9.

Sharing and Securing a Presentation

In this lesson, you will learn...

1. To share your presentation with a remote audience.

2. To embed fonts in a presentation.

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7. To encrypt your presentation.

8. To add a digital signature to your presentation.

9. To grant permissions.

10. To compress
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11. To send your upresentation
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Sharing a Presentation with a Remote Audience

You can share your PowerPoint presentation via a web URL link, allowing you to broaden your audience to include
people who cannot physically be there to view the presentation.
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To share your presentation
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2. The Present Online dialog box will open. You may be prompted to optimize your presentation and/or enter
your Windows
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3. The link to the show appears in the Present Online dialog box.

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Click Send in Email to email the link. An unaddressed email message opens, displaying the link in the body
of the email. Add email addresses for your recipients and send the email.

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4. When it's time for your presentation, click Start Presentation . Attendees will see the presentation as you
present it in their web browser.

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Embedding the Fonts in a Presentation

When you share a presentation with someone who does not have the fonts used in your presentation on their
system, undesirable font substitutions can occur. To avoid potential problems, you can embed the fonts you used in
your presentation.
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To embed fonts in aumpresentation: cu
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1. Select the File au taby@ au y@i Office
tho and ini click
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3. Near the bottom of the window, mark the Embed fonts in file check box.

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4. Select an option to Embed only the characters used in the presentation or to Embed all characters .

5. Click OK .
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There are a number of ways to sa your presentation
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Removing Presentation Metadata
You can check the presentation for hidden information, known as metadata.

To remove presentation metadata:

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1. Select the dFile
oc menu tab, and in Backstage view, select Info if it is not dalready
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2. Select Check
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3. If the Document @ gs tprompts
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4. In the Document Inspector dialog box, select or deselect options to check, and click Inspect .

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Checking for Accessibility Issues

You can check to determine if your presentation is easily accessible for people who have disabilities.

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his File menu tab, and in Backstage view, select Info if it isTnot his already selected.
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2. Select Check fornIssues
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Checking for Compatibility sa
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Another useful thing to check in a presentation is compatibility issues. This will identify features that may not be
compatible with previous versions of PowerPoint.

1. Select the File menu tab, and in Backstage view, select Info if it is not already selected.

2. Select Check for Issues , and then select Check Compatibility .

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The Microsoft is
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do any compatibility issues.
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Packaging a Presentation for CD

You can put your presentation on a CD to distribute to your audience. Before doing so, you must package it.
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gs Export ( Save & Send in PowerPoint 2010). un d gs
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2. In the Export sectiond (c File .Types I in PowerPoint 2010), click Package Presentation d .
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3. In the right pane, click the Package for CD button.

4. In the Package for CD dialog box, type a name for the CD in the Name the CD field.

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5. Click Copy to CD . cop o HI co co ID
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To package a presentation for CD in PowerPoint 2007, click the Microsoft Office button, select Publish , and
select Package for CD .

Using the PowerPoint Viewer

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presentations, although you cannot edit
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Exercise 11 Sharing a Presentation ! d !

15 to 20 minutes

In this exercise, you will set up a slide show to be shared with a remote audience.

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1. Open theis Sales Presentation.pptx file from the PowerPoint2016.2/Sharing
is and Securing a
do do
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Presentation/Exercises folder. c u
me me
nt nt
No ron b e No ron belon
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2. Broadcast uyour dy
na presentation gs over the web. un d gs
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Exercise Solution
1. Open the presentation, and on the Slide Show tab, in the Start Slide Show group, click Present Online (
Broadcast Slide Show in PowerPoint 2010).

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2. is
The Present is
do Online dialog box will open. You may be prompted to optimize
do your presentation and/or enter
cu cu
your Windows mLiveen ID. Click Connect . m en
t t
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3. The link to the show appearsco
pie oin .id theHPresent
ID
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Online dialog box. co
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l T l
Click Send in Email to email the l o welink. An unaddressed email message opens, displaying thewelink in the .body
. l o
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of the email. Add email addresses for your recipients and send the email.

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4. Click Start Presentation . Attendees will see the presentation as you present it in their web browser.

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5. To end the broadcast, press Esc and d! then click End Online Presentation in the Present Online d! group of the
Present Online tab.

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Encrypting naautPresentation au y@i
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Encrypting your presentation password llo protectsT.it; any user wishing to access it is prompted toallenter o a password.
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To encrypt a presentation:

1. Select the File tab and click Info .

2. In the Protect Presentation ( Permissions in PowerPoint 2010) section, click Protect Presentation , and
select TEncrypt
his with Password . Th
is
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3. In the TEncrypt Document dialog box, in the Password field, type Ta password.
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4. Click OK . un d gs un d gs
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riz i NDbox, re-enter the password and click OK . rize indo
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Anyone attempting to access your presentation will need to enter the password. It is important to note that
PowerPoint cannot retrieve a password if you forget or lose it.

In PowerPoint 2007, to encrypt the document with a password, select the Microsoft Office button, select Prepare ,
and select Encrypt Document .
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Adding a Digital
cu
me Signature
cu
me
nt nt
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au y@i to au y@i to
You can add a digital thsignature
ori n i x to R
your PowerPoint presentation. A digital t
signature h is
ori anway
i x toRconfirm that the
ze indo OND ze indo OND
document originated from dyou co and .c was notI H altered; it is a stamp of authenticity. dc .
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To add a digital signature to your presentation: d! d!

1. Select the File tab and click Info .

2. In the Protect Presentation ( Permissions in PowerPoint 2010) section, click Protect Presentation and
select Add a Digital Signature .
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3. If the following message box appears, click OK .

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4. In the Sign dialog box, in the Commitment drop-down list (only in PowerPoint 2013), select an option and in
 the Purpose for signing this document field, type the reason you are adding a digital signature.

