Instructor Reference Card
PowerPoint 8 | Collaborate and Distribute:
Reviewing, Securing and Publishing a Presentation
Concepts–At a Glance Summary
 KEY CONCEPTS (blue)–Most important concepts in this chapter
 TIPS (red)–Useful shortcuts and information for more productive use of Word
 STICKY POINTS (green)–Areas that might cause difficulty for students
PRESENTATION REVIEW
Collaboration–A process by which a team of people work together to achieve a goal – a
network of networks that connects computers anywhere in the world
PDF file format (PDF)–A more secure electronic file format created by Adobe Systems
that preserves document formatting and is viewable and printable on any platform –
portable document format
STICKY POINT–In order to view .pdf documents the Adobe Acrobat Reader
must be installed on your computer. This is free, safe software available from
http://www.adobe.com/
XPS file format (XPS)–An electronic file format created by Microsoft that preserves
document formatting and is viewable and printable on any platform – XML Paper
Specification
STICKY POINT–In order to be able to save a file in XPS format, you must
install an Office 2007 add in, available from Microsoft at this link
http://www.microsoft.com/downloads/details.aspx?FamilyId=4D951911-3E7E4AE6-B059-A2E79ED87041&displaylang=en
STICKY POINT–The PDF and XPS document formats both preserve your
presentation format and enable the presentation to be viewed and printed by any
platform. This is extremely helpful if you are sending your presentation out to
viewers who do not have Microsoft Office 2007
ADDING AND EDITING COMMENTS
Comment–A text note attached to a slide
Ink annotation–A marking written or drawn on a slide while displaying the slide show
Markup–Comments and ink annotations appearing in a presentation
Change reviewer name and initials: Click the Office button
 click PowerPoint
 enter the desired information in the
Options (bottom of pane)
Personalize your copy of Microsoft Office boxes
 click
SHOWING AND HIDING MARKUP
Open the Review tab
 click Show Markup
STICKY POINT–The Show Markup button is a toggle. Click it once to activate
the feature. Click it again to deactivate the feature. If the button is orange, the
feature is active
PRINTING COMMENTS AND INK MARKUP
Click the Office button
 click Print  select Print  check the box to
on the bottom of the Print dialog box
VIEWING AND SETTING DOCUMENT PROPERTIES
Metadata–Data that describes other data
Properties–The collection of metadata
View Properties: Click the Office button
Properties
 click Prepare
 add/modify as needed.
 select
TIP–View Presentation Statistics: Drop Document Properties arrow
open Advanced Properties
 select the
Statistics Tab
INSPECTING A PRESENTATION
Inspect a presentation for hidden data and personal information: Click the Office Button
 select Prepare
 click Inspect Document
STICKY POINT–Be careful about removing hidden content. To be safe, make a
copy of your presentation before modifying hidden content so that you do not lose
something important
ENCRYPTING AND SETTING A PASSWORD
Encryption–Protects presentation privacy by converting it into unreadable scrambled
text that needs a password to open
Click the Office Button
 select Prepare
 click Encrypt Document
 enter desired password in the Encrypt Document dialog
box
 click
STICKY POINT–Be careful when creating a password. Make it strong enough
that others will not be able to figure it out but easy enough for you to remember.
You will not be able to open the file without this password once it is set
ADDING A DIGITAL SIGNATURE
Digital signature–An invisible, electronic signature that authenticates a presentation
STICKY POINT–As a student, you probably will not use this feature because it
requires you to get a digital ID from a Microsoft partner if you wish others to
respect the signature
CHECKING COMPATIBILITY AND MARKING AS FINAL
After you prepare your presentation for distribution, you can mark it as final. This
feature, which is new in PowerPoint 2007, deactivates most PowerPoint tools and
converts the presentation to read-only. Doing this allows viewers to watch your
presentation but not edit it unless they turn off the Mark as Final feature.
Run the Compatibility Checker: Click the Office Button
 select Prepare
click Run Compatibility Checker
Mark Presentation as Final: Click the Office Button
 select Prepare
click Mark as Final
STICKY POINT–This is a toggle feature which anyone can turn off. Repeat the
steps above to unmark as final. This feature is designed to prevent accidental
changes to a presentation, not intentional changes
PACKAGING A PRESENTATION
Package for CD–Writes a presentation, its fonts and linked files, and a PowerPoint
Viewer to a CD or folder for distribution
TrueType font–A digital font that contains alphabetic characters and information about
the shape, spacing, and character mapping of the font
USING THE POWERPOINT VIEWER
Package a Presentation on a CD: Click the Office Button
 select Publish
 click Package for CD
enter
 click

 name your packaged presentation  click
After you have packaged your presentation for CD and distributed it, the individual
receiving the CD simply places the CD in his/her CD drive and the CD will load and
display your presentation.
STICKY POINT–If the presentation was packaged to a folder, locate the folder
and then double-click the pptview.exe file
CREATING A HANDOUT IN MICROSOFT OFFIC WORD
Create handouts in Word: Click the Office Button
 select Publish
 click Create Handouts in Microsoft Office Word
CONNECTIONS –Practical Projects for the Student Word User

Create a team presentation. Do not meet as a group to prepare or modify the
presentation. Decide on a team leader to get things started. Email the presentation to
each member of the team for their own input.

