Before showing your PowerPoint presentation, you might decide to ask someone to look over it. The two of you might even collaborate on a presentation. If you were revising a hard copy of a report, you might add comments in the margins or compare your rough and final drafts side by side. You can also do these things in PowerPoint using the Comments and Compare features.
In this lesson, you will learn how to add comments and compare two versions of a presentation.
Have you been asked to work with someone to create a PowerPoint presentation? Or perhaps you've created a slide show and want another person to view it to make sure everything looks polished. PowerPoint's Comments and Compare features make it easier for you to collaborate with others on the content of your presentation.
Optional: You can download this example for extra practice.
When you are revising or collaborating on a presentation, you might want to make notes or suggestions without actually changing anything on the slide. Using comments allows you to take note of anything on a slide without altering the slide itself. Comments can be added and read by the original author or any other reviewers.
Added comments show up as small thumbnails rather than full-sized notes. To read a comment, hover your mouse over the thumbnail.
To delete multiple comments, click the Delete drop-down arrow and select Delete All Markup in the Current Slide or Delete All Markup in the Current Presentation.
If you are collaborating on a presentation or asking someone to review it, you might want to use the Compare feature. This feature combines two versions of the same presentation, allowing you to see all of the differences between the two and decide which changes to include in the final version of your presentation.
Compare also allows you to view comments from the person who reviewed your presentation. To read a comment, click the comment thumbnail.
In the Reviewing pane, the Details tab lists every change that has been made to that slide, as well as all of the comments. Click a change to see its location on the slide.
In the Reviewing pane, the Slides tab lets you view the revised version of each slide. Click the slide to see a larger preview of what the revised slide will look like in your presentation, or click the check box to accept all revisions to the slide.
In addition to reviewing changes individually, you can accept multiple changes at once. Click the Accept drop-down arrow and select either Accept All Changes to the Current Slide or Accept All Changes to the Presentation.
Click Next to view the next change in the presentation. You can also click Previous to view the previous one.
To compare your presentation with another file, click Compare, then browse for and open the desired file.
When you are satisfied with the changes you have accepted, click End Review. Only the changes you have accepted will show up in your presentation.
Click the revisions icon anywhere it appears on a slide to see the changes that have been made in that spot. Check the check box next to each revision you want to accept. To reject a change, leave the check box unchecked.
Some changes, like inserted or deleted slides, will show up on the Slides tab on the left. Click the revisions icon to see the change, and click the check box if you want to accept it.
If there are any comments in your presentation, you should remove them before sharing the final version with anyone you are not collaborating with. Comments can reveal confidential information that could lead to embarrassment or make you or your company appear unprofessional.
It's a good idea to double-check your presentation using the Document Inspector. The Document Inspector can tell you if there are any comments or other hidden data in your presentation that you may need to remove.