Office 2003 Advanced Concepts and Techniques M i c r o s o f t PowerPoint Collaboration Feature Delivering Presentations to and Collaborating with Workgroups

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 2 Objectives Merge slide shows Insert, review, accept, and reject comments Schedule and deliver online broadcasts Save presentations using the Package for CD option

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 3 Starting PowerPoint and Opening a Presentation Insert your Data Disk into drive A Click the Start button on the Windows taskbar, point to All Programs on the Start menu, and then click Open Office Document When the Open Office Document dialog box is displayed, click the Look in box arrow and then click 3½ Floppy (A:) in the Look in list. Double- click the file name, Ride Smart If the Language bar is displayed, click its Minimize button

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 4

5 Displaying the Reviewing Toolbar and Inserting a Comment Click View on the menu bar and then point to Toolbars Point to Reviewing on the Toolbars submenu Click Reviewing Click the Insert Comment button on the Reviewing toolbar

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 6 Displaying the Reviewing Toolbar and Inserting a Comment Type Please review this presentation and make suggestions about the art and text. Thanks. in the comment box Click anywhere outside the comment box and then click the Save button on the Standard toolbar to save the presentation

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 7 Displaying the Reviewing Toolbar and Inserting a Comment

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 8 Sending the Presentation for Review Click File on the menu bar, point to Send To, and then point to Mail Recipient (for Review) Click Mail Recipient (for Review) If the Choose Profile dialog box is displayed, choose your user profile and then click the OK button. If the Office Assistant is displayed, click No thanks When the Message window is displayed, type in the To text box Click the Send button on the Standard toolbar

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 9 Sending the Presentation for Review

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 10 Merging Slide Shows and Printing Comments With the Ride Smart presentation active, click Tools on the menu bar and then point to Compare and Merge Presentations Click Compare and Merge Presentations When the Choose Files to Merge with Current Presentation dialog box is displayed, select the Ride Smart-Andreessen file on your floppy disk Hold down the CTRL key while selecting Ride Smart-Brooke and Ride Smart-Clarke Release the CTRL key

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 11 Merging Slide Shows and Printing Comments Click the Merge button If a Microsoft Office PowerPoint dialog box is displayed asking if you want to browse your presentation, click the Continue button. If a Microsoft Office PowerPoint dialog box is displayed asking if you want to merge these changes with your original presentation, click the Yes button Click File on the menu bar and then click Print When the Print dialog box is displayed, click Print comments and ink markup to select the check box Click the Preview button

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 12 Merging Slide Shows and Printing Comments Click the Print button Click the OK button Click the Close Preview button

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 13 Reviewing and Accepting Comments on Slide 1 With Slide 1 displaying, click the JJ1 comment marker on the List tab in the Revisions task pane Point to the Delete Comment button on the Reviewing toolbar Click the Delete Comment button on the Reviewing toolbar Click the AA1 comment marker on the List tab in the Revisions task pane Click the Gallery tab in the Revisions task pane

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 14 Reviewing and Accepting Comments on Slide 1 Click the Andy Andreessen check box above the Andy Andreessen slide preview Click the List tab and then click the Delete Comment button on the Reviewing toolbar Click the red BB1 comment marker Click the Gallery tab Click the Brianna Brooke check box above the Andy Andreessen slide preview

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 15 Reviewing and Accepting Comments on Slide 1 Click the List tab Click the Delete Comment button on the Reviewing toolbar Click the Slide properties change marker Click the Delete Marker button on the Reviewing toolbar

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 16 Reviewing and Accepting Comments on Slide 1

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 17 Reviewing and Accepting the Remaining Comments Using the same techniques, follow the instructions on pages PPT 326 through PPT 329 to review and accept the remaining comments

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 18 Setting Up and Scheduling an Online Broadcast Click Slide Show on the menu bar, point to Online Broadcast, and then point to Schedule a Live Broadcast Click Schedule a Live Broadcast on the Online Broadcast submenu When the Schedule Presentation Broadcast dialog box is displayed, click the Description text box and then type This presentation will inform motorcyclists and automobile drivers about defensive techniques to reduce the occurrence and severity of motorcycle accidents.

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 19 Setting Up and Scheduling an Online Broadcast Select the current name in the Speaker text box, and then type Andy Andreessen as the speaker name If necessary, type a semicolon and your name in the Keywords text box Delete any text in the Copyright and text boxes Click the Settings button If necessary, when the Broadcast Settings dialog box is displayed, click None in the Audio/Video area on the Presenter tab

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 20 Setting Up and Scheduling an Online Broadcast If necessary, click Display speaker notes with the presentation in the Presentation options area to remove the check mark Enter the location where the broadcast files will be stored Click the OK button Click the Schedule button When the Ride Smart – Meeting window is displayed, click the Maximize button

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 21 Setting Up and Scheduling an Online Broadcast On the Appointment tab, type in the To text box Click the Start time date box arrow, click the right arrow at the top of the calendar until the desired month is displayed, and then click the desired date Click the Start time time box arrow and then click the desired time in the list

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 22 Setting Up and Scheduling an Online Broadcast Click the Send button on the Standard toolbar When the Microsoft Office PowerPoint dialog box is displayed indicating the broadcast has been scheduled successfully and the broadcast settings have been saved, point to the OK button Click the OK button

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 23 Setting Up and Scheduling an Online Broadcast

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 24 Packaging a Presentation for Storage on a Compact Disc Insert a CD-RW or a blank CD-R into your CD drive With the Ride Smart presentation active, click File on the menu bar and then point to Package for CD Click Package for CD When the Package for CD dialog box is displayed, type Collaboration in the Name the CD text box

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 25 Packaging a Presentation for Storage on a Compact Disc Click the Copy to CD button Click the No button in the Microsoft Office PowerPoint dialog box Click the Close button in the Package for CD dialog box

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 26 Packaging a Presentation for Storage on a Compact Disc

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 27 Copying a Presentation Package to a Folder Click Package for CD on the File menu When the Package for CD dialog box is displayed, click Copy to Folder When the Copy to Folder dialog box is displayed, type the desired name for the folder in the Folder name text box and the desired folder location in the Location text box Click the OK button in the Copy to Folder dialog box Click the Close button in the Package for CD dialog box

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 28 Viewing a Packaged Presentation Using the PowerPoint Viewer Insert your Collaboration CD in the CD drive. Right-click the Start button on the taskbar and then click Open on the shortcut menu Click the Up button on the Standard Buttons toolbar until the My Computer window is displayed. Double-click the Collaboration CD drive icon

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 29 Closing the Presentation Click File on the menu bar and then click Close on the File menu

PowerPoint Collaboration Feature: Delivering Presentations to and Collaborating with Workgroups 30 Summary Merge slide shows Insert, review, accept, and reject comments Schedule and deliver online broadcasts Save presentations using the Package for CD option

Office 2003 Advanced Concepts and Techniques M i c r o s o f t PowerPoint Collaboration Feature Complete