Objective 5.2 Finalize presentations

  • 5.2.1 Protect presentations
  • 5.2.2 Inspect presentations for issues
  • 5.2.3 Proof presentations
  • 5.2.4 Preserve presentation content
  • 5.2.5 Export presentations to other formats

5.2 Contents

5.2.5 Export presentations to other formats

If you intend to run your presentation on a computer other than the one on which you developed it, you need to ensure that the fonts, linked objects, and any other necessary items are available to the presentation. You can use the Package For CD feature to save all presentation components to a CD (not a DVD) or other type of removable media. You can include more than one presentation, and you can specify the order in which the presentations should run. As part of the packaging process, you can assign a password and remove extraneous information from the packaged file.

You can package the files required by multiple presentations

After PowerPoint assembles the files, it creates a folder of supporting files and adds an autorun file. When you insert the presentation CD into your CD/DVD drive, the AutoPlay dialog box opens so that you can run the presentation.

If you want to deliver your presentation to a wider audience, you can use one of the following methods:

  • Save the presentation as a video that is optimized for web delivery, and post the video online.
  • Deliver the presentation online through the Office Presentation Service. You can use this free service to share a presentation live and make it available for download during or after the presentation.

Tip: The Office Presentation Service is free; you must have a Microsoft account to connect to it, but if you’re already logged on to your computer with your Microsoft account, the service picks up that information automatically.

To package a presentation for delivery on another computer

  1. On the Export page of the Backstage view, click Package Presentation for CD, and then click Package for CD.
  2. In the Package for CD dialog box, provide a disc name in the Name the CD box, and then click Options.
    • Tip: The disc name is shown as the drive name in File Explorer when the disc is in the disc drive.
  3. In the Options dialog box, do any of the following, and then click OK:
    • Select or clear the Linked files and Embedded TrueType fonts check boxes to specify which elements to package with the presentation.
    • Set passwords to open or modify the presentation.
    • If you want to run the Document Inspector before packaging the presentation, select the Inspect presentations for inappropriate or private information check box.
  4. Do either of the following:
    • Insert a blank CD in your CD/DVD burner, and if the AutoPlay dialog box opens, close it. Then in the Package for CD dialog box, click Copy to CD.
    • In the Package for CD dialog box, click Copy to Folder. In the Copy to Folder dialog box, specify the folder in which you want to store the package, and then click OK.
  5. If you selected the Linked files check box in step 3, click Yes in the Microsoft PowerPoint dialog box to verify that you trust the source of the linked content.
  6. If you selected the Inspect presentations... check box in step 3, follow the steps in the Document Inspector, and then click Close.
  7. When a message box indicates that the packaging operation was successful, click No to indicate that you don’t want to copy the same package again, and then click Close.

To package a presentation as a video

  1. On the Export page of the Backstage view, click Create a Video.
  2. On the Create a Video page, click Presentation Quality, Internet Quality, or Low Quality in the first list.
  3. If you have recorded timings or narration with the presentation, select either Use Recorded Timings and Narrations or Don’t Use Recorded Timings and Narrations in the second list, to indicate whether to package those elements with the video.
    • Tip: If you want to record the timings and narration now, you can start that process from the second list or from the Slide Show tab.
  4. If you selected the Don’t Use... option in step 3, in the Seconds spent on each slide box, enter the time to display each slide.
  5. On the Create a Video page, click Create Video.
  6. In the Save As dialog box, do the following, and then click Save:
    1. Browse to the folder in which you want to save the video.
    2. Enter a name for the video in the File name box.
    3. Click MPEG-4 Video or Windows Media Video in the Save as type list.

To share a presentation through the Office Presentation Service

  1. On the Share page of the Backstage view, click Present Online.
  2. In the Present Online pane, if a list at the top contains multiple online presentation options, click Office Presentation Service in the list.
  3. If you want to make the presentation available for download, select the Enable remote viewers to download the presentation check box.
  4. Click Present Online.
  5. Read the terms, and then click Connect.
  6. After the service connects by using your Microsoft account, click Copy Link or Send in Email, and provide the presentation link to your intended viewers. Then click Start Presentation.