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Microsoft PowerPoint 2010 : Finalizing Your Slide Show - Reviewing Your Presentation

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4/23/2013 4:26:47 PM
When you finish adding the last sentence of text and final graphic object to your presentation, you’re not quite done. Because your presentation is likely to be displayed on a large screen in front of many people, any error or glitch is likely to undermine the credibility of your message. For that reason, taking the time to check spelling, word choices, and the look of your contents is very important. PowerPoint provides tools to help you check the accuracy of your contents and lets you send your presentation to others to review it to be sure everything looks perfect. You can ask others to make changes or to simply add comments with their suggestions for your review.

Check Spelling

  1. Open the presentation you want to review. If you want to check the spelling of a single word, select it.

  2. Click the Review tab.

  3. Click Spelling.

    Check Spelling

    Tip

    After working on your presentation for hours, days, or weeks, you are often too close to it to spot problems. In addition to using PowerPoint’s spelling checker, be sure to have somebody objective read through the presentation or, if nobody else is available, read each sentence backward yourself to proof it. When we read a sentence forward, we make assumptions about the next word based on context. When we read from the last word to the first, each word and its spelling stand out, and any missing words might be more obvious.

  4. Take any of the following actions:

    • Click a spelling in the Suggestions list, and then click Change or Change All to apply it to the current word or to all instances of the word in your presentation, respectively.

    • Enter a new spelling in the Change To box, and then click Change or Change All.

    • Click Ignore or Ignore All to disregard this instance of the spelling or all instances of it in your presentation, respectively.

    • Click Add to add the spelling to the dictionary in PowerPoint.

    • Click AutoCorrect if this is a mistake you commonly make and want to add it to the AutoCorrect list to be corrected in the future as you type.

  5. When you click one of the previous options, PowerPoint moves to the next word that needs checking. When all errors have been checked, PowerPoint displays a dialog box telling you that the spelling check is complete. Click OK.

    Tip

Tip

To stop a manual spelling check at any time, just click the Close button in the Spelling dialog box.

Tip

PowerPoint is set up by default to check spelling automatically, which causes wavy colored lines to appear under words that have a questionable spelling. To get rid of those wavy lines on your screen, click the File tab, click Options, and then select Proofing. Select the Hide Spelling Errors check box, and then click OK.

Tip

If you right-click a word that is possibly misspelled, PowerPoint displays alternative spellings or words on the shortcut menu that appears. Just click an entry to make the change.

Use the Thesaurus

  1. Display the slide that contains the word you want to check and select that word. If the word you want to check isn’t in your presentation, skip this step.

  2. Click the Review tab.

  3. Click Thesaurus.

    Use the Thesaurus
  4. If you did not select a word prior to clicking the Thesaurus button, enter a word in the Search For box.

  5. Click the Start Searching button.

    Use the Thesaurus
  6. Click a word in the list of results to display additional similar words.

  7. Click the Back button to move back to a previous list of words.

  8. Click the arrow next to a selected word in the Thesaurus and choose Insert to replace the word selected in your presentation or, if no word was selected in step 1, to insert the word in your slide.

  9. Click the Close button in the Research task pane.

    Use the Thesaurus

Tip

You can change which resources are searched by clicking the second list in the Search For section of the Research task pane and selecting a different option. These options consist mainly of different language dictionaries and, if you are connected to the Internet, encyclopedias and other research sites.

Add Comments

  1. Display a slide to which you want to add a comment.

  2. If you want to attach a comment to a particular object or placeholder, click to select it.

  3. Click the Review tab.

  4. Click New Comment.

    Add Comments
  5. Type your comment, and then click anywhere outside the comment box.

    Add Comments

Try This!

Try using the tools in the Comments group on the Review tab to edit, delete, or cycle through comments in your presentation. To hide all comments from your view, click the Show Markup button.

Tip

Comments do not show up in Slide Show or Slide Sorter view. They are intended mostly for reviewers to provide comments on a presentation as it is being created. If you want to include comments with your presentation, consider adding notes and printing the Notes view for your audience.

E-Mail a Presentation for Review

  1. With the presentation open that you want to send in e-mail, click the File tab.

  2. Click Save & Send.

  3. Click Send Using E-mail, and then choose whether to send the file as an attachment, a link, or an XPS or PDF document.

    E-Mail a Presentation for Review
  4. In the e-mail form that opens in your default e-mail program, type a recipient’s e-mail address in the To field.

  5. Type a subject in the Subject field.

  6. Type the text of any message you want to send in the body of the message.

  7. Click Send.

    E-Mail a Presentation for Review

Tip

If you are sending the presentation to somebody who doesn’t have PowerPoint available, consider saving the presentation as a PDF or an XPS file. These formats retain most formatting on any Windows computer; however, viewers cannot use reviewing features such as inserting comments and cannot play the show.

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