PowerPoint 2016 Advanced
Overview
In this PowerPoint 2016 Advanced series, users will be shown more advanced topics such as the slide master, audio and video, link and embed external content, comments and compare, and custom shows . The series will also cover collaborating with others using OneDrive, rehearse timings, action buttons and hyperlinks, advanced file properties, Zoom, drawing, and best practices for effective presentations. While PowerPoint 2016 Advanced is a continuation from the PowerPoint 2016 Essentials series, it can be viewed as a standalone show for users looking to enhance their PowerPoint skills. This series is specifically for the Windows operating system with PowerPoint 2016 locally installed.
PowerPoint 2016 Advanced Overview
Vonne and Aubri look at file metadata and other advanced file properties. They discuss adding tags and categories to help find a file. They also look at accessibility options, inspect a presentation, and how to protect a presentation with passwords to open and/or modify a file.
[MUSIC]
Hello and welcome to another empowering
episode here at Office ProTV.
I'm your host Aubri Spurgin and
this is PowerPoint 2016 Advanced.
In this episode we're gonna be taking
a look at advanced file properties.
And that sounds fitting since
this is PowerPoint Advanced.
So here is the lady who's gonna bring
us all the knowledge, Miss Vonne Smith.
How's it going, Vonne?
It's going fantastic, how are you?
I'm doing great.
Wonderful.
I'm excited.
Yes.
Yeah.
We've only talked about this
a couple times in a couple series so.
[LAUGH]
Yeah.
[LAUGH]
Yeah, so
we're talking about
advanced file properties.
This is pretty much, you see this
at the end of every advanced series
that I've done,
whether it would be Word or Excel.
It's just properties of a file.
And is the things that also a little
bit lesser known to the regular person.
But they are important
concepts to understand,
especially if you're taking that
month's exam or any of them,
whether it would be for work, PowerPoint
or Excel, probably in Outlook too.
They will ask you
questions about this stuff.
So, it's just a good thing
to understand and know.
It doesn't mean you have to
use it in your everyday life.
I will say, I sure do use these quite
frequently because I know of them.
Okay.
And I know that they exist.
But beforehand,
I never went into the file properties.
I never did any of that stuff.
Yeah.
Cuz I didn't know what it did.
[LAUGH] All right, so let's talk about it.
What is the file properties that we're
going to start off with Metadata?
Do you know that terminology?
Metadata, it's the information
kind of behind the scenes?
That's probably I like to think of it,
yeah.
That's exactly it.
Okay.
Okay
You probably use it or
at least know about it from Photoshop.
I do.
Exactly, yeah.
Because all of your
pictures that you take,
it will have information
that is part of the photos.
Not just the pixels that you see of
one's all gonna be about my cats.
It's not the picture of Fuego and Bishop.
It's the what camera it was taken on.
A lot of times back in the old days
of photography, you had the F stuffs.
Like what is your exposure and your
aperture, and all that kind of fun stuff.
It keeps all of that information in
the back of that file so you can see it.
And so, and
that's what all files have this.
Well I don't know, that might be
to much of a blanket statement.
A lot of files have this.
Don't want to misquote here.
So if all the stuff underneath.
It's under the hood.
Why would we want to do this?
Now, I can see you in photos,
in photographs,
especially you could actually put
that you are the author of this.
Yeah.
To try to prevent for copyright, right?
Same idea here.
I can put the information in
this file of the subject matter,
the author, who proofread it,
all that stuff.
It's things that I would like to keep it.
I do know that back in the day I had some
students that were in a law office and
they said that they use this
pretty extremely in a sense.
They always did this, because they
would have the case number and
the deposition number, and
all this kind of fun stuff.
And they use that to be able to find it.
So, it's this things that you necessarily
couldn't put in the document itself but
you needed to- We actually just finished
an episode on sticky notes and comments.
I finally got out of order sometimes.
So it's that idea of putting
that sticky note on.
Something that I can't really show but
I need to have that information in there.
Right.
So
there's different reasons
why you might have to.
They were required to keep metadata or
file properties on all of their
documents attached to case numbers.
