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Saving your presentation as a PDF

From: PowerPoint 2010 Essential Training

Video: Saving your presentation as a PDF

PDF, the ultimate paper saver. PowerPoint allows you to save your presentation as PDF rather than sending it to the printer. You can specify the style, which slides, and even e-mail it right from within PowerPoint, or just save it to a folder. From the Backstage view, we are going to go ahead and click on Save & Send. To e-mail this as a PDF, we will click Send using e-mail and then Send as a PDF. Your default e-mail client will launch with the PDF already attached, and you just need to enter the recipient's name, maybe a subject and body. Then hit Send.

Saving your presentation as a PDF

PDF, the ultimate paper saver. PowerPoint allows you to save your presentation as PDF rather than sending it to the printer. You can specify the style, which slides, and even e-mail it right from within PowerPoint, or just save it to a folder. From the Backstage view, we are going to go ahead and click on Save & Send. To e-mail this as a PDF, we will click Send using e-mail and then Send as a PDF. Your default e-mail client will launch with the PDF already attached, and you just need to enter the recipient's name, maybe a subject and body. Then hit Send.

Note that this feature doesn't ask you what layout, slides, or other options you want to use. Everything is default. Alternatively, we can save the presentation as a PDF to a folder. This gives us more options, and we can always e-mail the resulting file manually after it's been saved. So from Backstage, we are still going to click Save & Send, but this time we will choose Create PDF/XPS Document. By the way, XPS is another kind of file very similar to PDF. Clicking Create PDF/XPS will automatically launch a dialog box that asks us for a file name.

We can type in any name we want and then optionally, we can open the file after publishing. This will launch the PDF into whatever default program you have for viewing PDF documents. We do have a few options. The first one we see on our screen is either Standard or Minimum size. If we choose Minimum, your photos are going to be of lower quality. This may not bother you because the size of the file is going to be significantly smaller. So you have a choice here: high quality photos with a larger file, or lower quality photos with a smaller file.

If you are e-mailing the file to somebody, you might want to choose the Minimum size. Under Options we have quite a few other options, including the pages that we want to include, how we want it to look; for example, Handouts, 3 per page, Outline View, or Notes Pages, the Speaker Notes that we discussed in the previous video. You can also frame the slides, and include other information into your document. But most of this, you can ignore. For now, we are going to go ahead and do Handouts, 3 per page, and I will frame them.

We will do the entire presentation. I will hit OK, double-check my file name, and then hit Publish. After PowerPoint has created the PDF file, if we told it to, our default PDF reader is launched with that file. So here I can zoom back a little bit, and take a look at the entire presentation as it was saved out as a PDF. The next time you have a meeting, try this tip. Instead of printing 30 handouts, save your presentation as a PDF and e-mail it to everyone along with your invitation.

That way, they can print it themselves if they want, and you are not wasting any copies. You might bring three or four just in case plus Speaker Notes for yourself. But that's it. You'll cut down on paper, and everyone will already have a digital copy and thank you for it.

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This video is part of

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PowerPoint 2010 Essential Training

53 video lessons · 51721 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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