Permissions and Collaboration in Presentations

Permissions determine the level of access for collaborators and groups. Owners can determines the access for collaborators. Generally, Presentations permissions are set early in the process of Presentations development, but they can be changed at any point.

Set Permissions for Presentations

To access permissions in Presentations:

1

Select the File tab.

2

Then select Permissions from the menu.

You’ll have options for the Presentation, Current Slide and the Advanced Permissions editor. The first two options will open the permissions dialog box.

To find a collaborator or group, enter their name in the search field. Select the radio button for the desired permission level for a collaborator or group.

There are three permission levels that can be assigned to collaborators:

• Owner: Has full rights to the Presentation and can manage permissions.
• Editor: Can make changes to the Presentation.
• Viewer: Can view a Presentation but not make any changes.

To remove a collaborator or group:

1

Hover over the collaborator or group.

2

Click the X that appears on the right.

Advanced Permissions Editor

If you choose the Advanced Permissions editor, a permissions matrix will open in a separate tab. All of the slides in your Presentation are listed on the left. Click on the appropriate squares to set permissions levels.

For more information, see Setting Advanced Permissions.

You can also manage Presentations permissions in Home. To learn how, read the article Manage Permissions in Home.

Individual Slide Permissions

To manage permissions for individual slides:

1

Select the slide in the Document Outline panel.

2

Right click on the slide name and choose Permissions from the menu.

From this point, setting permissions for individual slides functions the same way as permissions for the entire Presentations document. 

Remove Slide Permissions

If you remove an individual who is an Owner or an Editor from one or more specific slides, they will see a grayed out title in Italics for those slides in the outline panel and a message indicating that the slide has been excluded.

If the user is a Viewer, the message in the slide will indicate that there is no data to display.

In the Permissions interface for a specific slide, the name of the user whose permissions have been removed will show with a strikeout and a blue asterisk.

Outline Labels

As your presentations grows, you may find it helpful to label parts of your outline to provide pertinent information at a glance, such as the current status of a section, who is working on a section, or the section’s priority.

You can create an unlimited number of labels for your presentation. Document owners must first enable this feature for a given presentation.

To enable outline labels:

1

Click the gray circle in the top right corner of the presentation outline.

2

Click Enable Labels.

Once labels have been enabled, any user with editor access to that presentation will be able to add, edit, apply, or remove labels. You can view available labels by clicking on the gray circle in the upper left-hand corner of the outline panel to Manage Outline Labels. Four default labels are available: Not Started, In Progress, Waiting, and Final. 

To edit the names of these labels:

1

Click in the name field found to the right of a label’s color indicator.
Enter the name you’d like to use.

2

Press Enter on your keyboard or click outside of the name field and choose Edit. Label changes are shown to team members in real time.

To change the label colors:

1

Click on the color circle next to the label name.

2

Choose your new color.

To create a new label:

1

From the Manage Labels window, click +New Label.

2

Enter a name for the new label. The new label will be added at the bottom of the list and assigned a new color.

To apply a label:

1

Click the label button to the left of a section name.

2

Select the label you’d like to apply from the list of available labels.

To remove a label:

1

Open the Manage labels window.

2

Click the X to the right of the label’s name.

When two editors are adding labels simultaneously in the outline panel, the most recent change overrides other changes.

If you need to remove a label from a single slide, change the section’s label to None.

To apply a label to all sections or remove all labels:

1

Open the outline label window at the top of the outline.

2

Click the drop-down arrow next to the label you’d like to apply.

3

Choose Apply to All Sections and Remove options.

At the bottom of the Manage labels box, you will also have More Options, including Clear Labels from Outline and Disable Labels. Before the labels are removed, you will be asked to confirm your decision, as this action cannot be undone.

Disable Labels does not remove applied labels or delete created labels, so any work done with labels may be continued by reactivating labels.

Tasks in Presentations

You can create, assign and manage tasks in Presentations. Using tasks within a Presentation can help you manage work items, organize responsibilities and meet deadlines.

See Create and Assign Tasks, Use Tasks and Manage Tasks for more information.