Those just their process.
So just know that you need
to figure out reasons why or
why not you want to use this.
But understanding what it is and
how to do it is important.
So let me show you.
I'm going to demonstrate the metadata and
the properties of a file and
then show you how to do it.
Let's show you, let's just go.
All right.
[LAUGH] Okay, I'll stop talking.
Just start clicking, all right?
In our folder in here, there are files.
I have file name.
I have files named images or
review images here.
Custom shows.
And I know that they're in this
particular folder because and
again that's the file name.
I see that, it's on the surface.
This search bar down here,
this search bar does so many great things.
For those of you who don't use this,
you should.
It's awesome.
Because a lot of times I always get,
I don't remember where I saved it.
Well, just search for it.
It'll find it for you, okay?
But you have to have some
information about it, right?
I know I did a file.
I know it was called images.
Something, but
I can't remember the rest of it.
You just come right down in here and
you just type in the word images.
The thing about this search, is that you
have to understand how this search works.
It's multifaceted.
It can search all sorts of things.
So you're, well that doesn't help.
Well, actually, it does a little bit.
It says it right there.
But it might not be that
blatantly obvious, but at the top,
notice that it has different
things that it is searching for.
So yeah, it's searching in all of them and
it's trying to give me things in
documents, settings,
search suggestions for web results.
Okay, but up at the top are the different
places you can click on.
If I click on apps.
Okay, there is an app called photos.
Well, I typed in images.
Well, it's close enough.
Sorry, that was my virtual
machine coming up.
Okay, that's nice.
And there's also this other thing
that I can find in the store, so
just look at what the search
is actually giving you.
But I'm looking for documents.
I know there is a file in this
computer that I have named it.
Look at them are right in there.
Here's ones that are in my exercise files.
Here's some other ones.
Okay, great.
I can see that these are documents with
the names that contain the word Images.
I can also go into settings and
the web and everything like that.
That's great.
So just know that there are different
things that you can click on in
the search.
And that's pretty obvious.
It's the file name.
That's not advanced.
No, but what about this?
What if I type in the word, well I click
there, happen to type in the word pizza.
Do I have any files named pizza?
Doesn't look like it.
No.
Talk about agile ships for some reason.
Yeah, okay.
So let's look at that.
Apps.
Okay, well I guess there's a pizza chef.
Okay, I guess that's a game.
In the documents, yeah.
Agile shift?
What's going on?
Really?
Was Jo talking about pizza?
Let's look cuz this is a weird one.
Let's go ahead and, this isn't, I'm still
scurrying around the issue right now but
that's not advanced file properties.
But I'm just trying to show you
how one powerful the search is.
And two, if I type in pizza and
find next, it's in the show notes.
Yeah, it's in the speaker notes down
in here where they're talking about
pizza pies.
Okay.
Okay, so it's still not showing
me the file properties.
Why do you keep doing this to me, Vonne?
So if I type in pizza again, there is
a document called Learn PowerPoint.
Okay.
So let's go into, I'm just making sure I'm
looking at the file path to make sure.
Yeah, that's the one I want.
So I come into here and we do a find for
pizza and find next.
There's nothing in there.
So why is pizza somehow [LAUGH] Why
is pizza somehow in here?
I thought you were telling me to be
quiet cuz I was gonna say something.
[LAUGH]
You're like [SOUND].
I was telling my computer to be quiet.
I was trying to tell it to hide cuz
I realize I actually opened it up and
dropped it.
Gotcha.
That's okay.
I wanted to say-
Please.
You mentioned something about metadata,
does it have anything to do with that?
[LAUGH] It does.
Ding ding ding ding, yeah that was
a long drawn-out demonstration.
Yeah, it's in here, okay?
If I go back to my file, and into here,
I was looking right at
the path of DropBox.
That's fine, I found it anyways.
Okay, in the Info, this is where it's at.
Here, look at that, [INAUDIBLE]
Yeah, so it was not in the File Name,
it wasn't in the text.
It wasn't text on the slide,
it wasn't text in the speaker notes.
It was in the metadata.
