297Chapter 13 ✦ Team Collaroration on a Draft PowerPoint Presentation Figure 13-1: Make sure File and Printer Sharing is installed for the LAN connection. Next, share the folder: ✦ In Windows 2000, right-click the folder and choose Sharing. Select the Share This Folder option button, and enter a Share Name. See Figure 13-2. The default is for others to have full access; if you want to change that, click the Permissions button and clear the Full Control and Change check boxes. Then close all open dialog boxes. Figure 13-2: Share a folder in Windows 2000. 298 Part II ✦ Collaborating and Integrating with Office 2003 ✦ In Windows XP, right-click the folder and choose Sharing and Security. Mark the Share This Folder on the Network check box. Enter a Share Name for the folder. See Figure 13-3. If others should be able to make changes, mark the Allow Network Users to Change My Files check box. Then click OK. Posting a presentation to an Exchange folder If your company uses a Microsoft Exchange server to share files, you can easily post a PowerPoint presentation there. (You can ignore this procedure if your company doesn’t use Exchange.) To do so, follow these steps: 1. Open the presentation in PowerPoint. 2. Choose File_Send To_Exchange Folder. A list of folders appears. 3. Choose the folder you want to post the presentation to. 4. Click OK. Figure 13-3: Share a folder in Windows 2000 or XP. 299Chapter 13 ✦ Team Collaroration on a Draft PowerPoint Presentation Mailing a presentation via e-mail You can attach a PowerPoint presentation file to an e-mail message, just as you can attach any other file. If you use Outlook, for example, you can click the Insert File button on the toolbar to attach a file to an e-mail message you are creating. See Figure 13-4. Figure 13-4: Most e-mail programs, including Outlook, let you attach files to send along with e-mail messages. To send a presentation from PowerPoint, choose File_Send To and then choose Mail Recipient (For Review) or Mail Recipient (As Attachment). Both of these commands compose an e-mail message with the presentation file as an attachment. The differences are as follows: ✦ The For Review command begins composing the message in Outlook with “Please Review {presentation name}” as the subject, and with a message already filled into the body. The As Attachment command makes the subject the presentation name by itself and does not fill in a default body message. ✦ The For Review version of the attachment is a slightly larger file, containing instructions for collecting the reviewers’ responses for later merging back into the original file. 300 Part II ✦ Collaborating and Integrating with Office 2003 ✦ The For Review command opens a new Outlook message with HTML as the message formatting. The As Attachment command starts the new message in plain text format. If you use For Review, you can then click the Attachment Options in the Outlook message composition window and then click Live Attachments. A copy of the attached file is then saved in a team workspace. Recipients of the message are made members of that workspace auto- matically, and they can either open the attachment as their own copy or they can follow a link in the message to the workspace copy. You can set up Outlook so that As Attachment works just like For Review. (It’s questionable whether you would want to do this, however, as it’s nice to have the flexibility to choose.) In Outlook, choose Tools _ Options, and click the E-mail Options button on the Preferences tab. In the dialog box that appears, click Advanced E-mail Options. Then in the dialog box that appears next, mark the Add properties to attachments to enable Reply with Changes checkbox. Sharing a Presentation in a Document Workspace A document workspace is a common accessible location where you store files that you want to make available to other people on a team. As a team you can then make edits to the documents, review each other’s changes, deal with to-do items, retrieve contact information for one another, and more. Document workspaces are based on SharePoint Team Services (STS), a Microsoft server technology that creates and maintains team spaces. You can log into an STS site from outside of Office applications, and upload, download, and manage shared files that way, but you can also do it from within most Microsoft Office applications. (For more information on SharePoint, see Chapter 17 of this Super Bible eBook.) To create a new workspace for the document, you must have access to an STS server. If you do, choose Tools_Shared Workspace and then enter a name for the document workspace and the address to the server on which you will store it. See Figure 13-5. If you get an error about the site being a restricted or non-trusted site, set it up as a trusted site in the Internet Options (from Internet Explorer, choose Tools _ Internet Options). Note Caution Tip 301Chapter 13 ✦ Team Collaroration on a Draft PowerPoint Presentation Figure 13-5: Create a new shared workspace for a presentation on a SharePoint Team Services server. When a document with a shared workspace is open, you can access information about the workspace from the Shared Workspace task pane, shown in Figure 13-6. Click a tab to see the Status, Members, Documents, Links, and so on. Figure 13-6: Information about the shared workspace is available through the Shared Workspace task pane. 302 Part II ✦ Collaborating and Integrating with Office 2003 You can also log into a SharePoint Team Services Web site independently of the application, and then locate the file you want and click its hyperlink to open it. Notice in Figure 13-6, the Open Site in Browser hyperlink. This will take you to the site. For example, Figure 13-7 displays the