Practical Application: Managing Multiple Presentations

Instructor: Beth Hendricks

Beth holds a master's degree in integrated marketing communications, and has worked in journalism and marketing throughout her career.

PowerPoint has made managing multiple presentations as simple as dragging and dropping, in some instances. In this activity, you'll get hands-on practice with managing multiple PowerPoint presentations.

Managing Multiple Presentations

In the course titled, PowerPoint: Skills Development & Training, you learned a lot about managing multiple presentations. In this practical application, we will put your knowledge to work!

Multiple Presentation Scenarios

Scenario 1: Merging Data

Tiffany's coworkers have elected her to create a PowerPoint presentation for her boss's 50th birthday celebration at work (lucky her). She's found a lot of really great photos and video clips in the marketing department's archives. That was really helpful. She even reached out to her boss's husband to help round out the presentation, and he had some candid shots that should work out nicely.

But a few days after first calling her boss's husband, he surprised her by coming in person to the office - with a separate PowerPoint presentation in hand full of dozens of perfect photos that Tiffany has never seen. Although she is excited to receive all this, the prospect of having to re-do the presentation she's been working on all week (just to incorporate the extra slides) has her frazzled. What now?

Ask Yourself:

  1. How can she go about easily including the information from the husband's PowerPoint?
  2. Among the options, what is Tiffany's best option for incorporating the slides from the second presentation?
  3. What are the advantages of attempting to combine two separate presentations?
  4. What steps does Tiffany need to take to combine the two presentations?

Possible Solution:

Luckily, Tiffany is a pretty adept PowerPoint user. She knows that PowerPoint easily allows users to merge multiple presentations with a few quick steps. Among the options, she chooses the ''drag and drop'' method. This involves changing the view in the ''View'' tab of the tool bar to ''Arrange All'' presentations, giving each its own window. From there, it's as simple as dragging the slide or slides of Tiffany's choosing over to the presentation she's already started. This saves a lot of time by allowing her to re-use slides from an old presentation that have already been assembled.

Let's Do it:

Now, open two existing presentations with your PowerPoint software. Navigate to ''View'' and select ''Arrange All'' to view both presentations side by side. Practice dragging and dropping slides back and forth between the two.

Alternately, you can try a slightly different method. Start with your single existing presentation. Click ''Insert'' and look for ''New Slide'' on the ribbon beneath it. Choose the ''Reuse Slides'' option. From here you can browse for the file that contains the other slides you want to include. Clicking on one of those slides will insert it at the current position in the main presentation.

Scenario 2: Including Users

Terry's research team has been hard at work on a new medication designed to help regulate people's appetites. The team is almost ready to present its findings. After meeting this afternoon, they opt to have Terry create a single PowerPoint presentation to explain what they've discovered.

Terry takes all of the information prepared by each member of the team (using the merge function in our example above) and assembles everything into one PowerPoint. However, Terry still wants everyone to look over the presentation in its entirety - but without the hassle of sending copies of the presentation to every member, and then trying to wade through all those copies and integrate each person's comments. Is there any way he can do this?

Ask Yourself:

  1. What options are available so that Terry can incorporate all of his team members in the revision process?
  2. What are the advantages compared to giving each team member their own copy to work on separately?
  3. What steps are necessary for Terry to gather feedback from the others in the group?

Possible Solution:

Once again, PowerPoint has thought of numerous tools to make collaboration simpler using its product. The two options available are known as ''Comment'' and ''Compare,'' and can be used individually or together. Terry opts for the ''Comment'' function.

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