Comparing and Merging Presentations in PowerPoint 2013
Learn how to compare and merge presentations in PowerPoint 2013.
Author: Geetesh Bajaj
Product/Version: Microsoft PowerPoint 2013
OS: Windows 7 and 8
If you are working on a presentation with your clients, or even a co-worker -- then you might end up in a situation where you both did not work on the same copy, one after the other. Instead, you worked on two different copies. These copies contain changes done by you both -- some similar and some different. Now you need to compare and merge these copies into a single, cohesive file without losing anything at all! Yes, you can manually compare side by side, as explained in our Compare Presentations in PowerPoint 2013 tutorial -- this option works great if there are very few changes. For anything more involved, you will want to use the Compare feature which was introduced in PowerPoint 2010 for Windows. This feature combines two presentations provided by you, and then shows you the differences between them. You can then decide which changes to include, or discard within the final version of your presentation.
Follow these steps to compare and merge presentations in PowerPoint 2013:
- Before you start, you'll need to have one version of the presentation open -- it does not matter which of the two
you want to open first.
- Then access the Review tab of the
Ribbon, and click the Compare button, as shown highlighted in red within
Figure 1: Compare button
- This opens the Choose File to Merge with Current Presentation dialog box, as shown in
Figure 2: Choose File to Merge with Current Presentation dialog box
- Navigate to the other version of this presentation, select it and click the Merge button, shown
highlighted in red within Figure 2, above.
- This will open the other version of the presentation and merge with the presentation you opened first. Along
with this, the Revisions Task Pane will appear, as shown highlighted in
red within Figure 3. Notice that the Task Pane displays two types of
changes -- these are Slide Changes and Presentation Changes. While the former
relate to only the active slide, the latter pertains to the entire presentation. You'll see that the slide active, as
shown in Figure 3, below has no changes -- but the presentation altogether does have some changes --
we will explore all these changes later on this page.
Figure 3: Revisions Task Pane
Note: PowerPoint automatically keeps track of the all the differences between the original presentation and the revised version.
- Navigate from slide to slide. Notice that you see several changes in the slide shown in
Figure 4, below.
Figure 4: Changes displayed on the Revisions Task Pane
- As shown in Figure 4, above -- note that these changes are listed in the Task Pane (highlighted
in red). Click on any of the changes within this list, and the concerned slide object
gets highlighted (see Figure 5, below). Additionally, each selected slide object has a comment
placed next to it, along with a check-box.
Figure 5: Change highlighted
- Now, select the check-box next to each revision you want to accept. In Figure 6, below you can
see that one of check-box is selected and the change is instantly displayed. To reject a change, simply leave the
Figure 6: Select the check-box to accept the change
- You can also click on the Slides tab of the Revisions Task Pane to see a more
visual representation of the changes, as shown in Figure 7, below. Here all changes on the slide are
shown per reviewer -- thus you can quickly accept or reject all changes by clicking on the check-box placed next to
the reviewer's name, as shown highlighted in red within Figure 7,
Figure 7: Accept all changes by a reviewer
- Follow these steps on each slide to accept or reject the changes shown.
- Thereafter visit the Presentation Changes area on the Revisions Task Pane. Similarly select any of the changes shown here, and a similar comment will show up on the
Sides pane (if there are new or deleted
slides) -- as shown in Figure 8, below. Accept or reject changes as required.
Figure 8: Changes for the Presentation
- Once done with accepting and rejecting all changes, navigate to the Review tab of the Ribbon,
then click the End Review button, as shown highlighted in red within
Figure 9: End Review button
This will apply all the accepted and rejected changes to the presentation.
- Save your presentation. Or save with a new name -- to do that choose File | Save As menu option.
Compare More Than 2 Presentations?What if you need to compare more than 2 presentations? PowerPoint only allows you to compare 2 presentations at a time, but if you have 3 or more presentations to compare, follow these steps:
- Compare the first and second presentations -- save changes as a new presentation file.
- Now compare this new presentation file with the third presentation.
- Repeat steps 1 and 2 mentioned above, for any further presentations.
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