11: Interact with Others in Microsoft Office

Creator QR Code in Microsoft Office 11: Interact with Others

When you are completely finished updating your presentation, you can end the review process so the reviewed presentation is not available any more for comparison Click End Review on the Reviewing toolbar If you apply the reviewer changes that you want, delete all the markers, and save the presentation, PowerPoint automatically ends the review for you To delete markers, choose the down arrow to the right of the Delete Marker button on the Reviewing toolbar and choose Delete Marker or Delete All Markers on the Current Slide

NetMeeting is a program for online meetings While it is beyond the scope of this book to go into detail about how to use NetMeeting, you should know about its capabilities for collaboration NetMeeting includes the following features:

Audio capability so participants can talk to each other during the meeting Application sharing so participants can share access to the presentation Whiteboard that lets you paste data into the whiteboard and mark up the image for all to see Text chat where you can type comments that all can see and reply to File transfer so that participants can send presentations and other documents to each other

You can start NetMeeting from within PowerPoint by choosing Tools | Online Collaboration Then choose either Meet Now or Schedule Meeting To use the Meet Now option, all the participants need to have NetMeeting running and be on your network When you choose Schedule Meeting, you use Microsoft Outlook to schedule the time of the meeting Of course, you can also e-mail or phone people to set up the meeting The first time you use NetMeeting, you need to complete the Microsoft NetMeeting dialog box where you fill out information that NetMeeting needs to connect everyone You will probably need to contact your system administrator to complete the information Once you are ready to start the meeting, choose the Meet Now option to open the Place a Call dialog box, where you select people you want to invite Then click Call The people you invite receive a message inviting them to participate When they accept, they are in on the meeting and can see the shared presentation on their screens During the meeting, the host starts out with control over the presentation, although everyone sees it When the collaboration feature is on, participants can take turns controlling the presentation, which means that they can edit it Only one person can edit the presentation at a time During an online meeting, you can send text messages to each other in the Chat window and work on the whiteboard, where you can type, draw, copy, and paste objects, and mark up text and graphics The host of the meeting has controls for ending the meeting when everyone is done

Microsoft Office includes a discussions feature; however, it requires Microsoft Office Server Extensions, which can be set up only by your system administrator on a network If you ve ever participated in a newsgroup discussion, you are familiar with discussions

Discussions let collaborators add comments to a presentation Discussions are different from comments They can be much longer, and they are threaded, which means that people can reply to the comments Related comments and replies are kept together, so you can follow the thread of the discussion If you have Office Server Extensions installed, you have a Discussions toolbar that facilitates sending and replying to messages in the discussion You can also use a browser to start a discussion about a presentation that you have posted on a web page For more information about using discussions, speak to your system administrator

Summary

In this chapter, you learned how to create hyperlinks to other slides, other presentations, other files, or the Web You can even create a hyperlink that opens a new e-mail message Action buttons provide a professional way to display hyperlinks as well as other actions, such as opening a program, playing a macro, or playing a sound Part of managing the relationship between your presentation and the rest of the world is knowing how to move data in and out of files You can use the clipboard or drag-and-drop to paste in data You can embed objects with or without a link to the source document Use the Search feature to find files Set file properties using the Properties feature to help you find files more easily in the future Collaboration is often as simple as e-mailing a presentation to others You can e-mail others a presentation for review If you need to collaborate with someone who doesn t have PowerPoint, you can include PowerPoint Viewer along with the presentation It can be downloaded free from Microsoft s web site You can also fax a presentation You can add comments to a presentation If you send you presentation to others, they can add comments to your presentation When you get the presentation back, you can incorporate the suggestions in the comments You can also merge a reviewed presentation that contains suggested changes and decide which changes you want to apply If you work on a network, you can use two other features: online meetings with NetMeeting, and discussions Online meetings allow several people to view the PowerPoint presentation and communicate about it simultaneously Discussions let you create newsgroup-type threaded discussions about a presentation The next chapter covers the process of publishing a presentation on the Internet