I'm trying to show you the power
of what this can do for you.
And if you wanted to tag for some reason,
that learned PowerPoint was associated
with pizza, you can do that.
Think back to that lawyer example,
case numbers, deposition numbers, right?
If they put it into the File Properties
then they can search for that and
it will bring up everything.
It doesn't necessarily have to be
written into the document itself.
It's pretty good stuff.
So let's come back over here to
a file on my own computer and
we will go in to, well, let's go,
we could go in to here.
That's a different one, hold on.
Let's go to this one,
we'll come back to that one in a second.
Like I'm gonna here go into File,
notice this one has pizza as well, but
if you come down into this,
this is gonna show you all sorts of stuff.
So the Advanced File Properties is
where I could find when it was created,
when it was modified.
This is the whole, I always talk about
this example of you're in school and
I couldn't turn it in on Monday
because my computer broke or
my dog ate my homework,
you know all that kind of fun stuff.
But I've been working on it for
the last six weeks, I promise.
I'll get it to you on Wednesday, right?
And they come in and it shows that
you started it Tuesday night.
You can't fake that.
There is ways you can break it but
you have to be a hacker like Justin and
Daniel.
They're good hackers, not for bad hackers.
[LAUGH] But those are things that you can
look at, and if I look at all of these
things, I notice at the top I have
where I could see Advance Properties.
If I go into here, this is the dialogue
box that I'm used to seeing.
It's been around for a long, long time.
So it gives me some things like
the general, that's like the created,
the modified, when it was last accessed,
all those different things.
You can see that it's got the summary
of the title and the subject, and
this is where I could add
in things like pizza.
That didn't happen automatically.
I did that, okay?
I added the word pizza.
So I could put in ITProTV.
I can put in all sorts of different
things that I would like to do.
You know, the great file form metadata.
Anything you want to put into the backend
of the file, you do from here.
We also have some other kinda neat things.
Like this [SOUND], the statistics.
It's like saying the thesaurus.
Yeah.
[LAUGH] That's a tough one.
[LAUGH] I know.
[LAUGH] But you can see there
where it has the created again and
it tells me how many slides,
how many hidden slides.
That's kind of nice to be able to see
what's going on in this presentation.
Wow, I've revised this file 29 times.
[LAUGH]
Woo.
I had 276 minutes.
[LAUGH]
Wow.
It happens haven't used
these same files for awhile.
And then you're gonna see
the different contents.
And the other thing you can do
is you can make custom tags.
Because over here I have author and
manager.
Well, what if I needed
to have case number?
If I look through here there is
a name that says Case Number.
There's this disposition,
You can put in whatever you want.
Des-
Is this one.
That one, disposition.
Yeah, I think that's, you know what?
We're gonna say checked by,
it already says checked by.
We're going to have cat-
[LAUGH]
Fuego, cuz we could go ahead and
add our own, and
we could have it as Fuego.
So I could add a tag that has
a value of Fuego, or sorry,
a tag called cat and a value of
Fuego right in here, if I wanted to.
So you could make your own, or
you could add some other ones that
they already have listed here.
The kind of fun stuff that you can do.
And that's what you have as Advanced File
Properties for anything in PowerPoint,
Word, Excel, it's the metadata that is
living behind the scenes in your files.
Good stuff to understand and
use or not use, if you so desire.
There's a few other things that we're
gonna go over in this kind of vein,
I guess you could say,
is over here on this info.
Cuz we went into File, went into Info.
There's a couple other
buttons that I'd like to talk
about in the Inspect and Protect.
Let's go into this one, I believe.
Let me double check really
quick that I go in to here.
Yes, all right.
I wanted to look up this file because
I have some specific things that
I'd like to look for.
Notice I got a little drawing over here.
That is what I was using with ink,
we talked about inking
in some other episodes.
I also have over here some content that's
off of slide, I also have a hidden slide.
Because when you start adding things
into your Document, whether it's on
the slide or the hidden part, like the
metadata, your Advanced File Properties.
It might have things like your
case numbers and your names and
who you work for and all that kinda stuff,
that can be deemed sensitive information.
