Burn a presentation cd for a wider distribution

Burn a presentation cd for a wider distribution

You can make your presentation available to a larger

audience when you burn it to a CD and then distribute

it. The Package for CD command makes it easy and

automatic to publish and then burn all of the files

that are needed directly onto a CD.

Without Package for CD, you would need to create

a new directory, save the PowerPoint Viewer 2007

(see Task #99) to that directory, save your presentation

there, and then have a developer create all of the files

necessary to make the CD play automatically when it

is inserted into the recipient’s CD drive. After that

work is complete, you must burn the files to a CD.

PowerPoint 2007 simplifies the process. You assign

a name to the CD, and then instruct PowerPoint to

copy the files to the CD. PowerPoint communicates

with your computer’s CD burner to copy all of the

necessary files along with your presentation onto the

CD. When the recipient inserts the CD into his or her

CD drive, it automatically opens the PowerPoint

Viewer 2007 and plays the presentation.

1 Click the Office button.

2 Click Publish.

3 Click Package for CD.

PowerPoint lets you know that it

will convert your files to the

PowerPoint 97-2003 format.

4 Click OK.

The Package

for CD dialog

box appears.

5 Type the

name of the

CD.

6 Insert a

recordable CD

into your CD

burner.

7 Click Copy to

CD.

8 Click Yes.

* The Copying Files to CD dialog box

appears, displaying a progress indicator

for the status of the copy process. When

the process completes, the Microsoft

Office PowerPoint dialog box appears.

9 Click No.

* If you want to create duplicate copies of

the CD, insert a new recordable CD and

then click Yes, instead.

10 Click Close.

All the files you need for distributing the

presentation are on the CD.

More Options!

To control the CD burning process yourself, PowerPoint

can copy all the necessary files to a folder instead of

the CD. Follow Steps 1 to 5 above, and then click Copy

to Folder in the Package for CD dialog box.

Did You Know?

In Step 5, the name you assign to the CD is the name

that appears next to the recipient’s CD drive letter in

Windows Explorer. Therefore, you should name your

CD carefully.

Try This!

You can add additional files to the CD. For example,

for a presentation about new products, you might

want to include a product brochure or price list on

the CD. Follow Steps 1 to 5 above, and then click

Add Files in the Package for CD dialog box.

Read More

Distribute your presentation with the PowerPoint viewer

Distribute your presentation with the PowerPoint viewer

You can make your presentation available to viewers

even if they are not PowerPoint users by including

the PowerPoint Viewer 2007 program with your

presentation. The PowerPoint Viewer 2007 is

available free from the Microsoft Download Center.

For example, if you create a presentation about your

products and want to distribute that presentation to

your customers, you may be concerned about what

to do if they do not have PowerPoint 2007. To ensure

that they can view your presentation, even if it is

password-protected, you can send them the PowerPoint

Viewer 2007 along with your presentation. Recipients

of your presentation then run the PowerPoint Viewer

2007, open your presentation, and it plays.

You can download the PowerPoint Viewer 2007 to

your computer using the Microsoft Download Center.

You can then post the file on a shared network for

others to access. For users not on your network, you

cannot send the PowerPoint Viewer 2007 program via

e-mail because it is too large. Either send them the

Microsoft download link or publish the presentation to

a PDF or XPS file

1 In your Web browser, go to

www.microsoft.com/downloads.

2 In the Search text box, type

PowerPoint Viewer 2007.

3 Click Go.

The Microsoft Download Center

displays the search results.

4 Click the PowerPoint Viewer

2007 link.

The PowerPoint Viewer

2007 download page

appears.

5 Click Download.

6 Click Save.

* Your user profile’s

Downloads folder is

automatically selected.

7 Click Save.

8 When the download is

complete, click Open

Folder.

* The Download folder appears and you see

the PowerPointViewer file.

Important!

PowerPoint Viewer 2007 is designed for playing back

presentations that have been created with PowerPoint

97 or later. Users of PowerPoint Viewer 2007 can view

presentations, but they cannot edit them.

Caution!

Unlike previous versions of PowerPoint Viewer, the

latest version is quite large — nearly 26MB. Do not

distribute this file to users who have a slow Internet

connection or a limit on the size of e-mail attachments.

Caution!

You cannot view presentations that use Information

Rights Management or embedded macros, programs,

or linked objects in PowerPoint Viewer 2007. Otherwise,

even multimedia effects, transitions, and more work

in PowerPoint Viewer 2007.

