--- title: "Share a Presentation" slug: "share-a-presentation" description: "Learn how to share a Presentation with other Board users or groups, assign view or edit permissions, and manage sharing settings while security profiles control data access." tags: ["Planner", "Presentation"] updated: 2026-05-06T15:37:42Z published: 2026-05-06T15:37:42Z canonical: "help.board.com/share-a-presentation" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.board.com/llms.txt > Use this file to discover all available pages before exploring further. # Share a Presentation This topic describes how to share a Presentation within Board and all available options. Presentations can be shared with other or all Board users in a single Platform: Presentations shared this way can be viewed only within Board. When an owner shares a Presentation they have created, they have the option to grant or withhold editing privileges. Granting these privileges allows shared users to access the file in [Edit Mode](/v1/docs/edit-and-play-mode), share it with others, and even manage permissions for everyone except the Presentation owner. The Presentation owner always has full access to the Presentation and no other user can revoke their editing privileges. > [!NOTE] > Security Profiles ensure that everyone sees only the information they are allowed to see. Because of this, two users looking at the same Presentation might see different data based on their specific access levels. To **share a Presentation**: 1. Open the desired Presentation in Edit Mode and click on the share icon ![contents/assets/images/assets/images/share.png](https://cdn.document360.io/8d6f1ae8-0cac-4d0d-a208-6245b83df94a/Images/Documentation/sharing-a-presentation-image-56ao1bla.png) in the top menu 2. In the popup window, choose the intended recipients of the Presentation: 1. Click the "SELECT RECIPIENT" button in the top left of the window from either the User tab or the Groups tab respectively to select individual users or an already created group of users 2. From the list, select whether a user can view, edit, or both using the checkboxes to the left of their name > [!NOTE] > To remove a user from the list, unselect the checkbox(es). When choosing "Can edit", "Can view" is automatically enabled as well. 3. Click "DONE" in the top left of the window 3. Click "SAVE" to share the Presentation with the selected users. ![contents/assets/images/presentation.share.gif](https://cdn.document360.io/8d6f1ae8-0cac-4d0d-a208-6245b83df94a/Images/Documentation/sharing-a-presentation-image-4iwq6olb.png) To share a Presentation with all Board users or a User Group, select the "Group" tab in the top left corner of the window, then select which group or the "All users" group. > [!WARNING] > Known limitation > > When a Presentation is shared with a User Group (excluding the All users group), users who belong to that group may not see the Presentation immediately. Even if a user is already a member of the selected group, the shared Presentation will not appear in their list until they log out and log back in to Board. ![contents/assets/images/presentation.share.all.users.png](https://cdn.document360.io/8d6f1ae8-0cac-4d0d-a208-6245b83df94a/Images/Documentation/sharing-a-presentation-image-9elzjxlb.png) When sharing a Presentation with users, they receive the following notification message in Board. If they are offline, they will get the notification message as soon as they log into Board. ![contents/assets/images/presentations.shared.notification.png](https://cdn.document360.io/8d6f1ae8-0cac-4d0d-a208-6245b83df94a/Images/Documentation/sharing-a-presentation-image-cjojdero.png) ## Multiple users working on the same Presentation When two or more users are working on the same Presentation, the following scenarios apply: - They can add Slides at the same time - They can apply changes to the same Presentation at the same time. When this happens, the last save overwrites the others, regardless of Security Profiles - If a user creates a Slide (without saving it) and another creates another Slide with the same title, they are both able to edit and save it, but only one Slide is added to the Presentation and the last save overwrites the previous ones. ## Leave Sharing The **Leave Sharing** feature allows users to remove themselves from the sharing list of a shared Presentation. When a user selects Leave Sharing, the Presentation is immediately removed from the user's workspace and is no longer visible. Access can only be restored if the Presentation owner shares it again. > [!NOTE] > This action is available within the Presentations section of Board and is not accessible from the System Administration section. Users without permissions cannot delete shared Presentations. However, they can either archive them (a reversible action) or use Leave Sharing to permanently remove them from their workspace. To leave a shared Presentation: 1. Open the drop-down menu in the Presentations section to display the available views: - **All Presentations** - **Favorites** - **My Presentations** - **Shared with me** - **Archived** 2. Select one of these two options: - **Shared with me.** This view displays all Presentations shared with you. - **All Presentations.** This view displays all Presentations shared with you or created by you. > [!NOTE] > Both views include Presentations that have been shared with you, so the Leave Sharing feature is available in both views. ![](https://cdn.document360.io/8d6f1ae8-0cac-4d0d-a208-6245b83df94a/Images/Documentation/Group 534.png) 1. Locate the desired shared Presentation and click on the three-dot menu icon ![contents/assets/images/object.menu.3dots.png](https://cdn.document360.io/8d6f1ae8-0cac-4d0d-a208-6245b83df94a/Images/Documentation/designnbspand-play-mode-image-p0wgxzqp.png) next to its name. 2. Select on “Leave Sharing” to leave the Presentation. A confirmation dialog is displayed informing the user that they are about to remove themselves from the sharing list. The dialog highlights that this action is irreversible and that access to the Presentation can only be restored if the owner shares it again. 3. Click “Yes, leave” to confirm and remove the Presentation from the workspace, or “No” to cancel the action and retain access. ![](https://cdn.document360.io/8d6f1ae8-0cac-4d0d-a208-6245b83df94a/Images/Documentation/Group 533.png) A Presentation is a personalized container of multiple Slides in a defined sequence. Slides within a Presentation may reference Capsule Screens or act as Section headers, and they can be reordered, copied, renamed, hidden, locked, or deleted so that the flow of information is controlled. Custom Changes tracking ensures that edits to Slides with their customized Layouts, Selections, filters, drills, and navigation do not retroactively override the underlying Capsule Screens. This maintains separation between the Presentation view and the source definition of each constituent Slide. Presentations may be previewed in Play Mode, and their workspace provides editing, ordering, and navigation capabilities so that the final Presentation output matches the intended structure. A Platform in Board designates an instance or installation of the Board software (On-premises or in the Cloud) that is managed as a distinct environment under the Subscription Hub, where administrators configure users, licenses, and integrations. The Platform hosts the application workspace for a database instance, including Capsules, Presentations, Data Models, and System Administration. Each Platform appears as a separate tile in the Subscription Hub that links to that installation. A majority of Board customers have multiple Platforms to enable system development and testing in safe isolation from the definitive production environment with its commercially-sensitive real-world data. Edit Mode is the user mode in which Presentations, Slides and Subscriptions become configurable, enabling content and object placement and configuration of their properties, filters, and navigation facilities. The alternative Play Mode or User Mode disables all structural editing and the interface is limited to interaction, navigation, selection filtering and data exploration only. Design Mode is the equivalent term for the creation and modification of Capsules, Screens, Layouts, and Screen Objects. A User Group is a collection of user accounts that have been grouped together for the purpose of managing collaboration features (such as chat and feed) and access rights within a Platform. Each user can be a member of one or more User Groups. The default system group *All Users* includes all active user accounts; it cannot be edited or deleted. A User Group may also designate certain members as Feed authors (i.e. members who are allowed to publish news or content in the Feed area) even if other members are not allowed to publish.