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MicrosoftPowerPoint 2010
Chapter 5
Collaborating on and Delivering a Presentation
Collaborating on and Delivering a Presentation 2
• Combine slide shows• Accept and reject a reviewer’s proposed changes• Insert, modify, and delete comments• Reuse slides from an existing presentation• Capture part of a slide using screen clipping• Insert slide footer content
Objectives
Collaborating on and Delivering a Presentation 3
• Set slide and presentation resolution• Save a file 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• Annotate slide shows with a pen and highlighter
Objectives
Collaborating on and Delivering a Presentation 4
Project – Presentation with Comments, Inserted Slides, and Protection
Collaborating on and Delivering a Presentation 5
• Develop a collaboration plan• Accept and evaluate criticism• Give constructive criticism• Use slide numbers to guide your speech• Determine the screen show ratio• Select an appropriate password
General Project Guidelines
Collaborating on and Delivering a Presentation 6
• With one presentation active, display the Review tab
• 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 click to select the file name
• Click the Merge button to merge the presentations and display the Revisions task pane
Merging a Presentation
Collaborating on and Delivering a Presentation 7
Merging a Presentation
Collaborating on and Delivering a Presentation 8
• Open the Backstage view and then click the Print tab to display the Print gallery
• Click Full Page Slides to display the Print Layout gallery
• If necessary, click Print Comments and Ink Markup to select this option
• Click the Print button to print the six pages
Printing Comments
Collaborating on and Delivering a Presentation 9
Printing Comments
Collaborating on and Delivering a Presentation 10
• Click the Reviewing Pane button (Review tab | Compare group) to display the Revisions task pane. With Slide 1 displaying, click the Slides tab in the Revisions task pane to display a thumbnail of merged Slide 1
• Click the check box above the thumbnail to view the proposed changes in the Slide pane
• Click the check box again to reject the changes
Previewing Presentation Changes
Collaborating on and Delivering a Presentation 11
Previewing Presentation Changes
Collaborating on and Delivering a Presentation 12
• Click the Details tab in the Revisions task pane to display the comment markers and the change markers in the Slide changes and Presentation changes areas
• Click the first comment in the Slides changes area to display the comment
• Read the comment and then click the Delete Comment button to delete the comment
• Click the Next Comment button (Review tab | Comments group) to view the second comment
Reviewing and Deleting Comments
Collaborating on and Delivering a Presentation 13
Reviewing and Deleting Comments
Collaborating on and Delivering a Presentation 14
• Click the first presentation change marker to view an explanation of the proposed change
• Click the Accept Change button (Review tab | Compare group) to accept the change
Reviewing, Accepting, and Rejecting Presentation Changes
Collaborating on and Delivering a Presentation 15
• 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
Collaborating on and Delivering a Presentation 16
Reviewing, Accepting, and Rejecting Slide Changes
Collaborating on and Delivering a Presentation 17
• Click the change marker on the slide thumbnail for the change to reject
• Click the Reject Change button (Review tab | Compare group) to reject the change
Rejecting a Slide Revision
Collaborating on and Delivering a Presentation 18
• Click the Insert Comment button, which displays as New Comment, (Review tab | Comments group) to open a comment box at the top of the slide
• Type the comment text• Click anywhere outside the comment box to hide
the text and lock in the comment
Inserting a Comment
Collaborating on and Delivering a Presentation 19
Inserting a Comment
Collaborating on and Delivering a Presentation 20
• Click the comment marker on the slide• Click the Edit Comment button (Review tab |
Comments group) to change the marker comment color and display your initials and name
• Type the new text in the comment box
Editing a Comment
Collaborating on and Delivering a Presentation 21
Editing a Comment
Collaborating on and Delivering a Presentation 22
• Click the End Review button (Review tab | Compare group) to display the Microsoft PowerPoint dialog box
• Click the Yes button (Microsoft PowerPoint dialog box) to apply the changes you accepted and discard the changes you rejected
Ending the Review
Collaborating on and Delivering a Presentation 23
Ending the Review
Collaborating on and Delivering a Presentation 24
• Click the New Slide button arrow to display the layout gallery
• Click Reuse Slides in the layout gallery to display the Reuse Slides task pane
• Click the Browse button• Click Browse File to display the Browse dialog box• Navigate to the location containing the file to reuse,
and then click to select the file• Click the Open button to display thumbnails of the
slides in the Reuse Slides task pane
Reusing Slides from an Existing Presentations