Read More

Make your slide show start automatically

Make your slide show start automatically

You can run a slide show quickly by saving the

presentation as a PowerPoint Show file that runs

automatically when you double-click it.

Ordinarily, PowerPoint 2007 stores presentations

using the default PowerPoint Presentation format,

which uses the .pptx file extension. Double-clicking

such a file in Windows Explorer opens the presentation

in the PowerPoint program window. From there, you

use the PowerPoint Ribbon commands or keyboard

shortcuts to launch the slide show.

However, you can save a few steps by creating a

file that bypasses the PowerPoint window and goes

straight to the slide show. You do this by saving

a presentation using the PowerPoint Show (PPS)

format, which uses the .ppsx file extension.

Double-clicking a PPS file in Windows Explorer

launches the slide show right away without having

to first negotiate the PowerPoint window. This is

also a safe way to distribute a presentation because

it means the other users can only view the slide

show; they cannot open the presentation in

PowerPoint and make changes to it.

SAVE THE POWERPOINT SHOW FILE

1 Click the Office button.

2 Click the Save As arrow.

3 Click PowerPoint Show.

The Save As dialog box appears.

l The PowerPoint Show format is

automatically selected in the

Save as type list.

4 Select the folder in which you

want to save the file.

5 Edit the File name, if desired.

6 Click Save.

PowerPoint saves the file.

OPEN A POWERPOINT SHOW

FILE

1 Use Windows Explorer

to open the folder that

contains the PowerPoint

Show file.

2 Click the PowerPoint

Show file.

l To confirm you have

the correct file, look

for Microsoft Office

PowerPoint Slide Show

in the Details pane.

3 Double-click the

PowerPoint Show file.

The file’s slide show begins automatically.

Try This!

If the users that you want to view the PowerPoint

Show file have earlier versions of PowerPoint (2003,

XP, 2000, or 97), create a PowerPoint Show file for

those earlier versions. Click Office and then click Save

As to open the Save As dialog box. In the Save as

type list, click PowerPoint 97-2003 Show, and then

click Save.

More Options!

If you want to prevent other people from making

changes to your presentation, you can apply a

password to the file. Click Office and then click Save

As to open the Save As dialog box. Click Tools, click

General Options, type a password in the Password

to modify text box, and then click OK. Confirm the

password and then click OK.

Read More

Work with multiple monitors and presenter view

Work with multiple monitors and presenter view

You can configure PowerPoint to use two monitors for

your presentation — one that only you see and one

the audience sees. In the monitor that you see, you

can perform some other action. The most common

scenario is to use your monitor to display Presenter

view and use its tools to make running a show easier.

Presenter view shows a screen split into three sections:

one for the current slide, another for the current

slide’s Notes page, and a third that shows thumbnail

images of the presentation’s slides — you can use

these thumbnails to look ahead in the presentation

and to quickly navigate to a specific slide. The

Presenter view also shows the slide show navigation

tools.

Before you can use Presenter View, you need to

attach a second monitor to your computer, or attach

an external monitor to your notebook computer. You

then configure that monitor in Windows (see the Tip

on the next page). You can then set up the slide show

to use the multiple monitors.

SET UP MULTIPLE MONITORS

1 Click the Slide Show tab.

2 Click Set Up Slide Show.

The Set Up Show dialog box

appears.

3 Click here and select the monitor

on which you want to show the

presentation.

4 Click the Show Presenter View

check box ( changes to ).

5 Click OK.

USE PRESENTER VIEW

1 Press F5.

The slide show begins

playing.

l The presenter’s monitor

(the monitor that you

did not select in Step 4

of “Set Up Multiple

Monitors” on the

opposite page) shows

the Presenter view, with

tools for navigating in

and delivering the

presentation.

* The current slide

appears.

* The Notes page for the

current slide appears.

*Thumbnails for each slide appear

2 Click an arrow button to move forward

and backwards through the slides.

Note: The other two slide show control

buttons that appear under the current slide

work as in a normal slide show, enabling you

to work with annotation settings and

navigate the show.

3 Click a slide thumbnail in the pane at the

bottom to jump to that slide.

4 Press Esc at any time to end the

presentation.

Attention!

Before you can use a second monitor in PowerPoint,

you need to configure the extra monitor in Windows.

In Windows Vista, click Start, click Control Panel, and

then under Appearance and Personalization, click

Adjust screen resolution. Click the 2 icon, click Extend

the desktop onto this monitor ( changes to ),

and then click OK.

