13. Save and share presentations
In this chapter
Save presentations in other formats
Share presentations from PowerPoint
Restrict access by using passwords
Practice files
For this chapter, use the practice files from the PowerPoint2016SBSCh13 folder. For practice file download instructions, see the introduction.
Many presentations are developed collaboratively by a team of people. You might be the lead developer of some presentations that are reviewed by others, or you might be a reviewer of some presentations that have been developed by colleagues. With PowerPoint 2016, you can easily email a presentation to someone for review, or you can present it online for a group collaboration session. If you want to send it to someone who doesn’t have PowerPoint 2016 installed on his or her computer, you can save the presentation in a different file format. If you want to be sure that only authorized people can review a presentation, you can assign a password.
When reviewing a PowerPoint presentation on a computer, you can insert comments and queries, and respond to comments made by others. If the presentation is saved in a shared location, several people can make changes that PowerPoint seamlessly incorporates into the same file.
This chapter guides you through procedures related to saving presentations in other formats, sharing presentations from PowerPoint, restricting access to presentations by using passwords, adding and reviewing comments, and coauthoring presentations with other people.
Save presentations in other formats
In Chapter 2, “Create and manage presentations,” you learned about saving PowerPoint presentations as files on your local computer or in an online storage location. When you’ve completed a presentation and want to share it with other people, there are some situations in which it is advantageous or necessary to save the presentation in a different format. Some of the options to consider include these:
PowerPoint Show A presentation that runs only as a slide show. The slide show can be viewed in PowerPoint or in the free PowerPoint Reader app.
Video A video presentation can be saved in MPEG-4 or WMV format. It supports animations, transitions, and media playback, and can include your recorded narration and slide timings.
Picture presentation This format saves each slide as one picture. The slide components aren’t active and can’t be edited.
PDF or XPS A file that people can view but not interact with. The file can include the entire presentation or only select slides.
All these formats are available from the Export page of the Backstage view and some from the File Type list in the Save As dialog box. The Export page offers more information about the file types and is a bit more user friendly.
SEE ALSO
For information about packaging presentations for CD, see the sidebar “Prepare presentations for travel” in Chapter 10, “Prepare and deliver presentations.” For information about creating handouts, see “Print presentations and handouts” in Chapter 9, “Review presentations.”
Creating a video of a PowerPoint slide show is a quite simple task. A benefit of a video is that viewers can see it exactly as you deliver it, with your narration and any animations and transitions you’ve incorporated. If you don’t want or need to provide narration and slide timings, PowerPoint displays each slide for a length of time that you specify (five seconds is the default).
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Video files can be quite large if they contain media, so consider compressing the media before creating the video. For more information, see “Compress media to decrease file size” in Chapter 8, “Add sound and movement to slides.”
When you save a presentation as a PDF or XPS file, you lose any animated elements of the presentation. You can include the entire presentation, or you can select slides. You make this selection from the Options dialog box, in which you can also specify whether to frame slides, include hidden slides, and include comments and markup.
To save a presentation as a PowerPoint Show
1. In the Backstage view, display the Export page, and then click Change File Type.
2. On the Change File Type page, click PowerPoint Show, and then click the Save As button to open the Save As dialog box with PowerPoint Show selected in the Save As Type box.
3. Navigate to the folder where you want to save the PowerPoint Show, and then click Save.
To save a presentation as a video
1. On the Export page of the Backstage view, click Create a Video.
2. In the Create a Video pane, in the Quality list, click Presentation Quality, Internet Quality, or Low Quality.
3. In the Timings & Narrations list, do either of the following:
• Click Use Recorded Timings and Narrations.
• Click Don’t Use Recorded Timings and Narrations, and adjust the setting in the Seconds spent on each slide box as needed.
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If you want to check the slide timings and narration, click Preview Timings And Narrations in the Timings & Narrations list to display the presentation in Slide Show view. When you’re finished, press Esc to return to the Export page.
4. Click the Create Video button to open the Save As dialog box. In the Save as type list, click either MPEG-4 or Windows Media Video.
5. Navigate to the folder where you want to save the video, and then click Save.
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The video-creation process can take quite a while. If you want to stop the process, click the Cancel button to the right of the progress bar that appears at the bottom of the screen.