Collaborating on and Delivering a Presentation 25
• Click the thumbnails to insert into the presentation
• Click the ‘Keep source formatting’ check box at the bottom of the Reuse Slides task pane to preserve the slide formatting
• Click the Close button in the Reuse Slides task pane so that it no longer is displayed
Reusing Slides from an Existing Presentations
Collaborating on and Delivering a Presentation 26
Reusing Slides from an Existing Presentations
Collaborating on and Delivering a Presentation 27
• Display the Insert tab and then click the Screenshot button (Insert tab | Images group) to display the Available Windows gallery
• 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
Collaborating on and Delivering a Presentation 28
Capturing Part of a Screen Using Screen Clipping
Collaborating on and Delivering a Presentation 29
• Click the Header & Footer button (Insert tab | Text group) to display the Header and Footer dialog box
• If necessary, click the Slide tab to display the Slide sheet
• Select which information to include on the slide• Click the Apply to All button to apply the footer to
all slides
Adding a Footer with Fixed Information
Collaborating on and Delivering a Presentation 30
Adding a Footer with Fixed Information
Collaborating on and Delivering a Presentation 31
• With a picture selected, click the Reset Picture button (Picture Tools Format tab | Adjust group) to remove all formatting from the picture
• Click the Artistic Effects button (Picture Tools Format tab | Adjust group) to display the Artistic Effects gallery
• Click the desired effect to apply
Clearing Formatting and Applying an Artistic Effect
Collaborating on and Delivering a Presentation 32
Clearing Formatting and Applying an Artistic Effect
Collaborating on and Delivering a Presentation 33
• Display the Design tab and then click the Page Setup button (Design tab | Page Setup group) to display the Page Setup dialog box
• Click the ‘Slides sized for’ box arrow to display the size list
• Click the desired slide size setting• Click the OK button to change the slide size in the
presentation
Setting Slide Size
Collaborating on and Delivering a Presentation 34
Setting Slide Size
Collaborating on and Delivering a Presentation 35
• Display the Slide Show tab and then click the Resolution box arrow (Slide Show tab | Monitors group) to display the Resolution list
• Click the desired resolution to change the slide show resolution setting
Selecting Slide Show Resolution
Collaborating on and Delivering a Presentation 36
Selecting Slide Show Resolution
Collaborating on and Delivering a Presentation 37
• Open the Backstage view, display the Save & Send tab, and then click Change File Type in the File Types area
• Click PowerPoint Show in the Presentation File Types area
• Click the Save As button below the Other File Types area to display the Save As dialog box
• Type the desired file name in the File name text box• Click the Save button to save the presentation as a
PowerPoint show
Saving a File as a PowerPoint Show
Collaborating on and Delivering a Presentation 38
Saving a File as a PowerPoint Show
Collaborating on and Delivering a Presentation 39
• Open the Backstage view, display the Save & Send tab, and then click Change File Type in the File Types area
• Click JPEG File Interchange Format in the Image File Types area
• Click the Save As button to display the Save As dialog box• Type the desired file name in the File name text box• Click the Save button to display the Microsoft
PowerPoint dialog box• Click the Current Slide Only button to only save the
current slide as an image
Saving a Slide as an Image
Collaborating on and Delivering a Presentation 40
Saving a Slide as an Image
Collaborating on and Delivering a Presentation 41
• Insert a blank CD-R or DVD-R or a CD-RW or DVD-RW into your CD or DVD drive
• Open the Backstage view, display the Save & Send tab, and then click Package Presentation for CD in the File Types area
• Click the Package for CD button in the Package Presentation for CD area to display the Package for CD dialog box
• Type the desired name in the Name the CD text box
Packing a Presentation for Storage
on a CD or DVD
Collaborating on and Delivering a Presentation 42
• Click the Copy to CD button to begin packaging the presentation files and to display the Microsoft PowerPoint dialog box
• Click the No button to not include linked files and to display another Microsoft PowerPoint dialog box
• 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 CD or DVD
Collaborating on and Delivering a Presentation 43
• When the files have been written, click the No button to not copy the files to another CD
• Click the Close button to finish saving the presentation to a CD
Packing a Presentation for Storage
on a CD or DVD
Collaborating on and Delivering a Presentation 44
Packing a Presentation for Storage
on a CD or DVD
Collaborating on and Delivering a Presentation 45
• Open the Backstage view, display the Save & Send tab, and then click Change File Type in the File Types area
• Click PowerPoint 97–2003 Presentation in the Presentation File Types area
• Click the Save As button to display the Save As dialog box
