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In PowerPoint 2010 Essential Training, author David Diskin demonstrates how to engage an audience with images, video, sound, charts, and diagrams in professional presentations. The course also covers a variety of methods to share presentations with others, and provides comprehensive tutorials on how to design presentations that successfully deliver a quality message. Exercise files accompany the course.
Saving, probably the most important function in all of PowerPoint 2010, that is unless you're really going to chance things. I'd like to show you the basics about saving and then move on to discuss some of the different formats that PowerPoint can save as. You should save your work often, but it's no longer necessary to save it every five minutes like we were once told. PowerPoint 2010, just like the past few versions, automatically saves your work for you and recovers it in the event of a crash. New to Office 2010, it even automatically saves a back up copy when you choose to close PowerPoint and say no to the question, do you want to save the changes you've made? But for these features to work, they must be turned on.
Let's review our settings from the File menu down to Options. And in the PowerPoint Options dialog box, click on Save. For PowerPoint to save your work automatically, this here needs to be checked, Save AutoRecover information every x minutes. You can place any number you want here, but 10 is a good default number. And as I mentioned earlier, PowerPoint can now automatically save the last file that you were working with without asking you; that is if you close PowerPoint and accidentally say no to the "do you want to save question," it will keep a saved version for you anyway.
Notice that it does not overwrite the file you are working with, but it does keep it available for you should you want to use it. I'd like to point out one more option that you might be interested in. At the very top of this list you can change the format that PowerPoint uses to save files. Of course, the default version is PowerPoint. And this is the PowerPoint 2007-2010 format. But if you do have a number of users in your office who are still using an older version of PowerPoint, you may want to change your default format to PowerPoint 1997-2003.
Note that doing this will severely limit the number of features you have available to use. But it might be necessary to work with some other formats. Now, let's learn about a few of the ways we can save our presentation. Again, from the File menu, I'll choose Save & Send. The Save & Send menu from Backstage is broken down into two sections: Save & Send and File Types. Like the name implies, Save & Send allows you to take your file and save it or share it with others across the Internet, through e-mail, or on your network.
Each one of these expands to the right to give you more options. Send Using E-mail gives me one, two, three, four, five different ways to send this file using e-mail, as an attachment, as a link, a PDF, XPS or through the Fax service, if you have a Fax service provider. Changing this to Save to Web provides me with options that are available that are preconfigured on my computer, for example, Windows Live. But let's talk a little bit more about File Types. Underneath Save & Send is File Types.
If I click on Change File Type, PowerPoint gives me a variety of ways to save this file. Of course, the default is a Presentation that is a Office 2007-2010 format. I can save in the older format, 97- 2003, although know that if you do this you'll lose some features and functionality that are only available in the current version. You can save your PowerPoint presentation in an Open Document Format, as a Template to be a beginning stage for other new presentations, as a Show, which opens automatically into slideshow mode, rather than Edit mode, when the file is double-clicked.
You can save the file as a PowerPoint Picture Presentation, which flattens each slide into a single image. Speaking of images, you can also save the file as a series of PNG, or JPEG images, and a variety of other file types, which gives you a pulldown menu to view additional options, ones that aren't used as often. You will notice there are a few options I haven't discussed yet, such as PDF, Video, Package for CD and creating Handouts, all of which I will be showing you in an upcoming video.
By the way, the shortcut to quickly save your work is Ctrl+S.
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Create a Video – This feature converts your presentation into a .WMV file (video) which you can then upload to your own website, YouTube, Facebook, or just about anywhere else. If you upload it to a site like YouTube which permits embedding, you can then copy-and-paste the embed code directly into your own website. It will play when users click the Play button, much like you’ve probably seen on blogs and other websites. This feature includes your voice narration, slide advance timings, and video that you may have included.
Save to Web – This feature uploads your presentation to SkyDrive, a free file-hosting service by Microsoft that you can use for collaboration. You’ll need a Windows Live account first, but once you log in you can create folders and upload files directly from within PowerPoint 2010. Once uploaded, you can provide a public link to the presentation file which can then be added to your website. The presentation will open in visitors’ browsers with forward and back buttons, and they do not need a Windows Live account to view it.
Create PDF/XPS Document – By saving your presentation as a PDF, you can upload the PDF to your website and link to it. Most users will be able to load and watch the PDF presentation, and can advance slides manually. Note that this feature does not permit video, sound, animation, or transitions.
PowerPoint Viewer - A fourth option is to save your presentation as a Show (you’ll find this under the “Save As” menu) which creates a PPSX file. PowerPoint Shows are just like regular presentation files, except PowerPoint opens up in presentation mode to the first slide, and when finished it closes completely. The PPSX file can be uploaded to your website, and linked to. Users with PowerPoint 2007 or later will be able to open the presentation and watch it. For users without PowerPoint 2007 or later, you can provide a second link to the free Microsoft PowerPoint Viewer which they can then install on any Windows machine and watch your presentation.
The first three options discussed above can be started by choosing “Save and Send” from Backstage View (the File menu). Then choose the appropriate option based on your preference.
Note that if your organization has a SharePoint server, and your audience is limited to those with access to SharePoint, you may choose to “Save to SharePoint” instead for an easy, feature-rich solution.
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