This chapter discusses collaborating on PowerPoint presentations and delivering presentations. It covers how to combine files, accept or reject changes, add or delete comments, reuse slides, capture screenshots, add footers, set slide size and resolution, save as a show, package for CD, save in older formats, inspect and protect files, and use presentation tools to annotate during a show. The objectives are summarized as combining files, reviewing changes, reusing content, setting up slides for delivery, and using tools to present.

1. Chapter 5
Collaborating on and
Delivering a Presentation
Microsoft
PowerPoint 2013

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
Collaborating on and Delivering a Presentation 2
Objectives

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
Collaborating on and Delivering a Presentation 3
Objectives

4. Collaborating on and Delivering a Presentation 4
Project – Presentation with Comments,
Inserted Slides, Protection, and Annotation

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
Collaborating on and Delivering a Presentation 5
Roadmap

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
Collaborating on and Delivering a Presentation 6
Merging a Presentation

7. Collaborating on and Delivering a Presentation 7
Merging a Presentation

8. • 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
Collaborating on and Delivering a Presentation 8
Printing Comments

9. Collaborating on and Delivering a Presentation 9
Printing Comments

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
Collaborating on and Delivering a Presentation 10
Previewing Presentation Changes

11. Collaborating on and Delivering a Presentation 11
Previewing Presentation Changes

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
Collaborating on and Delivering a Presentation 12
Reviewing, Accepting, and Rejecting
Presentation Changes

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
Collaborating on and Delivering a Presentation 13
Reviewing, Accepting, and Rejecting
Slide Changes

14. Collaborating on and Delivering a Presentation 14
Reviewing, Accepting, and Rejecting
Slide Changes

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
Collaborating on and Delivering a Presentation 15
Reviewing Comments

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
Collaborating on and Delivering a Presentation 16
Replying to a Comment

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
Collaborating on and Delivering a Presentation 17
Inserting a Comment

18. • Tap or click to select the comment you want to
delete
• Tap or click the Delete button to delete the
comment
Collaborating on and Delivering a Presentation 18
Deleting a Comment

19. • 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
Collaborating on and Delivering a Presentation 19
Running the Revised Presentation
in Reading View

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
Collaborating on and Delivering a Presentation 20
Ending the Review and Hiding Markup

21. Collaborating on and Delivering a Presentation 21
Ending the Review and Hiding Markup

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
Collaborating on and Delivering a Presentation 22
Reusing Slides from an Existing
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
Collaborating on and Delivering a Presentation 23
Reusing Slides from an Existing
Presentation

24. Collaborating on and Delivering a Presentation 24
Reusing Slides from an Existing
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
Collaborating on and Delivering a Presentation 25
Capturing Part of a Screen
Using Screen Clipping

26. Collaborating on and Delivering a Presentation 26
Capturing Part of a Screen
Using Screen Clipping

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
Collaborating on and Delivering a Presentation 27
Adding a Footer with Fixed Information

28. Collaborating on and Delivering a Presentation 28
Adding a Footer with Fixed Information

29. • With a picture selected, tap or click the Reset
Picture button (FORMAT tab | Adjust group) to
remove all formatting from the picture
Collaborating on and Delivering a Presentation 29
Clearing Formatting

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
Collaborating on and Delivering a Presentation 30
Setting Slide Size

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
Collaborating on and Delivering a Presentation 31
Setting Presentation Resolution

32. Collaborating on and Delivering a Presentation 32
Setting Presentation Resolution

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
Collaborating on and Delivering a Presentation 33
Saving a File as a PowerPoint Show

34. Collaborating on and Delivering a Presentation 34
Saving a File as a PowerPoint Show

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
Collaborating on and Delivering a Presentation 35
Saving a Slide as an Image

36. Collaborating on and Delivering a Presentation 36
Saving a Slide as an Image

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
Collaborating on and Delivering a Presentation 37
Packing a Presentation for Storage
on a Compact Disc

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
Collaborating on and Delivering a Presentation 38
Packing a Presentation for Storage
on a Compact Disc

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
Collaborating on and Delivering a Presentation 39
Packing a Presentation for Storage
on a Compact Disc

40. Collaborating on and Delivering a Presentation 40
Packing a Presentation for Storage
on a Compact Disc

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
Collaborating on and Delivering a Presentation 41
Saving a File in a Previous
PowerPoint Format

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
Collaborating on and Delivering a Presentation 42
Saving a File in a Previous
PowerPoint Format

43. Collaborating on and Delivering a Presentation 43
Saving a File in a Previous
PowerPoint Format

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
Collaborating on and Delivering a Presentation 44
Identifying Presentation Features Not
Supported by Previous Versions

45. Collaborating on and Delivering a Presentation 45
Identifying Presentation Features Not
Supported by Previous Versions

46. • 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
Collaborating on and Delivering a Presentation 46
Removing Inappropriate Information

47. Collaborating on and Delivering a Presentation 47
Removing Inappropriate Information

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
Collaborating on and Delivering a Presentation 48
Setting a Password

49. Collaborating on and Delivering a Presentation 49
Setting a Password

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
Collaborating on and Delivering a Presentation 50
Marking a Presentation as Final

51. Collaborating on and Delivering a Presentation 51
Marking a Presentation as Final

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
Collaborating on and Delivering a Presentation 52
Highlighting Items on a Slide

53. Collaborating on and Delivering a Presentation 53
Highlighting Items on a Slide

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
Collaborating on and Delivering a Presentation 54
Changing Ink Color

55. Collaborating on and Delivering a Presentation 55
Changing Ink Color

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
Collaborating on and Delivering a Presentation 56
Chapter Summary

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
Collaborating on and Delivering a Presentation 57
Chapter Summary

58. Chapter 5 Complete
Microsoft
PowerPoint 2013