Sharing a Presentation

Quick reference

• 00:04 It's time to celebrate.
• 00:05 We have made it down to the final lesson in this course.
• 00:10 And the final thing that we're going to do is we're going to see how we can share
• 00:14 our beautiful presentation with other people.
• 00:17 Now I would always advise that before you do share this presentation you give it one
• 00:22 final check over.
• 00:23 You want to make sure that you don't have any spelling errors.
• 00:26 You might also want to review any comments that you've added into your presentation
• 00:31 in case any of them need to be removed.
• 00:33 Also run through your presentation as the recipient is going to view it.
• 00:37 And just check to make sure that there is no lag, and all of the animations and
• 00:42 transitions are working correctly and smoothly.
• 00:46 And of course, if you don't want anybody to change this presentation,
• 00:49 make sure that you've applied one of those protection options.
• 00:53 If you've gone through all of that, and you're absolutely certain that you want
• 00:56 to share this file, there are a couple of different ways that you can do this.
• 01:00 But all paths lead to the same place.
• 01:03 The first way that we can share a presentation is by using the share button
• 01:07 in the top right-hand corner.
• 01:09 The second way we can share our presentation is by clicking on the File
• 01:13 tab and choosing the Share page.
• 01:16 Now both of these options basically take you to this little send link window.
• 01:21 Now there's a couple of things you need to know when it comes to sharing files.
• 01:25 The first thing is that in order to share this,
• 01:27 you need to make sure you've saved your presentation to a shareable location.
• 01:32 So that needs to be something like a OneDrive cloud storage or
• 01:36 maybe a Network Drive.
• 01:38 If you just have this saved to your PC, then your only real option when
• 01:43 it comes to sharing is to send it as an email attachment,
• 01:46 which these days is a little bit old school.
• 01:49 Now I have all of my files save to OneDrive cloud storage.
• 01:53 So now I can choose if I want to send a link or send a copy of this file.
• 01:59 Now you might be wondering to yourself, well,
• 02:01 what is the difference between a link and a copy?
• 02:04 When you send a link, you basically create an email that has
• 02:08 a hyperlink essentially back to this original document.
• 02:12 So anybody that you send this link to can click on that link, and
• 02:16 any changes they make will be based on the original server copy of the presentation.
• 02:22 Where as if you send a copy any changes the recipient makes won't affect
• 02:27 the original copy.
• 02:29 So it means that if they make changes that you need to see and maybe integrate into
• 02:33 your PowerPoint presentation, they'll have to send the copy back to you.
• 02:37 And then you'll need to merge those changes together.
• 02:40 I'm going off on a bit of a tangent there.
• 02:42 So I'm going to rein myself back in and just focus on sharing.
• 02:46 So for this example, I'm going to send a link.
• 02:50 And you can see that sending a link is basically the default option.
• 02:53 Now currently, mine is set to anyone with the link can edit.
• 02:57 Now if I want to change that I can click on this and
• 03:00 remove the tick from this little allow editing checkbox.
• 03:05 If I do that, it means that when I send the link, the recipient is only going to
• 03:09 be able to view my PowerPoint presentation and not make any changes.
• 03:14 Now I want them to be able to edit.
• 03:15 So I'm going to put the tick back in that box.
• 03:18 You can also do things in here like set an expiration date for this link.
• 03:22 So maybe you need your colleagues' feedback by next Tuesday.
• 03:27 So you might want to set this link to expire so that anytime after next
• 03:31 Tuesday's date, they're basically going to lose access to this particular file.
• 03:36 And then finally, if you want to add an extra layer of security, you could set
• 03:41 a password so that they need to type that in before they can make any changes.
• 03:46 Now, I'm not going to do that I'm just going to say, Apply.
• 03:49 And now I can enter in the email addresses of the people that I want to share this
• 03:53 link with.
• 03:54 So I'm basically sharing this with three other team members.
• 03:58 I can add a little message in here.
• 04:00 And then all I need to do is click the Send button.
• 04:03 Now when I click this button, it's basically going to create an email in my
• 04:07 default email application, which for me is Outlook.
• 04:11 It's going to put a link to this particular presentation in that email
• 04:15 witch the recipients can then click on and start to make their changes.
• 04:19 Now if I decide that I want to send a copy of this presentation as opposed to a link,
• 04:24 I have a copy link button just here.
• 04:27 And what this does is PowerPoint going to create what it calls a shareable link.
• 04:31 If I click the Copy button that's basically going to do a Ctrl C of this
• 04:36 particular link.
• 04:37 And I can then open up an email in Outlook, or another mail application,
• 04:42 or even paste this link into something like teams or slack, and
• 04:46 share it with my colleagues that way.
• 04:49 And an even quicker way of doing that is to click this Outlook button.
• 04:53 And you can see here it's created a new Outlook email for
• 04:56 me with that link contained within.
• 04:59 I can then address this to whoever I want to send it to type in a message,
• 05:03 click on Send, and away it goes.
• 05:05 And then finally at the bottom here, I can choose if I want to send a copy of this
• 05:10 PowerPoint presentation, or a PDF file.
• 05:12 So I could at this stage, convert it to a PDF and then send that through instead.
• 05:17 Now another thing that's worth noting here is that when you have shared your
• 05:21 PowerPoint presentation,
• 05:22 you can manage people's access by clicking on these three dots.
• 05:26 Let's jump into manage access, and
• 05:28 you'll be able to see exactly who you shared this particular presentation with.
• 05:33 So you can see here, Adriana, Dasha, and Jen, and
• 05:37 all three of these people can edit.
• 05:40 Maybe if I want to change their access or even remove access entirely, if I click
• 05:45 the drop down, I can change to view only access for this particular person.
• 05:50 Or I can say I want to stop sharing this document with Adriana.
• 05:54 It updates the permissions and she's now been removed.
• 05:57 So if she has the link already, now that I've removed her access,
• 06:01 when she clicks on that link she's going to get an error message.
• 06:04 So that is pretty much all there is to sharing.
• 06:07 That is the end of this lesson and the end of this course.
• 06:11 All that's left for me to do now is tidy up a few loose ends and say my goodbyes.
• 06:16 And I'll be doing exactly that in the final lesson.

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