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Securing and Sharing a Presentation

Securing and Sharing a Presentation. Lesson 10. Objectives. Software Orientation. Tools on the Review tab make it easy for you to add comments to a slide and apply protection to the presentation. The figure above shows the Review tab.

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Securing and Sharing a Presentation

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  1. Securing and Sharing a Presentation Lesson 10

  2. Objectives

  3. Software Orientation • Tools on the Review tab make it easy for you to add comments to a slide and apply protection to the presentation. The figure above shows the Review tab. • Besides allowing you to add comments, the Review tab lets you check spelling, access ­references such as encyclopedias, use a thesaurus, translate a word or phrase, or set the current language.

  4. Working with Comments • A comment is a note you insert on a slide. You can insert comments on slides to suggest content changes, add reminders, or solicit feedback. • Use comments on your own presentations or on presentations you are reviewing for others. • You can also let other people review your presentations and add comments addressed to you. • PowerPoint’s Review tab makes it easy to view, insert, edit, and delete comments.

  5. Viewing Comments • Use the Show Markup button on the Review tab to show or hide comments. • Markuprefers to both comments and marked changes in the file, but in this section we deal only with comments. • The Next and Previous buttons make it easy to jump from comment to comment in a presentation. • In the following exercise, you view the comments in a presentation.

  6. Step-by-Step: View Comments • Before you begin these steps, make sure that your computer is on. Log on, if ­necessary. • START PowerPoint, if the program is not already running. • Locate and open the HR Review presentation and save it as HR Review Final. • Note the small comment marker in the upper-left corner of the slide, as shown at right.

  7. Step-by-Step: View Comments • Click the Review tab, and then click Show Markup. The comment marker is hidden. • Click Show Markupagain to redisplay the comment marker. • Rest the mouse pointer on the comment marker to display the comment, as shown in the figure above. • Move the mouse pointer away from the comment marker, and on the Review tab, click Next. The comment redisplays.

  8. Step-by-Step: View Comments • Click the Next button again to go to the second comment by Karen Jones. Ms. Jones suggests adjusting the diagram. • Click the SmartArt diagram, click the SmartArt Tools Designtab, click the Morebutton in the SmartArt Styles group, and click IntenseEffect. Click Change Colors, and click Gradient Loop-Accent 6. The diagram now has the “pop” Ms. Jones suggested, as shown above.

  9. Step-by-Step: View Comments • Click the Review tab, and then click the Next button to go to the next comment by Karen Jones. • Click the Previous button twice to return to the first comment on slide 1. • SAVEthe presentation. • LEAVE the presentation open to use in the next exercise. • Comments are identified by the initials of the user who entered them. When you display a comment, the full name of the person who inserted the comment displays, along with the date on which the comment was inserted. • Comment markers are visible by default. If you do not want to see the comment markers as you work, you can click the Show Markup button on the Review tab to hide the markers.

  10. Inserting a Comment • To add a comment to a slide, use the New Comment button on the Review tab. • Comment markers are color-coded, so that if more than one reviewer adds comments, it is easy for you to identify the commenter simply by color. • Comments are numbered consecutively as they are inserted, regardless of the order of slides. If you insert your first comment on slide 5, it will be numbered 1. If you insert your second comment on slide 1, it will be numbered 2. • In the following exercise, you will insert a comment in a presentation.

  11. Step-by-Step: Insert a Comment • USEthe HR Review Final presentation that is still open from the previous exercise. You are now ready to add your own comments to the presentation, which you are going to send to the Vice President for Operations. • Click the File tab, and click Options. The PowerPoint Options dialog box opens. • In the PowerPoint Options dialog box, enter your own name and initials in the User Name and Initials boxes (see right). Then click OK to accept them.

  12. Step-by-Step: Insert a Comment • With slide 1 displayed, click the New Comment button on the Review tab. A new comment box opens, as shown above.

  13. Step-by-Step: Insert a Comment • Key the following text in the comment box: Peter, I have already received feedback from Karen Jones. Please suggest any further changes you think necessary to make this a dynamite presentation. • Click outside the comment box to close it. Your comment marker should display on the slide slightly overlapping Karen Jones’s comment marker. • Go to slide 10, and then click the New Comment button. • Key the following text in the comment box: Peter, please see Karen’s comment on this slide. I don’t have access to Design Dept. schedules. Can you confirm the lag time is now only 4 to 5 weeks?