Well, I don't want that
to be there anymore.
I want to get rid of that information.
I wanna get rid of the case numbers and
the pizza and all of that stuff.
I can do that by inspecting the document.
So inspecting the document is check
the presentation for hidden properties or
personal information, and
a whole bunch of other things.
All right, so this is something
you might want to do, again,
before you hand it off, right?
We were doing everything on a trial,
now we're gonna release the information.
I wanna scrub all the metadata out of
the document, and I also want to check for
a couple other things.
So in your inspect, you have to
make sure you save the changes.
You know what, let's just in case,
I think I have a clean file of this.
Let's do this really quickly though.
Let's do a Learn PowerPoint
show just to make sure.
That way you don't have a finished file.
So let's go back to file,
and to inspect, there we go.
So notice that this is going to inspect
for a couple of different things.
I really like this in PowerPoint.
So it's gonna inspect for comments.
We were doing some comments, right?
Maybe I forgot to delete them.
And that was comments that me and
Aubri were talking personally, and
we're talking bad about Michelle,
we would never do that.
[LAUGH]
Michelle's our switcher right
now so-
Yeah.
We would never do that to you.
[LAUGH]
So we've got that,
she just winked,
that's why we're laughing.
[LAUGH]
And then you can notice that we have
the Document Properties, and then some
other things like embedded documents.
Inking, now notice this is not checked
off, so some of them like this,
I would like to check.
So it's checking for macros,
it's looking for invisible slide content,
off-slide content.
Maybe it's some things off the side
that you don't want to have.
All presentation notes, right?
All of the speaker notes?
It's got some good stuff in what
this Inspect Document can do.
So when I go ahead and let it do its
thing, then it comes back out and
finds some things.
Like hey, there's some other
things that were in this document.
Do you want to get rid of it?
Perfect, yeah, get rid of all of it.
And then down, I haven't clicked it yet.
It did find some inking.
I wanna remove it,
I wanna remove the presentation notes,
that's an even better one.
Cuz maybe I have like answers to
the test questions in the speaker notes.
But when I give it to my students,
I don't want them to see my notes,
cuz then they're gonna
get all the answers.
So how do I get rid of them all?
I do inspect often.
It's a pretty awesome feature, okay?
So I can take and remove the ink.
I could remove the presentation.
I could go ahead and remove all of this.
It looks like I do have some
embedded documents, but
we'll just forget about that right now,
cuz we would have to go somewhere else.
Let me close, and then there you go.
So that's a really cool feature,
Moss Test, they love this stuff, okay?
So definitely make sure you understand
the concept, and it actually is very,
very simple.
Okay, so
it gets rid of a lot of good things.
Well, it's good to rid of things
very quickly, how about that?
[LAUGH]
Okay, yeah.
Yeah, you're like, why would you
want to get rid of the good stuff?
[LAUGH]
[LAUGH] All right,
let's keep on going for a few more things.
In this whole check issues,
there's two other ones down here,
Check Accessibility and
Check Compatibility.
Let me get through the compatibility
one pretty quickly.
That is where you need
to save it as PPT file.
And are there elements in this
presentation that will not be
compatible with that?
Well, nowadays, pretty much almost
everything you do, that's fun and
cool, won't be accessible and/or
editable in a PPT file format.
That's going back all the way to 2003.
That's a long time ago, okay?
If people are still using that,
well, I'm sorry for them.
[LAUGH] But, I can understand that
sometime you don't have any choice.
I know a lot of government entities
you have to work with some pretty old
software.
So it's all good, I'm not judging.
But anyways, what it's trying to tell me
here in this compatibility checker is,
there are going to be things that are not
going to be edited in an earlier version
of PowerPoint.
Smart Art graphics didn't exist before
2003, the shape, this column and stuff.
So it's showing you all
the things that will not be
compatible in a way PowerPoint 97 and
2003.
So that's just at least letting
you know what's happening.
It's not gonna fix anything,
all it's doing is just telling you if
you're going to have compatibility issues.
You could look through each one,
there's links and you can fix them.
