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Sharing with your audience

From: PowerPoint Tips and Tricks for Business Presentations

Video: Sharing with your audience

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.

Sharing with your audience

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.

Show transcript

This video is part of

Image for PowerPoint Tips and Tricks for Business Presentations
PowerPoint Tips and Tricks for Business Presentations

50 video lessons · 20155 viewers

David Diskin
Author

 
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  1. 1m 47s
    1. Welcome
      47s
    2. Using the exercise files
      1m 0s
  2. 10m 43s
    1. Adding white space
      2m 13s
    2. Applying a transition
      2m 10s
    3. Reducing the text
      2m 37s
    4. Selecting objects with ease
      2m 26s
    5. Opening with Show
      1m 17s
  3. 15m 36s
    1. What's your point?
      2m 49s
    2. Getting in their heads
      2m 29s
    3. What's in it for them?
      1m 55s
    4. Piecing it together
      5m 49s
    5. Holding their hands
      2m 34s
  4. 30m 49s
    1. Understanding the importance of design
      4m 12s
    2. Using color and fonts
      3m 18s
    3. Maintaining consistency
      4m 57s
    4. Using photographs
      5m 21s
    5. Sharing data with charts
      5m 20s
    6. Making your data meaningful
      2m 23s
    7. Using diagrams and SmartArt
      5m 18s
  5. 46m 31s
    1. Breaking the slide into sections
      3m 56s
    2. Fine-tuning shapes and text boxes
      5m 43s
    3. Enhancing text boxes
      7m 46s
    4. Customizing layouts and templates
      6m 7s
    5. Building your own layouts
      4m 59s
    6. Animating bullets
      3m 12s
    7. Animating photos
      4m 56s
    8. Animating other objects
      5m 41s
    9. Inserting music and other audio elements
      4m 11s
  6. 16m 18s
    1. Taking control
      1m 46s
    2. Setting display resolution and improving clarity
      3m 18s
    3. Including hidden slides and custom shows
      4m 21s
    4. Utilizing speaker notes
      2m 17s
    5. Using Presenter view
      2m 2s
    6. Creating handouts
      2m 34s
  7. 27m 52s
    1. Planning the program
      3m 6s
    2. Using the presenter checklist
      2m 39s
    3. Knowing what to do when things go wrong
      5m 16s
    4. Sharing your message
      2m 40s
    5. Making the motions
      2m 0s
    6. Questions and answers
      1m 43s
    7. Reading your audience
      2m 41s
    8. Dealing with audience distractions
      3m 4s
    9. Setting up and tearing down
      4m 43s
  8. 19m 28s
    1. During the show
      1m 31s
    2. Creating a photo slideshow
      4m 8s
    3. Letting the slideshow be the star
      1m 41s
    4. Sharing with your audience
      6m 36s
    5. Keyboard and mouse tricks
      5m 32s
  9. 6m 30s
    1. The good, the bad, and the ugly: A recap
      5m 32s
    2. Additional resources
      58s

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