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April 2006 : powerpoint


  for here or carry-out?

Whenever youíre finished with a presentation, most likely youíre going to want to send it off to your employees, colleagues, etc. for viewing. However, just like fragile cargo can get broken during delivery, PowerPoint presentations can lose important components as they are transferred from one computer to another.

The solution to this snafu is the Pack and Go Wizard. Whether youíre sending your presentation via email or saving it to a network, the Pack and Go Wizard compresses and consolidates your presentation and any files associated with it so that everything is bundled up into one, all-inclusive package.

Why canít I just save my presentation as-is?
Because using the Pack and Go Wizard not only saves the presentation itself, but any embedded fonts and graphic images, templates, and slide transitions that are essential to the presentationís overall aesthetic. The Pack and Go Wizard also gives you the option to throw in the PowerPoint Viewer, so that even those who donít have the PowerPoint program installed can view your presentation.

The Pack and Go Wizard is extremely easy to use and should be utilized any time you plan on a presentation being viewed on a computer other than your own.

Packaging a presentation in 2000/2002

To package a presentation, the first thing you need to do is open the presentation.

If you are using PowerPoint 2000/2002, select File > Pack and Go from the menu. The Pack and Go Wizard appears. Click the Next button, and then click the Next button again. The Wizard asks you to specify where you want to store the packaged presentation. If you want to copy the presentation to a CD (you can only do this if you have CD burning software), select the "Choose destination" option and enter the location of your CD-ROM driveófor example, D:\. If you would like to copy the presentation to a drive or folder on your computer or network, simply enter the drive followed by the folder nameófor example, F:\TEMP. When youíre finished, click Next.
Next the Wizard asks if you want to include any linked files or fonts with the presentation. You want to include both, so make sure that both of these options are selected. Click Next.

Now the Wizard asks whether or not you want to include the PowerPoint Viewer. The PowerPoint Viewer is a program used to run presentations on computers that do not have PowerPoint installed. If your recipients do not have the PowerPoint program installed on their computers, youíll want to include the Viewer. NOTE: If you donít have the PowerPoint Viewer installed on your computer, you will be prompted to download it before continuing.

Finally, the last screen of the Pack and Go Wizard appears, summarizing the selections that you have made. Click Finish.

Packaging a presentation in 2003

If you are using PowerPoint 2003, select File > Package for CD from the menu. The Package for CD dialog box appears.

Enter a name for the presentation in the "Name the CD" text box. Make sure to choose a name that is easily recognizable.

To adjust the presentationís default settings, such as which files to include and whether or not you want to assign a password, click the Options button. The Options dialog box appears. There are three options listed here:

  • PowerPoint Viewer: Select this option if your recipients do not have the PowerPoint program installed on their computer. If youíre not sure, select this option just to be safe.

  • Linked Files: Select this option to ensure that any linked files (objects, images, documents, etc.) are included in the packaged presentation.

  • Embedded TrueType Fonts: Select this option to include all the fonts that were used in the presentation. Selecting this option ensures that your recipients are able to view the presentation exactly as you intended.

Make sure that the "Linked files" and "Embedded TrueType Fonts" check boxes are selected and select the "PowerPoint Viewer" option if your recipients do not have the PowerPoint program installed on their computers. Click OK.

Click the Copy to Folder button, enter the drive and/or folder you want to save the packaged presentation to, and click OK. Click the Close button to close the Package for CD dialog box.

Viewing a packaged presentation

If the presentation is packaged on a CD, the presentation should automatically open whenever the CD is inserted.  If the PowerPoint Viewer is needed, it will install automatically.

If the presentation is elsewhere, loading and running a packaged presentation requires some hunting.  Navigate to the file and/or folder where the packaged presentation is stored, double-click the PPTVIEW icon, select the presentation you want to run, and click Open.


  quick jump

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  keyboard shortcut of the month

Copying and pasting between slides or even presentations is simple and a time-saving way to keep your slides consistent.

To copy any object (text, a shape, or graphic), select your text and hit Ctrl-C.

If you're cutting instead of copying, use Ctrl-X.

To paste, click onto the slide you want to paste in and hit Ctrl-V.  The object will usually appear in the exact same location as it was previously.

  quick reference card

Get the Quick Reference Card on Microsoft PowerPoint!  Download it for free and print it on your own printer.  You might even want to laminate it.