To save a presentation as a Picture Presentation
1. On the Change File Type page, click PowerPoint Picture Presentation, and then click the Save As button to open the Save As dialog box with PowerPoint Picture Presentation selected in the Save As Type box.
2. Navigate to the folder where you want to save the PowerPoint Picture Presentation, and then click Save.
3. Click OK to acknowledge the message that the Picture Presentation has been saved in the selected folder.
To save a presentation as a PDF or XPS file
1. On the Export page of the Backstage view, click Create PDF/XPS Document.
2. On the Create a PDF/XPS Document page, click the Create PDF/XPS button to open the Save As dialog box.
3. In the Save as type list, click PDF Document or XPS Document.
4. Navigate to the folder where you want to save the file, and then click Publish.
To save specific slides in PDF or XPS format
1. In Normal view or Slide Sorter view, select the slides you want to save in the file.
2. On the Create a PDF/XPS Document page, click the Create PDF/XPS button to open the Save As dialog box.
3. Click the Options button.
4. In the Options dialog box, in the Range area, click Selection. Then click OK.
5. In the Save as type list, click PDF Document or XPS Document.
6. Navigate to the folder where you want to save the file containing the selected slides, and then click Publish.
Share presentations from PowerPoint
When Microsoft Outlook is set as your default email app, you can send a presentation from PowerPoint while you’re working in the file. You have the option of sending a copy of the file as a message attachment or, if the file is stored in a shared location, you can send a link to the file.
You can share an Office document as an attachment to an Outlook email message
IMPORTANT
To use the Email sharing option, you must have Outlook installed and configured on your computer. If you’re running another email app, the Email option will be available on the Share page of the Backstage view but might not generate an email message.
When you use the Share function, an interesting option that you have is to send a presentation as a PDF or XPS file. When you choose one of these options, PowerPoint creates the selected version of the presentation and attaches it to an email message for you to send. The PDF or XPS file is not saved to your computer.
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If you have an account with a fax service provider that permits the transmission of fax messages by email, you can click the Send As Internet Fax button and provide the fax number to address the message in the format required by the fax service. For example, if your fax service provider is Contoso and the fax number is (425) 555-0199, the email might be addressed to [email protected]. The fax service relays the message electronically to the recipient’s fax number.
If you want to share the presentation with team members but you don’t want to provide them with the file, you have the option of presenting it as an online slide show. The specific options that are available to you depend on the communication services you have access to. If your organization uses Skype for Business, you can present in a Skype meeting. If you don’t have Skype for Business, but you have a Microsoft account, you can use the free Microsoft Office Presentation Service to present the slideshow in a browser window.
To send a presentation by email from within PowerPoint
1. In the presentation, click the File tab to display the Backstage view.
2. On the Share page of the Backstage view, click Email to display the email options.
3. In the Email pane, do one of the following:
• Click Send as Attachment to attach a copy of the presentation to an email message.
• Click Send a Link to insert a link to the shared file into an email message.
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The Send A Link button is available only if the presentation is saved in a shared location.
• Click Send as PDF or Send as XPS to save a version of the presentation in that format and attach it to an email message.
4. If Outlook isn’t already running, PowerPoint starts it before generating the email message. Enter your password if you are prompted to do so.
SEE ALSO
For information about the many fabulous features of Outlook 2016, refer to Microsoft Outlook 2016 Step by Step by Joan Lambert (Microsoft Press, 2015).
To present a slide show online
1. On the Share page of the Backstage view, click Present Online to display the online presentation options. Depending on your available resources, there might be a list of options at the top of the right pane that you can expand.
The Office Presentation Service is available to anyone
2. If you have multiple online presentation options, select the one you want from the list.
3. If you’re going to use the Office Presentation Service and want to allow people to download a copy of your presentation, select the Enable remote viewers to download the presentation check box.
4. Click the Present Online button.
5. If you’re using the Office Presentation Service, PowerPoint begins the online presentation, displays the Present Online commands on the ribbon, and opens the Present Online window. Send the URL in the window to the people you want to invite to the presentation, and then click Present Online to begin.
