Chapter 19: Collaborating and Sharing


In this chapter, you’ll explore various methods for collaborating and sharing with Microsoft Office PowerPoint 2007. Improvements to both tasks make Office PowerPoint 2007 a highly useful tool for creating presentations in a team environment. From using templates in order to ensure a consistent format to working with Microsoft Windows SharePoint Services and Microsoft Office Groove 2007, you can work effectively with others in several ways.

In addition, this chapter covers protection and security measures that can help you ensure your presentation is safely managed after it leaves your hands. You will see how to make a presentation read-only, for example, as well as ways to handle reviews and approvals. As a final protection against sharing too much information by accident, the Document Inspector is a handy tool that helps you identify potential trouble spots. It can help you find and remove information such as comments, document properties, presentation notes, and other items you might not want your audience to see.

There’s a lot to learn, so let’s get started!

Using Templates

When you work with others, you are sometimes required to use a PowerPoint 2007 template, or you might want to require others to use a template. Templates are simply files that capture customizations made with slide masters, layouts, and themes. Using templates ensures that everyone’s presentations in a certain department, for example, will all have the same look and feel because of the consistent format for all slides.

For more information about using slide masters, layouts, and themes, see Chapter 16, “Introduction to PowerPoint 2007.”

You can typically change templates in any aspect you want, with all areas of the template flexible and adaptable to your needs. The beauty of a template is that the initial setup is done for you-all you have to do is modify the objects and text to suit your needs. Depending upon the template, items such as font and heading styles, background and color themes, placeholder locations and sizes, and slide masters might need modification. However, you can use many templates without modification of any kind.

Note 

Every template has the file name extension .potx.

To create a template, follow these steps:

  1. Begin by either using a default slide master or creating a new one. If you want to create a new one, do that before going to step 2.

    For instructions for creating a slide master, see the “Slide Masters” section on page 534.

  2. After you have the slide master you want to use, create a layout for the internal slide by using standard layouts or customizing your own.

  3. Click the Microsoft Office Button, and click Save As. This will open the Save As dialog box, which is shown in Figure 19–1.

    image from book
    Figure 19–1: Creating templates to share with others is a simple process in PowerPoint 2007. Choosing the file name extension .potx and saving to your Templates folder will give you a presentation format that can be used over and over again.

  4. Type a name in the File Name box, or accept the one provided.

  5. Click PowerPoint Template (*.potx) in the Save As Type list. You now see the Templates folder displayed in the Address bar.

  6. Click Save.




2007 Microsoft Office System Inside Out
2007 MicrosoftВ® Office System Inside Out (Bpg-Inside Out)
ISBN: 0735623244
EAN: 2147483647
Year: 2007
Pages: 299

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