How to remove personal info from a powerpoint presentation before sharing

Chris Hoffman is Editor-in-Chief of How-To Geek. He’s written about technology for over a decade and was a PCWorld columnist for two years. Chris has written for The New York Times and Reader’s Digest, been interviewed as a technology expert on TV stations like Miami’s NBC 6, and had his work covered by news outlets like the BBC. Since 2011, Chris has written over 2,000 articles that have been read nearly one billion times—and that’s just here at How-To Geek. Read more.

Microsoft Office saves hidden metadata in your Office documents, including how long you’ve been working on them, the name of everyone who’s worked on the document, when the document was created, and even previous versions of the document.

Before you publish Office documents publicly or send them to someone, you’ll probably want to check what hidden information the document contains and remove the sensitive data. This metadata can infringe on your privacy or be potentially embarrassing.

View and Remove Hidden Data

On Office 2013 or Office 2010, click the File menu, click Info and the Inspect Document tool will be front-and-center, informing you about the potentially sensitive information that the document contains. This information is more obvious than it is in older versions of Office, but it’s still easy to miss if you’re not aware Office adds this sensitive data to your documents.

On Office 2007, click the Office orb button on the ribbon, point to Prepare, and click Inspect Document.

To view the hidden metadata in the document, click the Check for Issues button, click Inspect Document, and choose the types of metadata you want to examine the document for. You can just leave all the options selected to examine the document for all types of metadata.

Click Inspect and Office will examine the document for metadata. Click the Remove All button next to a type of metadata to remove it.

Note that you won’t be able to recover most of this metadata after deleting it. For this reason, Microsoft recommends creating a new copy of the document (use the Save As feature) before removing the metadata and publishing the document. You’ll then have a copy of the document with the metadata. Of course, if you don’t want this metadata at all, you can just remove it without worrying about preserving a copy.

What Type of Metadata Does Office Save?

Office saves document properties including details like the author, subject, title, the date you created a document, when you last modified it, and how long you spent working on the document. These properties will also contain the name of any template you used while creating the document, email headers, and other related information. This can potentially be embarrassing — for example, you may send a TPS report to your boss and say you spent all day working on it alone. But the metadata could reveal tht you only worked on the TPS report for a few minutes, collaborated with other people, and that you used a template named “Useless TPS Report Template” when creating it. Worse yet, there are other privacy implications here — you may want to publish a document on the web without your name associated with it, but your name will appear in the document’s properties by default.

Headers, footers, watermark, and text formatted as hidden text could also be included, but won’t appear if you do a cursory skim of the document. The tool tells you whether your document contains this information.

If you collaborated with other people while writing the document, it will contain even more data. The metadata will display the names of everyone who worked on the document as well as any comments, revision marks, ink annotations, and previous versions of the document. If you’re publishing a document you worked on, you’ll probably want to remove all this data rather than sharing it.

How to Stop Office From Saving Metadata

Unfortunately, you’ll have to use the Document Inspector tool to remove sensitive data from each individual document before you publish or share it with someone. There’s no built-in way to remove this information from multiple documents at once, nor is there an Office-wide setting to prevent Office from applying this data to documents.

However, you can have Office automatically remove the metadata every time you save a file. You must apply this setting to each document you use — it’s a document-specific setting, not a system-wide setting.

To prevent Office from saving metadata along with your documents, click the File menu, click Options, and select the Trust Center category. Click the Trust Center Settings button and select Privacy Options. Enable the “Remove personal information from file properties on save” option. If it appears grayed out, click the Document Inspector button below, run the Document Inspector, and remove all the document’s personal information. You should then be able to click the checkbox.

Remember, you’ll have to change this option this for each document separately.

This information can be useful, and some of it is even crucial for collaboration or for corporations to keep track of who worked on a document. But when it’s time to publish the document, you’ll probably want to remove this metadata.

Make sure you’re not communicating more than you intend to when sharing files and uploading images by excising some of the data about your data.

Former CNET contributor

Dennis O’Reilly began writing about workplace technology as an editor for Ziff-Davis’ Computer Select, back when CDs were new-fangled, and IBM’s PC XT was wowing the crowds at Comdex. He spent more than seven years running PC World’s award-winning Here’s How section, beginning in 2000. O’Reilly has written about everything from web search to PC security to Microsoft Excel customizations. Along with designing, building, and managing several different web sites, Dennis created the Travel Reference Library, a database of travel guidebook reviews that was converted to the web in 1996 and operated through 2000.

Your metadata says a lot about you. When I ran 10 years of Gmail messages through MIT Media Labs’ Immersion email metadata visualization tool, the resulting image (shown above) predicted relationships with my frequent correspondents with uncanny accuracy.

Immersion scans only the From, To, Cc, and Timestamp fields of messages in Gmail, Yahoo Mail, or MSExchange. A scan of my Gmail account indicated I have received more than 50,000 messages in the 10.1 years I’ve used the service. Immersion identified 189 collaborators, and it predicted how many new collaborators I would have this year, as well as the number of messages I would send and receive through the rest of 2014.

Related articles

• Privacy group takes aim at UK surveillance practices
• NSA reportedly installing spyware on US-made hardware
• iOS 7 reportedly not encrypting email attachments

Email metadata is easy to access but difficult to delete. MakeUseOf’s Guy McDowell explains how to view header information in Gmail messages, and how to decipher the metadata that gets attached to your mail. The eDiscovery Evangelist explains all the types of metadata that are included with your messages and includes a link to the metadata definition in the Internet standards document RFC 2822.

As The Guardian’s Guide to Metadata explains, there’s not much you can do about most of the metadata associated with an email, apart from disabling location services on your phone. However, you can remove metadata from the files you attach to emails. Here’s a guide to deleting metadata from Office files, PDFs, and images.

Strip the metadata from your files

Microsoft offers the free Document Inspector for removing “personal or sensitive information” before you share an Office file. The Microsoft Support site provides specific information on deleting metadata from Word 2013 and Word 2010; Excel 2013 and Excel 2010; PowerPoint 2013 and PowerPoint 2010; Word 2007, Excel 2007, and PowerPoint 2007; and Word 2003, Excel 2003, and PowerPoint 2003.

Likewise, Adobe’s Help site explains how to remove metadata from PDFs in Acrobat X Pro and Acrobat X Standard. A thread on B4Print.com’s forum provides step-by-step instructions for excising metadata, or “hidden content,” from PDFs using the Examine Document tool in Acrobat 9.

Windows Explorer (File Explorer in Windows 8.1) lets you view and delete metadata from a file via the Properties dialog box. The quickest way is to click Properties > Details > Remove Properties and Personal Information > “Create a copy with all possible properties removed.”

The Remove Properties dialog in Windows Explorer/File Explorer lets you create a version of the file with “all possible properties removed.” Screenshot by Dennis O’Reilly/CNET

However, as MakeUseOf’s Chris Hoffman points out, this method may not work when you try to clean the EXIF metadata from image files. Hoffman recommends the free Metability QuickFix program for removing GPS data from multiple photos at once.

Another metadata-removal tool for Windows image files is the free JPEG & PNG Stripper from Steel Bytes. Mac OS X users can delete EXIF data from image files by using the free ImageOptim program, as described on OS X Daily.

Photography Life’s Nasim Mansurov explains how to remove EXIF and XMP data from files in Adobe Photoshop and Lightroom. Mansurov’s tutorial includes a link to Phil Harvey’s free ExifTool.

Don’t tag your location to your phone’s photos

Facebook, Twitter, and other social sites and image-sharing services automatically hide the location information and other metadata attached to the images you upload to prevent viewers from downloading the information along with the photo. However, you’re still sharing the data with the service itself. Maybe you’re OK with that, and maybe you’d prefer to prevent the services from knowing where you were when you took the photo.