• Type the desired file name in the File name text box
Saving a File in a Previous PowerPoint Format
Collaborating on and Delivering a Presentation 46
• Click the Save button to save the presentation as a .ppt type and display the Microsoft PowerPoint Compatibility Checker
• Click the Continue button to continue to save the presentation
Saving a File in a Previous PowerPoint Format
Collaborating on and Delivering a Presentation 47
Saving a File in a Previous PowerPoint Format
Collaborating on and Delivering a Presentation 48
• Open the Backstage view and then click the Check for Issues button (Info tab | Prepare for Sharing area) to display the Prepare for Sharing menu
• Click Check Compatibility to have PowerPoint examine the file and then, after a short period, display the Microsoft PowerPoint Compatibility Checker dialog box
• In the Summary area, view the comments regarding the three features that are not supported by earlier versions of PowerPoint
• Click the OK button to close the dialog box and return to the presentation
Identifying Presentation Features Not Supported by Previous Versions
Collaborating on and Delivering a Presentation 49
Identifying Presentation Features Not Supported by Previous Versions
Collaborating on and Delivering a Presentation 50
• Open the Backstage view and then click the Check for Issues button (Info tab | Prepare for Sharing area) to display the Prepare for Sharing menu
• Click Inspect Document to display the Document Inspector dialog box
• Click the Inspect button to check the document and display the inspection results
• Click the Remove All button in the appropriate areas to remove the inappropriate information from the presentation
• Click the Close button to close the dialog box
Removing Inappropriate Information
Collaborating on and Delivering a Presentation 51
Removing Inappropriate Information
Collaborating on and Delivering a Presentation 52
• With the Backstage view open and the Info tab displaying, click the Protect Presentation button (Info tab | Permissions area) menu to display the Permissions menu
• Click Encrypt with Password to display the Encrypt Document dialog box
• Type the desired password in the Password text box• Click the OK button to display the Confirm Password dialog
box• Retype the password in the Reenter password text box• Click the OK button in the Confirm Password dialog box
Setting a Password
Collaborating on and Delivering a Presentation 53
Setting a Password
Collaborating on and Delivering a Presentation 54
• With the Backstage view open and the Info tab displaying, click Protect Presentation to display the Permissions menu
• Click Mark as Final to display the Microsoft PowerPoint dialog box indicating that the presentation will be saved as a final document
• 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
• Click the OK button to return to the Backstage view
Marking a Presentation as Final
Collaborating on and Delivering a Presentation 55
Marking a Presentation as Final
Collaborating on and Delivering a Presentation 56
• With the Backstage view open and the Info tab displaying, click the Protect Presentation button (Info tab | Permissions area) to display the Permissions menu
• Click Add a Digital Signature to display the Microsoft PowerPoint dialog box
• Click the OK button to display the Get a Digital ID dialog box
• Click ‘Create your own digital ID’
Creating a Digital Signature and Adding It to a Document
Collaborating on and Delivering a Presentation 57
• Click the OK button to display the Create a Digital ID dialog box
• Type the desired text for the digital ID in the appropriate text boxes
• 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 return to the Backstage view
Creating a Digital Signature and Adding It to a Document
Collaborating on and Delivering a Presentation 58
Creating a Digital Signature and Adding It to a Document
Collaborating on and Delivering a Presentation 59
• If the Slide Show toolbar is not visible, move the mouse pointer on the slide
• Click the Pointer button on the Slide Show toolbar to display the shortcut menu
• Click Highlighter and then drag the mouse over the portion of the slide to highlight
Highlighting Items on a Slide
Collaborating on and Delivering a Presentation 60
Highlighting Items on a Slide
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• Click the Pointer button on the Slide Show toolbar and then click Pen on the shortcut menu
• Click the Pointer button on the Slide Show toolbar and then point to Ink Color
• Click the desired ink color• Drag the mouse around the slide
Changing Ink Color
Collaborating on and Delivering a Presentation 62
Changing Ink Color
Collaborating on and Delivering a Presentation 63
• Combine slide shows• Accept and reject a reviewer’s proposed changes• Insert, modify, and delete comments• Reuse slides from an existing presentation• Capture part of a slide using screen clipping• Insert slide footer content
Chapter Summary
Collaborating on and Delivering a Presentation 64
• Set slide and presentation resolution• Save a file 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• Annotate slide shows with a pen and highlighter
Chapter Summary
Chapter 5 Complete
MicrosoftPowerPoint 2010