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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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