Join David Rivers for an in-depth discussion in this video Saving presentations, part of PowerPoint 2008 for Mac Essential Training.
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As you start creating your own presentations in PowerPoint or even opening up existing presentations and making changes to them, you are going to need to know how to save those changes properly. There are number of save options built in the PowerPoint and keep in mind that this latest version, 2008 for the Mac, does save your presentation using a new file format. We have a new extension, the pptx that's not readable by previous versions of PowerPoint so if you are going to be sharing your presentations, its important to be compatible. So we are going to talk all about that in this lesson.
As you can see, I am still working with my ECP2 file that we opened up in the previous lesson and if you're jumping to this lesson have the exercise files, you can go to the Lesson2 folder to open this up. We did some rearranging and I just rearranged the last two slides since the last lesson. So I have got my slides in the right order, I have made a number of changes. Now its time for me to actually save those changes. So we can go up to the Save button, clicking the Save button is just going to update the current file. In other words, its going to keep the same name, ECP2, its going to keep the same format, pptx, and its going to remain stored in the same location.
So its really more than update button than it is a save button. However, if you are creating a brand new PowerPoint presentation and you click the Save button, the Save As dialog box will open up, where you can give it a name, choose a location, choose a format and so on. So instead of just clicking the Save button to update our changes and clicking it will do exactly that let's check out the Save As dialog now. we will go up to the File menu and notice that just below Save, which, by the way, has a keyboard shortcut of Command+S, so as you're working around your slides and you are typing away, for example, you might want to just hit Command+S every now and then to update those changes.
But right below that Shift+Command+S or Save As here on the File menu will open up that dialog box. Now just before we click that notice that we have some shortcuts as well. We can save our PowerPoint presentations as pictures. If I have got nine slides in my presentation, using Save As Pictures will save nine individual images that can be opened by any application pretty much that opens up a graphical image. I can even save this as a movie, a QuickTime movie, so an extension of .mov will be added and instead of a PowerPoint presentation, it becomes a little movie that plays from slide-to-slide.
We will check that out later because you'll want to have slide timings in there and maybe special effects for transitions and so on before saving as a movie. You may want to display your presentation on the web; you can save this as a Web Page, Web Page which will be in HTML format. So we can access all of these as well from the Save As dialog box, so let's go there. From the Save As window, you can see that ECP2 is the name my file, there is the extension but I can change locations. For example, if I don't want to save this in the Lesson2 folder of my exercise files, I could go right to the desktop.
Choosing Desktop over here changes the location that it will be saved to. If I want to change the name, for example, ECP3, I can go in here and change that name. Now the extension I won't change manually, instead, I'll come down to the Format drop-down to choose a format, and when I click this guy, look at all of the options. I can go to previous versions, notice that the extension for PowerPoint 97 through 2004 is .ppt, short for PowerPoint. It didn't have that XML technology built into it, so you don't see the x like we do now with this latest version.
You can save your presentations as templates; we will do that later on as well and in fact, older versions of those templates. A PowerPoint Package can be created later on when we talk about sharing your presentations with others, we will talk about saving your presentation as a package that you can hand off to others. There are those other options; Movie and Web Page, so you can access them right from here. You can even explore your presentation to a portable document format, PDF. So anyone, who has a preview or Adobe Reader on a Windows PC will be able to open up your presentations, they don't need to have PowerPoint.
Down below there are some Specialty Formats as well. PowerPoint Show is interesting, people don't need to have Microsoft PowerPoint to view a presentation, if you save it as a Show and there is older version as well. You can see we have got some Macro-Enabled versions here too. If you've got macros built in your presentation, you'll want to enable those, so they are not recognized as viruses, for example. You could save it as an Outline using Rich Text Format; a .rtf extension will be added. There is an Office Theme, so if you are wanted to create your own themes, you could do that right from your presentation and there is JPEG, different graphical formats; GIFs, BMPs and TIFF.
So if you are saving them as pictures, you can choose which format you want to save to. So let's take another scenario where we are sharing or collaborating with others and we want to save this to a previous version so that others that we are working with, who do not have this latest version of Microsoft PowerPoint, will be able to open the presentation and work on them. I am going to go up to this one here, PowerPoint 97-2004. Clicking on it enters it into the Format field. Notice that each one of these options has its own description down below. So this format, if we keep it, is compatible with PowerPoint 98 through PowerPoint 2004 for the Mac and PowerPoint 97 through 2003 for Windows, we can hand this off to people who don't even use a Mac.
Now there is something called the Compatibility Report that we will be looking into later on and notice that a compatibility check is recommended. In fact, there are maybe some features wed used in our presentation that never existed in these older versions of PowerPoint. So compatibility check or report will tell us what those are and we will try to fix those problems and you'll see how they are adjusted. So if we go over to our Save button right now and save this, you can see its converting it to an older version and if I go to my desktop, there is my version of the ECP document or presentation we are working on, its now called ECP3, its got a different extension, ppt.
This could be opened up in this latest version 2008 PowerPoint but it can also be opened in older versions. So that's using Save As. Now when we talk about the Compatibility Report later on, of course, we will be working in a mode called compatibility mode that will ensure that we are not using features that other people will not be able to use when we hand it off to them and theyll open it up in their old version of PowerPoint but like I said, we will talk more about that when we get to the Compatibility Report. So just keep in mind that its important to save your changes.
Personally, I like to save on a regular basis as on adding new slides and making adjustments, I would like to click the Save button or Command+S on the keyboard to quickly update my changes but its also important to remember that you can save to all kinds of formats. If you are worried about what others, you're collaborating with, have at their end, you can always save to generic formats, you can save it to pictures and of course, older versions of PowerPoint as well. So talking about all of these versions and being able to save back to those older versions or other formats, of course, its important to know that you can open up different versions of documents and create presentations from them.
That's what we are going to do in the next lesson.
- Opening, closing, and navigating presentations
- Adding and removing slides
- Printing presentations
- Designing and editing themes
- Applying effects to themes
- Working with text
- Proofing content
- Inserting photos and graphics
- Editing and formatting tables and charts
- Animating presentations
- Viewing and sharing presentations