How to setup presentation for a session in Zoho Backstage

Session Handouts

Overview

Handouts are attendee-facing documents that support learning and engagement during your session. They provide key takeaways or supplemental content such as summaries, visual aids, or reference files. Attendees can use handouts to follow along during the session and review the material afterward.

Handouts are especially useful for visual learners and those who prefer not to take notes during a live presentation. You can upload PDFs, presentation slides, or videos as handouts.

Info
Associating presentations to your sessions is a paid feature enabled based on your subscription plan.

Adding Session Handouts  

Handouts serve as valuable take-away resources that enhance learning retention and provide reference files for attendees.
  1. Navigate to Manage > Sessions from the Dock to view all your sessions.
  2. Find your session and click the Handouts link. This opens the Handouts tab within the session details view.
  3. Click the Add Handout button to open the file selection dropdown. 



  4. Choose your upload method:
    1. Add Presentation
    2. Add Video
    3. Add PDF
  5. Click the center area to browse files from your local system. 



  6. Use "Pick from Zoho Workdrive" to select cloud-stored files.
  7. Select your presentation, document, or video to upload.
  8. Review the uploaded file in the preview dialog.
  9. Click Select to confirm and add the handout.
Idea
You can also upload handouts directly through Manage > Event Library, which provides centralized content management across all sessions.
Notes
Presentation
  1. Supported File Types: PPT, PPTX, PPS, PPSX, ODP, SXI, ZSLIDES
  2. Max File Size: 40MB

Video
  1. Supported File Types: MP4, AVI
  2. Max File Size: 200MB
PDF
  1. Max File Size: 10MB 

Editing Uploaded Session Handouts 

You can update or replace handouts to ensure that attendees always have access to the latest version of your content. This is useful when you need to fix errors, reflect last-minute changes, or repurpose the session for a new audience.

Keeping your session content up to date is essential for delivering a smooth and impactful presentation. With Zoho Backstage, you can easily view, update, or replace session handouts as needed—whether it’s a slide deck, a PDF document, or a video. 

You may want to edit or update handouts if:

  1. There are last-minute changes to your presentation.
  2. You need to correct errors or outdated information.
  3. You want to improve clarity or visual appeal.
  4. You're reusing session content for a new audience or event. 

To make changes to a handout, you’ll need to download the file, update it, and re-upload the latest version.

  • Navigate to Manage > Sessions from the Dock to view all your sessions.
  • Find your session and click the Handouts link. This opens the Handouts tab within the session details view.
  •  Click the View icon to preview the current version before making any edits. If the file needs changes:



    • Download the handout if changes are needed (see instructions below).
    • Edit it using your preferred tool.
    • Delete the old version from the session (see below).
    • Upload the updated version using the Add Handout button.
Info
When you click the View button, the file will open in the default web application associated with that file type in your browser. You can make edits directly within that web app, if supported.

Downloading a Handout  



Download a handout to save a local copy or to make changes to the original file. Once updated, you can re-upload the new version to your session.
  1. Navigate to Manage > Sessions from the Dock to view all your sessions.
  2. Find your session and click the Handouts link. This opens the Handouts tab within the session details view.
  3. Hover over the handout in the Handout tab.
  4. Click the Download icon.
  5. The file will be saved to your local storage.
  6. Open it in the appropriate software to make your edits.
  7. Once you're done editing, return to the Handouts tab and upload the new version.

Deleting a Handout   



Remove a handout from a session if it is no longer relevant. This only detaches the file from the session. To delete it permanently, you’ll need to remove it from the Content Library.
  • Navigate to Manage > Sessions from the Dock to view all your sessions.
  • Find your session and click the Handouts link. This opens the Handouts tab within the session details view.
  • Hover over the handout in the handout tab.
  • Click the Delete icon.
  • Confirm the deletion in the pop-up dialog.
NotesNote: To remove session handouts permanently, go to Manage > Event Library and delete them.
Idea
Tips for managing your session handout:
  1. Save a copy before you edit: Download the original file before making major changes so you always have a backup.
  2. Name files clearly: Use simple and descriptive file names to make them easier to locate. For example, “Keynote_Slides_Final” is better than “presentation1”.
  3. Keep things updated: Review your handouts periodically to ensure the content is still accurate and relevant.
  4. Make it easy for everyone: If your handout includes images or visuals, add short descriptions or alt-text so they are accessible to attendees using screen readers.
If you have any questions, please contact support@zohobackstage.com.