More Options!

A computer that has a video adapter with a graphics

coprocessor can help speed up the display on your

monitor. If you have such hardware in your computer,

click the Slide Show tab, then click Set Up Slide Show

to display the Set Up Show dialog box. Click the

Use hardware graphics acceleration check box

( changes to ), and then click OK.

Read More

Create a kiosk presentation that runs unattended

Create a kiosk presentation that runs unattended

You can create a presentation that runs when

unattended. Kiosk presentations play full screen in

Slide Show mode repeatedly until interrupted. Kiosk

presentations are ideal when you want viewers to see

your presentation but are not physically present to

advance slides or restart the presentation when it is

complete. For example, kiosk presentations are ideal

for store windows and displays next to product

merchandise.

Kiosk presentations rely on slide timings to determine

when a slide should advance to the next one. Slide

timings are set by using Rehearse Timings, which

enables you to rehearse your presentation and

records the amount of time you spend on each slide

(see Task #93). When your presentation plays, slides

advance according to the times set when you

rehearsed your presentation.

After slide timings are set, the slide show is set up

to display the presentation at the maximum screen

size available and to use the slide timings. When the

presentation enters Slide Show mode, it continues to

play until the Esc key is pressed.

1 Rehearse the slide show timings,

if you have not done so already.

Note: See Task #93 to learn how

to use the Rehearse Timings

feature.

2 Click the Slide Show tab.

3 Click Set Up Slide Show.

The Set Up Show dialog box

appears.

4 Click the Browsed at a kiosk

(full screen) option ( changes

to ).

l PowerPoint automatically activates

the Loop continuously until ‘Esc’

check box ( changes to ).

5 Click the Use timings,

if present option

( changes to )

6 If the kiosk presentation

uses a special monitor

that supports a specific

resolution, click here and

select that resolution.

7 Click OK.

The next time you enter Slide Show mode,

the presentation advances automatically

using the timings you set and continually

repeats after it is finished.

Did You Know?

A kiosk presentation does not have a human presenter

to generate or maintain audience interest. To help

remedy this problem, note that kiosk presentations

work well with multimedia content. For example,

presentations with slide transitions, audio, video, and

animations can be more attention-getting than plain

presentations, and work well in kiosk mode.

More Options!

By default, kiosk presentations play the narration

associated with a presentation (see Task #58). If you

would prefer that PowerPoint not play the narration

during the kiosk presentation, follow Steps 1 to 3,

click the Show without narration check box (

changes to ), and then continue with Step 4.

Read More

Add comments during your presentations

Add comments during your presentations

If you have a Tablet PC computer, you can use

your pen input device to add free-form notes

and annotations to your slides while you give

a presentation. The Tablet PC pen input device

allows you to draw on your computer screen,

and your drawings are enhanced with colorful

lines that look like they are part of the slides.

When you view your presentation in Slide Show

mode, you can tap the pen symbol with your pen

input device to see the options available while

working with ink during your presentation. Options

include selecting a pen type, which changes the

width and shape of the displayed ink, and changing

the color of the ink itself.

After ink is turned on while you are in Slide Show

mode, you can draw freely on your computer screen,

and those drawings are immediately visible to viewers.

You can also change colors or pen type during your

presentation.

1 Click the Slide Show tab.

2 Click From Beginning.

The presentation opens in Slide

Show mode.

3 Display the first slide to which

you want to add comments.

4 With your pen input device, tap

the Pen icon.

The content menu

appears.

5 Tap the pen type you

want to use.

6 Tap Ink Color.

7 In the palette that

appears, tap the ink

color that you want to

use.

8 Proceed with your presentation, using ink

to annotate the slides as desired.

More Options!

When you have finished delivering your presentation,

you can save the ink with the slides or discard the ink

on the slides.

Did You Know?

Ink that you save with your slides is visible to all

viewers of your presentation, including those who do

not use a Tablet PC. It also prints on your slides by

default.

Try This!

You can choose the primary ink color for a

presentation before you enter Slide Show mode. Click

Slide Show and then Set Up Slide Show. In the Set

Up Show dialog box, use the Pen Color list to click

the color you want to use, and then click OK.

Read More

Repeat your presentation with continuous loops

Repeat your presentation with continuous loops

You can set up your presentation to replay continuously

by moving from the last slide back to the first slide in

your presentation. This option is available by using

the Set Up Show dialog box to continually loop your

presentation until you press the Esc key.

