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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.
Probably the most important thing to learn about working with a PowerPoint presentation is how to save it. You don't want to have to redo your work if something goes wrong, like a crash or a power outage. Well, there are some fail-safes built into PowerPoint, but there are also many different ways to save a presentation, so we are going to talk about those now, continuing to work with our Orientation presentation. Let's just start by making a minor change. We'll click on the first slide in the Thumbnail pane, and just click in front of the 2010 Year in the subtitle, and let's add a month.
Let's try December and a space. All right, when we click off the slide, we can see exactly what it's going to look like, and we made a minor adjustment. We want to save that. The easiest way, of course, to save is to click the save icon on the toolbar. It looks like a floppy disk, and this simply updates any changes. You don't have an opportunity to change where you're saving it to, to change the name, to change the format. All of that is accessed by using the Save As command, which we're going to look at in a moment. Now if you are in the habit of saving on a regular basis, it's not about habit, but there are some things built into PowerPoint to help you with that as well.
Let's take a quick look. We'll click PowerPoint on the toolbar and then select Preferences. Now from here, you are going to select or click the fourth button in. Again, it looks like a floppy disk, the save button, and you will see your save options that are set. Anything checked off is turned on, anything without a check, like prompting for document properties, is turned off. So if you wanted to add properties to your document, you'd do that manually. Or you could have it happen automatically every time you save, you will be prompted for those properties.
Things like who's the author and the date and time and that kind of stuff. They are all part of the document properties. Now if you look a little bit further down, there is a Save AutoRecover info every and the default set to 10 minutes. This means every 10 minutes there is a backup of your presentation that's being made, and it can be recovered at any time. So if you're in the habit of saving every 10 minutes, you really don't have to because PowerPoint's doing it for you, and you can see it's going to be saved with the new extension there, pptx.
So that's just something that's there in the background you should know about. But if you want to save your presentation to another format, another location, or you want to change the name of your presentation, then you need to use Save As. We access that from the File menu, so click File, and choose Save As. Now, just before we do, you will notice down below there are some options that are quickly available, little shortcuts to save as pictures and movie. But when we click Save As, we'll be able to access those options as well.
And just before we save this, I want you to see something. The Compatibility Report is also available from here, something we talked about in a previous movie, and it does tell us that there is one compatibility issue that depends on the format were saving to. So if we click the Format button, and we choose an older format - for example, let's say we want to go back to PowerPoint 98 to 2004 - you will see we do have one compatibility issue. And if we want to see what that is, click Compatibility Report, and it opens up.
So you see here we have a message that the check was run and at least one issue is found. If you don't like seeing this message, just click the check box and click OK. Now you will see over here in the Compatibility Report that because we have sections, we will lose those sections saving to the older PowerPoint 2003 format. We can close the Toolbox by clicking the red X in the top-left corner. Let's go back to file and Save As. Now let's say we want to change the location. You can navigate to a specific location, maybe your Documents, for example, or in this case the Desktop.
I am going to use the Desktop. We can change the format. Let's change it back now, and you'll see all the different formats you have to choose from. Specialty Formats appear down below, Common Formats at the top. You can even save this to a PDF, so a Portable Document Format that anybody could look at using Adobe reader. So it wouldn't be a presentation anymore; it would be an actual file saved to a movie a .mov file. You could even save it to a template, so you could use this as your starting point for future presentations.
But let's just leave it at 97 to 2004, so we are going to save it back. We do have that one issue. We already know what it is. Let's change the name from Orientation 6 to NewOrientation. So these are some of things you can do with Save As: change the name, change the location, and change the format. When you click Save, all the changes will be saved. If there was an issue - in this case there was - you can see some of the elements in your presentation may not work or may be removed.
So when we continue, the save is made. It doesn't look a whole lot different, but when we look over at the navigation pane, you'll notice those sections are gone, because we've saved back to an earlier format. We saw it in the Compatibility Report. We were warned those sections would be removed. You see the new name at the very top in the Title bar. All of those were available to us, thanks to the Save As option. Now of course, there are some other formats that we might want to save to, saving to a movie, different ways to share as well; we will be talking about those in upcoming movies.
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