But again, sorry,
you're just gonna have to upgrade.
[LAUGH] Cool, so compatibility,
good things to understand.
Accessibility, another important
one that you need to be aware of.
We talked a lot about accessibility.
We talked about ALT tags or
ALT text on images.
We talked about closed captioning
in our audio episodes.
There's stuff that you need to be
aware of and even reading order.
That's something that's
important accessibility.
The nice thing about the accessibility
chapter is that it actually gives
you a lot of great documentation.
So one, what it's gonna do is over
here on this Accessibility Checker
pane it's gonna tell you what happened.
You have missing alt text
on these particular images.
And notice if I click on them,
it's gonna go specifically to that place.
What else do I have?
I have missing slide titles.
Things that are important when
you're making documents accessible.
I keep on going down, I have a table
that has merger split cells.
I have the reading order on slide three,
it doesn't understand
where this reading order.
Think about when we have accessible files,
there are people that are going
to have these files read to them.
And if your information is not in
a logical order, it might not make sense,
not gonna translate it very well.
So that's what you have
with reading order.
The cool thing is back here behind my
head is that it documents everything.
Why do you want to have reading?
And it actually says basically what
I just told you about how it's going
to be spoken and then it actually gives
you steps of how to fix all of this.
Cool, so it really gives you
a lot of great information,
what's look at what it says on
the missing alternate text.
Notice that it says that
it's really good to do.
You're gonna right click on the object,
you're gonna go down to all these things,
you can click on this link and
it has a whole list of things.
Now, it always comes up in the help, so
what I did is, you can actually go into
the show notes and the link to
that website, that actually goes
out to the Internet is gonna be,
well this went out to the Internet too.
But it's actually gonna show up in your
browser, it's a lot easier to read.
Okay, so definitely check that link out.
So I'm not gonna go through and
fix all of these things in this document.
I'm just showing you that you can
run an accessibility checker and
it gives you a lot of great
documentation as to how to fix any
issues you have with your accessibility.
Remember we also did talk about in the
video that with closed captioning you have
to do that like in a separate place,
like you can't do it in PowerPoint.
You can add the closed
captioning files that doesn't
automatically make a closed action for
you.
Cool, now, good stuff, let's see.
Is there anything else over
here that I missed on that one?
Nope, we got those three things.
The next thing we're going to
go onto is protecting a file.
We'll stay on this file and
then I'll show you and example.
If I look on protect the presentation,
always open in read only.
Well, the thing is I can do that.
Have you ever gotten a read only file?
Yeah, it lets me edit very easily.
By just clicking a button, right?
Yeah.
[LAUGH]
So
is that gonna be a deterrent for
me or you to not edit that file?
Not at all.
No, exactly.
It's a nice suggestion.
Yeah.
Hey, you're only supposed to read it!
Hello.
It's not really good.
[LAUGH] Yeah.
[LAUGH]
Okay,
it's not gonna deter people
from editing your file, okay?
You can do it, but
[SOUND] I don't think it's very secure.
The other thing is, mark as final.
It's the same thing.
It's basically gonna be saying,
hey, I'm marking this as final.
Here I'll even do it and
then I'll save it.
I will mark this as final, that's great.
And I will close this and
then I'll open it back up, right?
Like pretending I'm Aubri.
What does that say?
Marked as final edit anyway.
[LAUGH]
[LAUGH] Exactly.
But I'm telling you, you shouldn't do it.
I don't care.
Yeah, so it doesn't really
do anything to change it.
I always though that the readers
only mode was just a mode, in fact, and
not like a don't do it.
I was like okay, I'll edit.
[LAUGH]
Yeah.
Okay.
Well, it depends and
sometimes you will open files and
it will show in like read only mode.
Okay, yeah.
So you're not wrong.
I'm not totally wrong.
No, you're totally not.
Okay.
Cuz I know what you're talking about.
I got you.
Sometimes you can open it in that way
and you have to kinda get it out of it.
Okay.
They've progressed, I guess,
along the way that has that little yellow
bar across and you click the Edit button.
But a lot of times you would have to
either take it out of the view menu.
