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In PowerPoint for Mac 2011 Essential Training, author David Rivers demonstrates how to create effective slideshows and dynamic presentations using the tools in Microsoft PowerPoint 2011. The course provides in-depth instructions for changing the look of presentations: using built-in and custom themes, formatting text, inserting tables and charts, adding pictures and SmartArt drawings, and adding animation. It also shows how to proof presentations and ready them for viewing, and gives details on the different ways to share presentations. Exercise files are included with the course.
There are several reasons why you might want to share a presentation with someone else: maybe you want to create the presentation for the speaker and you need to hand it off to them, or maybe you're collaborating on a project where you have multiple people inputting slides to a presentation. In those cases, you might want to make use of a handy tool we're going to look at right now for adding comments. We'll work with our Sharing1 presentation, a short version of the NewHire Orientation. Let's go to slide 2. You'll notice in the thumbnails over here in the Navigation pane, this one is dimmed out, and it's got the No sign, indicating it's a hidden slide.
So we might want to explain that to the people we're collaborating with. This is not to be confused with the speaker notes that appear across the bottom. This is for the presenter. The notes we're about to add are for the people we're collaborating on this slide presentation with. We'll do that by clicking the Review tab, and the group in the left-hand side is titled Comments. And here is where we go to add New Comments, delete existing ones, edit existing ones, and navigate them as well. Let's start by adding a new comment.
So we click the New button. It looks like a sticky note. You can think of it that way. It's not something that's going to appear on the slide. You'll never see it during the presentation. It's just for people who are working on the particular slide where we've added this note. So let's add a note. You'll see your own name across the top in the Title bar, along with the date and a flashing cursor, waiting for you to start typing. We'll just type in some text, like "This slide is hidden in the self-running version only." The other thing you're going to notice is your initials and the number, in this case 1, representing the first note in this presentation.
Now, you can close it up, clicking the Close button in the top-right corner. Just click anywhere outside on the slide itself or off to the side, and you'll just see the icon indicating there is a note on this page. Now, the other thing that happened is all of these buttons became available. So if you want to edit the note, just click the Edit button. It brings it back, and you can add or remove text if you needed to. We'll close it up. Let's go down to Slide4, the Endorsement, and let's add one more here. We'll click the New button.
Notice the number that appears next to your initials is 2, the second note, and we'll just put in some information for contacting Samara. Make sure we type her name correctly. There we go. We'll close it up, and now we've got two notes, which means we can now use our Navigation buttons to go to the previous note. It'll take us not only to the slide with a note, but open it up as well, or go to the Next note, same thing. Notice the Show button is pressed by default, indicating we're going to see these notes.
Even if we click off to the side here, we'll see the little icon representing the note. Unless you don't want to see those, click the button, and then they'll disappear. Click it again to bring them back. Now, like I said, this won't show up on your presentation when you play the slideshow itself. Let's go down to the Slide Show button. We'll give it a click to display the slide. We see the effects, the content, but we don't see that Note icon. Press Escape. So comments can be very handy in helping you collaborate with others on a project.
If you want to remove notes, you can go to the Delete button, which is a dropdown, and choose from three options: Delete the current comment. That's the one that's on the slide we're looking at. If there is more than one on a slide - then you can add as many notes as you like or comments on a single slide - you can delete all the comments on a slide. Or if you want to remove them all from the entire presentation - let's say at the end everything is finalized - click Delete All Comments in Presentation. They're all removed, and then you can save your changes. So if you are collaborating with others on a presentation, why not take advantage of the Comments that never appear in the presentation itself? But as you're working on the slides, you'll be able to communicate with those others.
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