  14. Step-by-Step: Insert a Comment • Click outside the comment box to close it. • SAVEthe presentation. • LEAVE the presentation open to use in the next exercise. • If no object is selected when you insert a comment, the comment marker appears in the upper-left corner of the slide. If an object is selected, the comment marker appears next to the selected object. You can also drag a comment marker anywhere on a slide. Moving a comment marker allows you to associate the comment with a specific area of the slide, such as a picture or a bullet item.

  15. Editing a Comment • Like any other text in a presentation, comment text should be clear and concise. • If you find upon review that your comments do not convey the information they should, you can reword, insert, or delete text in the comment box. • Use the Edit Comment button to open a comment box so you can modify the text. • In the following exercise, you edit a comment.

  16. Step-by-Step: Edit a Comment • USEthe HR Review Final presentation that is still open from the previous exercise. • Go to slide 1, click your comment marker, and then click the Edit Comment button on the Review tab. The comment box opens for editing, as shown below.

  17. Step-by-Step: Edit a Comment • Select the text to make this a dynamite presentation at the end of the second sentence, and press Delete. You have removed text from the comment. • Click outside the comment box to close it. • SAVEthe presentation. • LEAVE the presentation open to use in the next exercise. • If you rest the pointer on a comment marker or click it, you can read the text but cannot edit it. You must use the Edit Comment button, or double-click the comment, to open the comment box for editing.

  18. Deleting a Comment • You can easily remove comments from slides when they are no longer needed. • If you click the Delete button on the Review tab, PowerPoint removes the currently selected comment. Click the Delete button’s drop-down arrow for other delete options: You can delete the current comment, delete all comments (markup) on the current slide, or delete all comments throughout the presentation. • In the following exercise, you will delete a comment.

  19. Step-by-Step: Delete a Comment • USEthe HR Review Final presentation that is still open from the previous exercise. • With slide 1 displayed, right-click Karen Jones’s first comment, then click Delete Comment on the shortcut menu. The comment is removed from the slide, leaving only your first comment. • Go to slide 9, click the comment, and then click the Review tab if necessary. • Click the Delete button. The comment is removed from the slide. • SAVEthe presentation. • LEAVE the presentation open to use in the next exercise.

  20. Merging Changes from Multiple Copies of a Presentation • When multiple people make changes on their own copies of a presentation, there is no longer a master copy that incorporates everyone's comments and changes. • You can create one integrated copy that contains all changes by comparing and combining presentations.

  21. Comparing and Combining Presentations • Comparing presentations enables you to see the differences between two similar presentation files. • You can easily identify the changes that have been made to a copy of a presentation. The Compare feature merges two presentation files. • You then can use the Revisions pane and the Compare group on the Review tab to see what differences exist between the merged versions, and either accept or reject each revision. • When you mark a revision for acceptance or rejection, the change is not applied immediately; changes occur only when you click End Review. • In the following exercise, you compare and combine two presentations.

  22. Step-by-Step: Compare and Combine Presentations • USEthe HR Review Final presentation that is still open from the previous exercise. • On the Review tab, click Compare. The Choose File to Merge with Current Pre-sentation dialog box opens. • Navigate to the folder containing the data files for this lesson and select HR Summary (see above). • Click Merge. The Revisions task pane opens, and the first slide appears that contains revisions (slide 3).

  23. Step-by-Step: Compare and Combine Presentations • If the revision details do not appear, click the item in the Slide Changessection of the Revisions task pane. A box appears adjacent to the slide showing the changes that have been made. There were two changes: a deletion and an insertion, as shown above. • On the Review tab, click the Accept button.

  24. Step-by-Step: Compare and Combine Presentations • Click the Next button in the Compare group. The next revision appears. It is a change from 12% to 10%. • Click the Accept button, and then click Next. The next revision appears. The changes made to the SmartArt appear. • Click the Accept button, and then click Next. The next revision appears. It is a deletion of a bullet point. Click Accept; then click Reject to change your mind. • Click Next. A message appears that you have reached the end of the changes. Click Cancel. • On the Review tab, click End Review. A confirmation box appears; click Yes. • Browse through the presentation to confirm that the changes were made. The revisions you accepted were finalized, and the revision you rejected was discarded. • SAVEthe presentation. • LEAVE the presentation open to use in the next exercise.

  25. Protecting a Presentation • Password-protecting a presentation file ensures that unauthorized users cannot view or make changes to it. • You can set, change, and remove passwords from a file. • You can also mark a presentation as final, which doesn’t provide much security, but can prevent accidental changes.

  26. Setting a Password • A password is a word or phrase that you, the user, must enter in order to get access to a file. • Adding a password to a presentation prevents anyone from opening the presentation who does not know the password. • Passwords are case-sensitive. • You will assign a password to a presentation in the following exercise.

