Office hacks: FireEye Quickly determine the content of the PPT was modified

We often encounter such problems at work, some PPTs with hundreds of pages are sent to leaders for review, and the leaders change some contents when reviewing, or some complicated PPTs are given to colleagues for collaborative production, and the colleagues modify the contents of the PPTs for many times, but when the PPTs are sent back, we don’t know what the other party has modified in the end. If we use PowerPoint 2019 and collaboration tools, we can see the modified contents at a glance.

○Use the review function to quickly identify changes

If you need to quickly find out the contents of the document has been modified, we can use PowerPoint comes with the comparison function. First in PowerPoint to open the original PPT (assuming that the document 1), in the menu bar, click “Review → Comparison”, in the window that opens, select the other party has reviewed the document (assuming that the document 2), click “Merge” (Figure (Figure 1).

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Then return to the PPT window, in the right-hand side of the “revision pane” will clearly show the contents of the modified document in which pages of the slide, in accordance with this tip to locate the modified slide. At the modification will display the edit icon, expand to see the detailed information on the changes (that is, the document 2 changes), check the box to see the contents of the changes (Figure 2). If you want to confirm the changes, just click “Accept → Accept Revisions” in order. If you have questions about the changes, you can write down the content of the changes and then discuss with the other party.

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○Use PPT’s collaboration feature to quickly find changing content

The above method is more suitable for documents that have been modified less often. If it is a shared document that needs to be collaborated with colleagues, with more changes before and after, then we can combine the history of collaborative documents with the method of comparing documents to quickly find the final changes.

For documents that require collaboration, you can use PowerPoint’s own sharing feature to complete. First, complete your design section in PowerPoint, then click “File→Save” and follow the prompts to save the document in the OneDrive network drive. Then click “Share” in the upper right corner, enter your colleague’s OneDrive account in the open pane, set the permission to “Editable”, and send the sharing invitation to your colleague (Figure 3).

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In this way, colleagues can edit the shared document after receiving the invitation link, but the desktop version of PowerPoint cannot view the history of changes. If the document has been modified many times by yourself and your colleagues, then we can first open the OneDrive network disk directory in Explorer (default “C:\Users\Current User\OneDrive\”), find the collaborative document and then right-click and select “History “Click on “More Options→Download” (Figure 4). Download the most recently modified version to the local area. Then use the document comparison method introduced earlier, the downloaded document and the original document for comparison, you can quickly find out the content of the changes.

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○Use third-party collaboration tools to quickly identify changing content

PowerPoint’s collaboration features are sometimes inconvenient to access with the OneDrive web service. If you want to find the modified content more conveniently, you can also use a third-party collaboration service. Take the operation of Kingsoft documents as an example, after completing the editing of documents in PowerPoint, open “https://www.kdocs.cn/” in the browser and use your own WeChat to scan the code to log in. After successfully logging in, click “Upload File” (you can also create a new one online), and then upload the PPT document to Kingsoft Documents. Open the uploaded document and click “Share”, set “Permissions” to “Anyone can edit”, and click “Create and share ” button (Figure 5). Then colleagues can open the link and edit it. We can always log in Kingsoft documents on the computer, open the collaborative document and click “Collaboration Record”, so that each colleague’s edited content will be automatically displayed in the pane, you can know the content of the document changes (Figure 6).

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If sometimes we are not at the computer (such as out of work or on the way to commute), you can also find out the changes in time in the phone. To use cell phone WeChat (support iPhone and Android phones) as an example, start WeChat search and find the “Kingsoft Document” applet, enter the applet and click “My → Document” in turn, open the collaborative document and click menu in the upper left corner and select “Collaboration Record” (Figure 7). This way, you can easily see your colleagues’ collaboration records in the opened page. If you need to undo a colleague’s changes, click the “Undo” button and click “OK” in the pop-up window. Of course, we can also make online changes to documents in our cell phones (Figure 8).

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Tip.

If you need to view the modification records of PPT documents on your cell phone, you can install the PowerPoint Mobile App, open the document and click “Menu→History” to view it.

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