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Packaging a presentation for travel

From: PowerPoint 2010: Audio and Video in Depth

Video: Packaging a presentation for travel

When you create a PowerPoint 2010 presentation, you have the choice of linking or embedding all your multimedia assets. If you chose to link to your movies and sound files in order to keep your file size small, it's essential to gather all of your source files into a folder if you move your slideshow to another computer. If you forget one file, you won't be able to see the video or sound. Fortunately, PowerPoint has a tool that will help the package for CD utility. You don't have to use Package CD only for creating a CD. You can also use it to gather all your linked files from multiple locations into one folder.

Packaging a presentation for travel

When you create a PowerPoint 2010 presentation, you have the choice of linking or embedding all your multimedia assets. If you chose to link to your movies and sound files in order to keep your file size small, it's essential to gather all of your source files into a folder if you move your slideshow to another computer. If you forget one file, you won't be able to see the video or sound. Fortunately, PowerPoint has a tool that will help the package for CD utility. You don't have to use Package CD only for creating a CD. You can also use it to gather all your linked files from multiple locations into one folder.

To do this, go up to the left corner and click on the File tab and then go down to Save & Send. From there choose Package Presentation for CD and then click on the Package for CD button. In the dialog box that appears, enter a name for the CD or the folder that you're going to create. I'll call it HNP_Advertising. Under files to be copied, you can see your current PowerPoint file. If you'd like to include additional presentations, click the Add button on the right-hand side and navigate to any others you want.

I'm just going to stick with this one so I'll say Cancel. Next, click on the Options button in the lower right-hand corner. Under Include these files, it will of course include all our linked files but we can also tell it to include the embedded TrueType fonts so that it will always have the correct text, even if the other computer doesn't have the same fonts that I do. The next option allows you to set a password but I don't recommend this. If you forget the password or your recipient doesn't know it, you will be completely unable to play your presentation.

The last checkbox removes your personal metadata from the file. So no one will see who created it or when. I'll leave it unchecked and I'll click OK. Now look at the very bottom of the box. There are two buttons for Copy to Folder and Copy to CD. Copy to CD will burn a self-running CD for you. In our case, we are just trying to bring all our files together in one place so I'll choose Copy to Folder. The name I entered earlier is repeated here and I can change it if I want.

My default location is my documents folder, but I can click on the Browse button to select a new target location. I'll change this to the same folder as the exercise files for this course. But you can put yours wherever you'd like. I'll click Select and then I'll click OK to close the Copy to Folder dialog box. The next message is a security measure to remind me that if I don't know the source of my content it may not be safe. I created this entire project myself so I'm not worried.

I'll click the Yes button. I'll see the progress wheel spin and then a window will open. Here I can see that I am in the location that I chose and here's my new HNP_Advertising folder. Inside it, I can see my PowerPoint file and all of my linked videos and sounds. I also see a number of additional files, including a folder that contains the PowerPoint Viewer and the files to make it run. I'll click my Back button.

If you are going to burn this to a CD, keep the AUTORUN and the PresentationPackage. Otherwise, if your goal was just to bring your linked assets together into one folder from various locations on your computer, you can delete all the rest of the files. Since overlooking even one of your linked video or audio assets could be a professional nightmare, it's comforting to know that PowerPoint has a utility to bring them all together into one place.

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This video is part of

Image for PowerPoint 2010: Audio and Video in Depth
PowerPoint 2010: Audio and Video in Depth

