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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
Collaborating on and Delivering a Presentation 3
• 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
Collaborating on and Delivering a Presentation 4
Project – Presentation with Comments, Inserted Slides, Protection, and Annotation
Collaborating on and Delivering a Presentation 5
• 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
Collaborating on and Delivering a Presentation 6
• 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
Collaborating on and Delivering a Presentation 9
Printing Comments
Collaborating on and Delivering a Presentation 10
• 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
Collaborating on and Delivering a Presentation 11
Previewing Presentation Changes
Collaborating on and Delivering a Presentation 12
• 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
Collaborating on and Delivering a Presentation 13
• 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
Collaborating on and Delivering a Presentation 14
Reviewing, Accepting, and Rejecting Slide Changes
Collaborating on and Delivering a Presentation 15
• 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
Collaborating on and Delivering a Presentation 16
• 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
Collaborating on and Delivering a Presentation 17
• 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
Collaborating on and Delivering a Presentation 18
• 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
Collaborating on and Delivering a Presentation 20
• 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
Collaborating on and Delivering a Presentation 21
Ending the Review and Hiding Markup
Collaborating on and Delivering a Presentation 22
• 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
Collaborating on and Delivering a Presentation 23
• 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
Collaborating on and Delivering a Presentation 24
Reusing Slides from an Existing Presentation
Collaborating on and Delivering a Presentation 25
• 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
Collaborating on and Delivering a Presentation 26
Capturing Part of a Screen Using Screen Clipping
Collaborating on and Delivering a Presentation 27
• 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
Collaborating on and Delivering a Presentation 28
Adding a Footer with Fixed Information
Collaborating on and Delivering a Presentation 29
• With a picture selected, tap or click the Reset Picture button (FORMAT tab | Adjust group) to remove all formatting from the picture
Clearing Formatting
Collaborating on and Delivering a Presentation 30
• 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
Collaborating on and Delivering a Presentation 31
• 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
Collaborating on and Delivering a Presentation 33
• 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
Collaborating on and Delivering a Presentation 34
Saving a File as a PowerPoint Show
Collaborating on and Delivering a Presentation 35
• 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
Collaborating on and Delivering a Presentation 36
Saving a Slide as an Image
Collaborating on and Delivering a Presentation 37
• 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
Collaborating on and Delivering a Presentation 38
• 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
Collaborating on and Delivering a Presentation 39
• 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
Collaborating on and Delivering a Presentation 40
Packing a Presentation for Storage
on a Compact Disc
Collaborating on and Delivering a Presentation 41
• 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
Collaborating on and Delivering a Presentation 42
• 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
Collaborating on and Delivering a Presentation 43
Saving a File in a Previous PowerPoint Format
Collaborating on and Delivering a Presentation 44
• 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
Collaborating on and Delivering a Presentation 45
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
Collaborating on and Delivering a Presentation 47
Removing Inappropriate Information
Collaborating on and Delivering a Presentation 48
• 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
Collaborating on and Delivering a Presentation 49
Setting a Password
Collaborating on and Delivering a Presentation 50
• 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
Collaborating on and Delivering a Presentation 51
Marking a Presentation as Final
Collaborating on and Delivering a Presentation 52
• 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
Collaborating on and Delivering a Presentation 53
Highlighting Items on a Slide
Collaborating on and Delivering a Presentation 54
• 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
Collaborating on and Delivering a Presentation 55
Changing Ink Color
Collaborating on and Delivering a Presentation 56
• 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
Collaborating on and Delivering a Presentation 57
• 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