Microsoft
PowerPoint 2010
Chapter 5
Collaborating on and
Delivering a Presentation
Objectives
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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
Collaborating on and Delivering a Presentation
2
Objectives
• 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
Collaborating on and Delivering a Presentation
3
Project – Presentation with Comments,
Inserted Slides, and Protection
Collaborating on and Delivering a Presentation
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General Project Guidelines
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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
Collaborating on and Delivering a Presentation
5
Merging a Presentation
• 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
Collaborating on and Delivering a Presentation
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Merging a Presentation
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Printing Comments
• 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
Collaborating on and Delivering a Presentation
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Printing Comments
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Previewing Presentation Changes
• 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
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Previewing Presentation Changes
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Reviewing and Deleting Comments
• 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
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Reviewing and Deleting Comments
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Reviewing, Accepting, and Rejecting
Presentation Changes
• 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
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Reviewing, Accepting, and Rejecting
Slide Changes
• 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
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Reviewing, Accepting, and Rejecting
Slide Changes
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Rejecting a Slide Revision
• 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
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Inserting a Comment
• 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
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Inserting a Comment
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Editing a Comment
• 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
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Editing a Comment
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Ending the Review
• 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
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Ending the Review
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Reusing Slides from an Existing
Presentations
• 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
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Reusing Slides from an Existing
Presentations
• 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
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Reusing Slides from an Existing
Presentations
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Capturing Part of a Screen
Using Screen Clipping
• 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
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Capturing Part of a Screen
Using Screen Clipping
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Adding a Footer with Fixed Information
• 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
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Adding a Footer with Fixed Information
Collaborating on and Delivering a Presentation
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Clearing Formatting and Applying
an Artistic Effect
• 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
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Clearing Formatting and Applying
an Artistic Effect
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Setting Slide Size
• 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
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Setting Slide Size
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Selecting Slide Show Resolution
• 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
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Selecting Slide Show Resolution
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Saving a File as a PowerPoint Show
• 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
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Saving a File as a PowerPoint Show
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Saving a Slide as an Image
• 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
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Saving a Slide as an Image
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Packing a Presentation for Storage
on a CD or DVD
• Insert a blank CD-R or DVD-R or a CD-RW or DVDRW 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
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Packing a Presentation for Storage
on a CD or DVD
• 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
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Packing a Presentation for Storage
on a CD or DVD
• 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
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Packing a Presentation for Storage
on a CD or DVD
Collaborating on and Delivering a Presentation
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Saving a File in a Previous
PowerPoint Format
• 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
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Saving a File in a Previous
PowerPoint Format
• 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
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Saving a File in a Previous
PowerPoint Format
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Identifying Presentation Features Not
Supported by Previous Versions
• 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
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Identifying Presentation Features Not
Supported by Previous Versions
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Removing Inappropriate Information
• 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
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Removing Inappropriate Information
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Setting a Password
• 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
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Setting a Password
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Marking a Presentation as Final
• 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
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Marking a Presentation as Final
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Creating a Digital Signature and Adding
It to a Document
• 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’
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Creating a Digital Signature and Adding
It to a Document
• 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
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Creating a Digital Signature and Adding
It to a Document
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Highlighting Items on a Slide
• 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
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Highlighting Items on a Slide
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Changing Ink Color
• 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
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Changing Ink Color
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Chapter Summary
•
•
•
•
•
•
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
Collaborating on and Delivering a Presentation
63
Chapter Summary
• 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
Collaborating on and Delivering a Presentation
64
Microsoft
PowerPoint 2010
Chapter 5 Complete