Microsoft
PowerPoint 2013
Chapter 5
Collaborating on and
Delivering a Presentation
Objectives
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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
Collaborating on and Delivering a Presentation
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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
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Introduction
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Collaboration between individuals to fine-tune text, visuals, and
design elements often enhance presentations
Review Cycle – when a slide show designer shares a file with
multiple reviewers so they can make comments and changes to
their copies of the slide and then return the file to the designer
Comments – description used to clarify information that may be
difficult to understand, to pose questions, or to communicate
suggestions and is not displayed as part of the slide show
Collaborating on and Delivering a Presentation
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Introduction
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While reviewing the presentation, designers can:
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Display the comments
Modify their content
Ask reviewers to review the presentation
Continue the review process until the slides are satisfactory
Once the presentation is complete, designers can:
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Password protect the file
Remove comments and other information
Assure that slide content has not been altered
Save the presentation to a CD or PowerPoint show that will run
without opening PowerPoint
Collaborating on and Delivering a Presentation
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Collaborating on a Presentation
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In order to Collaborate with
others, your presentation needs
to be shared
Methods of sharing a
presentation for Collaboration:
→ Exchanging CD or flash drive
→ Email attachment
→ Using an online storage
location that others can
access
Combining, or Merging, two
presentations allows you to
compare work presented by a
collaborator with the original file
Collaborating on and Delivering a Presentation
How:
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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 tap or click to select the file
name
Click the Merge button to merge
the presentations and display
the Revisions task pane
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Merging a Presentation
Collaborating on and Delivering a Presentation
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Printing Comments
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Before accepting or rejecting suggestions from collaborators, you
can print each slide and the comments that a reviewer has made
How:
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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 print layouts
If necessary, click ‘Print Comments and Ink Markup’ to select this option
Click the Print button to print the pages
Collaborating on and Delivering a Presentation
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Previewing Presentation Changes
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Changes that apply to an
entire presentation are
displayed in the
Presentation Changes
section of the Revision
pane
Changes to each individual
slide are displayed in the
Slide Changes section of
the Revisions pane
Vertical rectangular icons
indicate change markers
Horizontal rectangular
icons represent comment
markers
Revisions are color coded
based on the reviewer
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Reviewing, Accepting, and Rejecting
Presentation Changes
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Presentation Changes sections of the Revisions pane indicate
changes that affect the entire presentation
Changes that can be shown include:
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Transitions
Color schemes
Fonts
Backgrounds
Slide insertions
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Reviewing, Accepting, and Rejecting
Slide Changes
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The Slide changes section of the Detail tab on the Revisions
pane indicate changes that affect only the displayed slide
A collaborator can modify elements such as:
→ Adding and deleting pictures and clips
→ Editing text
→ Moving placeholders
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Reviewing Comments
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Comments pane displays
reviewer’s name above each
comment
An associated comment
marker is displayed on the
slide and in the Slide Changes
section of the Revisions pane
Comments can be Replied to,
Inserted, or Deleted
How:
1.
2.
Click the comment in the Slide
Changes section
Read the comment and then
click the Next button to select
the next comment
Collaborating on and Delivering a Presentation
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Reviewing Comments
Providing Constructive Criticism
tips:
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Begin and end with a positive
comment
Give specific details about a
few key areas that can be
improved
Be honest, but tactful
Avoid using the word, you
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Ending the Review and Hiding Markup
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After all of reviewer’s proposed changes have been analyzed
and questions have been answered
Accept and apply all the changes and close the Comments
and Revision panes
Collaborating on and Delivering a Presentation
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Reusing Slides from an Existing Presentation
SharePoint Servers
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PowerPoint presentations can be stored on a centrally located
Slide Library that resideds on a networked computer running
Office SharePoint Server
Office SharePoint Servers allow many individuals to share, reuse,
and access many slide shows
Reusing Slides
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PowerPoint offers two methods of obtaining slides from other
presentations:
→ Copy and paste slides from one presentation to another
→ Reuse Slides pane to view and then select the desired slides
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PowerPoint converts inserted slides to the theme and styles of the
current presentation
Collaborating on and Delivering a Presentation
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Reusing Slides from an Existing
Presentation
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Screen Clipping
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Using a portion of a clip or picture in
another presentation by capturing, or
snipping, part of an object on a slide
