PowerPoint 2013 ch05

Chapter 5

Collaborating on and Delivering a Presentation

MicrosoftPowerPoint 2013

Collaborating on and Delivering a Presentation 2

• Combine PowerPoint files• Accept and reject a reviewer’s proposed changes• Delete, reply to, and insert comments• Reuse slides from an existing presentation• Capture part of a slide using screen clipping• Insert slide footer content

Objectives

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• Set slide size and presentation resolution• Save files as a PowerPoint show• Package a presentation for storage on a compact

disc• Save a presentation in a previous PowerPoint

format• Inspect and protect files• Use presentation tools to navigate and annotate

slide shows

Objectives

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Project – Presentation with Comments, Inserted Slides, Protection, and Annotation

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• Collaborate on a presentation by using comments• Set slide size and slide show resolution• Save and package a presentation• Protect and secure a presentation• Use presentation tools to navigate and annotate

slides during a presentation

Roadmap

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• With one presentation active, display the REVIEW tab

• Tap or click the Compare button (REVIEW tab | Compare group) to display the Choose File to Merge with Current Presentation dialog box

• Navigate to the location of the presentation you wish to merge, and tap or click to select the file name

• Tap or click the Merge button to merge the presentations and display the Revisions task pane

Merging a Presentation

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Merging a Presentation

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• Open the Backstage view and then tap or click the Print tab to display the Print gallery

• Tap or click ‘Full Page Slides’ to display print layouts

• If necessary, tap or click ‘Print Comments and Ink Markup’ to select this option

• Tap or click the Print button to print the pages

Printing Comments

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Printing Comments

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• If necessary, display the REVIEW tab. With Slide 1 displaying, tap or click the SLIDES tab in the Revisions pane to display a thumbnail of merged Slide 1

• Tap or click the check box above the thumbnail to view the proposed changes in the slide

• Tap or click the check box again to undo the changes

Previewing Presentation Changes

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Previewing Presentation Changes

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• Tap or click the DETAILS tab in the Revisions pane• Click the change marker to view an explanation of the

proposed change• Tap or click the check box next to the proposed change to

accept the change, and clear the check box to reject the change

Reviewing, Accepting, and Rejecting Presentation Changes

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• Tap or click the slide with the changes to display the box with the proposed changes

• Click the All changes check box to preview all proposed changes to the slide

• Remove the check mark from check boxes for changes you do not want to review

Reviewing, Accepting, and Rejecting Slide Changes

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Reviewing, Accepting, and Rejecting Slide Changes

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• Tap or click the comment in the Slide Changes section

• Read the comment and then tap or click the Next button to select the next comment

Reviewing Comments

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• Select the comment to which you want to reply• Tap or click the Reply box to place the insertion

point in the Reply box• Type the desired reply and then press the ENTER

key

Replying to a Comment

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• Tap or click the Insert Comment button, which has the label New, to open a comment box in the Comments pane

• Tap or click the comment box, type the comment text, and then press the ENTER key

Inserting a Comment

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• Tap or click to select the comment you want to delete

• Tap or click the Delete button to delete the comment

Deleting a Comment

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• Display Slide 1 and then tap or click the Reading View button on the status bar to display Slide 1 in this view

• Tap or click the Next and Previous buttons to review the changes on each slide

Running the Revised Presentation in Reading View

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• Tap or click the End Review button (REVIEW tab | Compare group) to display the Microsoft PowerPoint dialog box

• Tap or click the Yes button to apply the changes you accepted and discard the changes you rejected

• Tap or click the Show Comments arrow to display the Show Comments menu

• Tap or click Comments Pane in the menu to close the Comments pane

• Tap or click the Show Comments arrow to display the Show Comments menu again

• Tap or click Show Markup in the menu to hide comments on the slide

Ending the Review and Hiding Markup

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Ending the Review and Hiding Markup

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• Tap or click the New Slide arrow (HOME tab | Slides group) to display the layout gallery