Use the commands in the window to send the link, or copy it and send it through your preferred messaging service
6. If you’re using Skype for Business, the Present This Slide Show In A Skype Meeting window opens. Select an existing conversation, and then click OK, or start a new meeting.
Choose an existing conversation or start a new meeting
Skype uploads the slide show and provides on-screen controls for moving through and annotating the slides.
Clicking the pen in the upper-right corner of the slide displays a full selection of annotation tools
Restrict access by using passwords
Sometimes, you might want only certain people to be able to open and change a presentation. The simplest way to do this for an individual presentation is to assign a password to protect the file so that a person who wants to modify the presentation must enter a password when opening it to permit changes.
You can assign a password to a presentation while working in the presentation or when saving the presentation. PowerPoint offers two levels of password protection:
Encrypted The presentation is saved in such a way that people who do not know the password cannot open it at all.
Unencrypted The presentation is saved in such a way that only people who know the password can open it, make changes, and save the file. People who don’t know the password can open a read-only version. If they make changes and want to save them, they have to save the presentation with a different name or in a different location, preserving the original.
Assigning a password to open a presentation encrypts the file; assigning a password to modify the presentation does not
IMPORTANT
After assigning a password, make a note of it in a safe place. If you forget it, you won’t be able to open the password-protected presentation.
To prevent unauthorized access to a presentation
1. Display the Info page of the Backstage view.
2. Click the Protect Presentation button, and then click Encrypt with Password.
Use a password that you will remember
3. In the Encrypt Document dialog box, enter the password you want to assign in the Password box, and then click OK.
4. In the Confirm Password dialog box, enter the same password in the Password box, and then click OK.
The Info page displays the protected status of the presentation
5. Close the presentation and save your changes.
Or
1. Display the Save As page of the Backstage view.
2. In the Places list, select the storage location where you want to save the presentation. Then click Browse to open the Save As dialog box.
3. If you want to protect a copy of the presentation instead of the original, enter a name for the copy in the File name box.
4. Near the lower-right corner of the Save As dialog box, click the Tools button. Then in the Tools list, click General Options.
5. In the General Options dialog box, in the Password to open box, enter the password you want to assign to the presentation. Then click OK to open the Confirm Password dialog box.
6. Enter the same password in the Reenter password to open box, and then click OK to set the password.
7. In the Save As dialog box, click Save. If PowerPoint prompts you to overwrite the original presentation, click Yes.
To prevent unauthorized changes to a presentation
1. Display the Save As page of the Backstage view.
2. In the Places list, select the storage location where you want to save the presentation. Then click Browse to open the Save As dialog box.
3. If you want to protect a copy of the presentation instead of the original, enter a name for the copy in the File name box.
4. Near the lower-right corner of the Save As dialog box, click the Tools button. Then in the Tools list, click General Options.
5. In the General Options dialog box, in the Password to modify box, enter the password you want to assign to the presentation. Then click OK to open the Confirm Password dialog box.
6. Enter the same password in the Reenter password to modify box, and then click OK to set the password.
7. In the Save As dialog box, click Save. If PowerPoint prompts you to overwrite the original presentation, click Yes.
To test the security of a password-protected presentation
1. Open the presentation and verify that PowerPoint opens the Password dialog box.
The Password dialog box content depends on the type of encryption
2. Enter an incorrect password, click OK, and verify that PowerPoint denies you access to the presentation.
To open a password-protected presentation for reading
1. Open the presentation, and then do either of the following:
• In the Password dialog box, click the Read Only button to open a read-only version of the presentation.
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When using the default settings, PowerPoint opens the presentation in Read Mode.
• In the Password dialog box, enter the password that you assigned to the presentation, and then click OK to open a read-write version of the presentation.
To remove password protection from a presentation
1. Open the presentation and enter the correct password.
2. On the Info page of the Backstage view, in the Protect Presentation list, click Encrypt with Password.
3. In the Encrypt Presentation dialog box, delete the password from the Password box, and then click OK.
Or
1. On the Save As page of the Backstage view, in the Current Folder area, click the current folder.
2. At the bottom of the Save As dialog box, in the Tools list, click General Options.
3. In the General Options dialog box, select the contents of the Password to open or Password to modify box, press Delete, and then click OK.