and adding it to the current
presentation
How:
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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 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
Collaborating on and Delivering a Presentation
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Headers and Footers
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Information can be added to the top or bottom of a slide
→ Header: information found at the top of a slide
→ Footer: information found at the bottom of a slide on the
lower edge
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The theme determines where page elements are placed
No information is displayed in the header or footer by
default
How headers or footers can be added:
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Header or footer only
Both header and footer
Header or footer display on a single slide
Header or footer on all slides
Header or footer on all slides except the title slide
Collaborating on and Delivering a Presentation
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Headers and Footers
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Benefits of adding slide numbers as a footer element:
→ Help a presenter organize a talk
→ Presenters can use to know which slide contains particular
information
→ Can be used to help pace the slide show
→ Used to help presenter answer questions asked during
presentation
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Other Footer elements:
→ Current date and time
• Updated automatically from system
• Fixed date and time that you specify
→ Relevant information, such as your name or the purpose of
your presentation or facts that you want reinforced
Collaborating on and Delivering a Presentation
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Adding a Footer with Fixed Information
Collaborating on and Delivering a Presentation
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Clearing Formatting
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Allows you to reset a
picture back to its
original state, removing
all formatting
How:
1. Select picture
2. Click the Reset Picture
button (FORMAT tab |
Adjust group)
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Setting Slide Size & Slide Resolution
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Display options to consider when developing a presentation:
→ On-screen show ratio: determines the height and width
proportions
→ Screen resolution: affects the slides’ clarity
Slide Sizes
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4:3 size ratio: proportion found on a standard, nonwidescreen monitor
16:9 size ratio: proportions found on widescreen displays
Collaborating on and Delivering a Presentation
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Setting Slide Size & Slide Resolution
Slide Resolution
How:
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1. Display the SLIDE SHOW tab
and then click the ‘Set Up
Slide Show’ button to display
the Set Up Show dialog box
2. Click the Slide show monitor
arrow in the Multiple
monitors section and then
choose Primary Monitor
3. Click the Resolution arrow in
the Multiple monitors
4. Click the desired resolution
5. Click the OK button
Screen resolution affects
the number of pixels that
are displayed on your
screen
→ Increased: More
information is displayed,
but decreased in size
→ Decreased: Less
information is displayed,
but increased in size
Collaborating on and Delivering a Presentation
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Setting Slide Size & Slide Resolution
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Saving and Packaging a Presentation
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Default file extension for PowerPoint 2007, 2010, and 2013 is
.pptx
File extension .ppt which was used prior to 2007 is also a save
option so older versions of PowerPoint can open files
PowerPoint can also be saved as a show (.ppsx) so that it runs
automatically when opened and does not require user to have
PowerPoint program
A single slide can also be saved as an image that can be inserted
into another program or emailed
Package for CD option will copy a presentation and linked files
onto a CD or DVD
→ All desired files must be copied in a single operation because you
can not add any more files after the first set is copied
→ PowerPoint Viewer is included when presentation is Packaged, so
the presentation can be viewed on computers without PowerPoint
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Saving and Packaging a Presentation
PowerPoint
Show
Save Slide as
Image
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Saving and Packaging a Presentation
Package a
Presentation
Previous
Format
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Protecting and Securing a Presentation
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Additional functions can be performed to finalize a
presentation and prepare it for distribution
→ Compatibility Checker: reviews the file for any feature that will
not work properly or display on computers running a pervious
PowerPoint version
→ Document Inspector: locates inappropriate information in a
file and allows you to delete these slide elements
→ Set passwords: allow only authorized people can distribute,
view, or modify your slide
→ Final version: Once review process is complete, file can be
indicated as final version and become a read-only document
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Protecting and Securing a Presentation
Compatibility
Checker
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Removing Inappropriate Information
Remove
Inappropriate
Information
Set a Password
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Marking a Presentation as Final
Mark a Presentation
as Final
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Presentation Tools
Navigating
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Jumping to particular slides in a presentation
Keyboard shortcuts to navigate slide show
→ Next slide – N, ENTER, SPACEBAR, PAGE DOWN, RIGHT ARROW,
DOWN ARROW
→ Previous Slide – P, BACKSPACE, LEFT ARROW, UP ARROW, PAGE
UP
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→ End a Presentation – ESC
→ Go to specific slide number – NUMBER FOLLOWED BY ENTER
Control Bar
→ Visible while running a presentation in full screen and mouse is
moved
→ Options – Previous, Next, Pen and laser pointer tools, See all slides,
Zoom into the slide, Options
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Highlighting Items on a Slide
• Pen and laser pointer tools
→ Found on control bar offers functions to emphasize aspects of
slides with a highlighter or to make handwritten notes
Highlighter
Collaborating on and Delivering a Presentation
Pen Tool
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