SharePoint Team Services list of shared documents, and the Rondo Manufacturing presentation can be opened from there. When you work with a document from a shared workspace, some extra commands become available. For example, you’ll find a Check Out command on the File menu that enables you to “check out” the document so that nobody else can edit it until you are finished. This prevents two people from making changes to the same document at the same time. You’ll also find a Versions command on the File menu, from which you can select which version of the presenta- tion to open. The latter works only if you enable version support for the document library from within the SharePoint Team Services site administration. Figure 13-7: Shared documents may be accessed from the Web site as well as from within PowerPoint. Tip 303Chapter 13 ✦ Team Collaroration on a Draft PowerPoint Presentation STS is a powerful application for sharing all kinds of files, not just PowerPoint. There is much more to it than can be covered in this chapter’s overview of sharing techniques. Explore its features on your own if you have an STS server available. Working with Comments As you are soliciting feedback from reviewers, you might not want them to make changes directly to the presentation. Instead, you might request that they use the Comments feature to provide their feedback and leave the actual changes to you. Comments are like yellow sticky-notes that people reviewing the presentation can add, letting you know what they think about individual slides. You can see them in Normal view, but they don’t show up in Slide Show view. Adding a comment Here are the steps for adding a comment: 1. Display the slide on which you want to add a comment. 2. Choose Insert_Comment, or click the New Comment button on the Reviewing toolbar. A yellow box appears with your name in it. 3. Type your comment, as in Figure 13-8. When you are finished typing, click outside the comment box. Figure 13-8: Type a comment in the comment box. 304 Part II ✦ Collaborating and Integrating with Office 2003 The comment floats on the slide, just like any other object. When you click away from it, it disappears except for the small box with your initials and the comment number. For example, in Figure 13-8, it’s FW2. To redisplay the full comment, click the little box. (Double-click if you want to re-open it and add text.) Moving, editing, and deleting comments Figure 13-8 shows the Reviewing toolbar, which appears whenever you display or work with comments. Figure 13-9 shows it again, with the buttons labeled that pertain to comments. The other buttons, unavailable in Figure 13-9, are used for reviewing changes, as you will see later in this chapter. Figure 13-9: The Reviewing toolbar facilitates working with comments. You can reposition a comment on the slide by dragging its box around. You might want to place a comment next to the item to which it pertains. To edit a comment, double-click it to open it (or select it and click the Edit Comment button on the Reviewing toolbar) and then make your changes. If you edit someone else’s comment, the initials change to your own and you become the “owner” of the comment. To delete a comment, select it and press Delete (or click the Delete Comment button on the Reviewing toolbar). You don’t have to delete a comment in order to get it off the screen, however. To temporarily hide all comments, choose View_Markup or click the Markup button on the Reviewing toolbar. (Use that same command to turn them back on again.) Reviewing comments When you get a presentation back from a reviewer or from multiple reviewers, there will likely be many comments. (Different users’ comments show up in different colors so you can more easily distinguish them.) You can page through the slides one by one, looking for comments, or you can use the Next Comment and Previous Comment buttons on the Reviewing toolbar to move quickly to the next or previous slide that contains a comment. 305Chapter 13 ✦ Team Collaroration on a Draft PowerPoint Presentation Incorporating Changes from Reviewers Suppose you distribute your presentation to several people for review. One way is to use the File_Send To_E-mail Recipient (For Review), as you learned earlier in the chapter. You can also simply send it as a normal e-mail attachment to someone, or even distribute it on a disk. Now you’ve received two copies back from two different people. Each has made some changes to the presentation. How do you merge all those changes back into your original and sort them out? You do so using the Reviewing feature. Merging review revisions When you receive a revised presentation back via Outlook, and you open it from there, you might see a message asking whether you want to merge the changes with your original. If you get that, click Yes. If you don’t get that message for some reason, you can do the same thing with the Compare and Merge feature within PowerPoint: 1. Start with the original presentation file open in PowerPoint. 2. Choose Tools_Compare and Merge Presentations. A Choose Files to Merge with Current Presentation dialog box opens. See Figure 13-10. 3. Select the presentation file(s) to merge and then click Merge. Figure 13-10: Select one or more presentation files to merge with the original. If all the revised copies still have the same filename, you will not be able to store them in the same folder with one another, so you will not be able to select them all in Step 3. Instead choose one and click Merge, and then repeat Steps 2 and 3 for the next one from a different location. Note 306 Part II ✦ Collaborating and Integrating with Office 2003 Accepting or rejecting revisions The important thing to know about revisions is that they are not accepted automatically. By default they do not appear at all, in fact. Your original presentation remains intact. When you review the revisions, you have the opportunity to individually view and select the revisions you want to apply. Any you do not choose are discarded. To accept or reject changes: 1. Display a slide that contains revisions. You can tell because information about the revision appears in the Revisions Pane. 2. Click the Revision icon on the slide to see a detailed list of the revisions for that slide. 