1. Securing and Sharing a Presentation
Microsoft Powerpoint 2013
Lesson 10
Securing and Sharing a Presentation
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

2. Software Orientation
Tools on the Review Tab make it easier to add comments to a slide.
Besides allowing you to add comments, the Review tab lets you check spelling, access references like encyclopedias, use a thesaurus, translate a word or phrase or set the current language.

3. Microsoft Official Academic Course, Powerpoint 2013
View Comments
A comment is a note you insert on a slide. You can use comments on your own presentation.
The review tab makes it easy to
View, insert, edit and delete
Comments.
Note the small balloon icon in
The upper left corner of the slide
Which indicates that the slide
Has a comment.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

4. Microsoft Official Academic Course, Powerpoint 2013
View Comments
You can click on the Review tab and then show comments.
Another way
To display the
Comments pane
Is to click a
Comment balloon.
You can navigate
Your way through
The comments by
Clicking on the next or previous comment.
Another Way: You can also go to the next comment by clicking the Next button at the top of the Comments pane.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

5. Microsoft Official Academic Course, Powerpoint 2013
Insert a Comment
To add a comment to a slide, use the New Comment button on the Review tab.
Comment markers are color-coded so that if more than one review adds comments it is easy for you to identify the commenter simply by color.
Comments are numbered consecutively as they are inserted.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

6. Microsoft Official Academic Course, Powerpoint 2013
Edit a Comment
Comment text should be clear and concise.
You can reword, insert or delete text in the comment box.
Use the Edit comment button to open a comment box so you can modify the text.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

7. Microsoft Official Academic Course, Powerpoint 2013
Delete a Comment
You can easily remove a comment from slides when they are no longer needed.
If you point to a comment in the Comments pane, a Delete icon (X) appears in the upper right corner. Click that X to remove the comment.
You can also use the Delete button on the Review tab to remove a comment.
To quickly remove all comments, click the down arrow under the Delete button to open a menu from which you can quickly delete all comments on this slide or in this entire presentation.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

8. Comments
PPT does not have track changes feature like the one in Word, but you can receive comments and feedback from reviewers by first saving your presentation to your computer, and then posting a second copy to a shared location such as SkyDrive. You can ask people to make changes and add comments to the shared copy. Once they are done, you can compare and merge the shared copy with the original one saved to your computer.
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9. Compare and Combine Presentations
Comparing presentations enables you to see the differences between two similar presentation files. You can easily identify the changes that have been made to copy.
The Compare feature merges two presentation files.
You then can use Revisions pane and the Compare group on the Review tab to see what differences exist between the merged versions and either accept or reject each revision.
When you mark a revision for acceptance or rejection, the change is not applied immediately; changes occur only when you click End Review.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

10. Microsoft Official Academic Course, Powerpoint 2013
Set a Password
Password-protecting a presentation file ensures that unauthorized users cannot view or make changes to it.
You can set, change, and remove passwords from a file.
You can also mark a presentation as final, which does not provide much security but can prevent accidental changes.
Passwords are case sensitive.
Use the Backstage or File tab to protect your pptx document.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

11. Change or Remove a Password
You can change a password in much the same way as you created it.
To remove a password entirely, use the same process as for changing it, but change it to a null string (blank, no characters, not even spaces).
Use the File tab and click Encrypt with Password. The Encrypt Document dialog box opens. The password previously assigned will already be filled in.
Double-click the current password and press the Delete key on your keyboard to clear it.
Click OK and the password has been removed.
Take Note: In step 3, you could have entered a different password instead of removing the password entirely.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

12. Mark a Presentation as Final
When you have completed all work on a presentation, you can mark it as final to prevent any further editing.
When you use the Mark as Final command in a presentation, you can open the presentation and read it, but you can no longer edit it or add comments.
You are also restricted to other activates such as encrypting the document.
Therefore, marking a presentation as final should be one of your lasts tasks when finalizing a presentation.
Use the Backstage View and click Protect Presentation. Select Mark as Final and a confirmation box will appear letting you know that your presentation will be marked as final and then saved.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

