Wednesday, March 29, 2006
Password Protect your PowerPoint
If you are in charge of designing a PowerPoint presentation for a group, take control of the design/content process with password protection.
Let’s say a panel is going to present in Atlanta in April, and panel members are flying in from all over the world to present. You’re responsible for designing the group presentation.
When you post the PowerPoint file online for draft review, password protect it. This lets the team know that the design and its contents are not yet ready for public consumption…it’s a working draft that you want to keep confidential.
Further, PowerPoint’s password protection makes group version control much easier. Ask your team to post written descriptions of what they’d like to see changed…so that everyone knows what requests were made for version2, version 3, etc. No duplication, no wasted effort – and you maintain version control over the presentation while inspiring team collaboration.
And it’s simple to password protect your PowerPoint presentations. Here’s how:
If you are in charge of designing a PowerPoint presentation for a group, take control of the design/content process with password protection.
Let’s say a panel is going to present in Atlanta in April, and panel members are flying in from all over the world to present. You’re responsible for designing the group presentation.
When you post the PowerPoint file online for draft review, password protect it. This lets the team know that the design and its contents are not yet ready for public consumption…it’s a working draft that you want to keep confidential.
Further, PowerPoint’s password protection makes group version control much easier. Ask your team to post written descriptions of what they’d like to see changed…so that everyone knows what requests were made for version2, version 3, etc. No duplication, no wasted effort – and you maintain version control over the presentation while inspiring team collaboration.
And it’s simple to password protect your PowerPoint presentations. Here’s how:
- Go to Tools and select Options… then click on the “Security” tab.
- You have two choices: “Password to open” and “Password to modify”.
- To password protect your file for team member viewing only, select “Password to open”. Enter a password, and click “OK”.
- To disallow team members from making changes, select “Password to modify”. Enter your password, and click “OK”.
- When prompted, re-enter your passwords to confirm. Click “OK”.
- Save and close your presentation.
- Test your password protection by re-opening the file. You’ll be prompted for your password. Enter it and click “OK”.
- Next, you’ll be prompted for your “modify” password. This is where you tell your team members to click on “Read Only”. Keep your “modify” password to yourself – until the presentation is in its final version or ready to go live.
- To remove password protection at final draft stage, simply go back to the “Security” tab in Tools / Options again…and delete your passwords.
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You may want to save a non-passworded version (or remove security when you're done) for posterity's sake. I know many a compatriot that passworded for just that very reason, only to forget the password three months later when they wanted to reuse some slides from that presentation. So make a copy first, then secure away!
Excellent point, Paul...
I usually keep the passwords in effect while the show is in development, but once the presentation is ready for public consumption, I usually bag the passwords, too.
Once the presentation goes public, there's no need for them anymore, hey?
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I usually keep the passwords in effect while the show is in development, but once the presentation is ready for public consumption, I usually bag the passwords, too.
Once the presentation goes public, there's no need for them anymore, hey?
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