The ability to loop presentations is especially useful

when you have to repeat a presentation without

interruption between sessions. For example, if you

have to deliver a presentation repeatedly in a booth

at a trade show, looping the presentation saves time

because you no longer have to stop and restart the

presentation after every delivery.

Without the ability to continually loop the presentation,

when you finish delivering your presentation in Slide

Show mode, the presentation goes back to Normal

view in PowerPoint, which you would not want the

audience to see, especially when your presentation

is being projected onto a large screen. Instead, when

you continually loop the presentation, you can advance

from the last slide to the first without interruption

because the presentation stays in Slide Show mode the

entire time.

1 Click the Slide Show tab.

2 Click Set Up Slide Show.

The Set Up Show dialog box

appears.

3 Click the Loop continuously

until ‘Esc’ check box ( changes

to ).

4 Click the Manually

option ( changes

to ).

5 Click OK.

The slide show is set to repeat

continuously until you press the

Esc key.

Did You Know?

You can use slide timings instead of manually

advancing each slide. Follow the steps above,

but in Step 4 click the Using timings, if present

option ( changes to ) instead of the

Manually option ( changes to ).

Did You Know?

You can create a presentation that loops only

selected slides instead of all slides. Follow Steps 1

to 4 above. In the Show slides area, click the From

option ( changes to ). Use the spin buttons

to click the slide number to start with and the slide

number to end with, and then proceed with Step 5.

Read More

Practice your presentation with rehearse timings

Practice your presentation with rehearse timings

You can practice your presentation and record the

amount of time each slide needs when you use

Rehearse Timings. For example, if you are preparing

to give a presentation where your time is limited,

you can practice delivering your presentation so that

you know whether you are spending too much time

on one slide or not enough on another. Instead of

using a stopwatch to manually record the timings,

PowerPoint can do the work for you.

When you use Rehearse Timings, PowerPoint displays

your presentation in Slide Show mode, and the

Rehearsal toolbar appears. Every time you advance

to the next slide, PowerPoint automatically records

the time you spent on the previous slide. Timings

appear beneath each slide in Slide Sorter view.

Rehearse Timings is also a good way to assign times

to slides that you use in unattended presentations. For

example, if you create a kiosk presentation, slides in

the presentation advance using the timings set when

you use Rehearse Timings.

1 Click the Slide Show tab.

2 Click Rehearse Timings.

The slide show begins and the

Rehearsal toolbar appears.

3 Go through the slide points and

explanations exactly as you

would during an actual

presentation.

4 Click the Next icon to advance to

the next slide.

5 Repeat Steps 3 and 4 for all of

the slides in your presentation.

After the last slide

in the presentation,

the Microsoft Office

PowerPoint dialog box

appears, asking if you

want to keep the slide

timing for future use.

6 Click Yes.

The presentation appears in Slide Sorter

view with the slide timings noted under

each slide.

Try This!

If you are interrupted while rehearsing a presentation,

you can temporarily suspend the rehearsal. To do

this, click the Pause button ( ) on the Rehearsal

toolbar. PowerPoint stops the timings. When you are

ready to continue rehearsing, click the Pause button

again to resume the timings.

Change It!

You can manually change slide timings for a slide.

Click the slide for which you want to change the

timing, and then click Animations. Click the

Automatically After check box ( changes to )

and then use the associated text box or spin button

to enter the number of seconds you want to use for

the slide.

Read More

Display hidden slides during a presentation

Display hidden slides during a presentation

You can include slides in your presentation that do not

print in handouts or appear in presentations unless

you specifically bring them up. These slides are

called hidden slides, and they can be very useful

when you have material that you may need to

present, but you are not sure.

For example, if you are presenting a complex or

detailed subject, you may be uncertain how well

audience members will respond to the material.

You may wonder whether they will have additional

questions or whether the basic material will be enough

for them. In this case, you can include slides in your

presentation that are ready for use, but only if you

deliberately go to them during your presentation.

Similarly, you can use hidden slides when you have a

time limit and are not sure whether you can complete

all slides during a given time period.

When you give your presentation, the hidden slides

are omitted unless you use Go To Slide to advance

to a hidden slide.

HIDE SLIDES

1 Click the View tab.

2 Click Slide Sorter.

The presentation appears in Slide

Sorter view.

3 Click the Slide Show tab.

4 Click the slide you want to hide.

5 Click Hide Slide.

6 Repeat Steps 4 and 5 for all the

slides you want to hide.