  27. Step-by-Step: Set a Password • USEthe HR Review Final presentation that is still open from the previous exercise. • Click the File tab, and click Protect Presentation. A menu appears. • Click Encrypt with Password. The Encrypt Document dialog box opens. • In the Password box, type ProtectMe. Black circles appear in place of the actual characters you type. See above.

  28. Step-by-Step: Set a Password • Click OK. Another dialog box appears asking you to confirm the password; type ProtectMe again and click OK again. • Click the File tab, and click Close. When prompted to save your changes, click Save. • Click the File tab, and on the Recent list, click the HR Review Final.pptx document. A Password dialog box opens. • In the Password box, type ProtectMeand click OK. See Figure right. • SAVE the presentation. • LEAVE the presentation open to use in the next exercise.

  29. Step-by-Step: Set a Password • Password-protecting a file, also called encrypting, prevents a presentation from being opened by unauthorized users. Password-protection might be useful on a presentation that contains sensitive data, such as human resources or medical information. If a user does not know the password, he or she cannot open the file. • When choosing a password, try to think of one that is easy to remember but difficult for others to guess. For example, you might use the name of a family pet with a number substituted for one or more of the characters.

  30. Changing or Removing a Password • You can change a password in much the same way as you created it. • To remove a password entirely, use the same process as for changing it, but change it to a null string (blank, no characters, not even spaces). • In the following exercise, you will remove a password from a presentation.

  31. Step-by-Step: Change or Remove a Password • USEthe HR Review Final presentation that is still open from the previous exercise. • Click the File tab, and click Protect Presentation. A menu appears. • Click Encrypt with Password. The Encrypt Document dialog box opens. The password previously assigned is already filled in. • Double-click the current password and press the Delete key on the keyboard to clear it. • Click OK. The password has been removed. • Close the presentation and reopen it to confirm that no password prompt appears. • LEAVE the presentation open to use in the next exercise.

  32. Marking a Presentation as Final • When you have completed all work on a presentation, you can mark it as final to prevent further editing. • When you use the Mark as Final command in a presentation, you can open the presentation and read it, but you can no longer edit it or add comments. • You are also restricted in other activities, such as encrypting the document. For this reason, marking a presentation as final should be one of your last tasks when finalizing a presentation. • In the following exercise, you mark a presentation as final.

  33. Step-by-Step: Mark a Presentation as Final • USE the HR Review Final presentation that is still open from the previous exercise. • Click the File tab, click Protect Presentation, and click Mark as Final. A confirmation box appears that it will be marked as final and then saved. • Click OK to continue. A confirmation box appears that it has been marked as final. • Click OK to close the confirmation box.

  34. Step-by-Step: Mark a Presentation as Final • Click the Hometab. Notice that the Ribbon is missing; instead, an information bar appears with a message that the file is Marked as Final, as shown inabove. • Click Edit Anyway. The Ribbon and editing capabilities are restored. • LEAVE the presentation open to use in the next exercise.

  35. Step-by-Step: Mark a Presentation as Final • Marking a presentation as final does not prevent you from ever making additional changes to a presentation. You can reverse the Mark as Final command by clicking Edit Anyway on the information bar. All features are then available to you again.

  36. Saving a Presentation in Different Formats • You can share your work in PowerPoint with others who do not have PowerPoint 2010 by saving it in different formats. • Each format is suited for a different usage; you choose the best one for your situation.

  37. Saving a Picture Presentation • A picture presentation looks, on the surface, the same as any other PowerPoint presentation. • When you save as a picture presentation, however, PowerPoint saves each slide as a graphic, and then replaces the slide’s content with that graphic. • This can be useful in cases where you want to copy individual slides into other applications as graphics, for example. • In the following exercise, you save a presentation as a picture presentation.

  38. Step-by-Step: Save a Picture Presentation • USEthe HR Review Final presentation that is still open from the previous exercise. • Click the File tab, click Save As. • Open the Save as type drop-down list and click PowerPoint Picture Presentation. • In the File name box, type Pictures. • Click Save. A message appears that a copy has been saved. • Click OK. • Open Pictures.pptx. • Click the background of slide 1. Notice that the entire slide appears with selection handles around it.

  39. Step-by-Step: Save a Picture Presentation • Drag one of the corner selection handlesinward, decreasing the size of the image. Notice that all the slide’s con-tent is a graphic placed on a blank slide (see above). • CLOSEPictures.pptx without saving the changes to it. • LEAVEHR Review Final.pptx open for the next exercise.

