Finalizing a Presentation

Finalizing a Presentation

These days, most presentations are delivered electronically, either in person, by e-mail, or from a Web site. As you develop a presentation, PowerPoint attaches identifying and tracking information to it as properties. If your presentation will never leave your computer, you don't have to worry that these properties might contain something that you would rather other people did not see. However, if the presentation file is going to be shared with other people, you will want to remove this identifying and tracking information before you distribute the presentation. This is known as "scrubbing" a file. The scrubbing process is carried out by the Document Inspector, a PowerPoint 2007 feature that checks a presentation for various types of behind-the-scenes information, reports what it finds, and removes the types you specify.


The properties attached to the file by PowerPoint include the name of the author, the title, when the file was created and updated, and so on. You might want to enter other properties, such as keywords, to help you easily find the presentation or to keep track of its status. You enter properties in the Properties pane, which you will open in the following exercise.

Another thing you might want to do before distributing a presentation is to mark it as final. This feature (new in PowerPoint 2007) saves the file, deactivates most PowerPoint tools, and displays an icon in the status bar to indicate that no further changes should be made to the presentation. This process does not lock the document, however; if you want to make additional changes to the presentation, you can turn off the final status.

In this exercise, you will examine the properties attached to a presentation, remove personal information from the file, and then mark the presentation as final.

USE the 05_Finalizing presentation. This practice file is located in the Chapter08 subfolder under SBS_PowerPoint2007.

OPEN the 05_Finalizing presentation.

Save a copy of the presentation in the Chapter08 subfolder with the name My Final.

By working on a copy of the file, you ensure that the original practice file is available if you or someone else needs to repeat this exercise in the future.

Click the Microsoft Office Button, point to Prepare, and then in the Prepare the document for distribution pane, click Properties.

Microsoft Office Button

The Document Information Panel opens below the Ribbon, displaying the standard properties associated with this presentation.

Some of these properties, including the name of the author, are automatically attached to the file by PowerPoint. You can enter other properties either in the Document Information Panel or in the Properties dialog box that opens when you right-click the document in a Windows folder window and then click Properties.

In the Document Information Panel, click Document Properties, and then click Advanced Properties.

The Properties dialog box opens.

Click each tab in the dialog box, and notice what information is stored with the file. Then close the dialog box.

In the upper-right corner of the Document Information Panel, click the Close button.


Click the Microsoft Office Button, point to Prepare, and then click Inspect Document.

The Document Inspector starts. You can inspect for six types of content.

Attaching a Digital Signature

When you create a presentation that will be distributed to other people via e-mail or the Web, you might want to attach a digital signature to it to authenticate its origins. Attaching a digital signature should be the last task you perform on a presentation, because changing the presentation after signing it invalidates the signature.

Certified digital IDs can be obtained from Microsoft partner companies and other independent certification authorities. You can also create your own ID, but other people will not be able to verify its authenticity. For more information, click the Microsoft Office Button, point to Prepare, and then click Add A Digital Signature. When PowerPoint displays a message box about digital signatures, click OK. Then in the Get A Digital ID dialog box, click the Learn More About Digital IDs In Office link.

Clear the Custom XML Data check box. Then with the Comments and Annotations, Document Properties and Personal Information, Invisible On-Slide Content, and Presentation Notes check boxes selected, click Inspect.

The Document Inspector reports its findings, including the presence of document properties that you might not want others to be able to view.

Information Rights Management

If your organization has implemented Information Rights Management (IRM) or if you sign up for the free IRM trial service from Microsoft, you can restrict who can change, print, or copy a presentation, and you can limit these permissions for a specified period of time. Your system administrator might also establish policies to further restrict how presentations can be manipulated and circulated, and he or she might provide templates for confidential or otherwise sensitive documents.

For more information about IRM, click the Microsoft Office Button, point to Prepare, point to Restrict Permission, and then click Restricted Access. Or on the Review tab, in the Protect group, click the Protect Presentation button, and then click Restricted Access. If the Windows Rights Management client is not installed on your computer, the Service Sign-Up Wizard starts. Click the Learn More About This Free Trial Service From Microsoft link to open a Web site with information about the free trial service.

To the right of Document Properties and Personal Information, click Remove All.

PowerPoint removes the author name and other saved properties.

Close the Document Inspector dialog box, and redisplay the Document Information Panel to confirm that all the properties have been cleared. Then close the Document Information Panel.

Click the Microsoft Office Button, point to Prepare, and then click Mark as Final.

A message tells you the presentation will be marked as final and then saved.

Click OK in the message box, and then click OK in the confirmation box that appears after the document is marked as final.

The Marked As Final icon appears on the status bar.

Click each of the tabs on the Ribbon.

Most of the buttons other than those controlling the display of the presentation are inactive.

Click different areas of the current slide, and try to make changes.

You cannot change any of the objects on the slide.

CLOSE the My Final presentation, and if you are not continuing directly on to the next chapter, quit PowerPoint.

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