PowerPoint Collaboration Feature

Microsoft Office 2007PowerPoint Collaboration FeatureCollaborating on and Delivering Presentations

Objectives• Insert, delete, and modify comments• Inspect and protect files• Compress files and mark them as final• Create a digital signature• Save files as a PowerPoint show• Run shows with pens and highlighters• Package presentations for a CD

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Plan Ahead• Ask for and accept criticism• Select an appropriate password

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Inserting a Comment• Start PowerPoint and then open the presentation, Recreational

Biking, from the Data Files for Students• Click the Next Slide button to display Slide 2• Click Review on the Ribbon to display the Review tab• Click the Insert Comment button, which is labeled New Comment,

in the Comments group to display a comment box at the top of Slide 2

• Type Check to verify these statistics are current when giving the presentation. in the comment box

• Click anywhere outside the comment box to close the comment box• Click the Next Slide button twice to display Slide 4

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Inserting a Comment• Click after the second bullet and then click the Insert Comment button

to display a comment box to the right of the bullet• Type Locate a study finding that bicycling is an

excellent way to relieve stress and then replace this paragraph with that information. in the comment box

• Click anywhere outside the comment box to close the comment box• Click the Next Slide button to display Slide 5• Click the word, Price, in the table and then click the Insert Comment

button to open a new comment box on the table• Type Verify current prices at local bike shop. in

the comment box• Click anywhere outside the comment box to close the comment box

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Inserting a Comment

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Modifying a Comment• Display Slide 2 and then click the comment marker to display the

comment on Slide 2• Click the Edit Comment button in the Comments group to open

the comment box• At the end of the current text type Good sources are www.usacycling.org and www.imba.com (International Mountain Bicycling Association). in the comment box

• Click the Next Comment button, which is labeled Next, in the Comments group to display the comment on Slide 4

• Click the Edit Comment button and then type Ask Rich at the bike store for information on current studies. in the comment box

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Modifying a Comment

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Saving the Presentation• With a USB flash drive connected to one of the

computer’s USB ports, click the Office Button and then display the Save As dialog box

• Type Recreational Biking Revised in the File name text box to change the file name

• Click Computer in the Favorite Links section, double-click your USB flash drive in the list of available drives, and then click the Save button to save the document on the USB flash drive with the new file name

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Hiding and Showing Markups• Click the Show Markup button in the Comments

group to hide the comment on Slide 4• Display Slide 5 to view the slide with no

comments showing• Click the Show Markup button to display the

comment marker on Slide 5• Click the Next Comment button, which is labeled

Next, in the Comments group to display the Slide 2 comment

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Hiding and Showing Markups

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Deleting a Comment• With Slide 2 displayed, click the Delete Comment

button in the Comments group to delete the comment

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Deleting a Comment

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Identifying Presentation Features Not Supported by Previous Versions• Click the Office Button and then point to Prepare on the

Office Button menu to display the Prepare submenu• Click Run Compatibility Checker to open the Microsoft

Office PowerPoint Compatibility Checker dialog box• View the comments in the Summary area regarding the

two features that are not supported by earlier versions of PowerPoint

• Click the OK button to close the Microsoft Office PowerPoint Compatibility Checker dialog box

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Identifying Presentation Features Not Supported by Previous Versions

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Removing Inappropriate Information• Click the Office Button, point to Save As on the Office

Button menu, and then click PowerPoint presentation• Type Recreational Biking Duplicate in the File name text

box and then click the Save button to change the file name and save another copy of this presentation

• Click the Office Button and then point to Prepare on the Office Button menu

• Click Inspect Document in the Prepare submenu to display the Document Inspector dialog box

• Click the Inspect button to check the document

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Removing Inappropriate Information• When the inspection report is displayed, click the

Remove All button in the Comments and Annotations area to remove the comments from the presentation

• Click the Close button to close the Document Inspector dialog box

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Removing Inappropriate Information

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Setting a Password• Click the Office Button and click Save As on the Office

Button menu to display the Save As dialog box• Click the Tools button to display the Tools menu• Click General Options in the Tools menu to display the

General Options dialog box• Type Biking4me in the ‘Password to open’ text box• Click the OK button to display the Confirm Password

dialog box

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Setting a Password• Type Biking4me in the ‘Reenter password to

open’ text box• Click the OK button in the Confirm Password

dialog box• Click the Save button in the Save As dialog box to

add the password to the document• Click the Yes button in the Confirm Save As dialog

box to replace the existing presentation

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Setting a Password

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Compressing a Presentation• Display Slide 4 and then click the bicycle picture to select it• Click Format on the Ribbon to display the Format tab under

