© 2008 The McGraw-Hill Companies, Inc. All rights reserved. M I C R O S O F T ® Preparing for Electronic Distribution Lesson 14

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Objectives Narrate a presentation Prepare and protect a presentation Prepare and publish a presentation Save in appropriate file types Convert between PowerPoint versions

© 2008 The McGraw-Hill Companies, Inc. All rights reserved. M I C R O S O F T ® Preparing for Electronic Distribution Lesson 14 1 Narrating a Presentation

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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.

© 2008 The McGraw-Hill Companies, Inc. All rights reserved. M I C R O S O F T ® Preparing for Electronic Distribution Lesson 14 2 Preparing and Protecting a Presentation

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Edit Presentation Properties From the Microsoft Office Button, click Prepare, then Properties. –Key information for author, title, subject, keywords, category, status, and comments.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 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, address, Organization, and Location and click Create.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Grant Access but Restrict Permission with Passwords Read Change Full control

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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.

© 2008 The McGraw-Hill Companies, Inc. All rights reserved. M I C R O S O F T ® Preparing for Electronic Distribution Lesson 14 3 Preparing and Publishing a Presentation

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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 © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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 © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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.

© 2008 The McGraw-Hill Companies, Inc. All rights reserved. M I C R O S O F T ® Preparing for Electronic Distribution Lesson 14 4 Saving in Appropriate File Types

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 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. 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. 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 © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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

© 2008 The McGraw-Hill Companies, Inc. All rights reserved. M I C R O S O F T ® Preparing for Electronic Distribution Lesson 14 5 Converting Between PowerPoint Versions

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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 © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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.

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. Save as Compatible with PowerPoint From the Microsoft Office Button, click Save As, then choose PowerPoint 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.

© 2008 The McGraw-Hill Companies, Inc. All rights reserved. M I C R O S O F T ® Preparing for Electronic Distribution Lesson 14 Summary

THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. THE PROFESSIONAL APPROACH SERIES © 2008 The McGraw-Hill Companies, Inc. All rights reserved. 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. 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. 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. 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 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 version, some content will remain editable while other content will not.