How to Share a Presentation Without Emailing an Attachment

Email attachments are one of the most common ways to share a presentation, but they are not always the most convenient option.

Large files can be difficult to send, recipients may not want to download another attachment, and sending the original PowerPoint or PDF file gives the recipient a separate copy that can be saved or forwarded.

Fortunately, there are several ways to make a presentation available without attaching the original file to an email.

Why Avoid Email Attachments?

There is nothing inherently wrong with sending a presentation as an attachment. In many situations, it is still the simplest and most appropriate method.

However, an attachment may be less desirable when the presentation is large, when the recipient only needs to view it, when you expect to share the same presentation repeatedly, or when you want additional information about viewing activity.

In those cases, providing access to the presentation instead of sending another copy of the file may be more practical.

1. Host the Presentation Online

One option is to upload the presentation to an online presentation hosting service.

Instead of attaching the presentation file to an email, you can provide the recipient with a way to access the hosted presentation online.

This can be especially useful when the recipient only needs to view the presentation rather than edit the original PowerPoint or other source file.

2. Share a Presentation Link

A presentation link can be much easier to include in an email, text message, direct message, or other communication than a large file attachment.

The recipient can follow the link to access the presentation without requiring you to attach the original file to every message.

This approach can also be useful when the same presentation needs to be shared with multiple people.

3. Use Cloud File Sharing

Cloud storage services can also provide a way to share a presentation without attaching it directly to an email.

You can upload the file to cloud storage and send the recipient a link to the stored presentation.

This can work well when the recipient needs to download, edit, or collaborate on the original presentation file. However, file sharing is not necessarily the same as hosting a finished presentation specifically for viewing.

4. Convert the Presentation to PDF and Share the PDF

Another option is to convert a PowerPoint presentation into a PDF and make the PDF available through a link or online service.

This can be useful when the recipient only needs to read the slides and does not need to edit the original presentation.

A PDF can simplify compatibility, but you still need to decide whether the recipient should receive the actual file or access it online.

5. Decide Whether the Recipient Needs the Original File

This is one of the most important questions when choosing a presentation sharing method.

If the recipient needs to edit the slides, reuse material, collaborate with you, or work offline, providing the original file may make sense.

If the recipient only needs to view the presentation, sending the source file may be unnecessary. Online presentation access can provide another option.

6. Avoid Repeatedly Sending Large Presentation Files

Presentation files can become large when they contain photographs, graphics, charts, diagrams, or many slides.

Reattaching the same large presentation every time you contact a new investor, prospect, client, or business partner can be inconvenient.

Hosting the presentation once and providing online access can reduce the need to repeatedly transmit the full presentation file.

7. Make Viewing Easy on Mobile Devices

Many people first open business messages on a phone or tablet.

Downloading a large attachment may be inconvenient on a mobile connection, particularly when the recipient only wants to take a quick look at the presentation.

Browser-based access to a hosted presentation can provide another way for the recipient to review the slides without first downloading the source file.

8. Think About Version Control

Presentation files often change over time.

You may update financial figures, product information, customer statistics, team information, pricing, market data, or other slides.

Once an older attachment has been sent, however, that old copy may remain in the recipient's inbox. Using online presentation access can help make the distribution process easier to manage going forward, although you should always verify that viewers are accessing the correct current version.

9. Consider Whether You Want Viewing Analytics

One important limitation of a traditional presentation attachment is that it may provide little information about what happens after the file is delivered.

Depending on the hosting platform, an online presentation may provide analytics about viewing activity.

That information can include presentation views, viewers, repeat viewing activity, slide views, viewing time, and session information.

10. Consider Access and Distribution

When you send an attachment, the recipient receives a copy of the presentation file.

That file can potentially be saved, duplicated, or forwarded to other people.

Hosting a presentation online can avoid distributing the original file unnecessarily, although online access should never be treated as a guarantee that visible information cannot be copied or shared.

11. Make the Access Instructions Clear

Whatever sharing method you choose, the recipient should not have to guess how to view the presentation.

If a link, access code, password, or other instruction is required, include it prominently in the message.

Before sending the presentation, test the viewing process yourself to make sure the instructions work.

12. Choose the Sharing Method That Matches the Situation

There is no requirement that every presentation be shared the same way.

An internal collaborator may need the original PowerPoint file, while a prospective investor may only need to view a pitch deck. A client may prefer a PDF, while a sales prospect may find a hosted presentation more convenient.

The goal is to choose the method that best matches what the audience needs and what you want to accomplish after the presentation is shared.

Attachment, File-Sharing Link, or Hosted Presentation?

These methods solve different problems.

An email attachment is useful when the recipient should receive the actual file.

A cloud file-sharing link is useful when the recipient needs access to the stored file for downloading, editing, or collaboration.

A hosted presentation can be useful when the recipient primarily needs to view the presentation and you want the presentation experience itself to remain online.

What Types of Presentations Can Be Shared This Way?

The idea is not limited to investor pitch decks.

Online presentation sharing can also be useful for sales presentations, client proposals, business plans, project presentations, marketing materials, training presentations, product presentations, internal reports, and other slide-based documents.

Whenever someone needs to see a presentation but does not necessarily need the editable source file, an online viewing option may be worth considering.

Share a Presentation Without an Email Attachment Using PitchDeckHost.com

PitchDeckHost.com was designed for exactly this kind of presentation sharing.

You can upload a supported PowerPoint, PDF, ODP, or other supported presentation file and make the presentation available for online viewing.

Instead of attaching the original presentation to every email, you can provide viewers with access to the hosted version.

Logged-in PitchDeckHost.com users can also view analytics including Total Views, Viewers, Returning Viewers, slide-level viewing statistics, and pitch viewing session data.

And although the service is called PitchDeckHost.com, the presentation does not have to be a pitch deck. The same hosting approach can be used for many kinds of business and professional presentations.

Learn About Pitch Deck Hosting