If the files are too big to email, but they need to be distributed to other people, jump ahead to Chapter 15, which covers sharing PowerPoint presentations with others.
What if you need someone else's input on the presentation? In PowerPoint 2000 and earlier, you need to send a copy of the presentation, have the recipient make changes and send it back.
Comparison is done by opening both the old presentation and the changed ones, and manually comparing the slides, one by one, to check for differences.
There is the option of using a routing slip to send the file around. However, the process for reviewing the changes is not very efficient, as there is no easy way to compare the files. In addition, when using the routing slip technology, the slip is routed, but the actual file is not.
PowerPoint 2002 added an easier option called Send for Review. This option sends the presentation to a person or group and receives comments and changes from each person, jalong with a built-in method to evaluate and incorporate the comments and changes back into the main presentation.
To send the file, use File ’ Send to ’ Mail Recipient (for Review). First, PowerPoint will check that the current file has been saved. If it hasn't, it will prompt to save the file. Next , a new email will be opened with a subject line of "Please review ˜Monthly Sales Statistics. " The subject line is generated from the file name for the PowerPoint file you can change it if you want). The file will be listed as an attachment. The default text for the email asks the recipients to review the attached document. Add the recipient list to the email. Edit the body of the email to pass along information to the reviewers.
When the reviewers receive the document, they should save it to their hard drive, edit it and save their changes. Then, when they access the Send To menu to send it back, they find a new menu item, Original Sender. Selecting this option creates a return email message with the new version of the document attached. As with when the file was sent out for review, the subject and the message are filled in, but both can be changed. When you receive it, save the attached file with a new name.
If the person receiving the presentation makes changes and sends the file back to you, use Tools ’ Compare and Merge Presentations to find the changes.
When opening a reviewed file, the following message box appears:
Click Yes to merge the reviewer's comments and changes with your version of the presentation. PowerPoint compares the two presentations and brings up a combined, marked -up copy of the presentation. In addition, you get a new task pane called Revisions on the right side of the screen.
The Revisions task pane is a two-tabbed task pane. Both tabs show the changes made by the reviewers. The List tab shows the changes in a text list. The Gallery tab shows all the changes to a single slide at once. In either the Gallery or List tabs, you can accept or reject the changes individually or all at once.
If no content changes were made to a slide, the task pane reflects that and tells you where the next changes are. Addition and editing of comments show only in the List tab.
Once all changes have been accepted or rejected, save the file again. I recommend saving it under another new name so you have a full trail of the review process.
If, after accepting or rejecting all the changes, the file size is quite a bit larger than it should be, check to make sure revision markings were not missed in the presentation
When using PowerPoint 2003, you have another way to share presentations: Share Point Services.
If your company uses Share Point Services, you can set up the review email to place the presentation file on the Share Point server. Each recipient sees the same copy of the presentation. When they are ready to make changes to the file, they check out the file from the shared space, make changes and check the file back in.
Using a shared workspace for reviewing allows each reviewer to see the changes made by other reviewers. It also makes your job much easier: All the changes made are in one file.
When you are ready to review the changes, lock the file by checking it out from the shared workspace. When you open the file, you can see and process the changes and comments by individual reviewer or all at once. Once you have accepted or rejected the changes, save the final version back to the shared workspace.
We fixed the problems Lydia has been having with her presentations. However, we should also show Lydia the other available Office tools. The rest of this chapter will give you a quick overview of the three Office tools you are most likely to use:
Clip Gallery: Add pre-created pictures and sounds to a presentation
Word Art: Create graphics based on text formatted and adjusted to your specifications
Equation Editor: Create embedded equations in line with the other text in a presentation