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Lesson 4 Saving Presentations

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24 views16 pages

Lesson 4 Saving Presentations

Uploaded by

jose ocfemia
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Lesson 4: Saving Presentations

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.
About OneDrive
Most features in Microsoft Office, including PowerPoint, are
geared toward saving and sharing documents online. This is
done with OneDrive, which is an online storage space for your
documents and files. If you want to use OneDrive, make sure
you’re signed in to PowerPoint with your Microsoft account.
Review our lesson on Understanding OneDrive to learn more.

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. Click Browse to select a location
on your computer. 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 this inconvenient, you can change the default save
location so This PC 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. 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 Presentation, 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 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, 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.
Present Online
From here, you can share your presentation online as a live
presentation. PowerPoint will generate a link that others can
open in their web browser.
Challenge!
1. Open our practice presentation.
2. Use Save As to create a copy of the presentation.
Name the new copy Saving Challenge Practice. You
can save it to a folder on your computer or to
your OneDrive.
3. Export the presentation as a PDF file.

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