Remove location tags from photos taken with your iPhone or iPad via the Location Services settings. Screenshot by Dennis O’Reilly/CNET

To disable location services for the camera in an iPhone or iPad, choose Settings > Privacy > Location services and toggle Camera to off.

As Martin Brinkmann explains on the gHacks site, the simplest way to remove GPS data from images on Android phones is to use the free Image Privacy app, which adds a “Strip metadata” option to the Android Share menu. After you select the option, the menu reappears following a short delay. Now when you select a service (Twitter, Facebook, Dropbox, Flickr, etc.), the image is uploaded minus its location data.

So, your colleague sent you the PowerPoint presentation for your big client meeting. However, you noticed some errors that you want to fix and certain areas you want to improve. You try to edit the file, but to your dismay, you have no editorial rights to it as it is in Read-Only mode. Well, the good news is, you can still perfect that presentation! In this post, we will teach you how to unlock a Read-Only PowerPoint 2019 presentation. By the end of the article, you will be able to open that file and edit without any restrictions.

How to Unlock Read-Only PowerPoint Presentations

Some people still wonder how they’ll know if a PPT file is in Read-Only mode. Well, there are two ways to identify locked presentations. The first method is to check if there is the ‘Read-Only’ text after the title of the file. Secondly, when you open the presentation, you will see a yellow message bar across the top of the presentation, telling you that you have limited access to the file. Now, we will show you two methods for unlocking a PPT file.

Method 1: Clicking Edit Anyway

1. Open the PowerPoint presentation.
2. Now, go to the yellow banner message and look for the button which says, ‘Edit Anyway.’
3. To unlock the PowerPoint presentation, click the Edit Anyway button.

You will notice that the yellow message bar will disappear. Also, you will no longer see the ‘Read-Only’ suffix at the file name. Try making some changes to the PPT file to see if it is now editable.

Method 2: Selecting Mark as Final

Of course, there is more than one way to learn how to unlock Read-Only PowerPoint files. If you prefer taking the scenic route, you would not mind using a few extra steps in removing the Read-Only feature in your PPT presentation. Here are the steps:

1. Of course, the first thing you need to do is open the PowerPoint presentation.
2. Now, go to the top menu and click the File tab. You should be taken to the Info page when you do this.
3. You will notice that the Protect Presentation option is in yellow. You may even see a message saying, “The presentation has been marked as final to discourage any editing.”
4. To reverse this feature, select Protect Presentation.
5. A context menu will appear. Click Mark as Final to unlock the PowerPoint Presentation.

After performing the steps above, you will notice that the yellow message banner has disappeared. Of course, the Read-Only suffix at the file name will also be gone.

The Importance of Using the Read-Only Feature on PowerPoint Presentations

You may wonder why the Read-Only feature exists in the first place. It is worth noting that it has various uses for many people. For example, locking the file enables users to discourage edits. Activating this feature allows them to alert recipients that they already have the final version of the file. Moreover, the Read-Only feature secures the file against accidental edits that other people may unknowingly perform. In many ways, locking a presentation is a protective measure. It is also a polite way to ask other people to avoid modifying the file.

While this locking feature is a protective measure, it may negatively affect user experience: some users download the PowerPoint files they need to work on from the Internet, only to realize Protected View is enabled when opening them. Popular presentation template provider SlideModel is aware of this issue and helps to unlock read-only PowerPoint presentations. By following simple steps, users can download PowerPoint templates and easily edit them to make their presentations and save their work.

Various Ways to Protect Your PowerPoint Presentation

You may be interested to know how to secure your PPT files. If this is true, then you will be delighted to know that we can show you three ways to do so. Here are some of the methods you can use to prevent other users from tampering with your presentation:

Method 1: Enabling Read-Only

1. Open the PowerPoint presentation, then click the File tab at the top of the window.
2. Once you get to the Info page, click Protect Presentation.
3. Select Mark as Final from the drop-down menu.
4. You will see a dialog box which will tell you that the action will mark the file as final and saved. Click OK.

Method 2: Restricting Access

You can also use the Restrict Access option to prevent other people from editing your PowerPoint presentation. Here are the steps:

1. Launch the PPT file, then go to the File tab.
2. Select Protect Presentation to show its drop-down menu.
3. Select Restrict Access.

Once you enable the Restrict Access feature, people will still have access to the file. However, they won’t have the ability to modify, copy, or print the presentation.

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Method 3: Encrypting the Presentation

If you are using PowerPoint 2010, 2013, or 2016, you can use the steps below:

1. Open the PowerPoint file, then click the File tab at the top of the window.
2. Go to the left-pane menu, then select Save As.
3. Choose a location for saving the file.
4. At the bottom of the Save As window, click Tools.
5. Select General Options from the context menu.
6. Click the Password to Modify box, then enter any password you want.
7. Save the changes by clicking OK.
8. Submit the password again, then click OK to confirm the action.
9. Once you get back to the Save As dialog, click Save.

Do not forget the password you used because there is no way to recover it. Microsoft won’t even be able to help you remove the password.

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What’s great about Auslogics Anti-Malware is it was designed by a certified Microsoft Gold Application Developer. So, you can rest easy knowing that it won’t interfere with your operating system and your main anti-virus. In a way, installing this program is like adding another layer of protection on your computer.

Do you have suggestions on how we can improve this article?

We’d love to hear from you! Let us know your thoughts in the comments below!

by Abhinay Tiwari · July 20, 2017

To accommodate the growing needs of it’s users, Microsoft Powerpoint continues to update and implement new features that everyone has access to. If you are using Powerpoint for your projects, here are 5 advanced powerpoint sharing options that you can now the liberty to use with your slides:

1. Document Inspector

Before you begin sharing your powerpoint documents with others, it is important to know that Microsoft Powerpoint has the habit of saving and adding personal information automatically. These types of information can be removed using document inspector. Save a backup copy of your file before you try out the document inspector. Once you are done, look for the file tab and choose to enter backstage view. Look for the info pane and select the check for issues option. You can then choose Inspect document and uncheck/check all the content that you want reviewed. Click inspect and remove all sensitive data before closing it.

2. Inviting People

One of the safest methods of powerpoint sharing would be to invite people to view or edit your powerpoint presentation. It gives you the best level of control as well as privacy since you are able to choose the access level others have on your documents and monitor the changes they have made to your powerpoint slides. This is the best option for project collaboration.

3. Sharing Link

Much like the first available option, you can get a powerpoint sharing link under the share options. This also allows you to decide if everyone with possession of the link can edit or simply view the powerpoint slides. If you intend to publish the powerpoint on public pages like your blog, you can embed this sharing link, but make sure the permissions are only set to view instead.

4. Present Online

If you have live presentations with international investors or collaborators, this is the powerpoint sharing option to choose. Not only will you be able to decide if remote viewers can or cannot download your powerpoint, you can also share it live so that viewers can access the presentation using their web browsers. It’s helpful during conference calls since you receive real time feed back. You can also pause to make changes and resume with ease.

5. Publish Slides

Powerpoint also allows users to publish their slides through a Microsoft Sharepoint location or public library for convenient access between shared business parties. You can choose to review and track changes, as well as receive email notifications when there are changes made.

This tutorial is about How to Create a Custom Show in PowerPoint. Recently I updated this tutorial and will try my best so that you understand this guide. I hope you guys like this blog, How to Create a Custom Show in PowerPoint. If your answer is yes after reading the article, please share this article with your friends and family to support us.

• Check How to Create a Custom Show in PowerPoint
• How to Create a Custom PowerPoint Presentation
• Final remarks: How to Create a Custom Show in PowerPoint

Check How to Create a Custom Show in PowerPoint

PowerPoint is a complete graphics package for presentations. It provides you with everything you need to create a professional-looking presentation. PowerPoint provides tools for word processing, outlining, drawing, charting, and presentation management, all of which are easy to use and learn. If you have a long PowerPoint presentation but only want to show a subset of the slides, you can create a custom show. This allows you to present a stand-alone mini-slideshow or link to a slideshow for specific parts of your presentation.