You know what?
So I'm thinking, I've seen both.
But what we're talking about right now,
it says edit anyway.
But what I've seen and
what I'm thinking about is enable editing.
Yes.
So different, yeah.
Exactly.
Yeah.
Same idea though.
Yes.
They just changed
the name on the button.
Right.
Yeah, okay, and I mean, so
all those they don't really
do much to protect your file.
But if you give it a password protection,
that's getting better.
Okay.
Unless you got your hackers.
They could probably break them But
for normal people like you and me,
that would pretty much,
if I don't have a password to open it and
I can't guess as like Fuego or Bishop,
then I'm not gonna be able to get in it.
So that's something that I think
is a pretty good thing to do.
Let me show you how to do it.
Let me show you the finished result.
Let's go ahead, yeah that's fine.
I'm gonna go into this file,
properties, so I'm right, no!
What's it say?
You gotta enter a password.
Well, if you don't know the password,
like if I type in, [SOUND],
it's like, nope, okay?
So it's not even gonna show me anything.
I don't get a bar, I don't get anything,
I just get nothing.
So it's like all right,
well I guess I'm not opening that file.
Okay?
How does you, hold on.
Yeah.
How do you get the box back to
enter the password because it just
disappeared after you tried one time?
Exactly.
Okay.
Well I also hit Close.
Okay.
All right.
So I close a little warning effort.
So I was like [SOUND].
Okay.
Okay.
But yeah, you would have to try to open
the file back up again to get that.
It's also kind of like, you don't know it?
All right, sorry.
Unless you keep trying.
So
you will need a password to open the file.
So I know this one.
If you ever get locked files from me,
the password to open is always apple.
The password change is orange.
I just always keep it because
otherwise I'll forget.
So, apple.
Yes.
Ooh.
So, what is this?
This is a second level.
Okay?
This one actually has that I have
a password I have it to open but there's
a second password way to modify it.
Okay.
Cuz otherwise it's gonna open up
in what you were just talking about.
Yeah.
Read only.
Well I was only given
the password to open.
I was not given the password to edit.
So I could say, well, let me go ahead and
give you a read only.
Now in this one, this one's different,
there's no edit anyways, is it?
Nope.
Yeah, can't.
[SOUND]
[SOUND]
This is really locked down,
this is a real read-only file.
Mm-hm.
I cannot change anything and
that's what it was intended to do.
I locked down, I actually password
protected editing capabilities.
I also password protected open capability.
So I can give you the file to open, but I
will not give you the password to change.
And or if I wanted to give
you the password to change,
it's different levels of not
encryption but protection.
So that's something to know, will I need
to change the file to actually do this?
Well, it says a password
is required to open it.
Well, now you can notice
it can save files.
You can Save As and now, you know what?
I realize, If I did this.
Nope, if I Save As.
Nope, it will not let,
cuz sometimes you can do a Save As, and
it like kicks you out of it,
Yeah.
Not with this one.
I wanted to make sure, cuz I was pretty
sure you couldn't do it, but just in case.
And so now notice I can't
really do much with it, so
I'm just gonna close all of this.
Close everything, okay.
Because if I don't have the password
to modify, I can't take that off.
Okay, so, let me open it back up.
This is apple.
I do have the password to modify,
and that's orange.
And I click OK.
Now I can edit this document
because I have the password.
Which also means that, I just did undid
that, I can remove the presentation.
I can remove the password
off of this if I wanted to.
I would have to type this back in,
and then I can take it off.
But I had to take it off to begin with.
Now, let me go ahead and close this.
I'm not gonna save the changes cuz I wanna
show you where to go to lock that down.
Let's go back into this Learn PowerPoint,
all right?
I'm ready to lock this down.
So I go over here to file,
I go to protective presentation,
encrypt with a password.
And then I go here, notice that this
one is going to have this be open.
So I am gonna say apple, okay.
I put in again.
Perfect, all right.
So now I have this password to open.
All right, perfect.
That's just me the password to open.
So I'm gonna save this, yep,
okay I'm gonna save it.
Okay, perfect.
