When all the photos have been inserted and all the captions have been written, there is still more work to be done. At a minimum, the following items must be checked:

  • page numbers
  • captions
  • student names
  • commas and periods
  • position of photos
  • possible duplicates of photos

To do a good job proofreading, follow these directions so that your students can double and triple check their work.

Option 1 - Link Slides to a Master Slide Deck

My big plan for the 2017-2018 was to use this option. Theoretically, the plan was beautiful. Maybe someday it will work better. The problem was when our publisher used Download as  -> PDF (his preferred method), the 115+ page yearbook stalled while downloading. We believe this problem occurred because we used the high-resolution photo option in Google Photos.

Please note that the yearbook cover is downloaded as a separate file. This is because our publisher prints the cover on a larger cardstock and then trims it so that the color "bleeds" over the edge.

Link Yearbook Sections to a Master Slide Deck

  1. Use CTRL + A to select all slides.
  2. Right-click (two-finger touch on a Chromebook) on a slide to Copy (CTRLC).
  3. Open a new Google Slides and call it "Yearbook Master Slide Deck."
  4. Paste (CTRLV) the slides.
  5. Select Link slides.

Repeat steps 2-5 with the other sections. During the editing process, have students make changes on the original group slides and update the Master Slide Deck when done. There should be no problem with the page numbers in the Master Slide Deck.

Zoom in or out of Grid View

  1. Select the Grid view icon on the lower left corner.
  2. Use the - and + icons to zoom in or out.

I know that I have said this before, but wouldn't it be wonderful if Google morphed Google Slides and Google Photos Photo Books together? Then we could have a dual page view in a new graphic design app.

Download as a PDF

  1. Select File.
  2. Click on Download as.
  3. Select PDF document (.pdf).

Downloading Error

The gif to the right demonstrates the error we received in Spring 2018. The file was too large.

Download PDF error

Option 2 -Download as PDFs and Combine

Another option for proofreading and sending the yearbook to the publisher is to download each section as a pdf and combine them into one large PDF. Before downloading each section as a PDF, student editors will need to renumber the pages in sections 2 and higher so that the page numbers are consecutive.

Download as PDFs and Combine

  1. Download the individual Google Slides yearbook sections as PDFs.
  2. Go to combinepdf.com. Confirm that you are in the Combine PDF tab.
  3. Select Upload files.
  4. When all files have finished uploading, click on Combine.

A combined PDF of the entire yearbook will be downloaded to your computer.


Before you send the yearbook draft to the publisher, make sure you and your students proofread it as a PDF. One year we had an issue with images not downloading, which meant that they would not print either. We determined that comments on images had not been resolved. Another year, the PDF version allowed us to take a close look at all the captions to see which ones needed to be revised.

Open in Adobe Acrobat and View as a Dual Page

Adobe Acrobat Reader is a free desktop software program. In the example to the right, a filler page was added to the front so that the yearbook spread (2-page view) can be viewed.

Confirm that all photos and captions are properly placed. Then zoom in to read the captions. Make the necessary changes to the Google Slides. The file(s) will need to be downloaded again after the corrections are made.

Send Proof to Publisher

Ask the publisher to send you a proof of the yearbook before you mass publish it. All yearbooks - ones created in Google Slides or with an expensive yearbook company - need to be printed and viewed as a physical copy. Mistakes will be found and will need to be corrected before the final copy is printed.

Upload PDF to Google Drive

  1. Open the folder where you created each Google Slides yearbook section. Select New.
  2. Click on File upload.
  3. Select the combined pdf.
  4. Select Open.

Share Proof (and later Final) Yearbook with Publisher

  1. Right-click on the combined PDF.
  2. Select Share.
  3. Type the publisher's email address and a message.
  4. Click Send.


Who prints our yearbook? Who can print yours? Print locally if you can but if you can't, we have a list of publishers that you can use!