4. In the Save As dialog box, click Save.
Add and review comments
The development of a presentation—especially one that will be delivered to clients, shareholders, or other important people—is often a collaborative effort, with several people contributing ideas and feedback. Even if you are developing a presentation for your own purposes, you might want to ask other people to review and comment on it before declaring it final.
If you are asked to review a presentation, you can give feedback about a slide without disrupting its text and layout by entering comments. You can do this by using the tools in the Comments group on the Review tab or by using the Comments pane. In either area, you can do the following:
Add new comments.
Skip to the next comment.
View the previous comment.
Reply to comments.
Delete comments.
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In addition to deleting comments, you can also delete any ink, or markups, you’ve applied to the slide. For information about marking up slides while working with a presentation, see “Present slide shows” in Chapter 10, “Prepare and deliver presentations.”
If you add a comment without first selecting an object on the slide, the comment icon appears in the upper-left corner of the slide. If you select an object on the slide and then add the comment, the comment icon appears in the upper-right corner of the object.
The comment text attached to a slide appears in the Comments pane to the right of that slide. When the Comments pane is closed, you can click any comment icon to display the pane and the comment associated with that icon.
You can move directly to comments in the presentation to review and respond to them. If you find the comment icons distracting, you can hide them. You can delete comments individually when they’re no longer required, or delete all the comments on a slide or in a presentation at one time.
To add comments to a presentation
1. Display the slide in Normal view. If you want to attach the comment to a specific object, select that object.
2. Do either of the following:
• On the Review tab, in the Comments group, click the New Comment button.
• In the Comments pane, click the New button.
A comment icon appears on the slide. The Comments pane opens if it wasn’t already open, and an active comment box appears in the pane.
3. Enter your comment in the active comment box, and then click away from the comment box to finish.
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To close the Comments pane, click the Close button in the upper-right corner of the pane. Alternatively, click the Show Comments button in the Comments group on the Review tab.
To open the Comments pane
1. Do either of the following:
• On the Review tab, in the Comments group, click the Show Comments button.
• On a slide, click a comment icon.
To close the Comments pane
1. Do either of the following:
• On the Review tab, in the Comments group, click the Show Comments button.
• Click the Close button (the X) in the upper-right corner of the pane.
To edit a comment
1. In the Comments pane, click the original comment text to activate it.
2. Make the changes you want, and then click away from the comment box to finish.
To review comments
1. In the Comments group on the Review tab, or in the Comments pane, do either of the following:
• Click the Next button to move to the next comment.
• Click the Previous button to move to the previous comment.
To reply to a comment
1. In the Comments pane, click the Reply box below the comment you want to respond to.
2. Enter your response, and then click away from the comment box to finish.
To hide and redisplay comments
1. On the Review tab, in the Comments group, click the Show Comments arrow, and then click Show Markup to hide or display all comments and other markup. (A check mark indicates that the command is active.)
To delete a comment
1. Do either of the following:
• In the Comments pane, point to the comment box, and then click the Delete button that appears.
• Click the comment in the slide or in the Comments pane, and then on the Review tab, in the Comments group, click the Delete button.
To delete all comments from a slide or presentation
1. In the Comments group, click the Delete arrow, and then do either of the following:
• Click Delete All Comments and Ink on This Slide.
• Click Delete All Comments and Ink in This Presentation, and then in the message box requesting confirmation, click Yes.
Coauthor presentations
Whether you work for a large organization or a small business, you might need to collaborate with other people on the development of a presentation. No matter what the circumstances, it can be difficult to keep track of different versions of a presentation produced by different people. If you store a presentation in a shared location such as a Microsoft SharePoint document library or OneDrive folder, multiple people can edit the presentation simultaneously.
After you save a presentation to a shared location, you can open and edit the presentation that is stored on the site just as you would if it were stored on your computer. Other people can also open and edit the presentation either by browsing to it or from an invitation that you send. This facilitates efficient collaboration between people regardless of location, schedule, or time zone.
When other people open a shared file for editing, PowerPoint alerts you by updating the Share button label on the ribbon and in the Share pane.
Multiple people can work in a presentation at the same time
To make a presentation available for coauthoring
1. Save the presentation to a SharePoint document library or OneDrive folder.
To begin coauthoring a presentation
1. Open the presentation directly from the SharePoint document library or OneDrive folder. If the presentation is stored in a document library, do NOT check it out.
