly, though is likely substantially the same.)

The most common initial reaction: “How do I get back to (or, where is…) Zoom?”

Because PowerPoint is in Presenter View and is the “active” window, i.e. the application you are currently using, it is at the front. Zoom is behind PowerPoint. To get to the other applications you can use your keyboard to switch between open applications.

Application Switching, using your keyboard

To switch between open apps,

press the Command key and tap the Tab key.
You will see the list of icons for the open applications on the screen.
Tapping the Tab key again allows you to move to the next app in sequence
Release the keys when the app you want is selected.

This will allow you to bring Zoom back to the front, “on top of” PowerPoint.

Practice Take a moment to practice this now. Open a powerpoint presentation file and play the slideshow. Ensure that you are in Presenter View., then practice switching to other applications using Command-Tab on your keyboard. When you are comfortable switching between applications, continue below...

When an application on your Mac is in full-screen mode or the desktop gets cluttered with open app windows, you can use Mission Control to create additional desktops, called Spaces, to organize the windows. When you work in a space, only the windows that are in that space are shown.

Next: working with other applications using Apple’s Mission Control.

Mission Control and Mac Keyboard Function Keys

By default, the top row of keys on your Apple keyboard control many different features on your Mac. For example, pressing the keys with speaker icons adjusts the audio volume that you will hear on your Mac speakers. Mission Control is typically found on the F3 button (see below).

Mission Control: Creating a New Space

On your Mac, enter Mission Control by

pressing the Mission Control function key at the top of your Mac keyboard (usually F3, or look for the Mission control symbol on the function keys).
In the Spaces bar at the top of the Mission Control window, click the Add button .
Drag the windows of the applications that want to move to the new space you created.
When you’re done, click the thumbnail for a space to open it.

To delete a space, enter Mission Control and hover your mouse over the thumbnail for the Space, a close

Practice Take a moment to practice this now. Create a new Space by following the instructions above. Also practice deleting a space.

Moving Between Spaces

There are several ways to move between spaces on your Mac, do any of the following:

If your Mac has a trackpad, swipe left or right with three or four fingers. (See trackpad image below)
On a Magic Mouse, swipe with two fingers. (See mouse image below)
Or on your keyboard, press the Control key and the Right or Left arrow key.

Practice Take a moment to practice this now. Ppen a powerpoint presentation file and play the slideshow. Ensure that you are in Presenter View, then open Mission Control and move another application (e.g. WhatsApp) to a new space. Then practice switching between spaces using the methods above

Putting it all together

By default, when switching to an app, the desktop automatically switches to a space that has open windows for the app. This is really useful, though if you have multiple windows open from the same app in different spaces you need to manually move to another space to find the window that you want.

When you master these skills you can try the following…

Assigning Apps to Spaces

When you’re using two or more spaces, you can assign an application to a specific space so it always opens in that space.

On your Mac, Control-click an app’s icon in the Dock.
You may need to first open the app to show its icon in the Dock.
Choose Options, then choose an option below Assign To.
- All Desktops: The app opens in every space. (this option can be really useful)
- This Desktop: The app opens only in the current space. If you use the app full screen, it appears in its own space.
- Desktop on Display [number]: The app opens in the current space on a specific display (if more than one display is available).
- None: The app opens in whichever space you’re using at the time.

Practice Now is the time to practice everything. The Skills on this page are crucial to know as you work on learning the Top10 Skills of being a Presentation Manager.

Practice!