Exporting a Presentation to Other File Formats

Quick reference

• 00:04 Congratulations, everyone, we've made it down to the final section of the course.
• 00:09 Give yourself a big pat on the back if you've been able to
• 00:13 follow everything so far.
• 00:14 Because if you've already made it this far through the course then I know that you're
• 00:18 going to have worked hard and learnt a lot.
• 00:20 Now this final section we're going to focus on exporting, printing and sharing.
• 00:26 So let's start with export.
• 00:29 Now there may be occasions where you don't necessarily want to keep your file
• 00:34 as just a regular .ppt PowerPoint file.
• 00:37 For example, something that people do fairly frequently is
• 00:40 convert their PowerPoint presentations to PDF files.
• 00:44 And the reason we will do that is because historically
• 00:47 PDF files have been a lot more difficult to edit.
• 00:50 You might decide that you want to create a video from your PowerPoint presentation.
• 00:54 Or what about an animated GIF?
• 00:57 You can even export your presentation out to a Word document.
• 01:01 Export your presentation and package it for a CD or USB stick so
• 01:05 that somebody who doesn't necessarily have PowerPoint on
• 01:09 their PC can still watch your presentation.
• 01:12 You might even feel like exporting your entire presentation out
• 01:16 to another Microsoft application like word.
• 01:19 All of these things can be done through the backstage area export option.
• 01:24 So let's explore what we have in there.
• 01:26 We're going to jump up to File, and we're going to select the Export page.
• 01:31 And we have quite a few different options.
• 01:34 Now the first option here is probably the most popular one and
• 01:38 that is to export to a PDF or an XPS document.
• 01:42 Now if you're curious as to what an XPS document is,
• 01:45 it's basically just Microsoft's version of a PDF file.
• 01:49 And you can see here PDFs basically preserve the layout, formatting fonts and
• 01:53 images in your presentation.
• 01:55 The content can't be easily changed.
• 01:57 And there's lots of free viewers available on the web.
• 02:00 So in order to view a presentation that's been exported to a PDF file,
• 02:05 the recipient needs to have some kind of PDF viewer on their PC.
• 02:09 Now most people these days, particularly in a business environment will be able to
• 02:13 read this file using a PDF viewer.
• 02:16 If not, you can simply download a free version.
• 02:19 So if I click on Create PDF XPS is basically going to take me to
• 02:23 File Explorer.
• 02:24 And if you notice at the bottom here,
• 02:27 it's saving the file as file type PDF as opposed to dot PPT.
• 02:31 So if I want to I can change this file name.
• 02:35 I'm going to keep it the same, click on Publish.
• 02:38 And there we go.
• 02:39 My PowerPoint presentation is now a PDF file.
• 02:42 And I can just scroll my mouse and go through the different sites.
• 02:47 So this is a really nice way of packaging up this presentation and sending it
• 02:51 to someone so that they can view the content but they can't change the details.
• 02:56 And this is now basically just a regular PDF file, so you can just
• 02:59 attach it to an email in exactly the same way you would anything else.
• 03:03 So that is your export to PDF option.
• 03:06 Let's jump back up to File and go down to Export.
• 03:10 The next option here is to create a video.
• 03:13 So if you feel like saving your presentation as a video, so
• 03:17 that you can upload it to the web or maybe email it, you can do that from here.
• 03:21 And the choices that you have, you can basically choose the quality of the video.
• 03:27 So again, you have 4K, 1080p, HD and standard.
• 03:32 And you can also choose if you want to use any recorded timings or
• 03:36 narrations in your presentation.
• 03:38 Now we haven't spoken about narrations because that is more of an advanced topic,
• 03:43 but we did take a look at recorded timings.
• 03:45 So I could choose to use them, or I could choose to basically disable them.
• 03:50 And then all I need to do is click the Create Video button.
• 03:54 Once again, it's going to ask me to save this.
• 03:58 And note again that that file extension has changed to an mp4 file.