So now if I try to do it again,
it's gonna ask me, apple, all right.
So it only gave me the password to open,
but
I wonder when the password changed.
Yeah.
Yeah, exactly.
That's somewhere different.
Vonne, it doesn't really seem
like the place we were before.
Wasn't it like the Save As area that I
saw that password changed from modify?
You're right.
Okay.
I'm so glad you're here because
honestly I was going through,
I'm like wait.
Wait, what about the modify?
And I was coming back in there here,
I'm like you're right.
Okay.
I'm so glad.
Thank you.
Thank you for bringing me back on track.
Yes.
So this one right here in the info
will only allow you to do an open.
But there is a second level that I just
got finished telling you all about and
it's in here.
You have to do a File ; Save As and
let's go with, I'll just do, like,
show two so I can remind myself because
I'm getting into the numbers where I'm not
gonna remember what I did.
All right, so now,
if you go into the more options here.
Yes, it's down here.
Gosh. Whew. You know they have all
this new interface with, like,
all the buttons back over here.
Mm-hm.
But there's still some things that go
back to the old school way of down in
the tools, it's in,
I think it's in the General.
You would think it's Save, isn't it?
I would.
I would too,
and I'd get this every time,
yes, it is in the General.
Okay.
[LAUGH]
[LAUGH] I'm glad I'm right this time.
So there we go, there's a password to
open, which is already set, right?
But the password to modify it, okay, there
we go, that's where we can type in orange.
And also it says remove
automatically create a personal.
I forgot about that one too.
So you can automate it, automate it
is what we were just talking about.
Yeah.
You can take it out okay.
So there we go and
now if I click OK it should give me,
yeah this is the one to modify.
There we go, so that yes, there we go
now is the show two, this particular
file has a password to open, and
it also has a password to modify.
Okay, so good point.
Thank you.
I'm so glad.
Yes, it is in a different spot than
just the info that is only for opening.
Good, all right, diverted disaster,
because I totally forgot about that part.
[LAUGH] Yay!
Let's really quickly,
I know we're already over.
I know this is getting a little long.
I'm just going to quickly touch
on this restrict access and
adding digital signatures.
I'm only going quickly, because this
goes into a whole other level that
you would have to be on a platform,
if you want to say for better words.
Your organization would already need
to be implementing IRM, information
rights managements, that's right, for
you to actually be able to do this.
It's basically restricting
certain groups or
only allowing certain
groups access to files.
But it does take a whole
other level of set up.
There are links in the show
notes that gives you
a little bit more information about that.
And the other one digital signature,
digital signatures are pretty cool.
And it's another way of life
super locking down a file.
Again, unless you have hackers, that will
allow you to basically sign a document and
hopefully, be able to tell that if
it was tampered with in transport.
Like I sign it but when it gets to you
then it shows the signatures broken,
like something got
messed up along the way.
Like it got compromised.
Okay.
There's a lot of information about
digital signatures in the show notes.
We also talk about it, I believe in decent
length in the Word expert episode with me
and Daniel, cuz Daniel,
our resident security expert.
But we went into that pretty in-depth,
so check out those shows if you want
a little bit more information about it or
the length on the show notes.
So, phew, that's a lot of stuff
to cover in this episode.
That's why I wanted to go just
a little bit longer to go over all
these different things in this info panel
with the inspection, really cool feature,
the accessibility checker,
understanding what our file properties,
our advanced file properties
are with our metadata and
our different keywords
that you can add into.
Remember these are very popular most exam
questions that Microsoft
loves to test you about.
So, there you go.
All right.
This has been advanced file properties.
I feel smarter already.
So, thank you so much Vonne.
And thank you all out there for watching.
You're a one step closer for
being a PowerPoint pro.
Signing off for OfficeProTV.
I've been your host Aubri Spurgin.
And I am Vonne Smith.
And we'll catch you later.
[MUSIC]
Learning Style
On Demand
Length of course
9h 6m
21 Episodes
Here are the topics we'll cover
- File Properties and Interface
- Collaborate
- Customize Presentations
- Advanced Content
- Additional Topics
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