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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.
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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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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