Welcome to Share, Collaborate, and Convert. In this section we will cover the following topics:
Download and Email Presentations
Share Presentations
Collaborate
Work with Versions
Add-ons
How to Download and Email Presentations
Downloading your presentation to your device allows you access to the presentation even if your offline. Your free to edit the presentation with other software or give them to someone else.
Download a Presentation
Downloading a Google Slides presentation saves a copy of the presentation to your device in a specific file format. This allows you to access and work on the presentation offline or to share the file with others who may not have a Google account.
1. Click File on the menu bar.
2. Select Download as.
3. Select a file format.
The presentation is converted and saved to your Downloads folder.
Email a Presentation
Emailing a Google Docs document allows you to send a copy of the document to one or more recipients via email. The recipients will receive a link to the document.
1. Click File on the menu bar.
2. Select Email as attachment.
3. Select an attachment type.
4. Add your email recipient(s).
5. (Optional) Type a personalized message.
6. Click Send.
The presentation is sent as an email attachment.
Share Presentations
Sharing a presentation in Google Slides allows you to give other people access to view or edit the presentation. When you share a presentation, you can specify the level of access that you want to grant to others.
Share a Presentation
1. Click the Share button.
2. Enter the email address(es) for the people you want to share with.
Sharing a presentation with someone else usually gives them editing privileges.
3. Click the Permissions list arrow.
4. Select a permissions level.
- Viewer: Anyone who has been invited is only able to view the document, not make changes or share the file with others.
- Commenter: Anyone who has been invited is able to make comments and suggestions but can’t make changes or share the file with others.
- Editor: Anyone who has been invited to the document can make changes and share the file with others.
5. (Optional) Write a message for the recipient.
6. Click Send
An email invitation is sent, and the presentation is now added to the Google Drive of everyone you shared it with.
Change Share Settings
If you later decide the share settings you selected aren’t correct, you can change them.
1. Click the Share button.
2. Click Advanced.
Here you see a list of everyone the presentation is shared with, as well as their permissions.
3. Click the permissions button for the person whose permissions you want to change.
4. Select a permissions level:
- Can edit
- Can comment
- Can view
5. Click Save changes.
6. Click Done.
The share settings are updated.
Publish to Web
If you need to share your presentation with a wider audience, you can publish it online.
1. Click File on the menu bar.
2. Select Publish to the web.
From this dialog box, you can choose to generate a link to the presentation or embed it on a web page.
3. (Optional) Adjust publish options.
In the Publish to web dialog box, you can adjust how long it takes for your presentation to auto-advance through its slides, adjust the slideshow size, choose to start the slideshow as soon as the player loads, or choose to restart the slideshow after the last slide.
4. Publish to Web
5. Click OK.
A public URL is generated so you can share a read-only version of your presentation with your audience.
Collaborate
Collaborating on a document means working on the same document with other people at the same time. Google Docs allows multiple people to edit the same document simultaneously and see each other’s changes in real-time.
NOTE: When a collaborator is editing the document at the same time as you, you’ll see their text cursor, and their changes will appear in real-time.
Add Comments
Google Slides commenting feature can be helpful for group projects, brainstorming sessions, and collaborative editing, as it allows all team members to share their thoughts and feedback in real-time. When someone adds a comment to the presentation, it will appear in a comment box along the side of the slide, and all team members will be notified. Each comment can also be replied to, allowing for a conversation to take place within the presentation.
1. Click into the document where you want to place the comment.
2. Click Insert on the menu bar.
3. Select Comment.
4. A comment balloon is added to the margin.
5. Type your comment into the text field.
6. Click Comment.
Now anyone else viewing the document will see what you had to say about it.
Reply to a Comment
In addition to making your own new comments, you can also reply to other members comments. This comment conversation will form a thread.
1. Click a comment.
2. Click in the Reply field and type reply.
3. Click Reply.
Resolve a Comment
Resolved comments are comments that have been addressed or resolved, but are still visible in the document. This is in contrast to deleted comments, which are permanently removed from the presentation. Resolved comments are added to the comment history in Google Slides, and can be brought back to the presentation if needed. This feature allows users to track the progress and resolution of comments during the collaboration process.
1. Click the Resolve checkmark.
Once a comment is resolved, it will no longer appear in the document.
Work with Versions
“Version History” is a record of all changes that have been made to a document over time. It includes information about who made the changes, when they were made, and what the changes were. This can be useful for tracking the progress of a document, seeing how it has evolved over time, and reverting back to an earlier version if needed.
View Versions
1. Click File on the menu bar.
2. Select Version history.
3. Select See version history.
The Version history pane appears at the right showing all previous versions that have been autosaved.
4. Select a different version of the document.
You’ll see a preview of that version at the left.
5. And a dropdown history of the changes that were made to that version.
Any changes that were made are timestamped with the edit time and highlighted in green.
Create a Named Version
You can name a version to make it easier to find.
1. Click the More actions button for the version you want to name in the Version history pane.
2. Select Name this version.
3. Type a name for the version.
4. Click outside the name field.
The version is named.
Restore a Version
This is a helpful feature if you need to revert back to an older version of the presentation or if you want to see how a presentation has evolved over time. Viewing previous versions in the history panel does not automatically bring the version back – it only displays a preview of that specific version. To restore a previous version, you must make a confirmation before the file is updated to the selected version.
1. Select the version you want to restore in the version history pane.
2. Click the Restore this version button.
3. Click Restore to confirm.
The older version is restored to the active version and you can continue making edits.
Add-ons
Google Docs Add-Ons are third-party tools (software) that you can use to enhance the functionality of Google Slides. There are dozens of add-ons to choose from, things like photo libraries, chart and graph generators, additional fonts, and so much more. Some add-ons are free to use, while others require a subscription or one-time payment. You can access and install add-ons from the Google Slides Add-ons store, which can be found in the “Add-ons” menu within a Google Slides presentation.
Install an Add-On
1. Click Extensions on the menu bar.
2. Select Add-ons.
3. Select from Get add-ons or Manage add-ons.
4. You can scroll through the Google Workspace Marketplace listing of add-ons or use the Search field.
5. Click on the add-on you want to install.
6. Click the Install button. You may need to grant permission to install the add-on to your Google account.
The add-on is installed to Google Slides.
Access Add-Ons
All of your installed add-ons are available in the Add-ons menu.
1. Click Extensions on the menu bar.
2. Select an add-on.
3. Select the add-on option you wish to use.
The options will vary depending on the type of add-on.