Microsoft® Office PowerPoint® 2003 Training

Package to a CD

Your STS, Tom Redd, presents:

Package to a CD

Course contents

• Lesson: All about packaging

• Suggested tasks for practicing

• Test questions

Package to a CD

Course goals

• Get the background on packaging and why it’s a good idea

• See what the system requirements are

• Understand the steps for packaging and know which options to choose

• Package presentation files to a CD or folder

Lesson

All about packaging

Package to a CD

Package to a CD

It’s something you’ve waited for: an easy way to package your presentation files and carry them to present elsewhere or give them to someone else to view.

Collect your presentation files in one place.

Package to a CD

Package to a CD

The feature is called Package for CD, and you use it to bundle files, including:

Collect your presentation files in one place.

• Your presentation

• All the files that link to it

• Related files of your choice

• The PowerPoint Viewer

You package the files to a CD or to a folder.

Package to a CD

Package to a CD

System requirements

Collect your presentation files in one place.

To package to a CD from PowerPoint, you need:

• A CD burner and Microsoft Windows XP or later.

PowerPoint uses the CD-burning components of Windows XP to burn the CD.

Package to a CD

Package to a CD

System requirements

Collect your presentation files in one place.

• If you have Windows 2000, package your files to a folder, and burn the folder to a CD using a third-party CD-burning program.

• Another option: Just leave the files in a folder, and post that to a server you can access when you present.

Or, package files to a folder:

Package to a CD

Reasons, scenarios, benefits

Why do you need this feature?

Because, when you want to put your presentation on another computer or server, or give it to another person, several things can become stumbling blocks to doing so—and to getting the results that you expect.

Package files for stress-free presenting.

Package to a CD

Reasons, scenarios, benefits

Some things that can trip you up:

Package files for stress-free presenting.

• Linked media files

Since all videos (such as .mpg files) and most sound files are only linked to your presentation, they’re not a part of the presentation file.

So, you need to copy and manage these files along with the presentation file.

Package to a CD

Reasons, scenarios, benefits

Some things that can trip you up:

Package files for stress-free presenting.

• File size

A typical .ppt file tends to be large. Attaching it in e-mail to send to a friend or colleague is not a great option.

Neither is copying it to a floppy disk. A .ppt loaded with graphics will not fit on a floppy.

Package to a CD

Reasons, scenarios, benefits

Some things that can trip you up:

Package files for stress-free presenting.

• The destination computer doesn’t have PowerPoint

Without PowerPoint to run the presentation, you need the PowerPoint Viewer. This means you need an easy way to include it along with everything else.

Package to a CD

Reasons, scenarios, benefits

Benefits of Package for CD

Package files for stress-free presenting.

• Earlier versions of PowerPoint had packaging options, but never for burning to a CD

• Having the space that a CD affords lets you copy all kinds of files in the package

• You can password-protect the packaged files

Package to a CD

The process

To package presentation files:

• Open the presentation you want to package. Then, on the File menu, click Package for CD.

This opens the Package for CD dialog box, which has the main options for packaging.

Package to a CD

The process

What you do here:

1. Name the CD or folder.

2. To include files besides the current presentation and its linked files, click Add Files.

3. Click the Options button to select settings for the PowerPoint Viewer, linked files, passwords, and other things.

Main options for packaging

Package to a CD

The process

What you do here:

4. Click Copy to Folder, you then specify its path, and the files get copied there.

Or:

Main options for packaging

5. Click Copy to CD. Your CD burner is accessed and the copying begins.

Package to a CD

The process

Once copying is done, a message asks if you'd like to copy the package to another CD; repeat the copy operation as many times as you need to.

Note: When copying on a CD is complete, the CD is "closed." You cannot add to its data; you can only replace the data.

Main options for packaging

Package to a CD

Additional options

To backtrack a little: When you’re still in the Package for CD dialog box, and you click the Options button, the Options dialog box opens.

Options dialog box

Package to a CD

Additional options

Details about additional options:

1. The PowerPoint Viewer is included by default. Clear this check box if you don't need it.

2. The Linked files option refers to all the media or other files that your presentation links to.

It’s selected by default; clear it if you have no linked files.Options dialog box

Package to a CD

Additional options

Details about additional options:

3. If you choose to embed TrueType fonts, PowerPoint will embed those that do not have license restrictions.

Options dialog box

4. Use the password options to restrict the availability of your presentations for others to open or change.

Package to a CD

Suggestions for practice

1. Insert a linked sound or video into a presentation to practice including it in the package.

2. Start the packaging process by selecting options for the package.

3. Copy the presentation files to a folder.

4. Look at the packaged files.

Online practice (requires PowerPoint 2003)

Package to a CD

Test 1, question 1

What's the point of packaging your presentation to a CD or folder? (Pick one answer.)

1. It's the only way you can make copies of your presentation to show on another computer.

2. It's the most efficient way of getting all your presentation files into one place for presenting on another computer.

3. It's the only way you can play linked media when presenting on a computer other than your own.

Package to a CD

Test 1, question 1: Answer

It's the most efficient way of getting all your presentation files into one place for presenting on another computer.

And: it includes the PowerPoint Viewer plus any other files you want to add.

Package to a CD

Test 1, question 2

Imagine you've just packaged a presentation to a CD, but there's a file you didn't include in the package. Can you add it to the CD? (Pick one answer.)

1. Sure, no problem.

2. No. You have to package your files again to the CD and include the file in the package.

3. Only if the CD is writable.

Package to a CD

Test 1, question 2: Answer

No. You have to package your files again to the CD and include the file in the package.

Once you package to the CD, the session is closed. You'll need to copy the data again if you want to include more files in the package.

Package to a CD

Quick Reference Card

For a summary of the tasks covered in this course, view the Quick Reference Card.

Note: This content was part of a larger course, so you’ll see some tasks in the Quick Reference Card that aren’t covered in this slide show.