Inserting Review Comments in a Presentation

The development of a presentation, especially one that will be delivered to clients, shareholders, or other important people, is often a collaborative effort, with several people contributing ideas and feedback. Even if you are developing a presentation for your own purposes, you might want to ask other people to review and comment on it before declaring a presentation final.

If you are asked to review a presentation, you can give feedback about a slide without disrupting its text and layout by inserting a comment. Clicking away from a comment box hides the comment but leaves a small comment icon with your initials and a number. If you add a comment without first selecting an object on the slide, the comment icon appears in the upper-left corner of the slide. If you select an object such as the title or a graphic before adding the comment, the comment icon appears in the upper-right corner of the object. In either case, pointing to the icon displays the comment temporarily and clicking the icon displays the comment until you click somewhere else.

You can manage and review comments by clicking these buttons in the Comments group on the Review tab:

• Show Markup. Clicking this button hides all the comment icons so that you can view the presentation without extraneous clutter.

• Edit Comment. Clicking this button displays the comment box associated with the active comment icon and places an insertion point at the end of the comment text so that you can make additions or changes.

  Tip

  You can quickly activate a comment for editing by double-clicking it.

  
  

• Delete. Clicking this button deletes the active comment icon and its comment box. To delete all the comments on the current slide or all the comments in the entire presentation, select that option in the Delete list.

• Previous and Next. Clicking these buttons moves backward or forward through the comments, displaying the comment box of each one in turn.

In this exercise, you will add and edit comments in a presentation, move among the comments, delete a comment, and hide and display comments. Then you will remove all comments from the presentation.

1.	With nothing selected on Slide 1, on the Review tab, in the Comments group, click the New Comment button. PowerPoint adds a comment icon containing your initials and the number 1 to the upper-left corner of the slide, and opens a comment box containing your user name and today's date. [View full size image] Tip Comment boxes include the user name and initials you specified the first time you started any program in the 2007 Microsoft Office system. To change this information, click the Microsoft Office Button, and then click PowerPoint Options. On the Popular page of the PowerPoint Options window, under Personalize Your Copy Of Microsoft Office, change the entries in the User Name and Initials boxes, and click OK.
2.	In the comment box, type Feng shui not mentioned. Good or bad?
3.	Click away from the comment box to close it.
4.	Point to the comment icon to display the comment, and then move the pointer away from the icon to close the box again.
5.	Move to Slide 2, click anywhere in the bulleted list, and in the Comments group, click the New Comment button.
6.	In the comment box, type A graphic would add interest here, and then click away from the comment box. Because this comment is attached to the bulleted list, its icon appears in that placeholder. This is the second comment in the presentation, so the comment icon shows your initials and the number 2. [View full size image]
7.	With the comment icon on Slide 2 selected, in the Comments group, click the Edit Comment button. The comment box opens so that you can edit the comment.
8.	Click to the left of the word graphic, type tasteful, press , and then click away from the comment box to close it.
9.	Move back to Slide 1, click anywhere in the title, and add a comment that says Do we need the word "Ancient"?
10.	At the top of the slide, click comment icon 1 to open its comment box, and then in the Comments group, click the Next button. PowerPoint closes the first comment box and displays the next comment.
11.	In the Comments group, click the Previous button to move back to the first comment.
12.	With the first comment displayed, in the Comments group, click the Delete button. The comment is deleted from the slide.
13.	In the Comments group, click the Show Markup button to turn it off. The comment icon attached to the title on Slide 1 disappears.
14.	Move to Slide 2 to verify that the comment icon is hidden there also.
15.	In the Comments group, click the Show Markup button to redisplay the comment icons, and then click the comment icon on the active slide.
16.	In the Comments group, click the Delete arrow, and then in the list, click Delete All Markup in this Presentation.
17.	When asked to confirm that you want to delete all the comments, click Yes. Both the remaining comments are removed.