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Discover the power shortcuts the pros use to navigate PowerPoint 2010 with ease. Author Alicia Katz Pollock shows how to customize views, work with text, format slides, and publish your final presentation. The course also includes her top 10 tips for working with presentations, including autofitting text, creating custom bullets, and using shapes to mask images and video.
PowerPoint's ability to export your slides into a variety of formats makes it easy not only to share your slide show, but to repurpose the graphics as well. For example, you can export your presentation into a PDF, so you can distribute it digitally as a document. In case not all recipients have PowerPoint, or you can export the slide as JPEGs. Turning them into pictures means you can utilize PowerPoint as a graphic design application and insert your finished artwork in to brochures, flyers or any other program. Let's start with PDF format. There are several ways to do this. The simplest is to just press F12, to open the Save As window, change the Save As Type at the bottom to PDF.
Be sure to click on the Options button. Here you can specify the range of slides that you want to turn into a PDF, or even the one Slides, Handouts, or Outlines. You can choose to include the Document properties, and the XML structure tags in your PDF or not. Are you saving for a company archive? If so, they may want you to save as a PDF/A, which controls what information is stored inside the PDF file. If this is just for yourself, you can leave this unchecked, and I'll click OK.
Underneath there is a checkmark for Open the file after publishing. If you leave this on, as soon as you click Save, it will export the PDF, and open up your favorite PDF reader. Now there are other places where you can Save As PDF as well. And if you go down to Save & Send, you have several more options. You can send it as an Adobe PDF for Shared Review, which will use Acrobat and send it to your colleagues. Here is the same Create Adobe PDF button we saw earlier, and here's the last option, if your company uses an XPS format.
Now, let's take a look at saving your files as JPGs, like I mentioned before, this is a very versatile option that saves your slides each as its own JPG that you can then use in any way you like; drop it into Word, use the graphic for advertising. I frequently will turn to PowerPoint to create graphics for my other projects, since I'm an Office guru, but not much of a graphic artist. Again, I'll press F12 to open my Save As dialog box, where it says Save as type; I'll click on it, and come up to JPG File Interchange Format. Notice that you can also save as GIF, PNG or TIF.
So I'll click on JPG, and click Save. I'll get an alert box asking if I want to export Every Slide, or just my Current Slide. I'll export every slide. Each slide in my presentation has been saved in a separate file, in a folder. Let's go ahead and take a look. I'll click OK, and then go to Windows Explorer. In the same folder with my original file, here's the PDF that I exported, and here's a file folder with the same name.
I'll open it up, and there are my 10 slides, all saved as JPGs. So let's take a look at how to use this. For example, I'll open up our Employee Handbook. I'll go to the Insert tab, and click on the Picture button, navigate to the folder that we just created, and I'll double-click on Slide 1. That adds a great graphic element to my Employee Handbook. Not only does it add a great graphic to my handbook, but it enforces consistency between my Word documents and my PowerPoint slide show.
PowerPoint's diverse list of export format means that you can employ PowerPoint as a graphic design application, not just a tool to create slide shows.
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