If you’re sending a Prezi to a partner company, a client, or anyone outside your organization, you probably want to avoid surprises—like your deck leaking, or someone accidentally editing your masterpiece. This guide is for anyone who needs to share a Prezi securely with external B2B contacts, without giving away the farm or making things painful for the recipient.
Let’s break down what actually works, what’s just wishful thinking, and how to avoid common slip-ups.
1. Know Your Prezi Options (and Their Limits)
Before you get tactical, you need to know what Prezi actually lets you do when it comes to sharing:
- Prezi Present (the standard product) lets you share presentations via links, email invites, or by exporting as PDF or video.
- Prezi Business or Team accounts have a few more sharing controls, like analytics and workspace management, but the basics are similar.
- Prezi Video is for recording yourself over slides, and sharing as video files or links.
Here’s the catch: Prezi’s platform is designed for easy sharing, not for Fort Knox security. That means you need to be proactive about locking things down.
What to ignore: Anyone telling you that Prezi is “enterprise-secure” out of the box is, frankly, overselling it. It’s good for day-to-day business, but you shouldn’t rely on it for top-secret documents.
2. Decide How Much Control You Need
Every B2B situation is different. The sweet spot is usually: “easy for them, not risky for us.” Ask yourself:
- Is the content confidential, or just sensitive?
- Do external folks need to edit, or just view?
- Is it okay if they forward the link?
If you just need them to see your Prezi, you can keep things simple. If you need to track who watched, or prevent sharing, things get trickier.
3. Use Prezi’s Built-In Sharing Settings
Prezi gives you a few basic ways to share:
A. Share Link (View Only)
- How it works: You create a link and send it. Anyone with the link can view.
- Security reality: This is “security by obscurity.” If someone forwards the link, anyone can open it.
- When to use: For decks with low sensitivity, or when you need speed over strict control.
How-to: 1. Open your Prezi. 2. Click “Share” in the upper right. 3. Choose “View link.” 4. Copy and send the link.
Pro tip: If you use this, make it clear in your email that the link shouldn’t be forwarded.
B. Invite Specific People by Email
- How it works: Invite people by their email address. They get a unique invite.
- Security reality: More control—recipients need to log in or create a Prezi account to view. Still, they could screen-capture or forward info.
- When to use: When you need to track who accessed the presentation, or keep a clear audit trail.
How-to: 1. Click “Share.” 2. Enter the email addresses. 3. Set permissions (view or edit). 4. Click “Send invitation.”
Honest take: This is the most “secure” built-in method Prezi offers, but it adds friction for the other side. If your B2B contact isn’t tech-savvy, expect some hand-holding.
C. Set Presentation as “Private”
- How it works: Your Prezi is only accessible to people you invite.
- Security reality: This keeps it off search engines or Prezi’s public gallery.
- When to use: Always set this for anything sensitive.
How-to: 1. Open the presentation. 2. Click the three dots (More). 3. Choose “Privacy settings.” 4. Set to “Private.”
4. Don’t Rely on “Disable Copying” or “Download Restrictions”
Prezi doesn’t have bulletproof tools for disabling downloads or copying. Even if you lock down the presentation, someone can always:
- Take screenshots.
- Record their screen.
- Copy content manually.
If the information is super sensitive, don’t put it in Prezi at all. Use a secure portal, or just send a PDF with a password (and accept that PDFs can be shared too).
5. Export to PDF or Video—But Know the Risks
Sometimes, the safest way to control a presentation is to export it and send a static version.
- PDF: Great for sharing a “read-only” version. Downside: animations and transitions are lost.
- Video: Shows your whole presentation, including animations, but no interactivity.
How-to: 1. Open your Prezi. 2. Click “Export” or “Download.” 3. Choose PDF or Video.
Security catch: Once it’s a file, it can be forwarded, copied, or posted anywhere. You lose all tracking and revocation ability.
6. Add a Watermark or Disclaimer
If you have to send a sensitive Prezi as a file or link, add a slide with:
- A watermark with your company name or “Confidential.”
- A disclaimer: “For [Partner Company] only. Do not distribute.”
This won’t stop leaks, but it’s a reminder—and gives you some leverage if things go sideways.
7. Track Engagement (If Needed)
Some Prezi plans offer basic analytics: who opened your presentation, when, and how long they viewed it. This only works if you send individual invites (not open links).
- Useful for: Sales pitches, partner training, or compliance tracking.
- Not foolproof: If they forward the invite, someone else can log in as them.
Bottom line: Analytics are a nice-to-have, not a guarantee.
8. Consider a More Secure Platform for Highly Sensitive Content
If your presentation is truly confidential—think merger talks, unreleased products, or anything regulated—Prezi isn’t the right tool. Instead:
- Use a virtual data room (VDR) or secure file-sharing service with granular permissions, watermarking, and audit logs.
- Or, deliver the presentation live (screen share) and don’t send a copy at all.
Don’t overthink it: For 95% of B2B sharing, Prezi’s built-in tools are “secure enough.” For that other 5%, step up your game.
Summary: Keep It Simple, Stay in Control
Sharing Prezi presentations with B2B partners doesn’t have to be a headache. Use the built-in privacy controls, remember that “view-only” links aren’t Fort Knox, and don’t put anything in Prezi you couldn’t live with getting out. If in doubt, send a PDF, add a watermark, and move on. The goal is to get your message across—without losing sleep over it.
Keep it simple, keep your eyes open, and you’ll be fine. And hey, if someone asks for your deck in PowerPoint format—just smile and hit “Export.”