Create a Microsoft Word handout for a presentation you have already created.

Package an existing presentation for a CD
Case Study Lecture Demonstration Document:
Harbor Business Center
CONNECTIONS-Practical Applications to the Real World
In the following Case Study Demonstration Document, students learn about collaborating
and packaging a presentation. In the future, your students may need to:

Collaborate as part of a team by inserting and responding to comments

Package a presentation for presentation at a conference, sales meeting, or onsite at a
prospective clients location

Encrypt a presentation so that unauthorized persons could not view it
1. Open the Student File: chap8_case_harbor.
2. Save the file as chap8_case_harbor_solution.
3. Work with Document Comments
STEPS:
To review comments:

Move to Slide 2, click the SA1 comment thumbnail to open it, and then read the comment text.

Move to the title slide; click the New Slide down-arrow in the Slides group of the Home tab.

Click Title and Content.

Move to Slide 3 and select the second main bullet with the three sub bullets beneath, and press
Ctrl+X.

Move to Slide 2; click the text Click to add title and then type Central Location.

Click the text Click to add text and press Ctrl+V.

Delete the first sub bullet Centrally Located.

Click Slide 3 and select the title and then type Available Spaces.
To insert comments:

Click the Office Button and then click PowerPoint Options at the bottom right of the menu.

If necessary, change the User Name to your name. Change the Initials to your initials. Click OK.

In Slide 3, click the Review tab and then click New Comment in the Comments group.

Type Task completed.
4. Move a Chart Legend
STEPS:
To move a chart legend:

Move to Slide 5 and click the chart.

Click the Layout tab of Chart Tools.

Click the Legend down-arrow in the Labels group and click Show Legend at Bottom.

Click the Review tab and then click New Comment in the Comments group.

Type Moved to bottom so grid would not interfere.
NOTE: Repeat this process for all the slides in the presentation: read the comment, edit the
slide, and insert a comment that states that the edit is complete, following the directions
above. Make any other formatting or position changes to the presentation you feel are
necessary. Add a comment explaining your choice.
5. Hide the Markup
STEPS:
To hide the markup:

Click the Review tab, and then click Show Markup in the Comments group.
NOTE: The Show Markup button is a toggle button that is used to show and hide markup.
6. Set Document Properties
STEPS:
To set document properties:

Click the Office Button, point to Prepare, and then click Properties.

Click in the Subject box and type Harbor Business Center.

Click in the Keywords box and type office space, rentals, 20 story office building.

Click in the Status box and type Final.

Click in the Comments box and type ACSL’s latest project.

Click the Close button on the top right side of the Document Properties Information Panel.

Save the presentation.
7. Inspect the Presentation
STEPS:
To inspect the presentation and remove Presentation Notes:

Click the Office Button, point to Prepare, and then click Inspect Document.

Clear the Custom XML Data check box, and then click Inspect.

Click the Remove All button for Comments and Annotations, but leave the Document Properties
and Personal Information.

Click Close.

Save the presentation.
8. Encrypt the Document with a Password
STEPS:
To set a password:

Click the Office Button, point to Prepare, and then click Encrypt Document.

Type cAse8h@b:r.

Type cAse8h@b:r when you are prompted to reenter the password.

Close the chap8_case_harbor_solution presentation, and then open the presentation.

When the Password dialog box appears, type cAse8h@b:r
9. Create a Microsoft Word Notes Page
STEPS:
To create a Microsoft Word notes page:

Click the Office Button, point to Publish, and then click Create Handouts in Microsoft Office
Word.

Select Notes next to slide and then click OK.

In Microsoft Word, click the Insert tab, and then click Header. Select the Blank design, and then
replace the Type text field with your name.

Click Footer, type your instructor’s name, and then click the Close Header and Footer button.

Click the Page Layout tab, and then click Margins in the Page Setup group.

Select Narrow from the Margins gallery.

Save the Word document as chap8_case_notespage_solution.

Close Microsoft Word.
CAUTION: Instructing all students to print at the same time can cause chaos in a
lab, so you might want them simply to view the results in Print Preview and skip
printing or print at a later time.
10. Package the Presentation
STEPS:
To package the presentation:

With the presentation open in PowerPoint, create a Notes and Handouts Header and Footer with
your name in the header, and your instructor’s name and your class in the footer.
NOTE: To create Notes and Handouts containing headers and footers, review PowerPoint
Chapter 3 Demonstration Document.

Click the Office Button, point to Publish, and then click Package for CD.
NOTE: A Microsoft Office PowerPoint information window appears telling you that in
order for the presentation to show properly in the PowerPoint Viewer, some file formats
would have to be converted. These PowerPoint 97-2003 file formats (.ppt, .pot, .pps) have to
be converted because the template applied to the presentation is one of Microsoft’s earlier
templates.

Click OK in the Microsoft Office PowerPoint information window.

Type Harbor Center in the Name the CD box.

Click Options, and then click Embedded TrueType fonts and click OK.

Click Copy to Folder.

In the Folder name box, type Harbor Center

Click the Browse button and navigate to the location where you save your solution files, and then
click Select.

Click OK, and then click Yes to include linked files.

Click Continue if necessary.

Click Close to close the Package for CD dialog box when the packaging process is complete.

Save and close the chap8_case_harbor_solution presentation. Exit PowerPoint.