Microsoft PowerPoint

6 Collaborating on Presentations

The skills tested in this section of the Microsoft Office Specialist exam for Microsoft PowerPoint 2010 relate to tools for proofing and reviewing presentations.

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Specifically, the following objectives are associated with this set of skills:

6.1   Manage Comments in Presentations

6.2   Apply Proofing Tools

PowerPoint has tools that you and your colleagues can use to collectively develop presen- tations. Whether you are reviewing a presentation at the content level or proofing it to ensure that there are no embarrassing mistakes, these tools will help you complete the task efficiently.

This chapter guides you in studying how to insert and review comments. It also covers proofing tasks such as checking spelling and choosing the best word, and describes the process for merging changes made to two different versions of the same presentation.

Practice Files Before you can complete the practice tasks in this chapter, you need to copy the book’s practice files to your computer. The practice files you’ll use to com- plete the tasks in this chapter are in the PowerPoint\Objective6 practice file folder. A complete list of practice files is provided in “Using the Book’s Companion Content” at the beginning of this book .

6 .1  Manage Comments in Presentations

If you are asked to review a presentation, you can give feedback about a slide, without disrupting its text and layout, by inserting a comment in a comment box. If you add a comment without first selecting an object on the slide, the comment is attached to the upper-left corner of the slide. If you select an object before adding the comment, the comment is attached to the upper-right corner of the object.

Tip  Your comments are identified by the user name and initials specified on the General page of the PowerPoint Options dialog box .

After you enter your comment, clicking away from the comment box hides the comment but leaves a small comment icon with your initials and a number. Pointing to the icon displays the comment temporarily, and clicking the icon displays the comment until you click somewhere else.

 

You can turn the display of comments on and off and move quickly back and forth among them. You can respond to a displayed comment by inserting a new one or by activating the comment box for editing so that you can make additions or changes. You can delete comments individually, delete all the comments on the current slide, or delete all the comments in the entire presentation.

See Also  For information about annotating slides with an electronic pen or highlighter while displaying a presentation in Slide Show view, see section 8 .1, “Apply Presentation Tools .”

To insert a comment

1. Click the slide or object on the slide to which you want to attach a comment.

2. On the Review tab, in the Comments group, click the New Comment button.

3. In the comment box, enter the comment, and then click away from the comment box to close it.

To show and hide comments

➜  On the Review tab, in the Comments group, click the Show Markup button.

To move among comments

➜  On the Review tab, in the Comments group, click the Previous or Next button.

To edit a comment

➜  Quickly activate the comment for editing by double-clicking its icon, and then make your changes or additions in the comment box.

➜  Right-click the comment icon, click Edit Comment, and then make your changes or additions.

Or

1. Click the comment icon, and then on the Review tab, in the Comments group, click the Edit Comment button.

2. In the comment box, make your changes.

To delete a specific comment

➜  Right-click the comment icon, and then click Delete Comment .

➜  Click the comment icon, and then on the Review tab, in the Comments group, click the Delete button.

Tip  When you delete a comment, subsequent comments are not renumbered .

To delete all the comments on the current slide

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➜  On the Review tab, in the Comments group, display the Delete list, and then click Delete All Markup on the Current Slide .