VIEW HIDDEN SLIDES DURING

SLIDE SHOW

1 Click the Slide Show

tab.

2 Click From Beginning.

The presentation opens in Slide Show

mode.

3 Right-click the slide.

4 Click Go to Slide.

The list of slides appears.

5 Click the hidden slide you want to view.

The hidden slide opens.

Attention!

Hidden slides appear in Slide Show mode with a line

through the slide number underneath each slide. The

Slide Sorter is the fastest way to tell which slides are

hidden.

Change It!

By default, hidden slides are not printed. If you want

the slide to print, click the Office button and then

Print. In the Print dialog box, click the Print hidden

slides check box ( changes to ).

Did You Know?

When you use Go to Slide during a presentation,

hidden slides are shown with the slide number in

parentheses. For example, a non-hidden slide might

appear as 2 Agenda, and a hidden slide might appear

as (2) Agenda.

Read More

Create a custom show instead of a new presentation

Create a custom show instead of a new presentation

You can create a custom slide show to save time and

reduce the need to update multiple versions of slide

shows. Custom slide shows are collections of slides

in a presentation that you can play together. For

example, if you have a large presentation that

outlines your company’s products and services, you

may want to create a custom show that displays only

slides about new products or a show that presents

slides only about your company and its services.

When it is time to deliver your presentation, you can

choose the custom show to play in Slide Show mode.

Without custom shows, you would probably have to

create a different version of the presentation for each

audience or for each use. This approach takes up more

hard disk space and makes it difficult to perform updates

because you have to find and then update each

presentation. When you create custom shows, you

keep all of the slides in the same presentation, which

saves time and simplifies updating.

1 Click the Slide Show tab.

2 Click Custom Slide Show.

3 Click Custom Shows

The Custom Shows dialog box

appears.

4 Click New.

The Define Custom

Show dialog box

appears.

5 Type the name for this

slide show.

6 Click a slide that you

want to add to the

custom show.

7 Click Add to include the

slide to the Slides in

custom show list.

8 Repeat Steps 6 and 7

until your list contains

all the slides you want

to include in the

custom show.

9 Click OK.

The Define Custom Show dialog box closes,

and the Custom Shows dialog box is again

visible.

* PowerPoint adds the show to the Custom

shows list.

10 Click Close.

PowerPoint saves your custom show

Did You Know?

You can also create custom shows as a way to

reorder slides for a given audience. For example, if

presentation time is limited, you can create a custom

show that presents your most important slides first in

case you run out of time.

Test It!

To play a custom show, click Slide Show and then

Custom Shows. In the Custom Shows dialog box,

click the custom show you want to play, and then

click Show.

Delete It!

You can easily delete custom shows. Follow Steps 1

to 3 above, and then click the show you want to

delete in the Custom Shows dialog box. Click

Remove and then click Close. The custom show is

deleted.

Read More

Add related links to a document workspace

Add related links to a document workspace

You can keep important information in one convenient

location when you add related links to a document

workspace. Document workspaces are displayed in

PowerPoint on the Document Management task

pane. The Links tab, also displayed on the Document

Management task pane, enables you to add hyperlinks

to direct document workspace users to related Web

sites and documents stored on your company’s

network.

For example, in a document workspace created for a

presentation about a new product, you could include

hyperlinks to the product’s marketing plan, to the

product’s Web site, and to a competitor’s Web site,

all from within the Document Management task

pane. Anything that you can link to from a browser

can be linked to from the Document Management

task pane. When the visitor clicks one of the links,

either the visitor’s browser opens or the document or

program linked to is launched.

For each link, you can specify a short description that

appears in the Links tab, as well as a longer note that

describes the link. This note appears when the user

hovers the mouse pointer over the link. PowerPoint

also enables you to receive alerts about new links.

1 Open the presentation that is

stored in the document

workspace.

Note: If PowerPoint asks whether

you want to get the latest version

from the document workspace,

click Get Updates.

2 Click the Office button.

3 Click Server.

4 Click Document Management

Information.

Note: If you see the Connect

dialog box, type your user name

and password and click OK.

The Document Management task

pane appears.

5 Click the Links button.

6 Click Add new link.

The Link dialog box

appears.

7 Use the URL text box to

type the address for the

link.

8 Type the text you want

to appear in the Links

list.

9 Type the text that

appears when you

position the mouse

pointer over the link.

