Microsoft PowerPoint 2010 - Level 2
© Watsonia Publishing Page 93 Chapter 11 - Saving And Sharing Presentations
CHAPTER 11 SAVING AND SHARING PRESENTATIONS
PowerPoint 2010 enables you to save your presentation in a variety
of file formats, such as a PDF document or a web-based
presentation. You may need to do this to reduce file size when
distributing it via email, or to ensure that your audience can view the
presentation even if they don’t have PowerPoint installed.
There are various ways that you can share your presentation with
others, such as packaging onto a CD or broadcasting a slide show
on the internet.
In this session you will:
learn how to package presentations for CD
learn how to save a presentation as a PDF document
learn how to save a presentation as a video
gain an understanding of how to broadcast a slide show.
INFOCUS
WPL_P820
Microsoft PowerPoint 2010 - Level 2
© Watsonia Publishing Page 94 Chapter 11 - Saving And Sharing Presentations
PACKAGING PRESENTATIONS FOR CD
Try This Yourself:
Open
File







For Your Reference…
To package a presentation for CD:
1. Click on the File tab, click on Save & Send,
click on Package Presentation for CD, then
click on Package for CD
2. Insert a CD if required, type the Folder
name, click on [Copy to Folder] or [Copy to
CD], click on [OK], then click on [Yes]
Handy to Know…
When copying a presentation to CD, make
sure you have a blank CD-R disk inserted in
the CD drive. PowerPoint will automatically
detect the CD. Once files have been written
to a CD-R, they cannot be overwritten nor
can files be added. You can also copy the
presentation to a rewritable CD (CD-RW).
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4
With PowerPoint’s Package Presentation for
CD feature, you can save the presentation onto a
CD, network or local drive for others to view.
When you save the presentation in this way, any
linked files, media clips and the PowerPoint
Viewer will be saved with it. PowerPoint viewer
ensures the audience can read your presentation
even if they don’t have PowerPoint installed.
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Microsoft PowerPoint 2010 - Level 2
© Watsonia Publishing Page 95 Chapter 11 - Saving And Sharing Presentations
SAVING A PRESENTATION AS A PDF DOCUMENT
Try This Yourself:
Same
File
Continue using the previous file,
or open the file P820 Saving &
Sharing_1.pptx...

Click on the File tab, then click on
Save & Send

Click on Create PDF/XPS
Document
XPS is another type of universal
document type, created by
Microsoft…

Click on Create PDF/XPS to open
the Publish as PDF or XPS
dialog box

Leave the file name as is, ensure
that Open file after publishing
and Standard (publishing online
and printing) are selected, then
click on [Options] to open the
Options dialog box
Here you can review and change
the publish settings, but we’ll
leave them as they are…

Click on [OK] to close the
Options dialog box, then click on
[Publish]
PowerPoint will save the
presentation as a PDF document
and will open it in your PDF
viewer (if available)…

Browse the presentation, then
click on Close to close the PDF
viewer
For Your Reference…
To save a presentation as a PDF document:
1. Click on the File tab, click on Save & Send,
click on Create PDF/XPS Document, then
click on Create PDF/XPS
2. Type a file name, navigate to the save
location, then click on [Publish]
Handy to Know…
PDF is a universal document format owned
by Adobe Systems that is designed to be
viewed by anyone with a PDF viewer
installed on their computer. Microsoft’s
answer to a universal document format is the
XPS document, which can also be viewed in
any PDF viewer.
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5
To ensure that all of your audience can view your
presentation or to reduce file size if you want to
distribute it via email, you can save the
presentation as a PDF document. So long as
your audience has a PDF viewer installed (there
are many types that are free to download), they can
view a PDF version of the presentation, with the
original layout and formatting preserved.
Microsoft PowerPoint 2010 - Level 2
© Watsonia Publishing Page 96 Chapter 11 - Saving And Sharing Presentations
SAVING A PRESENTATION AS A VIDEO
Try This Yourself:
Same
File
Continue using the previous file
with this exercise, or open the
file P820 Saving &
Sharing_1.pptx...

Click on the File tab, then click
on Save and Send

Click on Create a Video under
File Types to display the
options for creating a video

Read the information in the right
pane and ensure the default
settings are selected as shown

Click on [Create Video] to open
the Save As dialog box
The default file type in Save as
type will be Windows Media
Video (*.wmv)…

Type Solutions Video in File
name, navigate to the course
files folder, then click on [Save]
It may take some time to save in
this video format. You can check
the progress of the save
operation in the Status bar…

