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

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• 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

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Merging a Presentation

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• 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

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Printing Comments

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• 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

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Previewing Presentation Changes

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• 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

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Reviewing and Deleting Comments

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• 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

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• 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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• 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

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• 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

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Inserting a Comment

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• 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

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Editing a Comment

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• 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

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Ending the Review

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• 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

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• 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

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Reusing Slides from an Existing Presentations

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• 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

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Capturing Part of a Screen Using Screen Clipping

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• 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

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Adding a Footer with Fixed Information

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• 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

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Clearing Formatting and Applying an Artistic Effect

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• 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

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Setting Slide Size

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• 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

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Selecting Slide Show Resolution

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• 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

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Saving a File as a PowerPoint Show

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• 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

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Saving a Slide as an Image

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• 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

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• 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

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• 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

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Packing a Presentation for Storage

on a CD or DVD

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• 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

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• 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

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Saving a File in a Previous PowerPoint Format

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• 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

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Identifying Presentation Features Not Supported by Previous Versions

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• 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

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Removing Inappropriate Information

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• 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

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Setting a Password

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• 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

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Marking a Presentation as Final

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• 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

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• 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

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Creating a Digital Signature and Adding It to a Document

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• 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

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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

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Changing Ink Color

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• 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