Objectives

• To demonstrate techniques for creating

sections.
• To show methods for reviewing
presentations using comments and
tracking changes.
• To identify methods of checking
presentations for accessibility.

2
 Main Menu
Ordering & Grouping Slides
How to Order & Group Slides
Reviewing Presentations
Comments
Tracking Changes in Presentations

3
 Main Menu
Accessibility in Presentations
Inspecting Presentations for
Accessibility Issues
Making Presentations Accessible

4
 Slides
• In presentations, can be organized into
sections

6
 Sections
• Can be added by:
− clicking the Section icon in the Slides group
− selecting Add Section from the menu
• the section added will be named Untitled
Section

7
 Sections
• Can be added by:
− right-clicking the location where the section
needs to begin
− selecting New Section from the menu
• the section added will be named Untitled
Section

8
 Sections
• Can be renamed by:
− clicking the Section icon in the in the Slides
group
− selecting Rename Section from the menu
− in the Rename Section dialog box entering the
new name and clicking Rename

9
 Sections
• Can be renamed by:
− right-clicking the section name in the
Thumbnail pane
− selecting Rename Section from the menu
− in the Rename Section dialog box entering the
new name and clicking Rename

10
 Sections
• Can be collapsed by clicking
on the arrow next to the
section name
• Can be expanded by clicking
the arrow next to the
collapsed section name

11
 Sections
• Can be viewed in Slide Sorter View

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 Sections
• Can be moved or reordered easily in Slide
Sorter View by:
− selecting the section
− dragging the section to the desired location
• the whole section will appear where it is placed

13
 Sections
• Can be moved in Slide Sorter view by:
− right-clicking on the section name of the
section to move
− selecting Move Section Up or Move Section
Down from the menu
Slides can also be
moved from
section to section
by selecting the
slides and then
dragging them to
the desired
section.

14
 Sections
• Can be removed by:
− selecting the section
− clicking the Section icon in the Slides group
− choosing Remove Section or Remove All
Sections

It is important to note,
using either of these
options to remove a
section only removes the
formatting of the section,
not the slides in the
section.
15
 Sections
• Can be removed by:
− right-clicking the Section
− choosing Remove Section, Remove Section &
Slides or Remove All Sections

If a user chooses the

Remove Section & Slides
option from the menu the
section formatting and
the slides included in the
section will be removed
from the presentation.
16
 Instructions:
Show the How to Order & Group Slides video segment

18
 Reviewing Presentations
• Can be accomplished by:
− adding comments
− comparing presentations and tracking
changes

20
 Comments
• Can be added to slides by:
− clicking the New Comment icon on the Review
tab
− clicking the Comment icon on the Insert tab

21
 Comments
• When inserted:
− show up as a small balloon on the slide
− open in the Comments pane to be edited

To add text
to a
comment,
just begin
typing in the
comment.
22
 Comments Pane
• Can be shown by having Show Comments
selected in the Comments group of the
Review tab
• Can be used to:
− add New comment
− move from
Comment to
Comment
− Reply to comments
− Delete comments
To hide the Comments pane, click the Show Comments icon to
unselect it.
23
 Comments
• Can be deleted by:
− clicking on the Delete icon on the Review tab
− choosing one of the options
• delete only the selected comment
• delete all of the comments on the slide
• delete all of the comments in the presentation

24
 Comments
• Can be hidden by:
− clicking the Show Comments icon on the
Review tab
− unselecting Show Markup so there is not a
checkmark next to it
• if a checkmark appears, the comments are
visible

25
 Tracking Changes
• In PowerPoint®, can be accomplished by:
− sending the presentation to others for review
• saving an original file and sending a copy of
the presentation to reviewers for them add
comments or make edits
− compare and merge the versions of the file
• once reviewed, use the Compare feature to
merge the files and view all of the comments
and changes in one location

26
 Comparing Presentations
• Can be accomplished by:
− clicking Compare on the Review tab
− selecting a file in the Choose File to Merge
with Current Presentation dialog box
− clicking Merge
− analyzing the comments and changes

To end the review, click End Review in the Changes group.

27
 Revisions Pane
• Holds any of the comments or presentation
changes which were made to the
presentation

28
 Changes
• Can be accepted or rejected by using the
Accept or Reject icons in the Compare
group

29
 Instructions:
Show the Comments video segment

31
 Instructions:
Show the Tracking Changes in Presentations video segment

33
 Accessibility Checker
• Is a tool which finds accessibility issues in
presentations
• Generates a report of issues which could
make content difficult for people with
disabilities to understand

35
 Accessibility Checker
• Can be opened by:
− clicking on the Info option in Backstage View
and then the Check for Issues button and
choosing Check Accessibility from the menu

36
 Accessibility Checker Results
• Appear in the Accessibility Pane
− errors, warnings and tips appear and when selected,
show reasons and methods for how to fix the issues

37
 Common Accessibility Tips
• Include:
− add alternative text to all graphics and tables
− add meaningful hyperlink text and ScreenTips
− do NOT just use color as a method of conveying
information
− use contrasting colors for text and background
colors

38
 Instructions:
Show the Inspecting Presentations for Accessibility Issues
video segment

40
 Instructions:
Show the Making Presentations Accessible video segment

42
 Acknowledgements
Production Coordinator
Sara Allen

Videography/Post Production
Jake Saye

Video Narrator
Jason Kappus

Graphic Editors
Hilary Jasper, Megan O’Quinn,
Merah Barbee

Director of Brand Management Executive Vice President

Megan O’Quinn Clayton Franklin

Quality Control Director Executive Producer

Angela Dehls © MMXXI Gordon W. Davis, Ph.D.
CEV Multimedia, Ltd. 43