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Saving a presentation

From: PowerPoint 2010 Essential Training

Video: Saving a presentation

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.

Saving a presentation

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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This video is part of

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PowerPoint 2010 Essential Training

53 video lessons · 49166 viewers

David Diskin
Author

 
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  1. 4m 9s
    1. Welcome
      1m 8s
    2. What is PowerPoint?
      1m 50s
    3. Using the exercise files
      1m 11s
  2. 19m 17s
    1. Managing your presentations with Backstage
      4m 14s
    2. Using the Office Ribbon
      4m 57s
    3. Customizing the view
      3m 42s
    4. Customizing the Office Ribbon
      6m 24s
  3. 41m 41s
    1. Starting from scratch
      2m 19s
    2. Adding slides and content
      3m 24s
    3. Deleting slides and changing layouts
      2m 24s
    4. Rearranging slides
      1m 46s
    5. Saving time with Outline mode
      3m 51s
    6. Separating your show into sections
      5m 15s
    7. Adding photos and clip art
      5m 24s
    8. Spell-checking
      4m 6s
    9. Using the thesaurus
      1m 17s
    10. Saving a presentation
      4m 22s
    11. Applying a theme
      3m 59s
    12. Running the show
      3m 34s
  4. 42m 39s
    1. Using fonts and color
      7m 17s
    2. Adding bullets and list numbering
      2m 10s
    3. Changing text alignment
      2m 13s
    4. Using picture effects
      5m 54s
    5. Removing backgrounds from photos
      5m 52s
    6. Understanding slide masters
      3m 7s
    7. Changing slide backgrounds
      3m 17s
    8. Adding a logo to the background
      6m 18s
    9. Applying slide transitions
      4m 33s
    10. Saving the design template
      1m 58s
  5. 17m 10s
    1. Creating tables
      2m 2s
    2. Formatting tables
      3m 57s
    3. Pasting tables from Excel
      5m 1s
    4. Creating charts
      2m 16s
    5. Pasting charts from Excel
      3m 54s
  6. 24m 43s
    1. Adding shapes
      3m 0s
    2. Moving, resizing, formatting, and rotating shapes
      5m 14s
    3. Adding text to shapes
      2m 57s
    4. Adding text boxes
      3m 54s
    5. Working with layers (Send to Back and Send to Front)
      5m 17s
    6. Animating text, shapes, and other objects
      4m 21s
  7. 13m 10s
    1. Adding an audio clip
      3m 16s
    2. Adding video
      5m 7s
    3. Cropping video
      4m 47s
  8. 14m 27s
    1. Adding organizational charts
      4m 59s
    2. Adding cycle diagrams, Venn diagrams, and other diagrams
      9m 28s
  9. 26m 40s
    1. Printing a presentation
      5m 22s
    2. Adding speaker notes
      3m 3s
    3. Saving your presentation as a PDF
      3m 12s
    4. Presenting on another laptop (packaging)
      4m 28s
    5. Broadcasting on the web
      3m 52s
    6. Saving as a video
      3m 24s
    7. Using web apps through SharePoint
      3m 19s
  10. 36s
    1. Goodbye
      36s

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