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

PowerPoint Lesson 10Sharing and Delivering Presentations

Microsoft Office 2010 Advanced

Cable / Morrison1

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Cable / Morrison Microsoft Office 2010 Advanced2

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.

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Cable / Morrison Microsoft Office 2010 Advanced

Objectives (continued)

Annotate slides during the presentation. Set up a self-running slide show. Broadcast presentations.

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Vocabulary

broadcasting case sensitive comment digital signature document

workspace site encryption

kiosk markup Portable Document

Format (PDF) PowerPoint Viewer XML Paper

Specification (XPS)

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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.

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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

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PowerPoint Options dialog box

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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.

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New comment text box

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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

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Reviewing pane for a merged presentation

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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

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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.

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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.

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Preparing Presentations for Distribution (continued)

Saving and Sending Presentations To distribute presentation files, you can:

– Send them via e-mail 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)

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Send Using E-mail options

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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.

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Attaching a Digital Signature A digital signature is an attachment to a file

or e-mail 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.

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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.

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Package for CD dialog box

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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

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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.

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Set Up Show dialog box

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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).

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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.

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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.

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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.

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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, e-mail, and fax. There are also several options for file formats suitable for a variety of uses.

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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.

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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.

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Documents

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