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LO3. Saving and Sharing

1. PowerPoint offers two ways to save files - Save and Save As. Save saves changes to the current file, while Save As allows creating a copy while keeping the original. 2. To save a presentation, select the Save command and choose a location and file name. Presentations can be saved to OneDrive or a local computer. 3. Presentations can be exported to different file types like PDF or older PowerPoint versions. Sharing presentations on OneDrive allows collaboration without versioning issues.

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Allan Tomas
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68 views13 pages

LO3. Saving and Sharing

1. PowerPoint offers two ways to save files - Save and Save As. Save saves changes to the current file, while Save As allows creating a copy while keeping the original. 2. To save a presentation, select the Save command and choose a location and file name. Presentations can be saved to OneDrive or a local computer. 3. Presentations can be exported to different file types like PDF or older PowerPoint versions. Sharing presentations on OneDrive allows collaboration without versioning issues.

Uploaded by

Allan Tomas
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Saving and Sharing

Introduction
Whenever you create a new presentation in PowerPoint, you'll need to know
how to save in order to access and edit it later. As with previous versions of
PowerPoint, you can save files to your computer. If you prefer, you can also
save files to the cloud using OneDrive. You can
even export and share presentations directly from PowerPoint.

Save and Save As


PowerPoint offers two ways to save a file: Save and Save As. These options
work in similar ways, with a few important differences:

 Save: When you create or edit a presentation, you'll use


the Save command to save your changes. You'll use this command
most of the time. When you save a file, you'll only need to choose
a file name and location the first time. After that, you can just click
the Save command to save it with the same name and location.
 Save As: You'll use this command to create a copy of a
presentation while keeping the original. When you use Save As,
you'll need to choose a different name and/or location for the
copied version.

To save a presentation:
It's important to save your presentation whenever you start a new project
or make changes to an existing one. Saving early and often can prevent your
work from being lost. You'll also need to pay close attention to where you
save the presentation so it will be easy to find later.
1. Locate and select the Save command on the Quick Access toolbar.

2. If you're saving the file for the first time, the Save As pane will
appear in Backstage view.
3. You'll then need to choose where to save the file and give it a file
name. To save the presentation to your computer,
select Computer, then click Browse. Alternatively, you can
click OneDrive to save the file to your OneDrive.

4. The Save As dialog box will appear. Select the location where you


want to save the presentation.
5. Enter a file name for the presentation, then click Save.
6. The presentation will be saved. You can click the Save command
again to save your changes as you modify the presentation.

You can also access the Save command by pressing Ctrl+S on your keyboard.

Using Save As to make a copy


If you want to save a different version of a presentation while keeping the
original, you can create a copy. For example, if you have a file named Client
Presentation you could save it as Client Presentation 2 so you'll be able to
edit the new file and still refer back to the original version.

To do this, you'll click the Save As command in Backstage view. Just like


when saving a file for the first time, you'll need to choose where to save the
file and give it a new file name.
To change the default save location:
If you don't want to use OneDrive, you may be frustrated that OneDrive is
selected as the default location when saving. If you find it inconvenient to
select Computer each time, you can change the default save
location so Computer is selected by default.

1. Click the File tab to access Backstage view.

2. Click Options.
3. The PowerPoint Options dialog box will appear.
Select Save, check the box next to Save to Computer by default,
then click OK. The default save location will be changed.

Using AutoRecover
PowerPoint automatically saves your presentations to a temporary folder
while you are working on them. If you forget to save your changes or if
PowerPoint crashes, you can restore the file using AutoRecover.

To use AutoRecover:
1. Open PowerPoint 2013. If autosaved versions of a file are found,
the Document Recovery pane will appear.
2. Click to open an available file. The presentation will be recovered.

By default, PowerPoint autosaves every 10 minutes. If you are editing a


presentation for less than 10 minutes, PowerPoint may not create an
autosaved version.

If you don't see the file you need, you can browse all autosaved files
from Backstage view. Just select the File tab, click Manage Versions, then
choose Recover Unsaved Presentations.
Exporting presentations
By default, PowerPoint presentations are saved in the .pptx file type.
However, there may be times when you need to use another file type, such
as a PDF or PowerPoint 97-2003 presentation. It's easy to export your
presentation from PowerPoint in a variety of file types:

 PDF: Saves the presentation as a PDF document instead of a


PowerPoint file
 Video: Saves the presentation as a video
 Package for CD: Saves the presentation in a folder along with the
Microsoft PowerPoint Viewer, a special slide show player anyone
can download
 Handouts: Prints a handout version of your slides
 Other file type: Saves in other file types,
including PNG and PowerPoint 97-2003

To export a presentation:
In our example, we'll save the presentation as a PowerPoint 97-2003 file.

1. Click the File tab to access Backstage view.


2. Click Export, then choose the desired option. In our example, we'll
select Change File Type.

3. Select a file type, then click Save As.


4. The Save As dialog box will appear. Select the location where you
want to export the presentation, type a file name, then click Save.
You can also use the Save as type: drop-down menu in the Save As dialog
box to save presentations in a variety of file types. Be careful to choose a file
type others will be able to open.
Sharing presentations
PowerPoint 2013 makes it easy to share and collaborate on presentations
using OneDrive. In the past, if you wanted to share a file with someone, you
could send it as an email attachment. While convenient, this system also
creates multiple versions of the same file, which can be difficult to organize.
When you share a presentation from PowerPoint 2013, you're actually giving
others access to the exact same file. This lets you and the people you share
with edit the same presentation without having to keep track of multiple
versions.

In order to share a presentation, it must first be saved to your OneDrive.

To share a presentation:
1. Click the File tab to access Backstage view, then click Share.

2. The Share pane will appear.

Click the buttons in the interactive below to learn more about different ways
to share a presentation.

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