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In PowerPoint for Mac 2011 Essential Training, author David Rivers demonstrates how to create effective slideshows and dynamic presentations using the tools in Microsoft PowerPoint 2011. The course provides in-depth instructions for changing the look of presentations: using built-in and custom themes, formatting text, inserting tables and charts, adding pictures and SmartArt drawings, and adding animation. It also shows how to proof presentations and ready them for viewing, and gives details on the different ways to share presentations. Exercise files are included with the course.
As you work on your presentations in PowerPoint, you'll probably think about saving it eventually - something we'll talk about in the next movie. But before you do that, you'll have to consider whether or not you are going to be sharing it with others, using it on another computer. And in those cases, those computers or other people may not have upgraded to PowerPoint 2011, so you'll want to save back to a compatible version, and you'll want to check to make sure that your presentation is compatible. The way to do that is to use the Compatibility Report.
We are going to continue to work with our Orientation presentation here. And all we've done, really, that's a little bit different with this presentation is to add the sections. Let's see if it's compatible if we were to save it back to an earlier version, or maybe even a Windows version. Well, there is a couple of ways to access the Compatibility Report. We need to open up the Toolbox. You can do that right from the toolbar. Right above the Ribbon, you'll notice a button to show or hide the Toolbox, or you could go to the View menu if you want and access the Compatibility Report right from there.
But in the Toolbox, you'll notice the last button, the wrench, represents the Compatibility Report. Now, if you are going to be saving it to PowerPoint 2011, the current version, obviously, there would be no issues. So, down below if you look at the results, no compatibility issues are found in this case. But what if we want to save it back to an earlier version? When we click the dropdown, you'll notice a number of versions to choose from. For example, we could choose all Mac and Windows Versions right at the top - this covers PowerPoint 97 through 2011. Or we could go to a specific version, like PowerPoint 2008. Let's select that.
Now automatically, you'll see that the document, or in this case presentation, is rechecked. There is a button to recheck the document at any time, and there is a result here. One issue: slides will no longer be grouped into sections if we save in PowerPoint 2008. So, in other words, we couldn't do that back then, and in this case if we save it back to an earlier version, we'll lose that functionality. Down below, if we could fix it, we would have access to some buttons to fix, ignore, and just all we have to do is select it.
You'll see, down below, we can't fix that, but we can choose to ignore it. So if we save our presentation in an earlier file format, we will lose the sections. If we try some of the other formats, we'll get the same results. We could go back to PowerPoint 98, which is a Mac version, but then we have our Windows options as well. Let's say we're collaborating with someone on this project, and they use Windows PC, and they're running PowerPoint 2003. Well, we can select that format, and you'll see the same thing happens here.
We'll lose our sections, but everything else seems to be okay. So in that case, we would simply save it back to that version and share it with the person who's working on a Windows computer. You can close up the Toolbox when you're done checking the Compatibility Report. Once you know whether or not you're going to be compatible, fix any issues, or ignore existing issues that can't be fixed, you're then ready to save your presentation, something we'll do next.
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