2. 1 CA203 Presentation Application Reviewing and Sharing a Presentation Lecture # 11

3. 2 Objectives In this chapter you will learn to: ✔ Add comments to a presentation. ✔ Protect a presentation with a password. ✔ Send a presentation for review. ✔ Merge versions and handle reviewers’ changes.

4. 3 Presentation After you create a draft of a presentation, you might want to distribute it to your co-workers for feedback. Before you send a presentation out for review, you might want to protect it with a password. You can send a presentation to reviewers electronically so that they can read, revise, and comment on the presentation without having to print it. When reviewers return the edited presentation to you, you can merge the different versions into the original, evaluate all the revisions and comments, and accept or reject the edits.

5. 4 Adding Comments to a Presentation Your reviewers can insert comments without disrupting the text and layout of the slides by using the Comment command on the Insert menu. You can edit, show, hide and delete the comments Edit Comments Delete Comments Insert Comments Example Add Comments

6. 5 Entering Handwritten Changes To add ink annotations while running PowerPoint on a Tablet PC: –While giving a presentation, you can use the Ink Annotations feature to take notes, circle or underline important points, or draw arrows and diagrams. Open the presentation in Normal view, On the Insert menu, tap Ink Annotations to display the Ink Annotations toolbar. After you finish, tap Stop Inking on the Ink Annotations toolbar.

7. 6 Protecting a Presentation with a Password If you don’t want reviewers to edit your work, you can protect a presentation with a password so that others can only read it. To protect a presentation, you click Tools  Options  Security tab. Assign a password that must be entered in order to open the presentation.

8. 7 Protecting a Presentation with a Password Digital signature certifies that presentation has not been changed since the signature was attached. Remove information about the creator of the presentation so that this information is not publicly available. Assign a security level that determines whether presentations that contain macros can be opened on your computer.

9. 8 Attaching a Digital Signature Certified digital signatures can be obtained from companies such as VeriSign. The digital signature confirms the origin of the presentation and that no one has tampered with it since it was signed. A signed file is remain signed until the file is modified.

10. 9 Information Rights Management If your company or organization has implemented the Information Rights Management feature, you can restrict who can change, print, or copy a presentation, and you can limit these permissions for a specified period of time.

11. 10 Sending a Presentation for Review After you finish making changes to a presentation, you can quickly send it via e-mail to another person for review. –File  Send To  Mail Recepient(for Review)

12. 11 Merging Versions and Handling Reviewers’ Changes After reviewers make changes and add comments, you can then merge their versions of the presentation into the original so that you can see all the changes in one place. When you merge presentations, PowerPoint shows the differences between the original and the reviewed versions with change markers. PowerPoint uses a different color marker for each reviewer so that you can quickly identify who made what change. These markers show the details of the changes without affecting presentation layout. –Open CompareMerge –Click Tool  Compare and Merge Presentation … Use MergingVersion\compareMerge

13. 12 Chapter 11 Summary You can insert comments in a presentation and then view them in the Revisions task pane. You can set a password that must be entered before someone can modify a presentation. If you want others to be able to read or copy the presentation but not make changes to it, you can also set a password that must be entered before someone can open the presentation. You can quickly send a presentation to another person for review by using e-mail. You can merge different versions of a presentation into the original and then review revisions and comments all in one place. You can use the buttons on the Reviewing toolbar to view, accept, and reject revisions. PowerPoint uses a different color to identify the comments and changes made by different reviewers, so you can review all comments and changes at once or work with those of each reviewer separately.