Imagine this: You have a slideshow with 20 slides for the main topic, but with subtopics of five slides each. Instead of creating a new presentation for each subtopic, use the custom presentation feature to group them together. Then present the slideshow you need at that moment, or link individual slideshows for a specific audience. Custom slideshows, as the name implies, are user-customized slideshows. The purpose of a custom slideshow is to display only selected slides in your presentation without removing slides you don’t want to display.

To understand a custom slideshow, think of your individual slides as songs, and a custom slideshow is a playlist of those songs. Even better, because it’s a playlist, you don’t have to delete slides you don’t use. Even better, you can create as many custom slideshows as you like from a single presentation! Creating a custom PowerPoint presentation is a simple process. Plus, you can arrange the slides in any order and edit the custom slideshow as needed. Follow these steps to learn how to create a custom slide show in Microsoft PowerPoint.

How to Create a Custom PowerPoint Presentation

• Click the Slide Show tab.
• Click the Custom Slideshow button.
• Select Custom Shows.
• Click the New button.
• Type a new name for the slideshow.
• Select the slides you want to be part of the presentation.
• Click the Add button.
• Click OK.

Final remarks: How to Create a Custom Show in PowerPoint

I hope you understand this article, How to Create a Custom Show in PowerPoint. If your answer is no, you can ask anything via the contact forum section related to this article. And if your answer is yes, please share this article with your friends and family to give us your support.

Use the Document Inspector to Remove Hidden Data

To open the Document Inspector, click File > Info > Check for Issues > Inspect Document. The PowerPoint Document Inspection window shown below opens up.

Click Inspect to identify hidden content, and click Remove All to remove the item of your choice.

After you have completed these steps, save the document, and it will no longer contain the items you have removed.

Edit Document Properties, and Personal Information

To selectively edit or remove data, click File > Info > Properties. Click Show All Properties. Delete or edit information.

Remove Comments

Reviewers can add comments to a Microsoft PowerPoint presentation. Typically, comments contain the name of the person who created them, so that you can tell who wrote them. All comments can be removed by using the Document inspector, as outlined above.

View comments and delete selectively or modify

• Click the Review tab on the ribbon >Show Comments (in the Commentsgroup) to show comments and other annotation.
• Click Previous and Next to move between comments and Delete to remove a comment.

Remove Hidden Slides

• Click the View tab on the ribbon, and click Slide Sorter in the Presentation View group.
• Select the slide you want to delete, right-click, and click Delete Slide.

How to share your screen and PowerPoint in Microsoft Teams

Sharing your screen, presentations and whiteboards in Microsoft Teams is a great way to make your teams meetings more effective. And fun… After all, who doesn’t like a cheeky post-meeting game of hangman to secure the office bragging rights for the day? 🏆

In this article I’ll show you precisely how you can share your

• Entire desktop,
• A specific window,
• A PowerPoint presentation, or
• A whiteboard that your team can “collaborate” on 🙂

Sharing Content in Microsoft Teams

You’ve got a handful of options at your disposal when you want to share content in a meeting, let’s get clear on what the options look like and the best scenario for each. 👇

Desktop

Select the share your desktop option if you want to share your entire screen.

Note: This is the equivalent of having someone look over your shoulder and will include visibility of all your notifications, reminders, and other desktop activity.

Tip: Choose this option when you need to share multiple windows simultaneously. It’s a good idea to disable your notifications or set your computer to do-not-disturb mode first.

Window

Select the share your screen option if you want to show one of your open windows. An example might be a spreadsheet, webpage or word doc.

Note: This option will exclude notifications, reminders or desktop activity that occur outside of the shared window.

Tip: Choose this option if you only need to share one thing and want to keep the rest of your screen private

PowerPoint

Teams has built in the capability of sharing your PowerPoint presentations. This interactive method of sharing allows your team to interact with your presentation by skipping forward and backwards through your slides, without disrupting your flow as the presenter.

Tip: Choose this option whenever you present a PowerPoint and want your audience to be able to move through the presentation at their own pace.

Note: As the presenter you can disable the ability for others to browse through the slides if you wish.

Whiteboard

Each Teams meeting has a whiteboard where participants have space to ink together. Select the share your whiteboard option if you want to open the virtual whiteboard that everyone can collaborate on.

Tip: Choose this option if you want to brainstorm with your team and have your ideas attached to your meeting. Also great for a quick game of hangman, tic tac toe or dots and crosses. 🙂

How to share your screen in Microsoft Teams

1. While in a meeting, chat or group chat click the share icon
2. Choose if you’d like to share your entire desktop or just one specific window
3. When you’re done sharing click the stop sharing Icon

How to share a PowerPoint presentation in Microsoft Teams

1. While in a meeting, chat or group chat click the share icon
2. Choose from one of your recently opened PowerPoint presentations. Alternatively, click Browse to navigate to your PowerPoint file
3. Your team members will be able to navigate through your presentation by default. (Optional turn off this feature by clicking the eye icon to turn off participant navigation)
4. When you’re done sharing click the stop sharing icon

How to share a whiteboard in Microsoft Teams

1. While in a meeting, chat or group chat click the share icon
2. Select the whiteboard option from the menu
3. Everyone will be able to grab a pen and interact with the whiteboard

For more Microsoft Teams tips be sure to check out our Microsoft Teams 101 guide.

The Document Inspector gives users an easy way to examine documents for personal or sensitive information, text phrases, and other document contents. For example, before distributing a document, they can use the Document Inspector to remove unwanted information.

Microsoft does not support the automatic removal of hidden information for signed or protected documents, or for documents that use Information Rights Management (IRM). We recommend that you run the Document Inspector before you sign a document or invoke IRM on a document.

As a developer, you can use the Document Inspector framework to extend the built-in modules and integrate your extensions into the standard user interface.

The Document Inspector in Word, Excel, and PowerPoint includes the following enhancements.

Built-in Document Inspector modules

The Document Inspector has modules that help users inspect and fix specific elements of a given document. The Document Inspector includes the following built-in modules.

For all Office documents

• Embedded documents
• OLE objects and packages
• Data models
• Content apps
• Task Pane apps
• Macros and VBA modules
• Legacy macros (XLM and WordBasic)

For Excel documents

• PivotTables and slicers
• PivotCharts
• Cube formulas
• Timelines (cache)
• Custom XML data
• Comments and annotations
• Document properties and personal information
• Headers and footers
• Hidden rows and columns
• Hidden worksheets and names
• Invisible content
• External links and data functions
• Excel surveys
• Custom worksheet properties

For PowerPoint documents

• Comments and annotations
• Document properties and personal information
• Invisible on-slide content
• Off-slide content
• Presentation notes

For Word documents

• Comments, revisions, versions, and annotations
• Document properties and personal information; this includes metadata, SharePoint properties, custom properties, and other content information
• Custom XML data
• Headers, footers, and watermarks
• Invisible content
• Hidden text

Open the Document Inspector

To open the Document Inspector:

Choose the File tab, and then choose Info.

Choose Check for Issues.

Choose Inspect Document.

Use the Document Inspector dialog box to select the type or types of data to find in the document.

After the modules complete the inspection, the Document Inspector displays the results for each module in a dialog box. If a given module finds data, the dialog box includes a Remove All button that you can click to remove that data. If the module does not find data, the dialog box displays a message to that effect.

If you choose to remove the data for a given module, the dialog box displays descriptive text that indicates whether the operation was successful or not. If the Document Inspector encounters errors during the operation, the module is flagged, displays an error message, and the data for that module does not change.