13. Mark a Presentation as Final
Marking a presentation as final does not prevent you from ever making additional changes to a presentation. You can reverse the Mark as Final command by clicking Edit Anyway on the information bar. All features are then available to you again.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

14. Check for Compatibility Issues and Optimize Media Compatibility
If you need to share your presentation file with someone who uses PPT 2003 or earlier save it in PPT format from the Save As dialog box.
The file format is the same for PPT versions 2007, 2010 and 2013 so no special translation is usually required for the user to open and view the presentation.
There are some minor compatibility issues among PPT 2007, 2010 and However, these issues may not be obvious until a user tries to use your file and encounters an error or a feature that does not work as it should.
To minimize the impact of such compatibility issues, you may want to check the file for compatibility problems prior to distributing it.
Take Note: Steps 1 and 2 are performed so you can see how a linked video is handled when optimizing media compatibility.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

15. Check for Compatibility Issues and Optimize Media Compatibility
Go to File Tab
And then click
Check for Issues.
On the menu that
Appears, click
Check compatibility.
Click Optimize
Compatibility and the
Dialog box opens and
Immediately begins
Processing the video clip to improve its compatibility.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

16. Check for Accessibility Issues
An accessible presentation is one that can
Be viewed by a wide variety of computer users,
Including those who may have disabilities that
Require them to use adaptive technologies such
As screen reading programs.
PowerPoint includes a command that checks the accessibility of your work and offers suggestions for improving it.
This is located on the File tab, click check for issues and then click Check Accessibility.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

17. Modify Properties and Remove Metadata
A file’s properties provide info about the file such as the date and time it was created or last modified, the file size, etc.
The properties also include metadata (which means data about data) such as the author’s name.
In some cases you might want to remove your personal info.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

18. Saving a presentation in different formats:
There are many formats available for sharing your PPT work with others who may not have PPT or who may prefer to view your presentation in another format.
Each format is suited for a different usage; you choose the best one for you.
5/7/2019

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Save in XML Format
XML – Extensible Markup Language which is a structured markup language that makes it easier to exchange data files across various types of operating systems and applications.
You a ppt is saved in XML format, it does not seem obviously different from a normal PPT but internally the way the data is stored is different.
Use the Backstage View and click on Save As, use the save as type drop-down list and select a file type.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

20. Save As a Picture Presentation
A picture presentation looks on the surface the same as any other PPT presentation. However, PPT saves each slide as a graphic and then replaces the slide’s content with that graphic. This tool can be useful in cases where you want to copy individual slides into other applications as graphics.
This is done in the File Tab and you click Export, change file type.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

21. Save a Presentation as an XPS or PDF File
PDF (portable document format) and XML (XML paper specification) are page layout formats.
They each create platform-independent files that can be displayed on any computer system that has a reader for the format and the files will display and print exactly the same way on any system or any printer.
Either format is great for situation where you want the content to be uneditable.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

22. Save a Presentation as an Outline
The text from a presentation can be exported as a text only outline that you can open in Word or in any application that supports rtf (Rich Text Format) file type.
Rich text format is a generic file format that is compatible with almost all word processing programs.
Exporting text as an outline can be useful if you need to repurpose the text from a presentation for a different situation.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

23. Save a Presentation as a PowerPoint Show
A PowerPoint Show file is just a regular presentation file except that it opens in Slide Show view by default.
You may want to distribute a presentation in this format if you expect your recipients to have PPT installed on their PCs but to be more interested in viewing the how than in editing it.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

24. Save a Slide or Object as a Picture
You can export individual slides or objects as pictures.
In the case of a slide, the entire slide becomes a graphic, which you can then use in any application that accepts graphics.
In the case of an object, that individual object is saved as a graphic in any of a variety of formats you choose.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

25. Microsoft Official Academic Course, Powerpoint 2013
Saving as a Video
Videos are a great way to distribute self-running presentations to people who do not have PPT.
PPT creates videos in either MPEG-4 Video (mp4) or Windows Media Video (wmv) format.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Powerpoint 2013

26. Adding a Digital Signature
Adding a digital signature to any Office software is a great way to reassure others you may share your files with that the files are authentic.
Steps are:
File
Protect Presentation
Add a digital signature
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