Ms Office Tune Up

If you want other people to view your presentation without you, the easiest way is to either send the presentation file via email as an attachment or to place the presentation file in a shared network folder. The users can then open the presentation in PowerPoint and use the standard Ribbon commands or keyboard methods to run the slide show.

The drawback with this method is that the other users have the presentation open in PowerPoint, so they can make changes to it. If you don’t want that to happen, one solution is to set up the presentation with a modification password. This means that the user cannot change the presentation in any way without providing the correct password. Here are the steps to follow to set this up:

1. Choose Office, Save As (avoid the arrow) to open the Save As dialog box.
2. Choose Tools, General Options to open the General Options dialog box.
3. Type a password in the Password to Modify text box.
4. Click OK. PowerPoint displays the Confirm Password dialog box.
5. Type the password again and click OK.
6. Click Save. PowerPoint asks if you want to replace the existing file.
7. Click Yes.

Now when another user opens the presentation, he sees the Password dialog box. The user must either enter the correct password or must click the Read Only button.

Applying a modification password keeps the presentation safe from unwanted changes, but it still means that another user can open the file in PowerPoint and see your notes, anima­tion settings, and other design features. If you’d like to avoid that, or if the other user is a PowerPoint novice who does not know how to start a slide show, you can save your presen­tation as a separate file that uses the PowerPoint Show (PPS) format (which has the .ppsx file extension; normal PowerPoint files have the .pptx extension). When the user launches the PPS file (by double-clicking it in Windows Explorer, for example), PowerPoint runs the slide show right away without displaying the PowerPoint interface. When the user fin­ishes the slide show, PowerPoint exits.

Follow these steps to save a copy of your presentation as a PowerPoint Show file:

1. Choose Office, click the Save As arrow, and then choose PowerPoint Show. PowerPoint displays the Save As dialog box with PowerPoint Show selected in the Save as Type list.
2. Select a location for the PowerPoint Show file.
3. Use the File Name text box to name the file.
4. Click Save.

Technorati Tags: protecting presentation, powerpoint 2007

Popularity: 4% [?]