Subtitles of the Movie

Let's introduce a couple of the new features in PowerPoint 2007 that relate to protecting and managing your information. The first thing I want to take a look at is what you can do to prevent changes to your final document. Now, what I mean by this is if you've worked on this beautiful presentation and you send it off to someone else in the company or, or client to take a look at, what you may want to do is mark this presentation as final. And what that means is they can look at it, but they can't edit, type, proofing marks are disabled and so forth and so on. In short, the document can only be read by somebody else. So if you want to prevent someone else from making any edits to your document, you just want them to take a look at it for review, here's how you do that. You mark it as final. You go to your Microsoft Office button, click once, go down to the prepare and we're going to slide over here to mark as final. Like it says, let the readers know that the presentation is final and it makes it a read-only document. Let's see how that works. I click once and it's going to give me this pop-up. Now, this is just another warning that the document has been marked as final and you can read this yourself. Away we go. Now the document is marked as final. Now, notice, it looks like I can edit here because I can highlight the text. That's about it. I'm going to hit the delete key; nothing happens. I'm going to try and type. Nothing happens. Notice that all of these commands up here to alter the text are grayed out. I can't do anything. So if you want to go back to having this as editable, you simply go back to your Office button, prepare, select mark as final once more and our document's back to editing action. Now, another thing that you can do is, let me fix that, is remove hidden data and other personal information from the document. Well, sometimes people make notes on their documents or they have some hidden metadata that you typically don't want someone else to see sometimes. By metadata, I'm going to sidetrack here, that means like the author's name, the subject, title of the document, comments, annotations, so forth and so on. To remove that metadata, we need to go back to the, yes, the Office button, click that once, go back to prepare and what we want to do here is go to inspect the document. Ok, this is telling us that changes haven't been saved. At this point, it doesn't matter. I'm going to just go ahead and click no and these are the sections that I want it to inspect. I want it to look for comments and annotations, document properties, personal information, any xml data, visible on-slide content, off-slide content, you can kind of, this is up to you if you have those effects or not, and presentation notes. This is typically a good one to have selected and we'll see why in a second. Click inspect and what's going to happen is it's going to tell us where its found some of that hidden information. Ok, we can remove all of the personal information. This is a one-shot deal. Once it's gone, it's gone and you can also, oops, looks like we have some presentation notes. Huh. I don't remember writing anything. Let's take a look. Let's close this and take a look at, see, no presentation notes there. None there. Oh, here we have some presentation notes. Let's see, what did we say? Bob is not the sharpest knife in the drawer. Ok. You could see why this would be rather problematic to let out to the world. So let's go back, prepare, inspect document, click no again, presentation notes, let's re-inspect. Ok, we're going to go ahead and remove those. Notice those nasty little remarks are gone and close and that's it. So that's how you can work to hide some of the hidden data or perhaps not so hidden data on your PowerPoint presentation. You can also mark your document as final to prevent any future edits or further edits to the document and just send it to someone for review only. And in a nutshell, that's how you can protect and manage information on your PowerPoint presentation. Later on in the tutorial, we'll examine in a little more depth some of the options you have regarding protecting and managing your information.