Join David Diskin for an in-depth discussion in this video Managing your presentations with Backstage, part of PowerPoint 2010 Essential Training.
Whenever we want to manage our presentation, we head Backstage. This new feature of Microsoft Office 2010 replaces what you no doubt recall as the File menu, from Office 2003, or the Office menu from 2007. Going Backstage allows us to save and open presentations, start a new presentation, review information about our current presentation, share our presentation with others and much more. With PowerPoint open and no specific presentation loaded, let's head Backstage. You'll see that PowerPoint brings us straight to our recent presentations and folders.
From here, we have quick, easy access to our recent work. Notice we can even pin a file or a folder, so that it stays on the Recent list indefinitely. I can click the New tab on the left and either create a Blank presentation or choose from a variety of templates that Microsoft has created for us. We'll talk about these features in Chapter_02. For now, let's go ahead and open our Chapter_01 sample file. I'm going to click on Open, open up my Exercise Files and in Chapter_01, here is our New Employee Orientation.
By the way, we'll use the same sample file through all of Chapter_01. Now that we have a file open, let's head Backstage one more time. You'll see this time we're taken to the Info tab, rather than Recent. And we can see details about our current presentation such as the file size, who has worked on it and even review potential security issues, and accessibility issues. If I click on the Print tab, I get a large print preview on the right along with my basic Print Options. We'll talk more about printing in Chapter_11, but check out how interactive this print preview is.
As I make modifications to the settings, the print preview immediately adjusts. This is true. What you see is what you get. Because it's right here on the Print tab, It's very easy to use. Under Save & Send, we can save the file or share with others in a variety of ways. For example, I can send this file using e-mail. This will save the file and open up an e-mail using my default e-mail client, such as Outlook. The file will be attached automatically, and all I have to do is enter in a Subject, Body and Recipient's E-mail address.
I can save the file as HTML, save it to a SharePoint Server, broadcast it to others using the Internet or publish them. I can also change the File Type. I can save this as an earlier version of PowerPoint. I can save this as a PDF, create a video out of it, or package everything up ready for a CD. I can click on either of these options, and the right-hand side of the screen shows me more information about that particular option, a little bit of help and a button to make it happen. Under Help, you can access how-to articles, an online community of PowerPoint, users and more.
You'll also what version of PowerPoint you're running and information about your product activation. Finally, notice that you can personalize PowerPoint 2010 through the Options command found at the bottom of the Backstage menu. Here you can modify some general settings, such as Live Preview. You might turn this off if your graphics card can't handle Live Preview. You can tell PowerPoint your name and initials, which are automatically saved with each file you create. You can modify Proofing Settings, including the AutoCorrect options, Spellcheck and more.
You can change the default Save format and the location where files are saved. You can change your Language. Under Advanced, you'll find a variety of other settings. You can customize the Ribbon, which we'll talk about soon, and the Quick Access toolbar. If you have third-party programs added into PowerPoint, you'll see them listed here, and you can use the Trust Center to activate macros and change the security settings for PowerPoint 2010. While the Backstage View may take some getting used to, I think you will find it a pleasure to work with and a significant leap forward for the Microsoft Office system.
And remember that essentially this is just the next evolution of what the File menu used to be. One more thing. Nearly every feature that you would use from Backstage such as Print and Save can be added to your Quick Access toolbar. I'll talk about that shortly in a video called Customizing the Ribbon.
- Using the Office 2010 Backstage View
- Using and customizing the Office 2010 ribbon
- Starting a presentation from scratch
- Applying slide layouts for consistency
- Rearranging slides
- Running a presentation for an audience
- Formatting with font, color, bullets, and alignment
- Adding and customizing photos, clip art, shapes, audio, and video
- Applying picture effects such as background removal, brightness, and color effects
- Modifying slide masters
- Adding a logo to the background
- Adding and customizing tables, charts, diagrams, and data from Excel
- Printing a presentation
- Sharing a presentation with others through video, the web, SharePoint, and PDF
Skill Level Beginner
Q: How can I insert a PowerPoint presentation into a website?
A: PowerPoint 2010 presentations can be converted to HTML, by choosing “Save and Send” from Backstage View (the File menu). Then choose “Save to Web” followed by “Publish Slides”. PowerPoint will save an HTML page that can be added to your site, as well as a folder of assets including slides, graphics, notes, etc. Both the HTML file and the assets folder must be uploaded to your remote site. Alternative solutions include converting the PowerPoint presentation to Flash, using Adobe Connect or a similar utility, or exporting to PDF and embedding the PDF on your site. Check out the "Broadcasting on the web" video in PowerPoint 2010 Essential Training for more information.
The capability to “Save as HTML” has been removed from PowerPoint 2010 (although you can still invoke it using VBA if you are familiar with writing code).
However, PowerPoint 2010 gives us four alternatives which you may prefer. Here’s a description of each and how you can use them:
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.