Support and feedback

Have questions or feedback about Office VBA or this documentation? Please see Office VBA support and feedback for guidance about the ways you can receive support and provide feedback.

You must have seen so many dull and boring PowerPoint presentation and maybe you have looked for various PowerPoint presentation tips. After all, one good and effective PowerPoint presentation gives you a big help when you want to pass some interviews, do annual reports and other situations where you need PPTs to show you.

So here, we will introduce you top 10 PowerPoint presentation tips, just easy to learn and use, to help you make good and effective PowerPoint presentations.

PowerPoint Presentation Tips

1. Keep it simple and to the point

One PowerPoint presentaion is a tool for you to show your story, so just leave the irrevelant words and pictures out of your slide show and keep your presentation simple to see. One more, limit your bullet points and make it to the point. Remember that your audience shouldn’t stare at the PowerPoint instead of you.

2. Use easy transitions

Many people love use various presentation transitions between two slides, because they think transitions can make the presentation alive. But this is a wrong PowerPoint tip. The right way is, no matter which transition you use, like “Wipe Left-to-Right”, “Move” or “Fly”, you can use at most three types of transition effects and don’t use transitions among all the slides.

3. Choose the font perfectly

For a concise and attractive PowerPoint presentation, the font is especially important. Please use the common font on the computer. If the font is the one you create, you need to know that it cannot be shown on other computers. It is said that san-serif fonts are generally best for PowerPoint presentations. For example, Arial and Helvetica, etc. While, Times New Roman and more serif fonts are better to be used in document.

4. Select basic colour

Colour can interest your spirit and help motivate. And according to the purpose of your PowerPoint presentation, you need to choose the suitable colour. Anyway, try to use single and vibrant colour in one sentence.

5. Make the images high-quality

Ok, one more tip, if you want to show your presentation perfectly, it is helpful to use high-quality images. Don’t use the cartoonish line art unless you are teaching little children. Try to find some professional pictures and photographs, and then you can have a professsional slide show.

6. Make some contrast

One good speech needs not only impassioning voice, but also a good point. So does the PowerPoint presentation. Here, for enhancing your point, you can do some contrast. If you write some words on your pictures, you had better to make sure your font can be read easily and not be stolen the spotlight by the image.

7. Use easy-to-understand charts/tables

Sometimes, you maybe need charts or tables in your PowerPoint presentations. There are different charts for you to show different data, including Pie Chart, Vertical Bar Chart, Lline Charts and more. And tables are also your choice. You can use them according to your need, but please keep it simple. Don’t use much colour, underlines, or bold border, just remember “Less is more”.

8. Try to add narration to PowerPoint

You can add narration to PowerPoint presentation with video and audio if you feel approprite. Without doubt, when you are doing a report or teaching a class, a necessary PowerPoint presentation can make it more convincing and more interesting.

9. Make an uniform theme, but not use PowerPoint templates

When you begin to make a PowerPoint presentation or finish your PPT creating, you must clear that an uniform theme is more attractive and more professional. To be honest, your audience wants to view an integrated and unique presentation. It should contain coherent colour, similar-style images, sutiable fonts, etc. But don’t use templates, are you afraid that you have the same PowerPoint presentation with others? So no templates.

You can save your PowerPoint as “Design Template”, so you can use it (The unique one you made) in the future.

10. Classify your slides

Logically, when you make things into different categories, you have more clear understanding to them. Get out of the Slide View and into the Slide Sorter View, and then maybe you will find you can delete or add one slide into your presentation to make your PowerPoint presentation better and more logical.

Now, you have known 10 tips for PowerPoint presentation. And you can use the tips to make good and effective PowerPoint presentation. If you have better ideas about making PPT, you can leave us a message.

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May 24, 2018 09:45 / Updated by Jenny Ryan to PowerPoint

Read this article to embed IFrame code to insert HTML pages to PowerPoint presentation.

Follow this article to convert PowerPoint to video for a better sharing easily and freely.

Can QuickTime directly save the screen recording as MP4? This post shares 3 ways to make QuickTime export MP4.

7 September 2015

Redaction is ‘black-lining’ a document so other people can’t see personal or confidential information. Governments, companies and individuals all do it, though few go as far as the European Commission which released a 14 page letter from a tobacco company with almost completely redacted including, in some cases, the page number (see bottom right).

Redaction isn’t just for corporate secrets. Before forwarding information to others, we all need to hide account details, credit card numbers, passwords or other information. For example this car rental invoice:

In this article we’ll show you how to remove personal details or fully redact Office documents.

Redaction Tool

Microsoft used to have an Office Redaction Tool but they dropped it. However, the code was made open source and is available as the separate and unsupported Redaction Tool.

officially for Word 2007/2010 for Windows however we’ve successfully used it with Word 2013 and Word 2016. All the examples below are taken from Word 2016 running on Windows 10.

Why isn’t redaction a supported feature in Office? It’s an often requested feature by governments and organizations but Microsoft won’t budge. Most likely, Redmond is worried about complaints and lawsuits from redaction issues so it prefers to stay away from the whole concept of redaction.

Download the redaction tool from here. It installs easily and should also install any .NET Framework and VSTO Runtime that’s necessary. You may have to restart Word to see the Redaction tools.

The tools appear in the middle of the Review tab.

It’s a two-step process. Firstly Mark the text and other elements to redact. Do that by selecting in the usual way then choosing Review | Redact | Mark

The Marked parts appear as grey shaded text. Pictures can also be marked for redaction.

There is an option to Find text and immediately mark it. Useful for redacting names, account numbers or other recurring text.

Of course, you can also select text and Unmark it or Unmark everything.

After you’ve marked everything required, choose Review | Mark | Redact Document. This will create a copy of the original document and replace all the marked items with black bars or boxes.

As you can see, there’s a button for the next step, Inspecting the document, to check for common (but not all) other hidden details that you may want to remove before sending out the redacted document.

Finally, save the new, redacted, document. Send the redacted doc either as a Word document or as a PDF file.

How it’s done

The black bars are made with apostrophes which are then ‘highlighted’ in black. There’s no way to recover the original ‘marked’ text because it’s been removed.

Any picture is replaced with a black image.

Microsoft Teams is the meeting and collaboration tool that is available within Office 365. It is something I use daily, either to chat to colleagues, attend meetings, present at meetings, or make phone calls. And I speak to a lot of people who are transitioning from Skype or another platform to Microsoft Teams as their organisation moves to adopting more and more services within Office 365. One complaint I hear quite a bit is that when presenting Microsoft PowerPoint slides within Teams you loose the ability to see the chat window.

I’m going to show you a way of still presenting your slide deck, and have access to the chat window to see what attendees are saying/asking.

Sharing content in a meeting

There are multiple ways of sharing content to your fellow meeting attendees. You can share your Desktop which shares your entire screen which includes all your notifications and other activities. You can share your Window which just so one window and no notifications. You can share a Whiteboard which allows you to collaborate with other users in real time. And the last option to share content with your fellow meeting attendees is share PowerPoint.

When presenting a PowerPoint slide deck with fellow meeting attendees, most people, and I include myself in this bracket, open up PowerPoint, start the slide show and either share their desktop or window to allow others to see the slide deck. And this is when it presents a problem, the slide deck takes up all your screen and if you are on a laptop or only have one screen you can’t easily see the Microsoft Teams chat window. Meaning your interaction with comments about your slide deck or even the odd “Thanks, but I need to drop off” message gets lost until you break out of full screen mode.

To negate this I have started to get into the habit of sharing my PowerPoint slide natively in Microsoft Teams instead.