• Tap or click Reuse Slides in the layout gallery to display the Reuse Slides pane

• Tap or click the Browse button• Tap or click Browse File to display the Browse dialog box• Navigate to the location containing the file to reuse,

and then tap or click to select the file• Tap or click the Open button to display thumbnails of

the slides in the Reuse Slides pane

Reusing Slides from an Existing Presentation

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• Tap or click the thumbnails to insert into the presentation

• Tap or click the ‘Keep source formatting’ check box at the bottom of the Reuse Slides pane to preserve the slide formatting

• Tap or click the Close button in the Reuse Slides pane so that it no longer is displayed

Reusing Slides from an Existing Presentation

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Reusing Slides from an Existing Presentation

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• Display the INSERT tab and then click the Screenshot button (INSERT tab | Images group) to display the Available Windows gallery

• Tap or click Screen Clipping (Available Windows gallery) to display the current presentation

• When the white overlay displays, resize the rectangle to select the desired portion of the screen for the clipping

• Release the mouse button to insert the snip

Capturing Part of a Screen Using Screen Clipping

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Capturing Part of a Screen Using Screen Clipping

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• Tap or click the Header & Footer button (INSERT tab | Text group) to display the Header and Footer dialog box

• If necessary, tap or click the Slide tab to display the Slide sheet

• Select which information to include on the slide• Tap or click the Apply to All button to apply the

footer to all slides

Adding a Footer with Fixed Information

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Adding a Footer with Fixed Information

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• With a picture selected, tap or click the Reset Picture button (FORMAT tab | Adjust group) to remove all formatting from the picture

Clearing Formatting

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• Display the DESIGN tab and then tap or click the Slide Size button to display the Slide Size gallery

• Tap or click the desired slide size setting

Setting Slide Size

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• Display the SLIDE SHOW tab and then tap or click the ‘Set Up Slide Show’ button (SLIDE SHOW tab | Set Up group) to display the Set Up Show dialog box

• If necessary, tap or click the Slide show monitor arrow in the Multiple monitors section and then choose Primary Monitor

• Tap or click the Resolution arrow in the Multiple monitors section to display the Resolution list

• Tap or click the desired resolution to change the slide show resolution setting

• Tap or click the OK button to close the Set Up Show dialog box and apply the new resolution to the slides

Setting Presentation Resolution

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Setting Presentation Resolution

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• Open the Backstage view, display the Export tab, and then tap or click ‘Change File Type’ to display the Change File Type section

• Tap or click PowerPoint Show in the Presentation File Types area

• Tap or click the Save As button to display the Save As dialog box

• Type the desired file name in the File name box• Tap or click the Save button to save the presentation

as a PowerPoint show

Saving a File as a PowerPoint Show

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Saving a File as a PowerPoint Show

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• Open the Backstage view, display the Export tab, and then click ‘Change File Type’ to display the Change File Type section

• Tap or click ‘JPEG File Interchange Format’ in the Image File Types area

• Tap or click the Save As button to display the Save As dialog box

• Type the desired file name in the File name box• Tap or click the Save button to display the Microsoft

PowerPoint dialog box• Tap or click the ‘Just This One’ button to save only the selected

slide

Saving a Slide as an Image

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Saving a Slide as an Image

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• Insert a CD-RW or DVD-RW or a blank CD-R or DVD-R into your CD or DVD drive

• Open the Backstage view, display the Export tab, and then tap or click ‘Package Presentation for CD’

• Tap or click the ‘Package for CD’ button in the Package Presentation for CD section to display the Package for CD dialog box

• Type the desired name in the ‘Name the CD’ box

Packing a Presentation for Storage

on a Compact Disc

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• Tap or click the ‘Copy to CD’ button to begin packaging the presentation files and to display the Microsoft PowerPoint dialog box

• Tap or click the No button to not include linked files and to display another Microsoft PowerPoint dialog box

• Tap or click the Continue button to continue copying the presentation to a CD without the comments added to the slides

