PowerPoint Lesson 10 Sharing and Delivering Presentations Microsoft Office 2010 Advanced Cable / Morrison 1

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Objectives Add, edit, and delete comments. Compare and combine presentations. Rehearse timings and record narrations. Save and send presentations. Protect presentations and attach a digital signature. 222

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Objectives (continued) Annotate slides during the presentation. Set up a self-running slide show. Broadcast presentations. 3

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Vocabulary broadcasting case sensitive comment digital signature document workspace site encryption kiosk markup Portable Document Format (PDF) PowerPoint Viewer XML Paper Specification (XPS) 444

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Collaborating on a Presentation Team members commonly collaborate on creating a presentation. Team members review the presentation, edit the content, add new content, change formats, and share thoughts. PowerPoint offers several features for providing feedback and comparing changes. 5

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Collaborating on a Presentation (continued) Editing Slide Content You can: – You can edit the words in the text boxes – Apply colors to both text and text box borders and shape effects – Apply column and indentation formats to customize the text layout – You can set your own user name and initials in the PowerPoint Options dialog box 6

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Collaborating on a Presentation (continued) 7 PowerPoint Options dialog box

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Collaborating on a Presentation (continued) Adding, Editing, and Deleting Comments A comment is an annotation that is added within a document by the author or reviewer. Comments inserted on slides are often referred to as markup. Markup appears in Normal view, but not in Slide Show view. 8

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Collaborating on a Presentation (continued) 9 New comment text box

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Collaborating on a Presentation (continued) Comparing and Combining Presentations To compare presentations, you can view more than one presentation at a time on the screen. You can also merge two presentations to compare the content. – Once combined, differences between the two presentations are listed in the Reviewing pane 10

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Collaborating on a Presentation (continued) 11 Reviewing pane for a merged presentation

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Collaborating on a Presentation (continued) Coauthoring Presentations Multiple users can work on the same presentation at the same time. Presentations can be uploaded to a document workspace site, which is a Web site that provides a central location for storing and sharing files. – Microsoft SharePoint, SkyDrive 12

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Rehearsing Timings and Recording Narrations If you have set automatic slide timings, you can use the Rehearse Timings button to find out if you have allowed enough time for each slide. If your computer has a microphone, you can record narrations for your presentation. 13

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Presentations for Distribution PowerPoint provides several options for saving presentation files to share with others. Before distributing the files, consider protecting them so others cannot edit the content. You may also want to verify your identity and confirm that the information in the file is valid. 14

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Presentations for Distribution (continued) Saving and Sending Presentations To distribute presentation files, you can: – Send them via or in a fax message – Publish them to a slide library or a SharePoint site You can save the files in formats such as: – Portable Document Format (PDF) – XML Paper Specification (XPS) 15

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Presentations for Distribution (continued) 16 Send Using options

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Presentations for Distribution (continued) Protecting Presentations To restrict access to presentations, you can encrypt the files so they are not readable without a password. Encryption is a standard method for encoding data. In PowerPoint, the password is case sensitive. 17

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Presentations for Distribution (continued) Attaching a Digital Signature A digital signature is an attachment to a file or message certifying that the information in the file is authentic and safe. Digital signatures are easy to create using the Digital Certificate for VBA Projects tool. For an authenticated certificate, you must secure a service from a third-party vendor. 18

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Presentations for Distribution (continued) Package a Presentation You can compress and save the presentation file to a folder (such as a flash drive) or to a CD. If the destination computer does not have PowerPoint installed, you can use PowerPoint Viewer. 19

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Presentations for Distribution (continued) 20 Package for CD dialog box

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Delivering Presentations The most traditional way to deliver a presentation is for a presenter to stand up in front of the audience and control the slides. PowerPoint offers several features that enable you to: – Deliver the presentation to an audience in a remote location, or – Create a self-running presentation 21

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Delivering Presentations (continued) Annotating Slides during a Presentation PowerPoint has several options for writing new content and highlighting existing content on slides as you present them. After adding annotations, you can erase them. You can also use the mouse pointer as a laser pointer and customize the color. 22

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Delivering Presentations (continued) 23 Set Up Show dialog box

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Delivering Presentations (continued) Setting Up the Show Before presenting your slides, use the Set Up Show command to verify your current settings and to specify additional settings. You can prepare the slide show to be self- running for a kiosk (an interactive computer terminal available for public use). 24

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Delivering Presentations (continued) Broadcasting Presentations Broadcasting is a way to present slides to an audience that cannot convene in one location for the presentation. A broadcast presentation is saved in HTML format. – PowerPoint is not required to view the slides. – Slides are viewed using a Web browser. 25

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Summary In this lesson, you learned: When collaborating on a presentation, team members can use comments to provide feedback on slides. You can easily add, edit, and delete comments. You can view presentations side by side, but the Compare feature makes it easier to identify the differences between two presentations. 26

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) To enable team members to collaborate and work together in real time, presentations can be stored and updated so that employees can access the file remotely. The Rehearse Timings button is beneficial in helping you estimate how much time you need to show the slides in the presentation. 27

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) If you have access to a microphone, you can record narrations that will play during the slide show. PowerPoint provides several options for saving and sending presentations, including the Web, , and fax. There are also several options for file formats suitable for a variety of uses. 28

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) You can protect presentations to ensure that others do not make changes to the file, and you can restrict access by assigning a password. You can also certify that the information in the file is authentic. As you present a slide show, you can use tools to annotate the slides, and then you can choose to keep or discard the annotations. 29

PowerPoint Lesson 10 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) Your audience does not need to be in the same room with you to view your presentation. PowerPoint provides several options for delivering presentations remotely. 30