PowerPoint 2013

Introduction

Video: Finalizing and Protecting Presentations

Watch the video (3:01). Need help?

Before sharing a presentation, you'll want to make sure it doesn't include any information you wish to keep private. You may also wish to discourage others from editing your file. Fortunately, PowerPoint includes several tools to help finalize and protect your presentation.

Optional: Download our practice presentation for this lesson.

The Document Inspector

Whenever you create or edit a presentation, certain personal information may be added to the file automatically. You can use the Document Inspector to remove this type of information before sharing a presentation with others.

Because some changes may be permanent, it's a good idea to use Save As to create a backup copy of your presentation before using the Document Inspector.

To use the Document Inspector:

1. Click the File tab to go to Backstage view.
2. From the Info pane, click Check for Issues, then select Inspect Document from the drop-down menu.
   
   Clicking Inspect Document
3. The Document Inspector will appear. Check or uncheck the boxes, depending on the content you wish to review, then click Inspect. In our example, we'll use the default selections.
   
   Inspecting the presentation
4. The inspection results will show an exclamation mark for any categories where it found potentially sensitive data, and it will also have a Remove All button for each of those categories. Click Remove All to remove the data.
   
   Removing personal information from the presentation
5. When you're done, click Close.
   
   Closing the Document Inspector

Protecting your presentation

By default, anyone with access to your presentation will be able to open, copy, and edit its content unless you protect it. There are several ways to protect a presentation, depending on your needs.

To protect your document:

1. Click the File tab to go to Backstage view.
2. From the Info pane, click the Protect Presentation command.
3. In the drop-down menu, choose the option that best suits your needs. In our example, we'll select Mark as Final. Marking your presentation as final is a good way to discourage others from editing the file, while the other options give you even more control if needed.
   
   Selecting Mark as Final
4. A dialog box will appear prompting you to save. Click OK.
   
   Clicking OK to save the presentation
5. Another dialog box will appear. Click OK.
   
   Clicking OK
6. The presentation will be marked as final.
   
   A presentation marked as final

Marking a presentation as final will not prevent someone from editing it. If you want to prevent people from editing it, you can use the Restrict Access option instead.

Challenge!

1. Open an existing PowerPoint presentation. If you want, you can download our practice presentation for this lesson.
2. Use the Document Inspector to check the presentation. If you're using the example, remove all personal information from the presentation.
3. Protect the presentation by marking it as final.