Chapter - 13

Collaborating on a Presentation:
Review a Presentation:
When you are revising or collaborating on a presentation, you might want to make notes or
suggestions without actually changing anything on the slide. Using comments allows you to
take note of anything on a slide without altering the slide itself. Comments can be added
and read by the original author or any other reviewers.

Adding Comments to a Slide:

Adding a comment to a slide is like sticking a Post-It note to it. You can use comments to
add suggestions, notes, or reminders to a slide.

Insert a comment:

1. Navigate to the slide to which you want to add a comment.

2. If you want to attach the comment to a particular object on the slide (placeholder, image,
etc.), click the object to select it.

3. Click the Review tab on the Ribbon and click the New Comment button in the
Comments group.

A new comment box appears.

4. Type your comment. When you’re finished, click anywhere outside the comment box to
deselect it.

Edit a comment:
You can easily make changes to a comment simply by typing in any comment box.

 Click in the comment box and edit the text as needed.

Delete a comment:

Delete a comment when it is no longer needed.

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  Select the comment box and click the Delete Comment button in the Comments group

of the Review tab on the Ribbon.

Other Ways to Delete a Comment: Right-click the comment box and select Delete
Comment from the contextual menu.

Hide or show comments:

If comments are distracting, you can temporarily hide them from view.

• Click the Review tab on the Ribbon and click the Show Comments button in

the Comments group.

• Click to check Comments Pane and Show Markup.

Tips:

 Comments do not appear in Slide Show view or Slide Sorter view.

 You can add more than one comment to text, an object, or a slide in a presentation.

Comparing and Merging Presentations:

If you develop a presentation with a group, multiple versions of the same presentation may
exist. PowerPoint now allows you to compare and merge different versions of a PowerPoint
file.

1. Open the presentation that you want to merge.

2. Click the Review tab on the Ribbon and click the Compare button in the Compare group.

The Choose File to Merge with Current Presentation dialog box appears.

3. Navigate to the location of the file that you want to compare with the open presentation,
select the file, and click Merge.

PowerPoint displays the merged file in Review mode. The Revisions pane opens, listing all
changes to the presentation.

There are two sections on the Details tab in the Revisions pane:

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• Slide changes: Lists all of the changes that were made to the current slide.

Presentation changes: Lists all of the changes that were made to the presentation as a
whole.

4. Click a change on the Details tab in the Revisions pane.

A text box appears detailing all of the changes to the object or text.

Tip: To preview what the slide would look like with all of the changes accepted, click the
Slides tab on the Revisions pane.

5. Do one of the following:

• Accept a change: Click the green check box on the Revisions pane.

• Reject a change: Do nothing; keep the check box unchecked.

The slide adjusts to reflect the accepted changes.

Other Ways to Accept Changes: Click on the change you want to accept, click the
Review tab on the Ribbon, and click the Accept button in the Compare group.

Store and Share Presentations on the Web:

Microsoft has integrated cloud computing into PowerPoint 2016 by providing its own
dedicated cloud storage resource, called One Drive, and designating it as one of the primary
places you can store your PowerPoint presentations.

1. Choose File < Save As.

2. Click the One Drive location where you want to store your presentation.

3. Navigate to another One Drive folder or create a new One Drive folder.

4. Change the filename and then click Save.

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 Sharing a presentation by Inviting People:
Once you have saved your document online, you can grant people access to it so that they
can view or edit it.

1. Navigate to and click on the File tab.

2. Click Share.

Trap: Note that in order to share a document by sending a Link; you must first save the
document on a shared network location like SharePoint. If you have not done this, the Get a
Link option will not be visible as a Share option.

3. Click Invite People, and in the right-hand pane, type the name or email address of the
person or people you want to share with.

4. In the small box to the right, select their permissions from the drop box to either can edit

or can view.

5. Include a message with the invitation (optional).

6. If you want the user to sign in before accessing the document, check the require user to

sign-in before accessing document box.

7. Click Share.

Sharing a presentation by sending a Link:

Get a link to your document and send it to those you would like to share it with.

1. Navigate to and click on the File tab.

2. Click Share.

Trap: Note that in order to share a document by sending a Link, you must first save the
document on a shared network location like SharePoint. If you have not done this, the Get a
Link option will not be visible as a Share option.

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3. Click Get a Link, and in the right-hand pane, select Create Link from either the View

Link section or the Edit Link section, depending on the permissions that you set.

4. Once the link has been created, highlight it and copy and paste the link into an email.

Tip: To email the link to a contact, click on the contact/s under the Shared with heading
and click the envelope.

5. Copy and paste the link in an email or IM and send it to the contact you wish to share the
document with.

6. Click Send.