Transcript Lesson14

Lesson 14
Preparing for
Electronic Distribution
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© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
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Objectives
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Narrate a presentation
Prepare and protect a presentation
Prepare and publish a presentation
Save in appropriate file types
Convert between PowerPoint versions
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Lesson 14
1
Preparing for
Electronic Distribution
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Narrating a Presentation
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Plan Narration for Each
Presentation Slide
• Key narration notes in the Notes pane and print
a copy of the Notes pages to use as a script.
– In the Page Setup group, click the arrow in the Print
What box, and then click Notes Pages.
– Click Print.
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Record Narration
• From the Slide Show tab, in the Set Up group, click the
Record Narration button.
– Click the Set Microphone Level button to set an appropriate
volume for your microphone.
– Click OK.
• When prompted to
Record Narration,
click Current Slide
to begin recording.
• Choose Pause Narration as needed.
• At the end of the slide show, choose Save to embed the
narration to your presentation file and save the slide
timings.
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© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
Lesson 14
2
Preparing for
Electronic Distribution
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Preparing and Protecting
a Presentation
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Use the Document Inspector to
Identify Hidden Information
• From the Microsoft
Office Button, click
Prepare, then
Inspect Document.
• Check all of the
options except
Off-Slide Content.
• Click Inspect.
• Click Close.
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Edit Presentation Properties
• From the Microsoft Office Button, click Prepare,
then Properties.
– Key information for author, title, subject, keywords,
category, status, and comments.
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Edit Presentation Properties, Cont’d
• At the top of this area, click Document
Properties and select Advanced Properties.
– Click the tabs at the top and notice the type of
information that appears in each tab that can be
customized.
– Make changes as necessary and click OK.
– On the Document Information Panel, click the Close
button.
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© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
Add a Digital Signature
• From the Microsoft Office Button click Prepare,
then Add a Digital Signature.
– A warning box appears that briefly explains
Microsoft’s position and click OK.
• Click Create your own digital ID and click OK.
• Key your personal information for Name, E-mail
address, Organization, and Location and click
Create.
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Add a Digital Signature, Cont’d
• Key Presentation security for the Purpose for
signing this document.
• Click Sign. You will receive a Signature
Confirmation message.
• Click OK. A Signature task pane appears on the
right of your window showing that the document
is signed and a Signature button
appears in the Status Bar.
• Any edits to the document
will invalidate the signature.
• Close the Signatures task pane.
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Grant Access but Restrict Permission
with Passwords
• Read
• Change
• Full control
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Mark the Presentation as Final
• From the Microsoft Office Button, click Prepare,
and then choose Mark as Final.
• A confirmation message appears and a Mark
as Final button is displayed in the status bar.
• Click OK.
THE PROFESSIONAL APPROACH SERIES
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Lesson 14
3
Preparing for
Electronic Distribution
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Preparing and Publishing
a Presentation
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Save Embedded Fonts
in a Presentation
• From the Microsoft Office Button, choose Save As.
• Click the PowerPoint Options button.
• Click the Save option on the left. Check the option
Embed fonts in
the file and then
select the option
Embed all
characters.
• Click OK.
• Save the
presentation.
THE PROFESSIONAL APPROACH SERIES
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Save with Package for CD
to Maintain Media Links
• Click the Microsoft Office Button, click Publish,
and choose Package for CD.
– Give the CD a name that will identify its content.
– Click the Options button.
– Check both Linked files and Embedded TrueType
fonts.
– Click OK to close this dialog box.
• Click the Copy to CD.
– Insert the blank CD-R disk.
• Close the presentation without saving it, and
then remove your CD-R disk and label it.
THE PROFESSIONAL APPROACH SERIES
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Use a Package for CD File
• Insert the CD-R disk.
• An AutoPlay dialog box
will open.
• Click Run PPTVIEW.EXE
to open PowerPoint
Viewer and run the
presentation
automatically without
PowerPoint being loaded.
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Lesson 14
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Preparing for
Electronic Distribution
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Saving in Appropriate File Types
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Saving as a Web Page
• Click the Microsoft Office Button, choose Save
As then PowerPoint Presentation.