  40. Saving a Presentation in PDF or XPS Format • PDF and XPS are page layout formats. They each create platform-independent files that can be displayed on any computer system that has a reader for the format, and the files will display and print exactly the same way on any system or any printer. • Page layout formats like XPS and PDF are great for situations in which you want the content to be uneditable. These formats also work well for situations in which you are not sure which applications your audience may have installed, or even what platform (Windows, Macintosh, etc.) they might be using. • In the following exercise, you save a presentation as an XPS file.

  41. Step-by-Step: Save a Presentation as an XPS File • USEthe HR Review Final presentation that is still open from the previous exercise. • Click the File tab, and click Save & Send. • Click Create PDF/XPS Document in the File Types list of the Save & Send pane. • Click the Create PDF/XPS button on the right side of the pane (see right). The Publish as PDF or XPS dialog box opens.

  42. Step-by-Step: Save a Presentation as an XPS File • Navigate to the folder where you store files for this lesson. • Open the Save as type drop-down list and click XPS Document. • In the File name box, type HR XPS. • Click Options. The Optionsdialog box opens, as shown at right. • Mark the Frame slidescheck box to add an outline frame around each picture.

  43. Step-by-Step: Save a Presentation as an XPS File • Clear the Document properties check box so that the XPS file does not include the document properties. • Click OK. You return to the Publish as PDF or XPSdialog box. • Click Publish. The presentation opens in the XPS Viewer utility. This utility comes free with Windows Vista and higher versions. • Scroll through the presentation in the XPS Viewer, and then CLOSE the XPS Viewer window. • LEAVEthe HR Review Final presentation file open to use in the next exercise.

  44. Step-by-Step: Save a Presentation as an XPS File • XPS is a Microsoft page layout format, and XPS documents can only be viewed using the XPS Viewer utility. This utility comes free with Windows Vista and Windows 7, and is available for free download from Microsoft for other operating systems. • PDFis an Adobe page layout format, and can be viewed using a free utility called Adobe Reader (available for most operating systems) or a full-featured commercial program called Adobe Acrobat. • PDF and XPS are roughly equivalent in their functionality; choose which one to use based on what software you think your target audience has.

  45. Saving a Presentation as an Outline • The text from a presentation can be exported as a text-only outline that you can open in Word, or in any application that supports the Rich Text Format (.rtf) file type. Rich text format is a generic file format that is compatible with almost all word-processing programs. • Exporting text as an outline can be useful if you need to repurpose the text from a presentation for a different situation, say using the headings from a presentation as the basis for a report. • In the following exercise, you save a presentation as an outline.

  46. Step-by-Step: Save a Presentation as an Outline • USEthe HR Review Final presentation that is still open from the previous exercise. • Click the File tab, and click Save As. • Open the Save as type drop-down list and click Outline/RTF. • In the File name box, type Outline. • Click Save. The file is saved. • In Windows, navigate to the location where you saved the Outline.rtf file, and double-click it to open it in the application set as the default for RTF files on your system. (This is probably Microsoft Word.)

  47. Step-by-Step: Save a Presentation as an Outline • Switch to Outline view in the application. (In Word, the command is View, Outline.) The figure at right shows the file opened in Word and displayed in Outline view. • Scroll through the outline to review how it was exported. Then close the application. • LEAVE the presentation file open to use in the next exercise.

  48. Step-by-Step: Save a Presentation as an Outline • Text exported as an outline from PowerPoint does not include text in manually placed text boxes, or text typed into shapes. Therefore, be careful not to lose essential content when exporting as an outline. • You may need to edit the outline afterwards in Word or another word processing program to add important text back in.

  49. Saving a Presentation as an OpenDocument Presentation • OpenDocumentis a standard format that many applications, including free Office suites online such as OpenOffice, use to ensure compatibility between programs. If you are going to share PowerPoint files with others who may use one of these applications, you may want to save your work in OpenDocument format. • Some of the features of PowerPoint 2010 may not translate to the OpenDocument version, such as certain transitions and object types. In most cases, special object types will be converted to regular graphics when saved in OpenDocument format, such as SmartArt. • In the following exercise, you save a presentation in OpenDocument format.

  50. Step-by-Step: Save a Presentation in OpenDocument Format • USEthe HR Review Final presentation that is still open from the previous exercise. • Click the File tab, and click Save As. • Open the Save as type drop-down list and click OpenDocument Presentation. • In the File name box, type HR Open. • Click Save. A warning appears, stating that the file may contain features that are not compatible with this format. • Click Yes to confirm. The file is saved. • LEAVE the presentation file open to use in the next exercise.

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