Share PowerPoint slides in a meeting

As I said there are multiple ways of sharing content with your fellow meeting attendees, one of them is to share your PowerPoint slide deck with them. The pros of doing this are:

• Your meeting attendees can move around to different slides without interrupting the main presentation
• You can still see the chat window, or fellow attendees video feed, so you can get feedback as you present

The cons of doing this are:

• You don’t get the PowerPoint presenter notes view with this method so if you rely on your notes it maybe an issue

So to use this feature, join the meeting as normal. Click on the sharing button as you would normally do.

You’ll be presenting with a selection of options, near the right hand side you will see PowerPoint and a list of recently opened PowerPoint presentations. There will also be a Browse button if you don’t see the one you are looking for. This feature works best if your PowerPoint files are either in your team SharePoint site or your OneDrive. If it isn’t in one of those locations you can upload it.

Once you pick the PowerPoint you want to present you’ll see the slide deck display within the Microsoft Teams window.

You can move slides on either with the arrow keys on your keyboard, or space bar like you would within PowerPoint itself. There are also some arrows on the screen in Teams you can use.

As I mentioned earlier using this option allows your fellow attendees to move through the presentation at their own pace without interrupting the main presentation, however if you don’t want this to happen you can control that also.

In the left hand side of your screen you will see a control bar that allows you to move slides, see what slide you are on versus what is left, stop the presentation and the small eye button can stop others from moving on at their own pace through the PowerPoint presentation.

With this method you have access to the chat, as well as being able to see your presenter notes. Plus you have access to annotate or draw on your slides if you are trying to highlight something to your audience.

Set Who can Present

Another great tip that I have come across is being able to configure who has presentation rights within your meeting when you first configure your meeting – check it out here Microsoft Teams Configure Meeting Presenters

What’s the best presenting tip that you’ve come across? Please share!

The first step in protecting a presentation is the “Mark as Final” command. This essentially locks the presentation in place, saying that others can read and view it all they want, but not make alterations to the presentation. To mark a presentation as final, you need to click on the File button and then choose Info. Under the Protect Presentation option, you will see the ability to “Mark as Final” which will put your presentation into this mode.

Encrypt the file with a password

Encrypting your file with a password is a great idea if you’re making a presentation for internal viewing only, as you can use it to ensure that only people with the password can view the PowerPoint file. Click on “Encrypt with Password” and set a password.

Get a digital signature

You can also get a digital signature for your document, which is a security feature that Microsoft recommends in a number of places throughout its office suite. Choose this option, and if you don’t already have a digital signature set up, Microsoft will send you some links where you can follow the prompts to obtain one from one of their partners.

Restrict access

Now, depending on what version of office access you have, you may see some additional options here – notably, restrict access. If you do have that option, you can use it to fine tune the permissions of people that you may have shared the presentation with.

Using Microsoft’s PowerPoint software, people create new presentation for marketing, office, or college purpose, there are number of ways to share those presentations with others. Although, people can use these presentation as a slideshow for next business meeting, and collage guy or office people can use it to present their project at college or office. People can significantly increase number of eyes to see it by sharing it on a social media site such as Facebook. Using social media site Facebook, people can share slideshows, digital resumes and other PowerPoint presentations. This is quite simple to achieve by first converting PowerPoint presentations (.ppt) file to a video file. PowerPoint presentations file can be saved in “.wmv” (Windows Media Video) file format. Facebook supports this file format, and using this file format user can directly upload file to Facebook.

This article provides detail explanation on,

How to convert a PowerPoint presentations (.ppt) file to a video file using Microsoft PowerPoint

How to upload the converted presentation video file to personal Facebook account

In Windows Operating System

Method 1 − Upload PowerPoint to Facebook as video

Step 1

Choose and open the PowerPoint presentation that user likes to upload on Facebook.

Step 2

Convert .ppt file format to .wmv file format (Save the PowerPoint presentations file as a Windows Media Video file). To do this conversion,

From the standard toolbar, click on the File tab → Save As.

In the Save As dialog box, user can change the “File name” or can keep the same how as it was earlier. The “Save as Type” dropdown menu facilitates users to convert “.ppt” file to “.wmv” file format, from “Save as Type” dropdown menu select Windows Media Video. This conversion may take several minutes to complete.

Step 3

Make sure that the video file size should not exceed the maximum file size supported by Facebook, to check the file size of .wmv file,

Right click on .wmv file to select properties from context menu

In properties dialog box, click on the general tab to view the size of the file in megabits (MB). Check that the file size should not exceed the maximum file size (1, 024 MB).

Step 4

Ensure that the video should be too long, to check that,

Open, the created .wmv file in any Windows media player application, to check the exact length of the video file

Make sure that the file should not run more than 20 minutes

Step 5

Choose web browser to permit pop-ups from Facebook,

In IE, click on Tools → Options → Privacy tab from Internet Options dialogue box and then click on Settings in the Pop-Up Blocker menu. Enter in the field labeled address of website, press enter and click the close button. An exception for Facebook has been added to IE.

In Mozilla Firefox, click on Tools → Options → contents option → exceptions button. Enter into the field labeled address of website and click OK. An exception for Facebook has been added to Firefox.

Step 6

Open Facebook account using username and password. Click on the “Add Photos/Video” option to open video upload dialogue box, facilitates users to share their favourite photos and video with Facebook friends.

Step 7

Once user click on “Add Photos/Video, it opens “Upload Photos/Video”, after clicking on “Upload Photos/Video” it opens File Uploader to upload Photos/Videos file, choose the file that user wants to upload and click on open. This process will load Photos/Video from the hard drive to Facebook.

Step 8

Terms and condition at the time of upload process,

The Terms of Agreement window will appear, read the Terms of Agreement and click the “I Agree” button to begin the upload process.

Depends on the size of the video and your Internet connection speed, the upload process may take several minutes to complete.

The process will successfully upload the PowerPoint presentation file to Facebook.

Method 2 − Upload using SlideShare app on Facebook

Before implementing this method, just go to the slideshare.net, create an account to read the information, because without knowing about SlideShare app, user cannot upload PPT to Facebook using SlideShare app.

After reading about SlideShare app, go to Facebook, login to the account using Username and Password and search for Slideshare, get it and add it to the application section. This process will display the SlideShare page on Facebook with “sync SlideShare.net Account” option. Combine both account (Facebook account and SlideShare account).

One all above process successfully done, click on the “Upload” button to upload PowerPoint to Facebook. After uploading PPT into “My Slidespace” section, click on the “Post to Wall” option.

This process will also upload the PowerPoint presentation file to Facebook, but sometime it erases animations, transitions, music and video clips.

Method 3 − Using Google Docs

Google Docs is one of best web app to upload and edit the presentation file in the cloud, does not requires any other software to support Google Docs in its upload process.

Just login to Google Docs and upload the PowerPoint file on it. To do this, click on the “Share” tab on the top right of the main page and choose “Share”, this will facilitate users to see the PowerPoint or the chosen persons.

Next, click on “Publish/Embed” to visualize the presentation available to everybody on the web and Google Docs offers the embed code that can be used on the blog, take that URL and post it on Facebook so that everybody can see the PowerPoint presentation.

Conclusion

The above 3 awesome methods explains that how to share the PowerPoint presentations on Facebook with ease in less time.

Wh ether you present professionally or if you’re just looking to get inspired for your next PowerPoint/SlideShare presentation, look no further. We’ve compiled a list of five of the best PowerPoint/SlideShare presentation examples.

These best practice approaches will help you get on track to improve your presentation and deliver a one-of-a-kind experience for your audience.

Your attendees will thank you, your colleagues will praise you and you’ll congratulate yourself for delivering a high impact presentation. Check out the SlideShares below.

1. “Fix Your Really Bad PowerPoint”

Based on the ebook, Really Bad PowerPoint (and how to avoid it), by marketing visionary Seth Godin, this presentation clues us in on some tips to help fix – what many can consider as – “horrible PowerPoints.”