Picture Tools• Click the Compress Pictures button in the Adjust group to display

the Compress Pictures dialog box• Click the Options button in the Compress Pictures dialog box to

display the Compression Settings dialog box• Click Screen to select the Screen (150 ppi) option• Click the OK button to close the Compression Settings dialog box• Click the OK button to close the Compress Pictures dialog box and

to compress all pictures in the presentation

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Creating a Digital Signature and Adding It to a Document• Click the Office Button and then point to Prepare on the

Office Button menu to display the Prepare submenu• Click Add a Digital Signature on the Prepare submenu to

display the Microsoft Office PowerPoint dialog box• Click the OK button to display the Get a Digital ID dialog

box• Click ‘Create your own digital ID’ and then click the OK

button to display the Create a Digital ID dialog box

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Creating a Digital Signature and Adding It to a Document• Type Mary Halen in the Name text box• Type mary_halen@hotmail.com in the E-

mail address text box• Type Mary's Bike Shop in the Organization

text box• Type Los Angeles, CA in the Location text

box

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Creating a Digital Signature and Adding It to a Document• Click the Create button to display the Sign dialog

box• Click the Sign button to display the Signature

Confirmation dialog box• Click the OK button to close the Signature

Confirmation dialog box and display the Signatures task pane

• Click the Close button in the Signatures task pane so that it no longer is displayed

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Creating a Digital Signature and Adding It to a Document

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Marking a Presentation as Final• Click the Office Button and then point to Prepare

on the Office Button• Click Mark as Final (shown in Figure 21 on PPT

313) to display the Microsoft Office PowerPoint dialog box

• Click the Yes button to invalidate the signatures in the presentation

• If necessary, click the OK button to display a second Microsoft Office PowerPoint dialog box indicating that the presentation is final

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Marking a Presentation as Final

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Saving a File in .PPS Format• Click the Office Button, point to Save As on the Office

Button menu, and then click PowerPoint Presentation• Type Recreational Biking Show in the File

name text box• Click the Save as type arrow to display the Save as type

list• Click PowerPoint Show in the Save as type list• Click the Save button to save the Recreational Biking

presentation as a PowerPoint show• Click the Yes button in the Microsoft Office PowerPoint

dialog box to remove all signatures in the presentationMicrosoft Office 2007: Complete Concepts and Techniques 29

Saving a File in .PPS Format

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Highlighting Items on a Slide• Click the Slide 1 thumbnail in the Slides tab and then run

the slide show• If the Slide Show toolbar is not visible, move the mouse

pointer on the slide• Click the pointer arrow on the Slide Show toolbar to

display the shortcut menu• Click Highlighter and then drag the mouse over the

word, Fitness, until the entire word is highlighted• Move the mouse and then click to highlight any area of

the slide

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Highlighting Items on a Slide

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Changing Ink Color• Click the Next Slide button on the Slide Show

toolbar to display Slide 2• Click the pointer arrow on the Slide Show toolbar

and then click Ballpoint Pen on the shortcut menu

• Click the pointer arrow on the Slide Show toolbar and then point to Ink Color

• Click the color Green in the Standard Colors row

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Changing Ink Color• Drag the mouse around the third bulleted

paragraph, 152.3 mph - , to draw a line around this text

• Right-click the slide to display the Popup menu• Click End Show to display the Microsoft Office

PowerPoint dialog box• Click the Discard button to end the presentation

without saving the annotations

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Changing Ink Color

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Packaging a Presentation for Storage on a Compact Disc• Insert a CD-RW or a blank CD-R into your CD

drive• Click the Office Button and then point to Publish

on the Office Button menu• Click Package for CD to display the Microsoft

Office PowerPoint dialog box• Click the OK button to display the Package for CD

dialog box• Type Biking in the Name the CD text box

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Packaging a Presentation for Storage on a Compact Disc• Click the Copy to CD button to package the

presentation files• Click the No button in the Microsoft Office

PowerPoint dialog box to not include linked files• When the files have been written, click the Close

button in the Package for CD dialog box• Click the No button to not copy the files to

another CD

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Packaging a Presentation for Storage on a Compact Disc

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Quitting PowerPoint• Display the Office Button menu and then click

the Exit PowerPoint button to close all open documents and quit PowerPoint

• If a Microsoft Office PowerPoint dialog box is displayed, click the Yes button to save the changes

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Summary• Insert, delete, and modify comments• Inspect and protect files• Compress files and mark them as final• Create a digital signature• Save files as a PowerPoint show• Run shows with pens and highlighters• Package presentations for a CD

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Microsoft Office 2007PowerPoint Collaboration Feature CompleteCollaborating on and Delivering Presentations