PowerPoint 2016 Advanced

[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]