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5. Click Sign . l l ow T. llo .
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6. In the Signature Confirmation message box, click OK .

The View Signatures button now appears in your document and your document is marked final to discourage
changes.
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In PowerPoint 2007, to encrypt thealldocument
ow T. a password, select the Microsoft Office button,
with llo select Prepare
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ed d
and select Add a Digital Signature . ! !

Marking a Presentation as Final

You can mark a presentation as final, which

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To set a presentationc um as final: cu
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1. Select the File au taby@ au y@i
tho and ini click
to Info , if necessary.
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2. In the Protect Presentation pie . id D AY
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3. Click OK in the dialog box.

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Granting Permissions llow T. llo
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You can control who has access to your presentation and who does not. (This feature is not available in PowerPoint
2007.)

To grant permissions to your file:

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1. Select the File cu tab and click Info . cu
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No b e
rPresentation No be
ron Protect
2. In the Protect on lon ( Permissions in PowerPoint 2010) section, click lon Presentation and
un dy g u dy
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n a u @ gs to
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3. From the drop-down list, select wRestricted ed Access . we
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This launches the Service Sign-Up dialog box that describes the Microsoft Information Rights Management
Service.
4. Select Yes, I want to sign up for this free service from Microsoft .

5. Click Next .

6. If prompted, walk through the steps of the wizard, using your Windows Live ID.

7. In the Select User dialog box, add or remove users to configure access to the presentation.

8. Click OK .
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In the Permission dialog box, select the Restrict permission to this dpresentation
oc check box.
cu um
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10. Enter email ro belo in the Read and Change boxes; read accessNoallows
No addresses ro usersbe
loto view but not change the
un ndy@ ngs un ndy@ ngs
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uth i to
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11. When finished, click OK .

12. In Backstage view, you will now see a message indicating that permissions have been set.

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Compressing Pictures n tb nt
No ron e lon No ron belon
un d gs un d gs
au y@i au y@i
tho nix to RO tho nix to RO
riz i d ND you can reduce its file size by compressingrizthe ind
ed nvia
If you share your presentation o email, ed imageso inNDyour file. The
co .co.i I HID co .co.i I HID
presentation will not be as large pie and dwill be easier
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To compress images in a presentation:

1. Click on an image in your presentation.

2. On the Picture Tools Format tab, in the Adjust group, click Compress Pictures .

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3. In the Compress Pictures . id box,
pi dialog DAin the Compression options section, uncheck .
pi the iApply
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picture check box to compress all the pictures in the file.
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4. Leave the Delete nix toareas
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5. uth @insection,
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Sending a Presentation ind! PDF Format d!

You may want to save and send your presentation as a PDF file. This is a way to share your file with others without
worrying whether they have altered the format of your presentation.

To save and send a PDF file:

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1. Select the File tab nt and click Export ( Save & Send in PowerPoint 2010). ent
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2. In the Exporta(utFile Types ini tin
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tho nix to ROPDF/XPS
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PowerPoint 2013). pi d A pi d A
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In the Save Adobe PDFpFile ies As ID box, navigate to the location where you wantpto
.id dialog AY
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DA and type
all AT all YA
a name for the PDF file in the File ow name field.. ow T.
ed ed
! !

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4. Click Save .

You can now email the PDF version of your presentation.

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In PowerPoint 2007, c cu button, select Save As , and
umto save a presentation as a PDF, select the Microsoft Office
en me
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select PDF orN XPS r. t be No ron belon
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Exercise 12 Securing ze a iPresentation
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10 to 15 minutes ! !

In this exercise, you will password-protect your presentation and create a PDF of it.

1. Open the Sales Presentation.pptx file from the PowerPoint2016.2/Sharing and Securing a
Presentation/Exercises folder.
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2. is
Add a password to the presentation. is
do do
cu cu
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3. Create aN PDF rof thebepresentation and save it as Sales Presentation Shared
No be
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Exercise Solution op . id I D p d
i A i A
1. Open the file and select the File tab.

2. Click Info .

3. Click Protect Presentation and select Encrypt with Password .

4. In the Encrypt Document dialog box, type a password in the Password field and click OK . (The solution file
uses webucator as the password.)

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5. In the Confirm Password dialog box, re-enter the password and click OK .

6. Next, click Export ( Save & Send in PowerPoint 2010).

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7. In the Exportcu( mFile Types in PowerPoint 2010) section, click Create Adobe cu PDF .
me
en nt
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8. No pane,
In the right ron clickelo
the
n Create Adobe PDF button. No ron belon
un d gs un d gs
au y@i au y@i
tho nix to RO tho nix to RO
riz PDFinFile i
riz "Sales
9. In the Save Adobe ed do AsND dialog box, navigate to the saving location, type ed ndo. Presentation
ND Shared
co .co.i I HID co co
. i
IH
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p
Version" in the File nameiefield, d AY Publish . p ies d AY
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Conclusion

In this lesson, you learned:

• To shareTyour presentation with a remote audience. Th

his is
do do
• To embed fontscuinma presentation. cu
me
en nt
t
No ron belon No ron belon
d
• To inspect theunpresentation. gs un d gs
au y@i au y@i
tho nix to RO tho nix to RO
riz i riz i
ed ndo.for aND
• To package your presentation CD.
IH ed ndo. ND
IH
co c co co
pi o.id ID
A pi . id ID
A
• About PowerPoint Viewer.
• To save your presentation for web viewing.

• To encrypt your presentation.

• To add a digital signature to your presentation.

• To grant permissions.

• To compress the pictures in your file.

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is is
• To send yourdpresentation
oc
um in PDF format. do
cu
en me
tb nt
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au to au y@i
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co HI co co
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sa YA sa AT
llo T. llo .
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d! d!

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