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How to Work on a PowerPoint with a Group (A Step-by-Step Guide)

January 9, 2024 672 views

How to Work on a PowerPoint with a Group (A Step-by-Step Guide)

In today's collaborative world, creating impactful group PowerPoint presentations requires more than content – it needs teamwork and innovative tools. Many struggle with accessing collective expertise and suitable platforms.

How to Work on a PowerPoint with a Group

Wondered about group PowerPoint collaboration? Uncertain about user-friendly tools? This article provides solutions, clarifying united presentation creation.

How to Share and Collaborate on a PowerPoint with a Group?

Working together on a PowerPoint presentation is simpler now with Microsoft 365's built-in features.

By saving your presentation on OneDrive or SharePoint, you can smoothly collaborate with your colleagues in real-time, streamlining the process effectively.

Here's a step-by-step guide on how to work on a PowerPoint with a group:

Step 1. Prepare Your Presentation

Before collaborating, make sure your presentation is saved to OneDrive or SharePoint. This allows you and your colleagues to access and edit the presentation simultaneously.

Step 2. Open the Presentation for Sharing

Microsoft 365 Share


Launch PowerPoint and open the presentation you want to collaborate on. When you're ready to share, locate the "Share" button in the top-right corner of the ribbon and click on it.

Step 3. Invite Collaborators

Microsoft 365 Collaborators


If you haven't already saved your presentation to the cloud, PowerPoint will prompt you. Once that's done, a "Send Link" box will appear. Here, you can enter the email addresses of the people you wish to collaborate with.

You can simply enter their names if you have their contact information saved. The drop-down list lets you choose whether invitees can edit or only view the file.

Step 4. Click Send

Invite Collaborators Microsoft 365


After selecting the appropriate sharing settings, click the "Send" button. An email invitation will be sent to your chosen collaborators. The invitation will be sent immediately if your presentation is saved to the cloud.

Step 5. Monitor Collaboration

How to collaborate on a PowerPoint with multiple users? Here's the solution: Open the shared presentation and start editing. As others join, their thumbnails will appear in the top-right corner.

PowerPoint will notify you about their entry or exit. The Share pane shows who's viewing or editing. An indicator on the slide and the slide itself displays collaborators' activity. Hover or select it to identify the editor.

(For easier access, you can enable automatic display of the editor's name by going to File > Options > Advanced > Display > Show presence flags for selected items.)

Step 6. Save Your Progress

Once you're done working, make sure to save your file. This ensures that your changes are recorded and shared with other collaborators.

Step 7. Review Changes

When you reopen the presentation, PowerPoint for Microsoft 365 will notify you of changes made by others while you were away. A small banner will indicate who made the changes, helping you track revisions easily.

Step 8. Co-Authoring

With the file shared, you can collaborate in real time. Under the "Share" tab, you can see who else is working on the file. Colored flags will show you the specific sections each person is editing.

Step 9. Comments and Discussion

Microsoft 365 Comments


To facilitate communication, use the "Review" tab to leave comments or @mention collaborators. You can do this by selecting "Comment" or "New" if the Comments pane is open.

Type your comment, @mention a collaborator if needed, and press Enter. You can also reply to comments by selecting "Reply" and typing your response. To navigate between comments and slides, use "See more comments."

This is how you can make PowerPoint presentations editable by multiple users.

How to Unshare a Presentation in PowerPoint?

Collaborating on a PowerPoint presentation is a powerful tool, but there may come a time when you need to revoke access and unshare the presentation. Whether you've completed the collaborative process or need to limit access, unsharing can help maintain control over your content.

Here's a guide on how to unshare a presentation in PowerPoint:

Step 1. Open Your Presentation

Microsoft 365 Powerpoint


Launch PowerPoint and open the presentation that you wish to unshare. Ensure you're logged in to your Microsoft account.

Step 2. Access Sharing Options

Microsoft 365 Powerpoint Share


Navigate to the "Share" tab, typically located in the top-right corner of the ribbon. Here, you'll find a range of sharing and collaboration options.

Step 3. Manage Access

Microsoft 365 Powerpoint Share


Look for an option that allows you to manage access to the presentation. Depending on the version of PowerPoint you're using, this option might be labeled as "Manage Access," "Permissions," or something similar.

Step 4. Revoke Access

Microsoft 365 Powerpoint Share


Within the access management menu, locate the list of collaborators who have access to the presentation. Identify the user or users you want to unshare the presentation from.

Step 5. Remove Access

Microsoft 365 Share Powerpoint


For each user, you wish to unshare the presentation from, select their name or email address. Look for an option that allows you to remove or revoke their access. Confirm your action when prompted.

Step 6. Confirm Changes

Microsoft 365 Share Powerpoint


Review the list of collaborators to ensure that the individuals you wanted to unshare the presentation from no longer have access. Double-check your changes before proceeding.

Step 7. It’s done!

That’s it. It’s done! Pretty simple, right?

By following these steps, you can effectively unshare a presentation in PowerPoint, maintaining control over who has access to your collaborative work. Whether your collaboration has concluded or access needs to be limited, this process ensures your content remains secure and in your hands.

How to Ungroup an Object in PowerPoint?

Ungrouping an object in PowerPoint allows you to break apart a group of elements into their individual components. Here's how you can ungroup objects:

Step 1. Select the group of objects you want to ungroup:

Click and drag to select all the objects that are grouped together.

Step 2. Ungroup the objects

  • Right-click on the selected group of objects.

  • From the context menu that appears, hover over "Group" and then click "Ungroup."

  • Alternatively, you might see "Group" directly on the Ribbon under the "Format" or "Drawing Tools" tab. Click on the dropdown arrow next to "Group" and select "Ungroup."

Step 3. Regrouping (if necessary):

After ungrouping, you'll have individual objects. To group them again, select the objects you want to group. Follow the same steps as above, but this time select "Group" instead of "Ungroup."

Please note that the exact location of the "Ungroup" option might vary based on the version of PowerPoint you're using. The steps provided are based on the general approach in PowerPoint 2016 and later versions.

How to Rename a PowerPoint Presentation

Here's a user-friendly guide to help you effortlessly rename PowerPoint presentations:

1. Open the Presentation

2. Click on File

Microsoft 365 Powerpoint Save As


3. Click on ‘Save As.’

Microsoft 365 Rename


4.Click Rename

Microsoft 365 Type Name


5. Type the new name

6. Hit Enter!

By following these steps, you'll be able to rename any PowerPoint presentation.

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Frequently Asked Questions (FAQs)

Q. How do I restrict changes to PowerPoint presentations?

A. You can restrict changes in PowerPoint by using the "Mark as Final" option, which makes the presentation read-only and prevents editing prompts.

Q. How do I group and align in PowerPoint?

A. To group objects, select them and right-click to choose "Group." Use the "Align" option under the "Format" or "Drawing Tools" tab to align objects precisely.

Q. How to share a PowerPoint presentation as a link?

A. In the upper right corner, click the Share icon and then click Copy Link. If the file is on your device, you'll be asked to upload the file to the cloud first. Paste the link wherever you need it.

Summary

In this article, we've provided a thorough guide on collaborating to create a PowerPoint presentation. We've covered inviting colleagues, monitoring progress, and ending sharing.

Throughout, WPS Office has emerged as an excellent choice—compatible, practical, and budget-friendly. As productivity methods evolve, WPS Office stands out as a user-friendly collaborative solution.

15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.