Of course, you can also expect some great takeaways about marketing and sales from the marketing guru himself.

2. “What Would Steve Do? 10 Lessons from the World’s Most Captivating Presenters”

Brought to you by the team at HubSpot, this presentation provides actionable tips delivered in a visual way. It features lessons – using examples – from some of the great presenters of our time. It helps explain the importance of storytelling and using simple visuals to help show your audience the message you have in mind.

3. “How I Got 2.5 Million Views on SlideShare,” Nick Demey

Nick Demey has created powerpoint presentations that have gotten over 2.5 million views on SlideShare. In this deck, he shares some tips and tricks for creating awesome presentations to help you potentially achieve the same thing.

4. “10 Powerful Body Language Tips for Your Next Presentation”

Have you ever wondered about how much body language can affect a presentation? This PowerPoint talk provides body language tips that will help change the way you present.

The design and overall aesthetics of this PowerPoint is also something to keep in mind when designing your next presentation.

5. “5 Killer Ways to Design the Same Slide”

Design plays an important part in creating a captivating presentation. It can potentially be as important as the content itself – when trying to get a point across. Visual communication is a major way people receive information during presentations. This quick powerpoint shows you a few different ways you can design the same slide ( that’s all centered around the same content) depending on what you want your presentation to accomplish.

In my Powerpoint have images that are linked to a folder. I need to send this to a user that does not have access to the folder. I need the images to retain the current content.

I have tried to manually copy and re-paste as image AS PICTURE then send the PowerPoint, this works and this retains the content and date setting in the images.

How could I programatically do this as I have 32 PowerPoints?

2 Answers 2

This one was a fun challenge!

The CopyPictures macro is really the only macro that you need, but I’m including the other two that I used to set up and debug the whole situation.

The CopyPictures macro loops through every shape in every slide of the powerpoint and says that if the current shape it’s inspecting has type msoLinkedPicture , it will simply re-add that picture to the powerpoint using the link it’s based on but instead choose for the picture to be saved with the document as an msoPicture ! The new picture is placed at the same location and is scaled to match the current picture. Finally, it deletes the ‘old’ linked version of the picture since it has already been replaced.

The AddLinkedPicture macro was used to add a linked picture to my active slide and then I used the second macro, ShapeTypeDebug , to make sure that the picture I added had the proper type, msoLinkedPicture .

You can use the ShapeTypeDebug macro to check whether any of the shapes on the current slide are a picture. I used this before and after running the CopyPictures macro to make sure that the pictures were properly ‘converted’.

Note that the method I’m using doesn’t make a copy of the current picture, so if you’ve done some other editing to it within powerpoint, my method will lose that editing.

Joseph Turow, a professor of communication at the Annenberg School for Communication, says hackers may be using your posts against you.

An innocent, seemingly fun and engaging social media trend has been popping up on news feeds. In an act of solidarity with high school seniors who were finishing out their final semester at home due to the coronavirus stay-at-home order, Facebook users were sharing their own senior class photos in nostalgic posts.

While it is a nice sentiment and the presence of cameras in nearly every cellphone has made it easy to take and exchange pictures, there are certain considerations one should keep in mind, according to Joseph Turow, the Robert Lewis Shayon Professor of Communication at the Annenberg School for Communication.

“It is a part of life today,” he says. “Phones with cameras make it very easy and alluring to share photos, and it is understandable people want to share. It is also difficult to argue that every posted photo is going to lead to a scam or be hacked.”

Turow, who has authored 11 books, edited five, and written more than 150 articles on mass media industries, says the technology of hacking is continuously evolving. So, we don’t know what will happen in the future in terms of how scammers will use information.

“The more photos reflect the context of a person and their relationships with others, the more that person can be denoted by their location which in turns allows hackers greater access to personal information,” he says.

Turow urges participants to beware, because these kinds of posts can make users more susceptible to hackers trying to break into online accounts.

“The problem is that there are so many photos of people,” he says. “There is a possibility that someone will attach a name to your photo. If you appear in a photo of friends who also have been tagged, people with malign intent can try to trace these relationships and use them to fool people into giving up information. It is amazing how much stuff is out there about everyone, and what people share about themselves, often without being aware they’re doing it.”

When sharing these photos, users posted them with the hashtag #ClassOf020. Scammers can quickly scan sites for this hashtag and possibly find the name of your high school and your graduation year.

These are the two most common online security questions, and if your social media account isn’t protected, scammers can find out a lot more about you, according to Turow. Also, a high school graduate year also implies a person’s age and, often, the age of friends in the photos.

“Hackers looking to break into your private accounts could use any piece of information you share in a viral challenge,” Turow says. Year of graduation, cities in which you’ve lived and the makes and models of all the cars you’ve owned are examples; those cars, cities, and graduation years may show up in photos you share. (Often photos contain side information about date and location.) This can be used to infer other revealing details, such as your date of birth and the city you grew up in—also popular security questions to bank accounts and retirement funds.

“Criminals can try to use this information to get more information from you that will then allow them to target you for money out of some online accounts,” Turow says. “Hackers are continuously looking for ways to get into people’s files to find out ways to get into their monetary accounts and take on some aspects of one’s identity in some type of way.”

In addition, he says people “use these details to hack social media accounts, guess security questions on financial sites, and send customized ‘spear phishing’ messages designed to fool you into forking over sensitive information.”

The Better Business Bureau (BBB) cited similar concerns about other recent trends involving personal information on social media, including posting about the make and model years of all vehicles you’ve ever owned, your favorite athletes, and your favorite shows.

Hackers looking to break into your private accounts could use any piece of information you share in a viral challenge. Joseph Turow, Robert Lewis Shayon Professor of Communication at the Annenberg School for Communication

“I think the BBB is right,” Turow says. “The problem is some people make it very easy to find out what their passwords are. People tend to use the same password over and over again, which makes it easy to steal. The consequence is that if it is stolen, it can be used to get into every aspect of your life.”

The trick, he says, is to minimize the overlap of passwords and be very careful. He also says people should never click on a link in an email unless they are sure who sent it, a common way for scammers to infiltrate your computer.

“The information is legally being traded by advertisers, marketing agencies, and data brokers,” Turow says. “How many people actually read the privacy policy? And how many people actually understand the wording? It is purposely long and written to confuse the consumer.”

If a person does plan to participate in these ongoing trends, because another one will soon come along and users may not be able to resist the temptation to play along, Turow says to take extra precautions.
He advises people to think twice before participating in these types of trends.

“While it may seem like the information is being shared with only your friends and family, it can also be shared with hackers and scammers who troll the social media sites,” he says. “Once your data is in the wild, it stays in the wild and can be used by any number of unscrupulous characters.”

Before you share too much, Turow suggests tightening up security settings and regularly changing the security questions you use to access online banking and other services.

Turow’s final advice: Stop and wait before you share anything and think about it; realize that when you put anything in an email, or social media, you are posting something that has the potential to become public; and act as if nothing on the internet is private.

When you give advice to clients or patients for a living, you’ll know that protecting sensitive and personal information is crucial. But are you clear on what counts as a breach of confidence or what to do if one occurs?

From how to protect confidential information, to what breaches of confidence look like for different jobs, here’s what you need to know about confidentiality in the workplace.

What is a breach of confidentiality?

In short, a confidentiality breach is the disclosure of information to someone without the consent of the person who owns it. In other words, failing to respect a person’s privacy or the confidence in which they gave the information or data to you, by passing it onto someone else.

Why is confidentiality important?

Protecting confidential information is vital. If you’re in a position where you have access to or are given this type of data at work, your career relies on your ability to keep patient or client confidentiality. If you don’t, you could lose trust and integrity in the eyes of your existing (and potential future) clients, who could terminate your contract and take legal action against you.

