Whether you’re creating an internal presentation to train new staff members or preparing to present at a major conference, PowerPoints often require the input of multiple people before they can be finalised. Perhaps you need more content or graphics added from another department, require approval from management, or just want another opinion on your work-in-progress. Luckily, PowerPoint offers a range of user-friendly, secure collaboration options through OneDrive and SharePoint so that you can meet your deadline and get eyes on your presentation sooner.

From real-time sharing and collaboration to tracking changes and seeing comments, here are some ways to make your next PowerPoint a team effort:

HOW TO ENABLE LIVE COLLABORATION ON YOUR PRESENTATION

If you have already saved your presentation to OneDrive or SharePoint, click the Share button in the top right-hand corner of your screen. If not, you will be prompted to upload a copy of your presentation as the PowerPoint needs to be in .pptx form to enable real-time collaboration. If you don’t want to upload your presentation to the cloud for security reasons, you can also share the file by using the Attach a Copy Instead option at the bottom of the Share dialogue box.

Once you have chosen to share your presentation, a Send Link box will appear. All you have to do now is enter the email address of the colleague or team you would like to share your PowerPoint with, and click Share to send through an email invitation. You can also choose the accessibility level you would like to give your colleague, allowing them to only view or edit the file as needed.

HOW TO TRACK CHANGES AND REVISIONS IN POWERPOINT

When your colleague has accepted the invitation, you will be able to see when they are viewing or working on your presentation via a thumbnail image which will appear in the top-right corner of your screen. PowerPoint gives you the option to turn on automatic display of any editor’s name under File>Options>Advanced>Display>Show presence flags for selected items. The program will also automatically merge your and any other editor’s updates each time you open the presentation for more streamlined collaboration.

Any slides which have been changed in your absence will be highlighted in turquoise in the thumbnail pane on the left-hand side. Select the slide to view the revisions, which will be highlighted with an accompanying note telling you who made the change and when. You will also be able to resolve any conflicting changes from different collaborators when you select Save before closing the file. If you would like to see an older version of your deck, PowerPoint preserves view-only copies of your presentation under Version History.

HOW TO COMMUNICATE IN REAL-TIME ON YOUR PRESENTATION

Your colleagues will be able to leave feedback on specific slides using the Comments button, which you can then reply to and resolve to mark them as complete. There is also a Chat function which allows you to start a group chat with anyone currently working on your presentation. Keep in mind that the chat history disappears when you close the document, so any ongoing feedback should be left as a comment instead.

At Synapsis Creative, we’re always pushing the boundaries of what PowerPoint has to offer. The boundless creativity and flexibility of this program never ceases to amaze us (and our clients!). If you’re looking to expand your technical know-how, we have blog posts on everything from fixing a PowerPoint crash to approaching presentations like a graphic designer.

Or if you’re in the mood for some presentation inspiration, check out our PowerPoint portfolio and range of free downloadable E-books to begin your mastery of the PowerPoint medium.

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