1. SharePoint slide libraries II: Use slides in the slide library MICROSOFT ® OFFICE SHAREPOINT ® SERVER 2007 TRAINING ADVANTAGE TALENT, INC. “Professionals Helping Professionals”

2. SharePoint slide libraries II: Use slides in the library Course contents Overview: What can you do with your library? Lesson: Use the library to copy, edit, and update slides The lesson concludes with a short set of questions to test your understanding of the material.

3. Overview: What can you do with your library? SharePoint slide libraries II: Use slides in the library Your slide library has already been set up, using Microsoft Office SharePoint Server 2007. What are all the ways you can use the library when creating presentations in Microsoft Office PowerPoint ® 2007? Here you’ll find out how to copy slides into your presentation; edit slides in the library when their content becomes obsolete; and ensure you have the latest version of a slide you’ve copied from the library.

4. SharePoint slide libraries II: Use slides in the library Course goals Copy slides into a presentation from the library. Edit slides in the library. Get the latest slide content from the library. Open and work in the library without leaving PowerPoint.

5. Use the library to copy, edit, and update slides LESSON

6. Use the library to copy, edit, and update slides SharePoint slide libraries II: Use slides in the library Your manager, Amy, has created a slide library on your team’s SharePoint site. It has slides with the most popular diagrams your team uses in presentations. Perfect. You were hoping to use a team organization chart that you saw in an earlier presentation in your own slide show. But not knowing who created it or where it lives, you wondered how you’d find it. Happily, Amy has given you a URL to the new library with the org chart. But how do you use the library?

7. SharePoint slide libraries II: Use slides in the library Open the library and find a slide You can open a slide library starting from your Web browser or in PowerPoint 2007. Start by opening it from the browser, using the URL your manager sent you. Then look for the slide you want by filtering on a column, such as the Description column shown here, which lists the title of each slide in the library.

8. SharePoint slide libraries II: Use slides in the library Copy slides to a presentation You’ve found your slide in the library. Now you want to copy it to your presentation. In the last section, you opened the slide in its own window for a better view. Now, click the Copy slide to presentation command, also in that window, to open the presentation that you want to add the slide to, and copy the slide to it. You’ll have a couple of choices to make along the way: Keep the source presentation format and Tell me when this slide changes.

9. SharePoint slide libraries II: Use slides in the library Edit slides in the library After you’ve copied the org chart slide to your presentation, your manager, Amy, decides to change the slide’s content in the library by adding the name of a new vice president. She opens the library and scrolls to the slide. Then she displays the menu for the slide. Clicking Edit in Microsoft Office PowerPoint opens the slide in PowerPoint 2007. Amy makes her changes, saves the slide, and sees it automatically update in the library.

10. SharePoint slide libraries II: Use slides in the library Update slides in the presentation Meanwhile, you’re still working on your presentation about the company’s organization and history. How do you know that Amy has updated the slide you used? One way is to check for updates whenever you have the presentation open in PowerPoint, by using the Check for Updates command. PowerPoint will also prompt you. each time you open the presentation, to check for updates to the slide- library slides.

11. SharePoint slide libraries II: Use slides in the library Open the library in PowerPoint Let’s look at the same kinds of tasks shown earlier, but starting in PowerPoint 2007. Say your presentation is open in Normal view, and you think of a slide you want. Connect to the library directly from PowerPoint by using the Reuse Slides task pane, shown here. Then, by using the browse feature in the task pane, you can open your library right in the pane.

12. SharePoint slide libraries II: Use slides in the library Edit the library in PowerPoint You’ve copied a slide from the library, using the Reuse Slides task pane, and you see that the slide has a typo. No one would argue with your fixing the error in the library version. Display the slide in the Reuse Slides task pane again. Right-click the slide thumbnail, click Edit Slide on the shortcut menu, and make your change; then click Save.

13. Publish new slides from PowerPoint SharePoint slide libraries II: Use slides in the library What about adding a new slide to the library, directly from PowerPoint? Within the presentation, you’d follow these steps. Click the Microsoft Office Button, point to Publish, and click Publish Slides. In the Publish Slides dialog box, select the slide you want, make sure the URL to the library is correct, and click Publish.

14. Publish new slides from PowerPoint You can also right-click one of the slide thumbnails on the Slides tab in the PowerPoint window and click Publish Slides. Don’t equate publishing a slide with editing a slide. When you publish, you are adding a new slide to the library. If you want to edit an existing slide, you need to open the slide that’s currently in the library and use one of the edit commands, as shown earlier in this course. Publishing from PowerPoint is similar to publishing when you’re starting from the library itself. In that case, you start with the Upload menu in the library, but from there on, the process is the same. SharePoint slide libraries II: Use slides in the library Notes:

15. Test question 1 You open your team’s slide library, looking for a slide that your colleague Richard just published. You know you can use the columns in the library to filter on what’s there. Of the columns listed below, which one would you be most likely to start with, to narrow down your search? (Pick one answer.) SharePoint slide libraries II: Use slides in the library 1.The Presentation column. 2.The Description column. 3.The Modified by column.

16. Test question 1: Answer The Modified by column. SharePoint slide libraries II: Use slides in the library The name of the person who published or last edited the slide appears in the Modified by column. If you click this column and select Richard as the name to filter on, it will narrow the selection of slides to those that Richard has modified. Additionally, you can use the Modified column, which gives the date and time something was added or changed.

17. Test question 2 You have the library open in the browser, and you want to copy a slide to your presentation. What are the first steps? (Pick one answer.) SharePoint slide libraries II: Use slides in the library 1.Right-click the slide thumbnail in the library, and click Copy on the shortcut menu. In the presentation, place the cursor where you want the slide, right-click, and press Paste. 2.Select the check box next to a slide thumbnail in the library, and click Copy slide to presentation in the library window.

18. Test question 2: Answer Select the check box next to a slide thumbnail in the library, and click Copy slide to presentation in the library window. SharePoint slide libraries II: Use slides in the library You can then browse for your presentation or copy the slide into a new presentation.

19. Test question 3 To make sure that PowerPoint prompts you about any updates to a slide you copied from the library, select the option called Tell me when this slide changes. (Pick one answer.) SharePoint slide libraries II: Use slides in the library 1.True. 2.False.

20. Test question 3: Answer True. SharePoint slide libraries II: Use slides in the library You see this option whenever you’re about to copy a slide from the library into your presentation. If you select the option, PowerPoint will ask you, whenever you open the presentation, if you want to check the library for updates.

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