10 Click OK.

PowerPoint adds the link to the Links list

Did You Know?

You can also browse to the Web site you want to link

to if you do not know its address. In Step 7 above,

click the Browse button beside the URL text box; your

browser opens. Browse to the Web page you want to

link to, and then return to PowerPoint. The address is

automatically inserted in the URL text box. Proceed

with Step 8 to complete adding the link.

More Options!

You can choose to receive an e-mail alert when

any of the links on the Document Management task

pane change. On the Links tab of the Document

Management task pane, click Alert me about links to

sign up for alerts.

Read More

Stay current when you subscribe to alerts

Stay current when you subscribe to alerts

You can stay updated on documents in your document

workspace when you request alerts. Normally, when

you save presentations to document workspaces,

team members can get the most current version of

the presentation whenever needed.

However, when you are anxiously awaiting feedback

from team members on a presentation, it is tempting

to continually check the document workspace for

updates. This can waste quite a bit of your time if

you repeatedly find that no updates are available.

Instead, you can request an alert, which is an e-mail

message that is automatically generated from the

server, telling you that your document has changed.

You can choose to receive an e-mail alert when

anything changes in the document workspace. You

can also specify how often you would like to receive

alerts, such as weekly, daily, or directly after the

document workspace changes. When you sign up for

alerts, you are sent a confirmation e-mail message

that contains a link to the document workspace, as

well as a link to the alerts administration page.

1 Open the presentation that is

stored in the document

workspace.

Note: If PowerPoint asks whether

you want to get the latest version

from the document workspace,

click Get Updates.

2 Click the Office button.

3 Click Server.

4 Click Document Management

Information.

Note: If you see the Connect

dialog box, type your user name

and password and click OK.

The Document Management task

pane appears.

5 Click the Documents button.

6 Click Alert me about documents.

The browser opens to

the New Alert page

on the document

workspace Web site.

7 Click the option for

the type of changes

to which you want to

receive alerts (

changes to ).

8 Click the option for the

frequency in which you

want to receive alerts

( changes to ).

9 Click OK.

Your request for alerts is accepted, and

you are automatically sent a confirmation

e-mail message.

Caution!

When users are removed from the document

workspace, their alerts subscriptions stay in effect.

To protect the security and privacy of your document

workspace, when you remove users you should also

remove their alerts subscriptions.

Caution!

Document workspaces that experience frequent use

and continual updates may result in many e-mail

alerts if you subscribe to receive them immediately.

Busy sites with many updates may warrant daily

updates instead.

Save It!

The confirmation e-mail message you receive after

signing up for alerts contains a link to the alerts

administration page. This link is also sent in alert

e-mail messages in case you want to change the

frequency of alerts or even cancel your alerts

subscription.

Read More

Track your presentation history

Track your presentation history

When you save a presentation to a document

workspace, version information is automatically

saved with it, such as the date and time when each

version was saved, who saved each version, and the

size of each version.

Version history is especially useful when you are

responsible for presentations that are being edited

by multiple users. The ability to find out who modified

each version of the presentation makes each team

member accountable and helps give you confidence

in delegating presentation work to others.

Version information is accessible from the View

Version History command on the Server menu. Each

time a presentation is saved, a copy of that version

is saved on the server, and information about that

version is listed on the Versions dialog box. Version

information displayed includes version number, date

modified, who modified it, the size, and comments.

When multiple versions are listed, you can click any

of the versions and then restore that version or even

delete it.

1 Open the presentation whose

revision history you want to

check.

The Microsoft Office PowerPoint

dialog box appears.

2 Click Get Updates.

PowerPoint downloads the most

recent version of the

presentation.

3 Click the Office button.

4 Click Server.

5 Click View Version History

The Versions saved

dialog box appears.

6 Click the version you

want to work with.

* If you want to open

that version, click

Open.

* If you want to replace

the current version of

the presentation with

the selected version,

click Restore.

7 Click Close.

Caution!

Versioning is very useful if your documents are

important and you need the ability to roll back a

presentation to a previous version. However,

because a copy of each version is saved every time

the presentation is saved, it means that each version

takes up more hard disk space on your server. Therefore,

you might want to routinely delete versions that you

no longer need to keep. You can delete unneeded

versions by following Steps 1 to 5 above, and then

clicking Delete.

Caution!

When you delete a presentation, all versions of the

presentation are deleted. Therefore, you should make

sure that you do not need any backup versions of

your presentations before you delete them.

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