Once the operation is
completed, click on the Start
button , click on Computer,
navigate to the course files
folder in the left pane, then
double-click on Solutions
Video.wmv to play the video in
Windows Media Player
For Your Reference…
To save a presentation as a video:
1. Click on the File tab, click on Save & Send,
click on Create a Video, then click on
[Create Video]
2. Type a file name, navigate to the desired
save location, then click on [Save]
Handy to Know…
If you do not want to distribute the video in
the native .wmv format, you can use
third-party conversion software to convert the
file into your preferred video format.
Video files will be much greater in file size
than the presentation file. In this exercise,
the video file is about 25 Mb!
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4
New to PowerPoint 2010 is the ability to save
your presentation as a high quality video. This
might be useful if you want to upload the
presentation to the internet or to burn it onto
DVD. When you save the presentation as a video it
will be saved as a Windows Media Video file
(.wmv), and it will include any narrations, audio,
animations and transitions.
Microsoft PowerPoint 2010 - Level 2
© Watsonia Publishing Page 97 Chapter 11 - Saving And Sharing Presentations
SENDING A PRESENTATION VIA EMAIL
Try This Yourself:
Same
File
Continue using the previous
file with this exercise, or open
the file P820 Saving &
Sharing_1.pptx...

Click on the File tab, then click
on Save & Send to display
saving and sending options

Click on Send Using E-mail
under Save & Send
Here you have a range of
email options, such as
publishing the presentation as
a PDF or XPS document
before sending. In this
exercise you will send the
presentation in its original file
format…

Click on Send as Attachment
to open a new email message
window.
The file is attached and a
subject heading is already
inserted, so you only really
need to type the recipient’s
email address and a message
if required…

Type your email address in To,
then click on [Send]
You can open your default
email program to receive and
open the email with the
presentation attached
For Your Reference…
To send a presentation via email:
1. Click on the File tab, click on Save & Send,
click on Send Using E-mail, then click on
Send as Attachment
2. Type the recipients’ email addresses in To,
type a message if required, then click on
[Send]
Handy to Know…
When you save a presentation as a PDF
document, the file size will be about half of
the original file size. But if you have used
images in your presentation, you will see no
real reduction in file size. Some email service
providers will not transmit emails where the
attachment is greater than 1 Mb.
3
If your audience cannot attend your presentation,
or you want others to review your presentation,
you can easily distribute the presentation to them
via email. By default, the presentation will be sent
as a PowerPoint file, however, you can also choose
to send the presentation as a PDF or XPS
document if they do not have PowerPoint installed
or if you want to reduce its file size.
Microsoft PowerPoint 2010 - Level 2
© Watsonia Publishing Page 98 Chapter 11 - Saving And Sharing Presentations
BROADCASTING A SLIDE SHOW
PowerPoint 2010 provides two web-based
viewing options. You can save your presentation
for the web so that your audience can view your
presentation at their own pace, or you can
broadcast a slide show over the internet in real
time. Both of these options require you to have a
current Windows Live ID to use these features.
Here we discuss broadcasting a slide show.
Overview
Where your audience are scattered far and wide, you can deliver your presentation remotely and in
real time. As long as your audience has internet access, you can send them a URL (web address or
link) via email, and they can copy the link into their browser to view the presentation. Your audience
therefore does not need to have PowerPoint installed to view the slide show. As you advance each
slide, their web page will update automatically, so your audience will see what you see.
What You’ll Need
To broadcast a slide show, you’ll need the following.
A Windows Live ID account, such as a Hotmail account. This is because the broadcast is
streamed via the PowerPoint Broadcast Service which is hosted by Windows Live. If you don’t
have a Windows Live ID, you can create one by going to www.live.com and clicking on Sign Up.
Note that your audience does not require a Windows Live ID to view the broadcast, they will only
need the link (URL address) to the broadcast.
Supported browser which includes Internet Explorer, Mozilla Firefox and Safari for Mac.
Unsupported Slide Show Elements
When broadcasting a slide show, your audience will not be able to see the following elements of
your presentation so it’s best not to include them.
Transitions: any transition effects that you’ve applied to slides or objects will be shown as the
Fade transition effect, regardless of which transition effects you have applied.
Audio: such as sounds and narrations will not transmit through the broadcast. If you need to
supplement the broadcast with narration, you could use call conferencing or online chat.
Annotations: such as drawing with laser pointers and annotating devices are not supported.
Media: if you have embedded any media, such as digital video and animated GIFs, the audience
will not be able to view them.
Broadcasting A Slide Show
To begin broadcasting a slide show, follow these steps.
1. Open your presentation in PowerPoint and make sure you are connected to the internet.
2. Click on the Slide Show tab then click on Broadcast Slide Show. The Broadcast Slide Show
dialog box will appear.
3. Click on [Start Broadcast]. PowerPoint will then attempt to connect to the PowerPoint
Broadcast Service.
4. Enter your Windows Live ID or Hotmail email address and password. Click on [OK]. If all goes
well, you will be connected to the PowerPoint Broadcast Service, and the Broadcast Slide
Show dialog box will include a link.
5. Click on [Send in Email]. A new email message window will open with the link in the email body.
Note that the link is not fully hyperlinked, so your audience will need to copy and paste the link
into their browser.
6. Type the email addresses of your audience in To. Edit the email as required. Click on [Send].
7. Click on [Start Slide Show] to begin the broadcast when the audience is ready. Right-click to
display the shortcut menu and navigate the slide show as required.