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From the most basic to the very advanced, instructor David Rivers explores the application's possibilities in PowerPoint 2008 for Mac Essential Training. David teaches users how to create, edit, and share professional slideshows and presentations. He demonstrates how to efficiently navigate presentations, apply custom themes, place and edit text, images, and multimedia files; and bring the whole package together for a self-running or manual slideshow. Exercise files accompany the course.
This chapter is all about sharing your PowerPoint presentations with others and there are a number of reasons why you might do that. The obvious reason is to share the information in that slide presentation. So there are a number of formats you can choose from to allow people to view the information but not to change it. We are also going to discuss another scenario and thats when collaborating with others on a presentation. In those cases you do want to share a presentation that they might be able to edit. So there are some security features and some options for sharing a presentation to collaborate and various methods for getting feedback on your presentation.
In this lesson specifically we are going to look at using comments to do that. So I have already opened up a presentation from the Lesson7 folder of my ExerciseFiles called EatCake11a and if youve got the ExerciseFiles you can go ahead and open that one up if you want to follow along. So here we've got a presentation made up of seven slides and we want to get some feedback from another person on this presentation before we actually save it and present it to our audience. So the best way to do that is to use comments. To get access to the comment tools you need to view the Reviewing toolbar and there is a couple of ways to do that.
One way we know is to go up to the View menu, down to Toolbars, and over here you will see Reviewing. Clicking that allows you to see all those comment options here including a button that allows you when you have done to mail this off or send it via email to our recipient. I am going to go back to View down to Toolbars here and I am going to turn that off, the same way I turned it on by clicking Reviewing over here in the popup menu. Another way is to go up to Tools and click on Review Comments right here.
This allows you to have access to all of those buttons that we just saw a moment ago by turning on the Reviewing toolbar, does the exact same thing. So let's say we want to send this off to somebody for their feedback. We might want to add one comment and that is some instructions about what you are asking for from them. So here on slide number one, I don't have to click on anything, I can just go up to the New Comment button and when I click on it, it gets added to the top left corner of my presentation. Now I am logged-in as myself here so I will see my own name as well as the date that I am entering this comment and that will be helpful to the person receiving this presentation at the other end.
So I am going to type in some instructions, Please review each slide and add your feedback by adding comments, and also say Thank You and the end to be polite. And when I am done entering my comment I will just click anywhere on the slide itself and youll notice that my initials show up here DR1. Thats the first comment and I can go back to this comment at any time. When I click on it you can see that the information is revealed here.
Now I have not actually opened it up, its just revealing the comment itself. If I double click it I want to open it up so I can make changes to it. For example, if I want to add some more or remove something I could. Now with it selected I also have some options. I can go up to Edit right here, which is the equivalent of that double click I did a second ago. We are going to use these buttons to move through the comments in a presentation. Right now there is just this one, so going to the previous or the next comment is going to lock it into this one comment. If I wanted to delete the comment I can click Delete Comment with it selected and if I have got many comments in a presentation I have revealed them all, I can delete them all.
We will do this in a moment when we open up our presentation that we have received feedback on. Now we can hide all of the comments in a presentation by clicking this button, which is already pressed if you look at it, it's showing the comments. If I click Hide Comments, notice that they disappear, I don't even see that little icon that allows me to go to the comment and review it. If I click Show Comments, those little icons come back. Alright, so we would save our changes and send this off to a recipient. We can click right on this button which will use your default mail program to send off our presentation as an attachment, but you want to save your changes first and now we are going to look at the scenario where we are receiving the feedback, someone has added their comments.
So in this case we are going to open a presentation from the Lesson11 folder called EatCake11b, and when we open this one up it looks very familiar and in this case we've got the toolbar already opened up here and now we can move through the various comments in this presentation to review feedback. So I am going to actually use these buttons to go to the various comments. Now when I click the Next Comment button notice that I am taken to slide number two; there is one added here by Karen Corey, Make sure to mention that courses are only offered in U.S., not worldwide!.
So I would make a note or maybe change some of the information on this slide. I am going to click the Next button to see if there is anymore, yeah, on slide four, I think you need to adjust these bullets for consistency, in other words all boxes or dashes, okay, I see that. Now I can come in here and make that change. If I click the Next button, note there is another one, there is a third one here from Karen Corey, How about a title for this slide' So if I deselect by clicking out here on the slide, I see there is no title on that and I might want to add a title to the slide, are there any more' I click the Next button, no, nothing left; thats it.
Now I can go to the previous one, which is here the second one on slide four, previous one, okay perfect. Now once I have read these I can delete them one by one. If I hit the Delete Comment button here, it's gone. But if I want to just delete them all I can do that or if I prefer, just hide those comments so I don't see them moving from slide to slide. I know that its there if I need to review them and I can show them to get them back. Clicking on it allows me to view that if I wanted to delete that one. Now I can click Delete button, I am done with the comments.
I am going to make all of those changes. I click the Delete All button and they are all gone. When you have done with collaborating using comments you can go back to Tools and down to Review Comments or from the View menu, you remember under Toolbars you have got the Reviewing toolbar that you can turn off; does the exact same thing, closes it up, and now you would make those changes to your presentation, save it up, and you are ready to go. So collaborating with other people using comments, keep in mind that you can collaborate with more than one person. Once you have got those comments in there you can send it off to someone else for their feedback and so on.
So you can have many, many comments from different users on your presentation and of course you can move through them quickly and easily using that Reviewing toolbar. Now, when you send out a presentation its a little bit dangerous. You don't want everybody having access to your presentation maybe being able to go in and change information. So, one thing you can think about is protecting your presentation, I am going to talk about that in the next lesson.
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