Merge presentations and manage changes and comments

- [Voiceover] In this video, you'll learn to merge presentations, accept and reject changes, and manage comments. These PowerPoint options are important when you collaborate with others to create a presentation. Be sure to practice with these options so you can find them quickly during the MOS exam. So I've opened 06_02_Hotel.pptx from the exercise folder. The first MOS objective I'll look at here is merging presentations. It's common to have multiple people developing different parts of a presentation and then combine them later.

In this example, I've asked Amy to review and enhance this presentation. I'm looking at the original version of the presentation on-screen now, and I want to merge Amy's changes and compare the results. I'll start by clicking the REVIEW tab on the ribbon. Then, I'll click compare. I'll choose the 06_02_Hotel_Amy presentation which contains her changes. After PowerPoint merges the two presentations, you'll notice several things on-screen. If you look on the right side, we'll start first with the Revisions pane.

This pane allows me to see details of changes, or I can click the SLIDES area to see the actual slides that have changed. I'll move through several changes, in just a bit, so you'll see this adjust as we do that. The Comments pane on the right lets me know that there are comments present on some of the other slides in the presentation. I can navigate through those with the arrows, but I also see these on individual slides when I click on them to view the changes. You'll also notice icons when you're looking at a particular slide. For example, I'm looking at slide three, and you'll notice a comment in the center of the slide.

My next MOS objective in this section is to accept and reject the changes. There are a few ways to do that. One of the simplest options is just to look at the icon, on a particular slide, and click that to see what changes might occur. So, for example, I'll click on this little icon, and it notes the various changes. All I need to do to view these is check the first box, and you'll see that the slide is adjusted to show me the new changes. If I like the changes, I can accept them just by leaving the boxes checked.

If I choose to reject a change, one of the options is to just uncheck the boxes where I don't want to accept the changes. To move on and see the next change, I'll click Next on the ribbon. You can see this has moved me to slide 15. There are two things that I want to note here. In the upper left-hand corner, note that there's a comment bubble. That's a sign that I need to look to the Comments pane on the right where I can see a comment of, "Double check for current prices." I can reply to that comment in that area, or just acknowledge it.

It's important to note that the comment bubbles do not show when you present a slideshow. Also note that there are a couple icons on this screen to indicate other changes with the table. I can click the first icon to see that the table was deleted, and click the second icon and check to see that a new table was inserted. I like the look of this table better, so I'll leave both options check-marked to keep these changes. I'll go ahead and click Next up on the ribbon. This takes me to slide 16 and I can see two areas have been changed here.

I'll check the box for the title area, and I can see that the font has been re-positioned and enlarged. There's another checkbox on the Smart Art. I'll go ahead and click on that, and check the box, and see that the Smart Art diagram has been replaced. I like both of these changes, so I'll keep them check-marked and click Next on the ribbon. The next change is on slide 17. I can see that something's been changed with the Smart Art graphic. I'll check the box to see what's changed. And since I like these changes, I'll go ahead and leave that box check-marked as well.

I'll click Next on the ribbon, and check-mark the boxes for the table. Click Next on the ribbon again. It tells me that was the last change in the presentation. I can go ahead and click Continue to make sure there weren't some changes at the beginning I didn't see. Takes me back to the first change that I already reviewed. When I'm finished reviewing changes, I can click the End Review button on the ribbon. It tells me this will end the review and any unapplied changes will be discarded. I'll go ahead and click Yes. That's a quick look at the review process.

I just want to point out, in case you're asked on the exam to accept all changes in a review, that there's an Accept button on the ribbon. You can always click the down arrow under Accept and accept all changes. That's an important thing to know for the MOS exam. The last MOS objective in this section is managing comments. Comments allow you to provide feedback without changing a slide. These are great in the review process. I'll start by inserting a comment on slide seven. I'll select slide seven.

I'll click INSERT on the ribbon, and then I'll click on Comment. I'll enter a comment in the bubble. I'm typing, "Insert new picture since remodel." When I'm done typing, I press Enter. PowerPoint provides options for hiding and displaying comments. These are found on the REVIEW tab. I'll click the REVIEW tab, and I'll click the Show Comments dropdown. Notice that I can click to turn these options on or off within my PowerPoint presentation.

There are options for Show Comments, and for Show Markup. With both of these on, I see both the pane, at the right, and the comment bubbles on the slide, such as you see here on the Piccadilly slide. You can navigate among the comments clicking the Next button, and the Previous button on the ribbon, and also note that you have those in the Comments pane on the right. You can edit a comment just by clicking on the comment in the Comment pane. I can add text or remove text in that location. I can click in the Reply box and reply to a comment, or I can click the X to delete a comment.

It's also worth noting that on the REVIEW tab, there's a Delete button with a Delete down arrow, and this gives me options to delete all comments in the presentation. That's an overview of merging content for multiple presentations. Be sure to practice these options so that you're able to easily complete these types of tasks during the MOS exam.