• From the Save As dialog box, change the Save
as type: to Single File Web Page.
– On the left, select create a new folder for all the
related files that will be created.
– In the Save in box, navigate to this folder and key a
presentation file name.
– Change Title and click OK. This text will appear on the
title bar of your browser when you view the Web
page.
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© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
Saving as a Web Page, Cont’d
• Click Publish to display the Publish as Web
Page dialog box.
– In the Publish what? section, choose Complete
presentation and deselect the Display speaker notes
check box.
– In the Browser support section, choose All browsers
listed above.
– At the bottom of the dialog box, check Open
published Web page in browser.
• Click Web Options and click the General tab and
make any changes you wish.
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
Saving as a Web Page, Cont’d
• Click the Files tab.
– Under File names and locations, make sure Organize
supporting files in a folder is checked.
• Click each of the other tabs in the Web Options
dialog box and look at the options available for
customizing your Web pages. Click OK.
• Click Publish to save the Web page and to close
the Publish as Web Page dialog box.
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
Preview a Presentation in a Browser
• Right-click the Start button, choose Explore,
then use the Navigation pane to locate folder.
• Open the web
folder. Look for
the HTML
document.
• Open the HTML
document to
preview in the
browser.
THE PROFESSIONAL APPROACH SERIES
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Learn About Add-Ins to
Publish as PDF or XPS Files
• Add-Ins are supplemental programs that extend
the functionality of Microsoft Office.
– Custom buttons
and controls
are added to
the Ribbon
when these
programs are
available.
– Examples:
XPS and PDF
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Lesson 14
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Electronic Distribution
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Converting Between
PowerPoint Versions
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Convert From a Previous
PowerPoint Version
• Presentations created in earlier versions of
PowerPoint have a file extension of .ppt.
• When you open one of these presentations,
you can work on it in Compatibility Mode so it
can be opened in earlier versions.
THE PROFESSIONAL APPROACH SERIES
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Identify Features Not Supported
by Previous PowerPoint Versions
• From the Microsoft Office Button, click Prepare,
then choose Run Compatibility Checker.
– A dialog box will
appear indicating
the features used
in this presentation
that may be lost
or degraded when
you save.
– Click OK.
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Save as Compatible with
PowerPoint 97-2003
• From the Microsoft Office Button, click Save As,
then choose PowerPoint 97-2003 Presentation.
• Name and save the file.
– When the Compatibility
Checker list appears
showing the features
that are not supported,
click Continue.
• Some objects can
be viewed as images
but not edited.
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
Preparing for
Electronic Distribution
M
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Lesson 14 Summary
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Lesson 14 Summary—1
• Narrating allows you to save the audio portion of
a presentation using a microphone attached to
your computer.
– You can record narration on all slides in a
presentation or only on selected slides.
• Presentation Properties contain file metadata.
– The Document Inspector can remove hidden data or
personal data that is stored as metadata with a file.
• A Digital Signature can help to verify a
document’s integrity through the use of a
digital ID to authenticate the signature.
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
Lesson 14 Summary—2
• Information Rights Management is a service
provided by Microsoft so subscribers can control
file access and restrict usage to protect personal
and private information.
• The Mark as Final command creates a read-only
file that prevents changes in files distributed
electronically.
• The Package for CD saves a presentation with
all of its linked files on a CD for use on another
computer. When using Package for CD, you
have the option of embedding fonts.
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
Lesson 14 Summary—3
• The PowerPoint Viewer enables your
presentation to be run on a computer that does
not have PowerPoint installed.
• Publishing a presentation to the Web means
saving a presentation as an HTML file in a
shared folder or on a Web server.
• Presentation files created in previous versions
of PowerPoint will open in PowerPoint 2007 in
compatibility mode.
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.
Lesson 14 Summary—4
• Before saving a PowerPoint 2007 file in a
PowerPoint 97-2003 version, it is a good idea to
check compatibility to identify the features used
that are not supported by the older software.
• When a file is converted from PowerPoint 2007
to a PowerPoint 97-2003 version, some content
will remain editable while other content will not.
THE PROFESSIONAL APPROACH SERIES
© 2008 The McGraw-Hill Companies, Inc. All rights reserved.