Therapist/patient confidentiality

Unsurprisingly, patient confidentiality is highly important for therapists and counsellors. It forms part of the therapeutic frame of appropriate boundaries, which creates a safe space for a good working relationship to form.

Here’re some examples of ways you could unintentionally break patient/therapist confidentiality:

• Sharing confidential information about a client with a family member or friend
• Talking about confidential information somewhere you can be overheard
• Leaving your computer containing confidential information open to others
• Continuing to work with a client when there’s a conflict of interests (for example, they know one of your family members or friends)
• When permission to share information is given but isn’t specific, this can create confusion and result in a potential breach (for example, a patient may give permission for their information to be shared with a teacher but not their GP)

Accountant/client confidentiality

Accounting consultants have a responsibility to act in their clients’ best interests. As an accountant, you’re required to comply with codes of practice when handling confidential information, which means clients often speak openly and reveal information to you that could damage their business if it got into the wrong hands.

Here’s some ways you could end up breaking client/accountant confidentiality:

• Sharing client information with a third party without permission or the authority to do so
• Using confidential information for your own personal gain (or someone else’s)
• Leaving personal or sensitive information accessible to others (for example on an unsecure computer or mobile device)

HR consultant/client confidentiality

As an HR consultant, maintaining confidentiality when working with a client is essential for building integrity with business leaders and management. Clients must be able trust you to openly share the information you need to do your job. Here’s some breach of confidentiality examples you could find yourself facing:

• Saving sensitive information on an unsecure computer that leaves the data accessible to others
• Sharing employees’ personal data, like payroll details, bank details, home addresses and medical records
• Using materials or sharing information belonging to one employee for another without their permission, like PowerPoint presentations
• Disclosing information that’s not of a personal nature, like leaking news of redundancies, new products or mergers

Breaking confidentiality – is it ever justified?

There are a small number of cases when breaching confidentiality might be OK. Here are some of them:

1. If there’s a significant risk of the client harming themselves or someone else, particularly if a child or vulnerable person is involved
2. When sharing the information is required to comply with the law. If it came to light that your client’s company was breaking a law, depending on the circumstances, you may have an obligation to report this, or risk appearing complicit by association
3. If the matter falls under the scope of the Public Disclosure Act 1998 (“Whistleblowing”). Strictly speaking, this legislation is there to protect employees. But if the matter is of a serious enough nature and/or it’s in the public interest to breach confidentiality, this law might protect consultants, too

How to protect confidential information in the workplace

There are a few steps you can take to protect yourself and your livelihood from breaches:

1. Talk to your client early on about what information you’ll have access to (if they’re a business), how their information will be used and when (if ever) you would need to break confidentiality and share their data. A written contract or agreement is useful here
2. Treat personal data very carefully. Don’t store information for longer than necessary, and make sure your computer is secure and compliant (for example, that it has the right security software)
3. It sounds obvious, but don’t talk about confidential information relating to clients outside your professional practice. If you are given permission to share sensitive or confidential information, make sure you and your client/patient are both completely clear about who you have permission to share it with and in what circumstances

I think I’ve breached confidentiality – now what?

Despite your best efforts, sometimes breaches can still happen. When they do, it’s best to be honest, so come clean quickly. If you’re working with a business client, let their Internal Data Compliance Officer (or equivalent) know. If your breach relates to a patient, speak to your accrediting body – like the UKCP and/or BACP – for advice. You should also contact your own legal representative and tell your professional indemnity business insurance provider.

Small Business Insurance

• Share
• Tweet
• Share
• Email

Any time you interact online, that information is recorded in the network. And, as with in-person communication, once you’ve shared something, you can’t control what happens to it — or how people will interpret it. Other people can repost or forward content to any audience without your permission, websites can sell information to other businesses, and data can be legally subpoenaed. Websites and search engines automatically pick up and duplicate content, making it impossible to “unshare” — the Internet never forgets!

Think twice before sharing anything online; ask yourself if you’d be comfortable becoming famous for it.

Once information has been shared with others, it can be replicated, sold, manipulated, misrepresented, and made (very) public, all without your permission. This is especially true when you’re sharing information over a communications network, where it may be intercepted by others (see: Someone Could Listen), and, depending on what medium you’re using, may be permanently recorded.

Information on the Internet is easily duplicated — intentionally by users, and automatically for archiving — and once it is distributed across multiple locations, it’s unlikely it will ever be forgotten. Websites are crawled, analyzed, and cached by search engines, and are made available in online archival repositories (such as the Internet Archive) as well as being saved in offline storage. It is common practice to automatically back up or mirror email, mailing lists, news repositories, and other server content. Currently, there is no workable protocol for the automatic deletion of data, even after a person’s death. Even with tremendous resources, it is impossible to trace all of the digital and physical copies of a piece of information, not to mention all of the humans who remember it, to guarantee absolute deletion — even if you had the authority to do so. (Even the government can’t do this!) Moreover, even if the original data were somehow all deleted, information derived from it through data mining and inference techniques (see: You’re Leaving Footprints) could still persist.

Finally, anything shared over the network is subject to misinterpretation. Clear communication is never guaranteed in any venue, and the chances of someone misinterpreting your meaning — or of you misinterpreting theirs — are increased in online communications. Messages do not have as rich a context, and are missing some of the cues we usually use to convey our communicative intent. The probability that you will be understood also depends on whether your target audience is coming from a similar background and viewpoint, and therefore whether they have a good notion of what you’re likely to be trying to get across — but even then, your assumptions about their point of view may not always be correct. Furthermore, what you post online may be seen by people who aren’t your target audience, if you either didn’t know or didn’t think about who else would have access to the content. This larger audience may not have the same context and viewpoint as your original target audience, so may interpret what you say according to their own expectations and may judge it by different standards.

NEWВ FROMВ JUMPTO365

DIY – Track Vaccination

Recipe for building a Power App for tracking employee and student Covid-19 vaccinations and boosters. No subscription. No additional licenses.

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Microsoft Teams offers some cool features when it comes to sharing files in private chat. Private chat is when you click Chat in the desktop app bar and start or continue a conversation with one or multiple people. I’m not talking about using anything from the Teams app in Teams here. For a video overview and demo of this topic, press play below.

Sharing files in private chat in Teams is great. Except, don’t let it be a crutch. Teams is meant to be a collaboration tool among teammate; group chat is not the way to do that, especially when it comes to sharing files. The main reason for that is because when someone shares a file, it’s uploaded to a special folder in their OneDrive for Business called Microsoft Teams Chat Files. The file can’t just be hosted in some “ether” somewhere. You need to control it somehow. And OneDrive is how you control it. I’ve seen too many people use private chat as a crutch and you shouldn’t because if you share files there, the person who shares the files might leave. If they do, their files go bye-bye. The point is, for teamwork, use Teams. For one-off stuff, use private chat.

To share a file, open Chat from the Teams app bar, find the appropriate message, and click the paper clip [attach] icon. Upload the file from your computer. Now, notably, you can choose the permissions. Select from the below options.В If you choose People currently in this chat, just know that this is a snapshot-in-time permission setup. If you add or remove people from the chat, the file permissions remains the same. Another reason to use a Team! A Team’s file permissions are fluid with the Team itself!

If you’re not aware, all files shared in a Teams chat are uploaded to the OneDrive for Business of the person who uploaded the file. That means even if you click the Files tab of an ongoing private chat in Teams and you see dozens or hundred of files, if those files were uploaded by different people, each file is uploaded and stored in the Microsoft Teams Chat Files folder in each person’s respective OneDrive for Business. If you’re a guest in a tenant, you’ll notice you can’t upload files; this is why: you don’t have a OneDrive to save files to in their system.