Packing a Presentation for Storage

on a Compact Disc

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• When the files have been written, tap or click the No button to not copy the files to another CD

• Tap or click the Close button to finish saving the presentation to a CD

Packing a Presentation for Storage on a Compact Disc

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Packing a Presentation for Storage

on a Compact Disc

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• Open the Backstage view, display the Export tab, and then click ‘Change File Type’ in the Presentation File Types section

• Tap or click ‘PowerPoint 97–2003 Presentation’ in the Presentation File Types area

• Tap or click the Save As button to display the Save As dialog box

• Type the desired file name in the File name box

Saving a File in a Previous PowerPoint Format

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• Tap or click the Save button to save the presentation as a .ppt type and display the Microsoft PowerPoint Compatibility Checker

• Tap or click the Continue button to continue to save the presentation

Saving a File in a Previous PowerPoint Format

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Saving a File in a Previous PowerPoint Format

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• Open the Backstage view and then tap or click the ‘Check for Issues’ button in the Info tab to display the Check for Issues menu

• Tap or click Check Compatibility to display the Microsoft PowerPoint Compatibility Checker dialog box

• In the Summary area, view the comments regarding the features that are not supported by earlier versions of PowerPoint

• Tap or click the OK button to close the dialog box and return to the presentation

Identifying Presentation Features Not Supported by Previous Versions

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Identifying Presentation Features Not Supported by Previous Versions

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• Open the Backstage view and then tap or click the ‘Check for Issues’ button to display the Check for Issues menu

• Tap or click Inspect Document to display the Document Inspector dialog box

• Tap or click the Inspect button to check the document and display the inspection results

• Tap or click the Remove All button in the appropriate areas to remove the inappropriate information from the presentation

• Tap or click the Close button to close the dialog box

Removing Inappropriate Information

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Removing Inappropriate Information

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• With the Backstage view open and the Info tab displaying, tap or click the Protect Presentation button to display the Protect Presentation menu

• Tap or click ‘Encrypt with Password’ to display the Encrypt Document dialog box

• Type the desired password in the Password box• Tap or click the OK button to display the Confirm Password

dialog box• Retype the password in the Reenter password box• Tap or click the OK button in the Confirm Password dialog

box

Setting a Password

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Setting a Password

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• With the Backstage view open and the Info tab displaying, tap or click Protect Presentation to display the Protect Presentation menu

• Tap or click ‘Mark as Final’ to display the Microsoft PowerPoint dialog box indicating that the presentation will be saved as a final document

• Tap or click the OK button to save the file and to display another Microsoft PowerPoint dialog box with information about a final version of a document and indicating that the presentation is final

• Tap or click the OK button

Marking a Presentation as Final

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Marking a Presentation as Final

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• Run the slide show• If the control bar is not visible in the lower-left

corner of the slide, move the pointer on the slide• Tap or click ‘Pen and laser pointer tools’ on the

control bar to display a menu• Tap or click Highlighter and then drag over the

desired words

Highlighting Items on a Slide

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Highlighting Items on a Slide

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• Tap or click the ‘Pen and laser pointer tools’ button on the control bar and then tap or click Pen on the menu

• Tap or click the ‘Pen and laser pointer tools’ button on the control bar and then point to the desired color

• Tap or click the desired color• Drag the pointer around the screen

Changing Ink Color

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Changing Ink Color

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• Combine PowerPoint files• Accept and reject a reviewer’s proposed changes• Delete, reply to, and insert comments• Reuse slides from an existing presentation• Capture part of a slide using screen clipping• Insert slide footer content

Chapter Summary

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• Set slide size and presentation resolution• Save files as a PowerPoint show• Package a presentation for storage on a compact

disc• Save a presentation in a previous PowerPoint

format• Inspect and protect files• Use presentation tools to navigate and annotate

slide shows

Chapter Summary

Chapter 5 Complete

MicrosoftPowerPoint 2013