83 video lessons · 9368 viewers

Alicia Katz Pollock
Author

 
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  1. 1m 43s
    1. Welcome
      54s
    2. Using the exercise files
      49s
  2. 20m 45s
    1. Using video and audio appropriately
      1m 58s
    2. Considering copyrights
      3m 57s
    3. Linking vs. embedding media
      8m 35s
    4. Working with video formats
      6m 15s
  3. 22m 4s
    1. Inserting an animated GIF from the clip art gallery
      4m 21s
    2. Inserting a video from a computer file
      3m 55s
    3. Inserting a clip as an external object
      3m 10s
    4. Inserting a video as a Windows Media Player control
      3m 45s
    5. Linking to a YouTube video
      5m 23s
    6. Inserting a video using an action button
      1m 30s
  4. 23m 23s
    1. Inserting a QuickTime video
      6m 3s
    2. Playing a Flash animation
      6m 0s
    3. Using ActiveX as a workaround
      5m 58s
    4. Inserting a web page
      5m 22s
  5. 34m 6s
    1. Trimming a video
      5m 54s
    2. Fading in and out
      4m 23s
    3. Cropping a video
      4m 6s
    4. Selecting a poster frame
      1m 53s
    5. Adjusting brightness and contrast
      2m 40s
    6. Recoloring a video
      2m 50s
    7. Adding video bookmarks
      3m 10s
    8. Synchronizing text captions with bookmarks
      9m 10s
  6. 10m 32s
    1. Resizing a video
      4m 34s
    2. Playing a video in a shape
      2m 2s
    3. Using a video as a slide background
      3m 56s
  7. 29m 3s
    1. Applying a preset video style
      2m 48s
    2. Designing a border
      3m 59s
    3. Adding shadows
      2m 52s
    4. Adding reflections
      2m 39s
    5. Adding glow effects
      2m 16s
    6. Adding soft edges
      1m 45s
    7. Applying 3D rotation
      3m 50s
    8. Applying bevels and 3D formatting
      6m 26s
    9. Using Format Painter
      2m 28s
  8. 22m 34s
    1. Setting the volume
      1m 13s
    2. Playing a clip automatically
      57s
    3. Play full screen
      1m 1s
    4. Hiding a video
      1m 16s
    5. Looping a video
      2m 50s
    6. Rewinding after playing
      1m 13s
    7. Delaying playback of a video
      2m 0s
    8. Showing and hiding media controls
      1m 1s
    9. Triggering a video by clicking a graphic
      5m 5s
    10. Triggering a video using animations
      2m 46s
    11. Playing a video across multiple slides
      3m 12s
  9. 13m 0s
    1. Troubleshooting videos that won't play
      3m 7s
    2. Improving playback performance
      3m 43s
    3. Optimizing Windows 7 settings
      6m 10s
  10. 13m 18s
    1. Working with audio file formats
      3m 7s
    2. Inserting a sound from the clip art gallery
      3m 15s
    3. Inserting audio from a computer file
      1m 56s
    4. Recording your own sounds
      3m 35s
    5. Playing audio in an external application
      1m 25s
  11. 24m 44s
    1. Setting the sound clip volume
      1m 5s
    2. Playing a clip automatically
      2m 23s
    3. Trimming an audio clip
      3m 52s
    4. Choosing a sound's starting and ending points
      2m 18s
    5. Fading sounds in and out
      59s
    6. Looping a sound clip
      2m 23s
    7. Delaying an audio clip
      2m 31s
    8. Rewinding after playing
      1m 13s
    9. Changing the appearance of the sound icon
      3m 13s
    10. Hiding the sound icon
      2m 5s
    11. Adding and removing audio bookmarks
      2m 42s
  12. 18m 19s
    1. Adding sound effects to transitions
      3m 10s
    2. Adding sound effects to animations
      3m 46s
    3. Triggering audio playback with objects
      2m 12s
    4. Playing a sound with a hyperlink
      1m 28s
    5. Triggering actions with audio bookmarks
      7m 43s
  13. 21m 7s
    1. Playing a sound across multiple slides
      4m 10s
    2. Building a music soundtrack
      4m 23s
    3. Playing audio tracks from a CD
      3m 26s
    4. Recording a narration
      9m 8s
  14. 23m 12s
    1. Checking and optimizing media compatibility
      3m 8s
    2. Converting media to earlier versions of PowerPoint
      2m 17s
    3. Converting media from earlier versions of PowerPoint
      2m 37s
    4. Compressing media files
      3m 47s
    5. Saving as a movie
      4m 48s
    6. Packaging a presentation for travel
      3m 43s
    7. Extracting media asset files
      2m 52s
  15. 45s
    1. Goodbye
      45s

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