Once a files is uploaded to that location, you can always remove or expand permissions, which is actually quite liberating. It means no matter who has access to the chat, you can still manage who can access that file. (Wait?В Different people than are in the chat can see the file?В What do I do!?В See below. )

Once you’ve shared the file, you might want to change the permissions. Even if you change the membership of the chat, the permissions of the file don’t change. That’s right!В You have responsibility! I know, responsibility is hard.

To do that, open your OneDrive for Business app from Office.com (the blue cloud). Open the folder where the file lives (almost certainly in the Microsoft Teams Chat Files folder). Click В в‹® Show actions > Manage access. From here, you have options to update the permissions using internal names or external email addresses. Update the permissions accordingly. If your chat removed someone, remove that person. If it added people, add those people. Or don’t. All of this is completely up to you.

File permissions in chat is complex. It shouldn’t be, but it really doesn’t matter what tool you use.В You could be all about Dropbox or Box mixed with Slack or Skype and the same issue persists.В Basically, you’re asking for a bit of a complex solution where certain people that you chat with also have access to files you share. It’s convenient, but requires at least a little bit of expertise when you use the feature.

Otherwise you’re going to end up at the end of this post wishing you had read the whole thing before you shared stuff with people you shouldn’t have.

Personal Information on PowerPoint Files

You may not realize it, but it’s easy for all kinds of personal data to attach itself to a Microsoft PowerPoint presentation created on your personal computer. This isn’t necessarily a bad thing, since it prevents you from having to enter information on authorship every time you create a new presentation. However, it is something you want to be careful about when sharing your presentation either by email or publishing online.

Removing personal information can be a little tricky since it’s not always obvious it’s there. In fact, much of this personal data is hidden behind the scenes. This means that people probably won’t find it unless they’re specifically looking for it. Then again, the people who want to use this information for sketchy purposes know just where to look.

Removing Personal Information

Before making any changes, first make a copy of the PowerPoint presentation you wish to share under a new name. This way you can still keep your notes on the original version, and publish the copy without them.

The next step is to click on the Office button, choose Prepare, and then pick Inspect Document. This will bring up the Document Inspector window as shown in the second screenshot above. Check the box in front of each type of content that you want to inspect. If you’re concerned about people accessing hidden personal data, make sure to check the box in front of Document Properties and Personal Information. Click Inspect to continue.

After searching the content, the Document Inspector will return with at list of items found and give you the option to Remove each of these items, one by one. Note the warning that removing some information cannot be undone. This is why it is best to be working with a copy of the original presentation.

If you haven’t created a copy of your PowerPoint presentation yet, you can click Close and no changes will be made. If you’re ready to go ahead and make the changes, click Remove All. Afterwards, to double check that everything was successfully removed, click Reinspect and repeat the process.

When you’re satisfied that all of the information has been removed, save the file again. Now you can share your presentation without worrying about any lingering hidden personal data.

Additional Resources: For more tips, be sure to take a look at the other Microsoft PowerPoint hints and tricks available here on Bright Hub’s Windows Channel. New and updated material is being added on a regular basis, so bookmark the site and check back often.

This post is part of the series: Sharing Your Microsoft PowerPoint Presentations

Once you have your Microsoft PowerPoint presentation in tip-top shape, the next step is to share it with others. In this series, we take a look at how to share a presentation online or through email as well as give advice on things to watch out for when making your presentation public.

This guidance complements the UWE guidance on Polling.

Once you have started creating polls in Mentimeter, you may want to know a bit more about how to manage them. This article covers polling in and outside of class, hiding results, closing a poll and sharing both the results and the presentation itself.

Usually you are likely to be using polls within a class in real time, looking for students’ immediate responses to questions you present during your lecture. This is synchronous polling. By default, the polls you create will be set to ‘Presenter Pace’, which means students will not be able to move on to the next slide in your Mentimeter presentation until you do.

However, it is possible to make asynchronous polls for students to complete in their own time. You might do this if you want them to reflect on a lecture before giving you their feedback, or if you want to gather some data in advance to look at in class. To do this, you will need to change the poll to ‘Audience Pace’ using the ‘Configure’ option in the top bar.

During a presentation, your slide will by default have a 5 or 6 digit code at the top for students to access the poll on their device (if you wish, you can hide this by clicking on ‘Hide instructions bar’ under the ‘Customize’ tab, or using the shortcut key ‘b’ during the presentation). This code is best used for synchronous polling, as it usually expires after two days. If you want students to use a poll outside of class it is better to use a link or QR code, which can be found by clicking on ‘Share’ at the top right of the screen.

You can also get the voting link from your home page by clicking on the ‘Share voting link’ from the 3-dot menu to the right of the presentation.

In a class situation, you may want to control when the results of a poll are made visible. It depends whether you want students to answer without being influenced by others, or if you are looking for them to build on each other’s suggestions. For example, a multiple choice question where the results appear instantly on the screen may encourage people to go with the option that is most popular, rather than one they think is correct. However, if you are asking about their favourite part of the course in an open format such as a word cloud, you may want them to see each other’s answers to remind them what they have done. Or, if you’re brainstorming for suggestions, you may want them to be inspired by previous entries. You can choose to show or hide results for individual slides under the ‘Customize’ tab. This can be toggled during the presentation using the ‘h’ key.

In an asynchronous poll, users will not generally see the poll results until they have voted (unless you have already given them a results link – see below). You can restrict this further; under ‘Share’ in the menu on the top right-hand side of the screen where you have the option to choose who can see the results:

• ‘Everyone that has participated’ – with this setting, all users will get an option after they have voted to be emailed the results.
• ‘People with the live results link’ – users will not get an option to receive an email, but you can still send the results link to chosen people.
• ‘No one but me (private)’ – even if someone has the link, they will not be able to access the results.

You may wish to stop new entries being added, for example in class if you have given sufficient time for voting and want to move on to a discussion of the results without late votes causing a distraction. Use the ‘c’ key to toggle between open and closed.

For an asynchronous poll, go to the ‘Customize’ tab and select ‘Close voting’ for an individual slide, or go to the ‘Share’ button on the top right of the screen and under the ‘Participation’ tab switch Audience Access to ‘Closed’ to make the whole presentation unavailable.

Some actions are only available once a poll is closed. For example, in a word cloud, once voting is closed you can remove words from the cloud. Be aware you can switch the poll back on again, and there is nothing to stop a removed word being re-added once you do.

From your home page, click on ‘Share’ button and the link to the live results is found under the ‘Presentation sharing’ tab.

This link can be emailed to individuals or put on your Blackboard site. The link will take users to a slide showing the voting results as they stand (remember, these may change unless you have closed the poll). Alternatively, you can show the results directly on your Blackboard site using the HTML code given.

You can also find the link by clicking on the 3-dot menu for the presentation in ‘My presentations’.

You may also want to share your presentation with other members of staff so they can use it in their sessions. This will create a new version of the presentation in their account.

Either: find the presentation on your home page, click on ‘Share with…’, tick ‘All members and admins’ and Save. The presentation will then be available to anyone in your organisation by going to the ‘Shared’ section on their home page.

Or: copy the link at the top of the page when you are in edit mode in the presentation (it should end in ‘/edit’) and email it to a colleague.

Either way, they will get a copy of the presentation in their account which can be edited independently – any changes will not affect your copy, and results will not be shared.

Although it is not possible to have one set of merged results for presentations in different accounts, you can export the results to Excel if you want to analyse the data all together. This is accessed via the ‘Share’ button and clicking on the ‘Presentation sharing’ tab.

For further support, don’t forget you can access the Mentimeter Help by clicking on the question mark button in the top right-hand corner of the screen, or by clicking on the speech bubble on the bottom right-hand corner.

Or you can contact a member of LIU staff by dropping in to 3Q64 or emailing [email protected]

See other Mentimeter articles on our website: