OHSU's Software Forum

Susan Conrad · Joined: 02 Nov 2007 Posts: 31

Have you ever copied a Microsoft PowerPoint presentation to a CD or another computer only to discover that essential pieces were missing and it wouldn't run properly? That’s because doing a regular copy does not always capture all the graphics, video and sound clips, and other files linked to your presentation. You can save your packaged presentation to either a CD or a new folder on your computer or other media, such as a USB drive. PowerPoint’s Package for CD feature allows you to include your linked files, and its PowerPoint Viewer ensures your presentation will operate on most computers. Here’s how:

1. Open the PowerPoint presentation you wish to copy.

2. Select Office Button > Publish > Package for CD. The Package for CD dialog box appears.

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NOTE: If your computer is still using the Windows 2000 operating system, you will not see the Copy to CD button. The Copy to CD feature is only available with computers running Windows XP operating system and above.

3. In the Name the CD: text box, type a name for your CD or folder.

NOTE: This will not change the name of your presentation, only the name for the CD or folder.

4. In the Files to be copied section, verify the desired presentation is selected.

NOTE: By default, your linked files will be included.

5. To include files; e.g., other presentations, not linked to in your presentation, click Add Files… and select the files you want to add.

6. To change the Package for CD Options, click Options… The Options dialog box appears.

7. Select Options:

a. Package Type

i. Viewer Package – Checked by default. If you are unsure whether PowerPoint will be installed on the computer you’re using for your presentation, or you don't know which version of PowerPoint, include the Viewer Package.

NOTE: Your PowerPoint files will be converted to older versions of PowerPoint.

ii. Archive Package – Select this option if you know for a fact that PowerPoint 2007 is installed on the computer you will be using.

b. Linked Files – Checked by default. Linked files are usually objects such as graphics, video clips and sound clips. Larger objects are usually linked to ensure your presentation runs smoothly. To be on the safe side, ALWAYS leave Linked Files checked.

c. Embedded TrueType fonts – Not checked by default. Check this option to make sure viewers see the correct fonts in your presentation.

d. Password to open each presentation – Optional.

e. Password to modify each presentation – Optional. If other people will be opening your presentation to view, you can prevent them from modifying it with a modify password.

f. Inspect presentations for inappropriate or private information – Optional. If other people will be opening your presentation, this option ensures you don’t include personal information or hidden data that you don’t want others to see.

8. Click OK when done with Options.

9. Click either Copy to Folder… or Copy to CD.

COPY TO FOLDER

1. Click Copy to Folder… The Copy to Folder dialog box appears.

2. Folder name: Type a name for the new folder, which will contain the presentation.

3. Location: Type a path name; e.g., H:\My Documents, or use the Browse… button to select a location.

4. Click OK. The presentation and other files are copied to the desired location. The Package for CD dialog box reappears.

5. Click Close.

6. To run the presentation from a CD, open the folder and copy the contents of the folder to a CD.

7. To run the presentation from another computer, copy the folder to the other computer.

COPY TO CD

1. Place a blank CD in the CD drive.

2. Click Copy to CD. The progress is displayed in a dialog box. When all files have been copied, a dialog box appears, asking whether you want to copy the files to another CD.

3. To repeat the process with another CD, click Yes; otherwise, click No.

The Package for CD dialog box reappears.

4. Click Close.

VIEWING A PACKAGED PRESENTATION

On a computer without PowerPoint or with an older version – Viewer Package type

1. To start the presentation from a folder or manually from a CD, open the folder or CD, and double-click PPTVIEW.EXE The PowerPoint Viewer dialog box appears.

2. Click Accept. The PowerPoint Viewer dialog box appears.

3. Select the presentation to be viewed and click Open. The slide show begins.

4. If you selected to play the presentation automatically, insert the CD, click Accept when the PowerPoint Viewer dialog box appears. The slide show begins automatically.

On a computer with PowerPoint 2007 – Archive Package type

1. From a folder: Double-click on the PowerPoint file (extension is .pptx) and begin your presentation.

2. From a CD: Select the presentation to be viewed and click Open. The slide show begins. If you selected to play the presentation automatically, insert the CD, click Accept when the PowerPoint Viewer dialog box appears. The slide show begins automatically.

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