2. Edit the presentation as you would normally.
1. Do either of the following:
• Click the Share button located at the right end of the ribbon.
• On the Share page of the Backstage view, click the Share with People button.
To invite other people to edit a shared presentation
1. Open the Share pane.
2. In the Invite people box, enter the names or email addresses of the people you want to send a presentation link to.
3. In the message box, enter any specific message you want to include in the sharing invitation.
4. Click the Share button to send an email message that contains a link to the presentation.
To display changes made by coauthors
1. Do either of the following:
• Save the presentation.
• On the status bar, click the Updates Available button.
The Updates Available button appears on the status bar when other editors save changes
To configure PowerPoint to quickly make your changes available to coauthors
1. Open the Share pane.
2. In the Automatically share changes list, click Always.
Skills review
In this chapter, you learned how to:
Save presentations in other formats
Share presentations from PowerPoint
Restrict access by using passwords
Practice tasks
The practice files for these tasks are located in the PowerPoint2016SBSCh13 folder. You can save the results of the tasks in the same folder.
Save presentations in other formats
Open the SaveSlides presentation, and then perform the following tasks:
1. Save the presentation as a PowerPoint Show. Then close the presentation.
2. Open the PowerPoint Show you just created, and watch the presentation as it advances automatically from slide to slide while playing the embedded music. Then close the PowerPoint Show.
3. Reopen the SaveSlides presentation, and save it as a Picture Presentation with the name MyPicturePresentation. Then close the file.
4. Open the Picture Presentation. On slide 1, click the title, and notice that handles surround the entire slide. Then close the Picture Presentation.
5. Reopen the SaveSlides presentation, and save it as a video. A progress bar on the status bar displays the progress. When the process finishes, close the file.
6. Play the video. Then close the video playback window.
7. Open the SaveSlides presentation and save only slides 1, 3, and 5 as a PDF file.
8. Open the PDF file and confirm its content.
9. Close the presentation and any other files that remain open.
Share presentations from PowerPoint
IMPORTANT
These steps assume that Microsoft Outlook is your default email program.
Open the ShareSlides presentation, and then perform the following tasks:
1. Send the presentation as an attachment to an email message to yourself, directly from PowerPoint.
2. Start an online presentation, using either the Microsoft Office Presentation Service or another service that is available to you on the Present Online page. Invite at least one person to your presentation. Experiment with the slide markup tools that are available to you. Then end the online presentation.
3. Close the presentation.
Restrict access by using passwords
Open the RestrictAccess presentation, and then perform the following tasks:
1. Assign the password P@ssword to open the presentation. Then save and close the presentation.
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In this example, we use a common word that is easy to enter as the password. For maximum protection, use a password of at least eight characters that includes a combination of capital and small letters, digits, and punctuation symbols.
2. Reopen the presentation to test the password protection, and enter the password to open the presentation.
3. Remove the password and save the presentation.
4. Assign the password P@ssword to modify the presentation. Then save and close the presentation.
5. Reopen the presentation to test the password protection. In the Password box, click Read Only.
6. On slide 1, double-click the presentation title, and then press the Delete key. Notice that you cannot modify the presentation content.
7. Close and reopen the presentation.
8. In the Password box, enter the password, and then verify that you can modify the presentation content.
9. Save and close the presentation.
Add and review comments
Open the AddComments presentation, and then perform the following tasks:
1. Display slide 1, and then do the following:
• Without selecting anything on the slide, insert a comment that says Great job on this!
• In the slide title, select the word completing, and then insert the comment Replace with “carrying out”?
• Notice the locations of the comment icons on the slide.
2. Display slide 4. Select the bulleted list, and then insert the comment A graphic would be helpful here.
3. Click away from the comment, and then edit it to insert the word colorful to the left of the word graphic.
4. Use the commands on the ribbon or in the Comments pane to move forward and backward among the comments.
5. Hide the comments, and then redisplay them.
6. Delete the first comment, and then delete all remaining comments in the presentation.
7. Close the presentation without saving it.
Coauthor presentations
There are no practice tasks for this topic.