3. Mark the check boxes for the revisions you want to implement. When you mark one, its change shows on the current slide. See Figure 13-11. Figure 13-11: Accept or reject changes in the Revisions task pane. 4. To move to the next slide, click the Next button at the bottom of the Revisions pane or simply click a different slide in the Slides pane. Using the Reviewing toolbar for revisions As you are reviewing the revisions, the Reviewing toolbar is active. Figure 13-12 shows some of the buttons that come in handy during this phase. [...]... Including Office spreadsheets in Web pages Adding Office charts to Web pages Connecting PivotTable Web components to data sources Displaying interactive PivotTables in Web pages Integrating FrontPage with Office XP 318 Part II ✦ Collaborating and Integrating with Office 2003 Figure 14-1 You can provide interactivity for visitors by using an Office 2003 spreadsheet Web component From Office to FrontPage... you need both the htm file generated in the folder that you specify in the Save As dialog box and all the files in the additional (_files) folder 3 26 Part II ✦ Collaborating and Integrating with Office 2003 From PowerPoint to FrontPage PowerPoint in Office 2003 converts slideshows to HTML pages when you select File _ Save as Web Page As with Excel, a whole batch of files, including HTML and image files,... becomes an embedded image file Adding Office Web Components to Web Pages You can add spreadsheets, PivotTables, and graphs to FrontPage Web pages as interactive elements Visitors who have Office 2003 installed on their systems can come to your Web site, enter data in a table, make calculations, and watch a graph display their input Visitors who don’t have Office 2003 can still download viewers that... ✦ Collaborating and Integrating with Office 2003 How Word creates HTML files You can save Word files as HTML Word 2003 s File _ Save as Web Page option converts an open document to an HTML file (or, in some cases, to several files, including image files) How good are the results? The resulting files often take some work to restore formatting and images Publisher 2003 does a cleaner job of converting... ✦ Collaborating and Integrating with Office 2003 In the Save As dialog box, click the Selection: Chart button, choose a filename and destination folder, and then click Save The Add Interactivity checkbox in the Save As dialog box creates a page with an Office spreadsheet For an explanation of how these interactive spreadsheets work in a Web page, see the “Adding Office spreadsheets” section later in... file Finally, Office 2003 users can directly open spreadsheets and PivotTables in your site right in Internet Explorer on Windows computers In Figure 14-1, for example, a visitor is calculating values in a spreadsheet embedded in a Web page 14 C H A P T E R In This Chapter Integrating Office documents and images into your FrontPage Web site Sending data from FrontPage input forms to Office applications... of your slideshow 327 328 Part II ✦ Collaborating and Integrating with Office 2003 After you select options in the Publish as Web Page dialog box, click the Publish button A set of HTML and image files will be generated You can import these files into a FrontPage Web Importing files into Webs Each of the applications in Office 2003 that have been examined thus far can be used to generate HTML files,... Collaborating and Integrating with Office 2003 Figure 13-15: This is what the other person sees when you request an application sharing session 3 A Sharing box appears on your PC’s screen Click PowerPoint and then click Share See Figure 13- 16 Also appearing on your screen at this point are the Sharing Session toolbar and the conversation window, both also shown in Figure 13- 16 You can click the App Sharing... 13- 16: Select the application to share (in this case PowerPoint) 4 Now restore the PowerPoint window and begin working in PowerPoint The person at the other end of the sharing connection will see everything you do in a Programs window Figure 13-17 shows what they see If you share more than one application, they see more than one window 311 312 Part II ✦ Collaborating and Integrating with Office 2003. .. table formatting to restore or add table and cell formatting Figure 14-4 shows a table from Excel moved into a FrontPage Web page Chapter 14 ✦ Integrating FrontPage with Office Applications Figure 14-4 Charts copy and paste well in Office 2003 between Excel and FrontPage Exporting Excel sheets as HTML pages You can send either a selected range of cells or an entire workbook to a Web page in Excel by selecting . that way, but you can also do it from within most Microsoft Office applications. (For more information on SharePoint, see Chapter 17 of this Super Bible eBook.) To create a new workspace for the. repeat Steps 2 and 3 for the next one from a different location. Note 3 06 Part II ✦ Collaborating and Integrating with Office 2003 Accepting or rejecting revisions The important thing to know about. Integrating with Office 2003 Live Collaboration with Windows Messenger Windows Messenger is a real-time chat program that comes free with Windows XP. You can also download it for free from Microsoft