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Reviewing presentations with a group

From: PowerPoint 2010: Real-World Projects

Video: Reviewing presentations with a group

Kim Romano has just finished work on a presentation for the next staff meeting. So it's ready for her boss, Kirk, to review. Kim was left with a few questions about the presentation that only Kirk can answer. Let's see how we can use the Reviewing tools in PowerPoint 2010 to collect and incorporate feedback for a presentation. Kim has already used the Review tab tools to insert some comments in this presentation. For example, she created a comment that asked the question, Do you want all the names here? Or will the name of the team be good enough.

Reviewing presentations with a group

Kim Romano has just finished work on a presentation for the next staff meeting. So it's ready for her boss, Kirk, to review. Kim was left with a few questions about the presentation that only Kirk can answer. Let's see how we can use the Reviewing tools in PowerPoint 2010 to collect and incorporate feedback for a presentation. Kim has already used the Review tab tools to insert some comments in this presentation. For example, she created a comment that asked the question, Do you want all the names here? Or will the name of the team be good enough.

Notice that we can see this comment because Show Markup is turned on. If we turn this off, we won't see markup or other annotations, but they'll still be there. If you email it to somebody else, they'll see your comments or annotations. So you want to be careful with this feature. Kim also put a question down on Slide 4 asking, "Do you prefer this timeline that "I created with this SmartArt, or do you prefer what I created here, which is more "like what we've used in the past?" Finally, Kim inserted a comment down on slide 16, wanting to know if the video for this slide from the horticulturist will actually arrive in time to be incorporated into this presentation for tomorrow.

So Kim made all of these comments to the presentation, then did a Save As and save this file with a new name, simply saved it to be able to send it for Kirk review, so we'd have a slightly different name than this file and emailed it to Kirk. In the meantime, Kirk has been working on the presentation and she's received his comments back. In his email, Kirk said, "I have answered your question and I made a few changes "myself," which gives Kim a clue that the presentation she's receiving back differs from the one she sent.

So she is going to use the Compare feature in order to see what's different. Even if you're not sure if a reviewer might have made changes other than comments or annotations, Compare is a great feature to use. It's fast, it's easy and it will let you know anytime if something has changed that you might not catch visually by looking at the presentation, particularly if it's lengthy, has lots of slides or a lot of technical information. So we're going to choose Compare and go locate the file that we want to compare to this file.

That's the Staff Meeting - Kirk Review file that we have right here. We're simply going to merge that into our existing presentation and start on the first slide. The Compare feature here is turned off, because we're in the middle of a Compare operation. The Reviewing Pane is automatically turned on. You'll want to leave this on. We actually have two different kinds of Previous to Next buttons now. This set of Previous and Next buttons will navigate through the comments for us. This set will navigate through any other changes.

Kim wants to know, right away, what Kirk thought of the presentation and what his answers were to her questions, so we're going to work the comments first. On the very first slide, Kim asked, "Do you want all the names here?" And Kirk said, "No, just the team name is fine." So she has an answer to this question. That's great. Let's move on to the next set of comments. Here on slide 4 she says, "Which timeline do you prefer?" And Kirk says, "Use this one, Kim. It's great." Notice there's another piece of editing that's been done here.

We'll return to that in a bit. The next comment though isn't in response to a question. Kirk's using comments too. And he leaves Kim a comment that says, "Can you animate this slide like you "animated that slide for the Design A elements? Thanks." So there's a little animation work to be done here before we're finished. Kirk has entered another comment too, "Delete this slide." Well, we're right here. Let's go ahead and delete it. So we've worked our way through the comments. Oh! Here's another one.

Kirk wants to know, "What is this video for? "Just use this first video. Okay?" And our next comment, "Do we have video for this slide?" And Kirk says, "Nope, let's go with the one we have." So there are two slides with video that we can simply delete. Now we're ready to take a look at the results of our comparison. I'm going to go back to Slide 1 and say I'd like to go to the next change. Kirk wanted us to use this timeline. You'll notice here that this piece of Smart Art shows that it's been edited.

The diagram contents were changed by Kirk Hansel. Let's see what the change was. Click the checkbox. There is Kirk's version of this slide. Turn it off, there's the original. Kirk's the boss, so we'll be keeping this version. When you check this box, you're saying, "I want to accept this change." I can also choose Accept Change right here. And notice, if you had multiple changes to a slide, you can accept all the changes to a slide or you can simply review the entire presentation and accept all the changes in the presentation, depends how you'd like to do it.

Let's go ahead and look for the next change. The next change says that the size and position here was changed by Kirk. Size and position of all of these was changed by Kirk. Now I can simply accept all the changes on the slide and all of those photos then are move to the position that Kirk put them in, which looks like, they're roughly centered in the four quadrants, which looks real nice. Let's take a look at the Next change. This is the end of all the changes in the document. Looks like we've got them all. Let's end our review.

It says, "Are you sure you want to end the review? "Any unapplied changes will be discarded" Well, we've looked at all the changes all the way through. I am confident, we have them all. Let's say Yes. And now we have a new updated presentation. Remember that we still have a little work to do. For example, we need to delete slide 5, we still have some animation to do to slide 8. But we've completed our review of this presentation and we've incorporated the suggestions that Kirk gave us. We have answers to all of our questions and we're ready to finalize this presentation as soon as we do the few additional pieces of cleanup.

PowerPoint 2010's Review tab brings a whole new set of features to Office Collaboration. Check out these features on the Review tab the next time you need to send a presentation to someone else for their review.

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PowerPoint 2010: Real-World Projects

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Gini Courter
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