Saving PowerPoint Presentations for the Web Techniques Formats Pros and Cons

Summary Basic Terms: Downloading / UploadingBasic Terms: Downloading / Uploading Accessibility issues (508 compliance)Accessibility issues (508 compliance) Regular PowerPoint (.ppt files)Regular PowerPoint (.ppt files) PowerPoint shows (.pps files)PowerPoint shows (.pps files) PowerPoint converted to PDF (.pdf files)PowerPoint converted to PDF (.pdf files) PowerPoint saved using Save as Web pagePowerPoint saved using Save as Web page Other possibilities: Camtasia, Captivate…Other possibilities: Camtasia, Captivate… LecShare:LecShare: –Checking and Adding Alt tags –Narration with 508 compliance

Downloading Definition: Normally used to describe the transfer of data from the Internet.Normally used to describe the transfer of data from the Internet. Also used to describe the transfer of photos from a camera memory card to the computer: Example: I photos to my PC.Also used to describe the transfer of photos from a camera memory card to the computer: Example: I downloaded photos to my PC. Web Server: Holds web pages, pictures, multimedia to be served to web browsers Your computer My computer Other client computers

Uploading Definition: Transmitting a file from one computer system to another, usually larger computer systemTransmitting a file from one computer system to another, usually larger computer system Web Server: Holds web pages, pictures, multimedia to be served to web browsers Your computer My computer Other client computers

PowerPoint as Web Pages 508 accessibility issues508 accessibility issues Before you start:Before you start: –Add Alt text to pictures –Explain pictures or charts in Notes View  Notes Page If using sound:If using sound: –Provide a text equivalent: Notes pages hold your scriptNotes pages hold your script Upload a text file of your scriptUpload a text file of your script

Adding Alt text to pictures After you add a pictureAfter you add a picture –Right-click the pic (Mac: Control-click) –Choose Format Picture –Click the Web tab –Type in explanatory text –Click OK Shows up when cursor hovers over pictureShows up when cursor hovers over picture Read by screen readers to sight-impairedRead by screen readers to sight-impaired

Adding Alt text: PPT 2007 After you add a pictureAfter you add a picture –Right-click the pic (Mac: Control-click) –Click Size and Position –Then click the Alt Text tab –Enter Alt text

Version problems: Office 2007 Newer versions of Word / Excel / PowerPointNewer versions of Word / Excel / PowerPoint Different and incompatible file formatDifferent and incompatible file format Older office versions (like our Office XP):Older office versions (like our Office XP): –Must download converter from Microsoft –Otherwise Get error messagesGet error messages Can’t open fileCan’t open file

Regular PowerPoint To Create: Regular saveTo Create: Regular save File name ends in.pptFile name ends in.ppt Easily downloadedEasily downloaded On user’s computer – RequiresOn user’s computer – Requires –PowerPoint –Or PowerPoint Viewer Viewed from Web: Best in Internet ExplorerViewed from Web: Best in Internet Explorer After downloading: Opens in edit mode in PowerPointAfter downloading: Opens in edit mode in PowerPoint

PowerPoint’s Notes page PowerPoint Notes:PowerPoint Notes: –Text of your lecture –Additional explanation Advantages:Advantages: –Notes easily read by screen readers Disadvantages:Disadvantages: –Adnimations not available in Notes view

PowerPoint Show To Create: On File menu  Save As…PowerPoint ShowTo Create: On File menu  Save As…PowerPoint Show File name ends in.pps (not.ppt)File name ends in.pps (not.ppt) Easily downloadedEasily downloaded On user’s computer – RequiresOn user’s computer – Requires –PowerPoint –Or PowerPoint Viewer Viewed from Web: Best in Internet ExplorerViewed from Web: Best in Internet Explorer If downloaded opens in Slide Show mode in PowerPointIf downloaded opens in Slide Show mode in PowerPoint

PowerPoint  pdf Free viewer on > 90% of computersFree viewer on > 90% of computers Preserves text, design, picturesPreserves text, design, pictures Loses all animationsLoses all animations Easily downloaded, printedEasily downloaded, printed Mac: File  Save As…Choose pdfMac: File  Save As…Choose pdf Windows: Must have a pdf creatorWindows: Must have a pdf creator –Our lab computers can print to pdf –Free PDF Creator for Windows downloadable

Setting up for Save as Web Page TitlesTitles –Show beside main window –Act as live index –Viewer can move through by clicking titles Titles should be:Titles should be: –Unique –Informative

Saving as Web Page On Save menuOn Save menu Results:Results: –Html file (PowerPoint name +.htm) –Folder with PowerPoint name containing many files Viewable with web browserViewable with web browser Doesn’t require PowerPointDoesn’t require PowerPoint Meant to be viewed onlineMeant to be viewed online Downloading difficultDownloading difficult

Uploading Save for Web results To successfully upload PowerPoint saved for the web: Follow these rulesTo successfully upload PowerPoint saved for the web: Follow these rules –Do not put the html file inside the folder of the same name –Upload both the file and the folder –Link to the html file in your webpage –Can’t be uploaded using Contribute

Other Options: Camtasia Techsmith Product ($179 Educational)Techsmith Product ($179 Educational)Techsmith Play PowerPoint or record anything off the screenPlay PowerPoint or record anything off the screen Record narration with capable sound editor OR Record sound separatelyRecord narration with capable sound editor OR Record sound separately Produces movie with timings recordedProduces movie with timings recorded Reproduces animationsReproduces animations Outputs to compressed formats like FlashOutputs to compressed formats like Flash

Other Options: Captivate Adobe Product ($199 educational)Adobe Product ($199 educational)Adobe Play PowerPoint or record anything off the screen as you playPlay PowerPoint or record anything off the screen as you play Record narration with capable sound editorRecord narration with capable sound editor OR Record sound separatelyOR Record sound separately Easy to change timings, mouse movementEasy to change timings, mouse movement Outputs to compressed formats like FlashOutputs to compressed formats like Flash

Other Options: LecShare Helps enter Alt Tags and check for other 508 issuesHelps enter Alt Tags and check for other 508 issues Saves changes back to PowerPoint fileSaves changes back to PowerPoint file Helps add narrationHelps add narration Provides the most accessible export options for PowerPoint with NarrationProvides the most accessible export options for PowerPoint with Narration More info:More info:

That’s all, folks! Thanks for your attention