• 04:02 So I'm going to say Save.
• 04:04 And it's worth noting here that this can take a little bit of time
• 04:08 depending on how large your presentation is.
• 04:11 So my presentation is of reasonable size, and
• 04:13 if you take a look down the status bar, you can see the progress of this export.
• 04:18 And once it's finished exporting,
• 04:20 you can see that that is going to play in your default media player on your PC.
• 04:24 So this looks more like a video.
• 04:27 It's an mp4 file.
• 04:28 So if you wanted to,
• 04:29 you could upload it to a hosting platform like YouTube or Vimeo.
• 04:33 The next option that we have is to create an animated GIF.
• 04:38 And again, we have similar options in here to when we were creating the video.
• 04:43 So you can choose the quality, I'm going to say medium for this particular example.
• 04:47 I can choose to make the background transparent.
• 04:50 Now I don't want to do that.
• 04:52 I can choose how many seconds to spend on each slide.
• 04:55 So I'm just going to leave these at the default.
• 04:57 And then I can choose how many slides I want to include in my animated GIF.
• 05:01 So that this isn't too long, I'm just going to do the first three slides and
• 05:06 say Create GIF.
• 05:08 The file type is a dot GIF file.
• 05:10 I'm going to click on Save, and that's going to go away and
• 05:13 create my animated GIF.
• 05:15 And here we go.
• 05:16 Here is my little GIF, again playing in my default photos application.
• 05:24 The next option in this list is to package the presentation for a CD.
• 05:29 Now the CDs are a little bit old school these days.
• 05:33 But the idea behind this is that you can package up this file and send it to
• 05:37 somebody who doesn't necessarily have PowerPoint loaded on their PC.
• 05:41 So this could also be used to package this for something like a USB stick.
• 05:46 The next option we have is to create handouts.
• 05:48 So sometimes, if you're giving a presentation to an audience,
• 05:52 it's quite nice to be able to give them a physical copy of your slides.
• 05:55 So if I click on Create handouts,
• 05:57 I can basically choose the layout of my handouts in Word.
• 06:01 So I can choose to include my notes.
• 06:03 Now, I wouldn't necessarily want to include my personal notes if I'm going to
• 06:07 give these to the audience.
• 06:08 Instead, a better option would be something like
• 06:11 this blank lines next to the slides.
• 06:14 What that means is that when you give these handouts to your audience
• 06:18 participants, they're going to be able to see the slide in the Word document.
• 06:22 And then they're just going to have some blank lines where they can then write
• 06:26 their own notes.
• 06:27 So let's choose this option and click on OK.
• 06:30 It's going to jump me across to word, and
• 06:32 it's going to start to build out those slides in this Word document.
• 06:36 And again, this can take a few minutes because it's doing quite a hefty export
• 06:41 of slides that contain lots of images.
• 06:44 And there you go.
• 06:45 So we have the slide on the left hand side, and then some space for
• 06:49 them to write their notes on the right hand side.
• 06:52 And then the final option that we have in here, is to change the file type.
• 06:56 And you can see there's all different types of files that we can change this to.
• 07:01 So as we know by default, our PowerPoint presentation is a .pptx file.
• 07:06 But what about if I was sending this to somebody who had a much older version of
• 07:10 PowerPoint?
• 07:11 I want to make sure that they can view everything in my document, so
• 07:15 I could save this as a PowerPoint 97 to 2003 document.
• 07:19 I could also save this as a template file,
• 07:22 a PowerPoint picture presentation or a PowerPoint show.
• 07:26 I'll leave you to have a little experiment with those if you're curious as to
• 07:30 what they are.
• 07:31 I could also save as a .png file which is basically an image file or a .jpg.
• 07:37 So as you can see a whole host of different ways to export your PowerPoint
• 07:41 presentation to different formats.
• 07:43 That's it for now.
• 07:44 I will see you in the next lesson.

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