Locked lesson.
About this lesson
In this final lesson, we will learn how to share a copy or a link to a presentation with others and control if colleagues can edit or simply view it.
Exercise files
Download the ‘before’ and ‘after’ PowerPoint presentations from the video tutorial and try the lesson yourself.
9.03-sharing-a-presentation Exercise.docx126.5 KB 9.03-sharing-a-presentationExercise Solution.docx
170.8 KB
Quick reference
Sharing a Presentation
The ability to collaborate on files in real-time is so important. To do this, we need to know how to share our presentation with others in our team or maybe even clients and customers. We can choose to share a link or a copy. If we share a link, the recipients will be working on the original server copy of the file. If we share a copy, they will be working on a copy and the original will remain unaffected.
When to use
Share files whenever you want to colloborate on a presentation with others.
Instructions
Share a Link
When we share a link, the recipient is invited to edit the original server copy of the presentation. To share a link to a presentation, the file must be saved in a shared location e.g. OneDrive.
- In the top right-hand corner, click Share.
- Or, from the File tab, click Share.
- The default is to share a link.
- Click the arrow next to Anyone with link can edit to see more options.
- To limit access to view only, remove the tick from the Allow Editing box.
- To set an Expiration Date for the link, choose a date from the date picker.
- To restrict access, click Set a password.
- Click Apply.
- Type the recipients email address into the field provided.
- Type a message (optional).
- Click Send.
Create a Shareable Link
Alternatively, we can create a shareable link and paste it into an email or an application like Teams.
- Click Copy Link.
- A shareable link will be created.
- Click Copy.
- Open another application and Paste the link.
Send a Copy
Sending a copy is different to sending a link. When we send a copy, the recipients will be making changes on a copy of the file not the original file. This means that the original will remain unaffected by any subsequent changes to the copy.
- Click Send a copy.
- Choose PowerPoint presentation or PDF.
Manage Access
Once we have shared a file with others, we can manage their access.
- Click the three dots in the top right-hand corner.
- Select Manage access.
- Choose a recipient.
- Select Change to view only to remove edit access.
- Or, select Stop sharing to remove access to the presentation completely.
Hints & tips
- When sending a link to many people, such as the entire organisation, its better to create a shareable link and paste it into an email.
- Ensure the file is saved to a shared location like a network drive or cloud storage.
- 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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