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When displayed in the task pane, repeating elements use a different icon (a “double folder”).
Note
Nonrepeating elements display a single folder icon.


Exporting XML data from Excel
In order to export data to an XML file, you must add a map to the workbook, and the map
must correspond to your data. Then you can use the Data _ XML _ Export command to
create an XML file.
Contrary to what you may expect, it™s not possible to export an arbitrary range of data in
XML format. For example, if you create a List Range on your worksheet, you can™t export
that List Range to an XML file unless you add an appropriate map to your worksheet first.
And it™s not possible to create (or modify) a map using Excel.

If you use Excel™s File _ Save As command, you™ll notice that one of the options is XML
Note
Spreadsheet. This produces an XML file that uses Microsoft™s XMLSS schema. It will not export
the data to a “normal” XML file.

¦ ¦ ¦
13 CHAPTER



Team
Collaboration
on a Draft . . . .


PowerPoint In This Chapter


Presentation Sharing your
presentation on a LAN

Posting your
presentation to an
Exchange folder

Mailing a presentation

F
via e-mail
ew people these days create a presentation with no input or
feedback from another living soul. Presentations normally go
Adding, editing, moving,
through review cycle upon review cycle, and everybody gets to
and deleting comments
add his or her two cents about how to make the presentation
slides stronger and more meaningful.
Incorporating changes
from reviewers
The old way of reviewing was to print out and distribute hard
copies of a presentation and let everyone mark them up by hand.
Collaborating live using
Then some poor assistant or junior executive would have to
Windows Messenger
decipher all the handwritten notes (some of them directly
conflicting with others!) and make the changes in PowerPoint.
Fortunately, PowerPoint 2003 offers many more appealing . . . .
options for soliciting and receiving feedback on a presentation, as
you learn in this chapter.


Sharing Your Presentation File
on a LAN
If your company has a local area network (LAN), you can copy
the presentation file to a drive that everyone can access and let
whoever is interested in seeing it take a look. Interested people can
then either copy the presentation to their own PCs or view it
directly from the network.
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296

If not everyone has PowerPoint installed on their PCs, you might also want to place the
PowerPoint Viewer program on the network, so people without PowerPoint can review
the show.

Make sure you copy the presentation file to the network, rather than moving it there. That way,
if something happens to the networked copy or the whole network server goes down, you still
Caution
have access to your presentation. You might even want to rename the copy on the server so
you can tell, at a glance, which is the original version.


Sharing the presentation locally
In a large company, the network includes one or more servers, which are computers that do
nothing except run the network and serve up common files that multiple people need. If your
network includes a server, one of its hard disks is probably the best place to copy your
presentation file. That™s because everyone on the network already has access to the server, so
no special setup is necessary. See your network administrator for details.
However, if your company uses peer-to-peer networking, there may not be a server to which
you can copy the presentation. In that case, you must make one or more folders on your own
hard disk accessible to other network users.

Sharing in Windows 2000 or XP
If you have Windows 2000 or XP (and you probably do, because PowerPoint 2003 won™t run
on earlier Windows versions), here™s what you need to do to share a folder on your PC.
First open the list of network connections:
¦ In Windows 2000, choose Start_Settings_Network and Dial-Up Connections.
¦ In Windows XP, open Network Connections from the Control Panel.
Then right-click the LAN connection and choose Properties, and make sure that File and
Printer Sharing for Microsoft Networks is one of the installed services. See Figure 13-1. If it
isn™t, add it with the Install button. Then close all open dialog boxes.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 297




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.
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298

¦ 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.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 299


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.
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¦ 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
Tip 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
Note 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
Caution
in the Internet Options (from Internet Explorer, choose Tools_Internet Options).
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 301




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.
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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
Tip 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.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 303

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.
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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.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 305


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
Note
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.
Part II ¦ Collaborating and Integrating with Office 2003
306


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.
Chapter 13 ¦ Team Collaroration on a Draft PowerPoint Presentation 307

• Markup: Toggles all markup on/off, including both revision icons and comments.
• Apply: Applies all revisions to either the current slide or to the entire presentation.
(Open its drop-down list to choose which.)
• Unapply: Removes all revisions from either the current slide or from the entire
slide. (Again, open its drop-down list to choose which.)
• End Review: Completes the review process, removing all unapplied revisions.
Don™t do this until you are completely finished reviewing.
• Revisions Pane: Toggles the Revisions Pane on/off.




Figure 13-12: Some buttons on the Reviewing toolbar are active only when working with
revisions.


Finishing a review of revisions
When you have accepted all the revisions that you want, you can exit from the Compare and
Merge mode by clicking the End Review button on the Reviewing toolbar. A warning will
appear; click Yes. Now you™re back to normal, and the Reviewing toolbar disappears.


Live Collaboration with NetMeeting
PowerPoint 2003 supports NetMeeting, an application that you can use to collaborate in real-
time with other people online. It includes application sharing, a “whiteboard” for drawing, a
chat feature, and other handy activities.
In the past, Microsoft provided Internet Locator Service (ILS) public servers that you could
use for this, but nowadays Microsoft is encouraging everyone to move to Windows
Messenger instead, so they have discontinued support of public ILS servers. Therefore if you
want to use NetMeeting from PowerPoint, you must access your company™s own ILS server
or a third-party ILS server.
This chapter does not delve into NetMeeting specifics because it™s likely that most people will
use Windows Messenger instead. However, if you are interested in exploring NetMeeting on
your own, choose Tools_Online Collaboration_Meet Now.
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