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Learn how your team can collaborate on the same PowerPoint file when track changes aren't an option.
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F O R T E A M E N V I R O N M E N T S
How to Edit PowerPoints
3 Methods
Many version of PowerPoint do NOT have track changes capabilities.
You’ll have to use other methods to indicate and track edits:
1. Use the speaker notes area
2. Insert a comment
3. Add a brightly colored text box
Use 1 method or a combo. Weigh the final product’s
needs vs. the team’s.
Common Process: Making a Comment
No matter the method, commenting is the same.
1. Indicate who the comment is to.
2. Be descriptive. Tell what needs to change and/or what you changed.
3. Add your initials and date to your note for tracking purposes.
Common Process: Resolving a Comment
Remember:Type “RESOLVED”, your initials, and the date after
the original comment.If further discussion is needed, add more detail.
(“FOLLOW UP: ED, What style do you want? HK 5/20/14”)
1. Use Speaker Notes
View and edit in “Normal” View
1. Use Speaker Notes
Type comments, edits made/needed into the Speaker Notes area at bottom of screen.
1. Use Speaker Notes
Pros Cons
• Easy to see and read (in Normal View)
• Less likely to create errors on the slide itself
• Not limited to size of slide or text box
• Speaker Note space may be needed for other uses (actual speaker notes, instructions to vendors, voice over scripting, etc.)
• Harder to indicate precise location of edits needed on the slide
• Difficult to track when changes are made UNLESS each user follows commenting process with initials and dates.
2. Insert a Comment
Go to the Review menuClick “New Comment”
2. Insert a Comment
A comment box will appear. Add your comment.Click outside of the box to close it and drag the tag
to move it to the precise location of the edit needed.
Other users can double click the tag to read and edit the comment.
2. Insert a Comment
Pros Cons
• Can indicate precise location of edits
• Doesn’t change the slide or speaker notes
• Doesn’t clog up the screen
• Comments can be edited/read using Review tools. (See below.)
• The tags are hard to see at a glance and can be missed easily.
• The name assigned to the box/tag changes with each user who edits it. So adding initials/dates are crucial.
3. Add a Brightly Colored Text Box
Go to the Insert menuClick “Text Box”
3. Add a Brightly Colored Text Box
Click and drag on the screen to draw a text box.Type your comment.Drag the edges to change the size and position of
box. This allows you to more accurately indicate edit locations.
3. Add a Brightly Colored Text Box
Right click the text box to open the edit menu.Click “Format Shape” > “Fill” > “Solid Fill”.Change the background of the box to a bright,
attention-grabbing color. Click Close.
ED: Please use text boxes throughout to comment. DWC 6/2/14
3. Add a Brightly Colored Text Box
Pros Cons
• Cannot be missed, even at a glance. • Can indicate precise location of edits
• Doesn’t change speaker notes
• Easily edited by any user.
• Changes the slide itself and must be deleted before final publication.
• Difficult to track when changes are made UNLESS each user follows commenting process with initials and dates.
• Can clog up the screen.
Why Use a Certain Method?
Different projects have different needs. Consider: How the PowerPoint will be used and published How the team functions
One or more methods may be needed.
Why Use a Certain Method?
IMPORTANT: If multiple methods are used, set rules as to when to use each method. Or, indicate a hierarchy of which comments overrule others if they conflict. Example:
Text boxes might be used for reviewers, Comment boxes for proofreaders, and Speaker notes for tech developer specs.
Why Use a Certain Method?
Speaker Notes: Good for general comments/edits without specific locations. Best used when the Speaker Notes area isn’t needed for any
other purpose.
Comment Box: Good for many small edits with precise locations. Good for thorough reviews when each slide is read in full.
Why Use a Certain Method?
Text Box: Good for fast reviews without a lot of edits. Users can scroll
quickly to find the slides with text boxes. Good for extremely important questions or tasks that cannot
risk being overlooked.
© Dream Write Creative, LLC 2014
