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It's not uncommon to want to share your work with the audience. Perhaps they want to view it later or forward it to a colleague. It's generally a good idea to oblige this request. And you should be ready to do so while the interest is hot. Here I will talk about a few ways to share your file, including the pitfalls of file size in compatibility and more. We will start with sharing methods. Generally, we can send the file via email. But sometimes we have the luxury of posting it either on our own website or intranet, or the conference might set up an archive page. Making it available for download is great because the file size doesn't matter nearly as much.
The downfall is that you don't establish a one-to-one relationship with that person. If that's what you are going for, try and get the audience members business card and then offer to send your work to them via email. File size--if a PowerPoint file is too big, it won't work for email. How big is too big? Every email host is different, but 9 MB is a good rule of thumb. If it exceeds their limit, it will usually bounce back to you. You can quickly tell how big your file is, by going backstage with the file tab. Here on the right, we can see that this particular file is 13.4 MB.
It's more than 10 MB, so we'll take some steps to reduce it for email. Note that if the file is going to be downloaded via a website, I am not really concerned about how big it is. Even if it were a 100 MB, today's high-speed connections will download that in just a few minutes. If it was 200 Megs or more, I might put a small warning near the download link that says it's going to be a long download. There are two easy ways to reduce the file size of our file. First, we can click on any photo in the presentation and from Picture tools Format tab, click on Compressed Pictures.
I'll uncheck, Apply only to this picture, that way PowerPoint compresses every photo in the entire slide deck. I'm also going to turn on Delete cropped areas of pictures. This way, if I've cropped an area out of a photo, it will be permanently deleted from the file. Here I can choose the Target output size: Print, Screen or E-mail. The fewer pixels per inch, the smaller my target file will be. I will click OK, and PowerPoint will take a moment to compress the photos.
Now let's save our work. This time, since I don't want to save over the existing file, I will hit Save As instead, and give it a new file name. We will call it 07-04 Resized. This way we preserve our original file with the photos at their original resolution. Let's see how big our file is now that it's been compressed. 1.2M--that's a reduction of nearly 90%.
Now let's talk about embedded and confidential content. Sometimes we accidentally put unwanted information into our slides and we end up sharing that with our audience. This can happen with comments and annotations, speaker notes, document properties, and embedded Excel files. The first three can be easily found and removed using the Inspect Document feature. We will find this under the Information tab and we are already there. Here I can pull down Check for Issues. I will Inspect the Document, which will check the file for any of the things I mentioned: Comments, Speaker Notes, and Document Properties.
It also checks a few other things: Custom XML Data, Invisible On-Slide Content, and anything that might be off the edges of the slides. Clicking Inspect will check the file for those things. And if it finds them, Comments, Properties, and Presentation notes, I can remove them individually if I choose. We will Re-inspect one more time. And everything is clear.
What this feature neglects to scan, unfortunately, is embedded Excel workbooks. We often paste Excel using the embed feature, which is great because of the fidelity to the original Excel formatting and the ability to edit the spreadsheet. However, some PowerPoint users know that embedded Excel displays the entire workbook, not just the range that we are showing to our audience. Let me show you what I mean. I will hit Esc and checkout Slide #2. Here's an embedded chart which looks pretty innocent, but if I select it and hit Edit Data, it will pull up the Microsoft Excel spreadsheet that was used to create the chart.
If this chart had other data out here, or on multiple tabs, the user would be able to access those, even though that information doesn't show in our original chart. To avoid this, we will do a little bit of copying and pasting. Let's close Excel. Make sure my chart is selected, and hit Copy. Now I will hit Paste but I am going to do so in a different way. I will press Ctrl+V or from the Home tab, pull down the Paste menu. Either way, I am going to choose my Paste Options.
I can paste the object as it originally was, or as a picture. By choosing picture, PowerPoint converts the object into a simple bitmapped picture, just like any photograph. Here's the new one that I've pasted, and here's the original one which is actually an embedded Excel spreadsheet. You can't tell the difference, but if I select this one, I can Edit the chart and edit the Excel Data. If I choose this one, all I can do is modify it like a picture.
I'll erase the original, put the new one in its place, and now if I send this file to someone, I'm not worried about them snooping around in my embedded Excel spreadsheets. Now for a quick alternative to everything I've talked about with file size, version compatibility, and Excel spreadsheets, we can also just convert the slideshow into a PDF. Know, however, that PDFs created this way are not interactive. There are no time advances, no animations, no audio, or video or transitions. But on the plus side, it's easy to do and the resulting PDF will be difficult for anyone to edit.
Remember, to turn this into a PDF, we will go to the File menu, choose Save & Send, and then Create PDF Document. Always offer to share your slideshow with your audience, as you never know if they'll want to se it again or share it with others, and that's a good thing. Making it available online will increase the reach of your message even more. So be prepared with a shareable version of your file or have it available for download on your website. Again, I would like to Thank Jan Kabili, for the use of the amazing photos during this chapter.
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