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In SharePoint 2010 Essential Training, author Simon Allardice demonstrates the full feature set in SharePoint 2010 and the necessary skills to be a SharePoint site administrator. The course shows how to use SharePoint, create sites and site collections, and plan and design sites and portals. It also covers Office integration, security and permissions, and advanced features such as document management and business intelligence.
If you just need the ability to upload and share PowerPoint files, you may find that a regular document library works just fine. There is nothing wrong with using a document library to store PowerPoint files in. Like working with any document you can simply upload a document, doesn't have to be a Word document. I'm going to find an existing one that's on my desktop. Click OK. Upload it into that document library. We get the ability to collaborate on it. We even get the ability to view that or edit it in the browser, because PowerPoint is one of the Office Web applications.
So, if your administrator has installed it, you should be able to edit that in the browser. However, there is one extra thing that we can do with PowerPoint and SharePoint. I'm going to go back to my team site. I'm going to create a new kind of library on this site. I'm going to my Site Actions menu. I'll say More Options, which allows me to create all sorts of lists, libraries, and sites. I'll filter that down by types of library. We have one here called a slide library. I'm going to create a slide library. I'll call it Shared Slides and say Create.
This is a document library, but it's a little different. It's designed to store PowerPoint slides, not PowerPoint files, but individual PowerPoint slides. The time that you want to use a slide library is when you think it's worthwhile to take your presentations and kind of rip them apart into individual slides, either because you want different people to edit different slides or because you want to reuse those slides across different presentations. So, I've created this new slide library called Shared Slides, but there's nothing in it, of course.
What I could do is upload an existing presentation. It says Publish new sides to this slide library. Okay, I'll choose that option. I'll go and find that presentation on my desktop, the TwoTreesSalesPresentation, and click Open. Now, this is actually going to open up PowerPoint. It takes me to a particular window called Publish Slides where I get to choose the slides in this presentation that I want to publish. I'm going to select all of them, but you don't have to. You could just choose to upload just a few of them and click Publish.
It's now ripping these slides apart and moving them up all into SharePoint. I'm going back over into SharePoint and refreshing this page. I now see a little thumbnail of the slide with a description and a breakdown of where this came from. The great thing is this. If I was in PowerPoint and wanted to create a new PowerPoint presentation, I can then decide that hey, I want to reuse some of those slides. So I'd go over into that SharePoint site and say well, I wanted to reuse that one. So, I'm going to select actually number 3 and number 4 and say Copy Slide to Presentation.
It's going to just ask me to double-check. Do you want to copy to an open presentation or make a new one? Yup, copy to an open one. I also have options to be notified when the slide changes if I was worried about that. It downloads those from the SharePoint library and inserts them into my current PowerPoint presentation, also using my current theming, which in this case is no theme at all. So, very useful if you create or edit a lot of presentations. I'm going back over into SharePoint. I do find that some people make the assumption that they have to upload their PowerPoint stuff into a slide library. And it's not true.
If you just want to upload the entire PPT or PPTX file into SharePoint, there is no problem with putting it in a regular document library. A slide library is a very specific need for someone who creates or edits a lot of presentations. If you want to reuse slides or you want to have multiple people working on them at the same time, this is what to use. But you don't need it just to work with PowerPoint.
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