To create a version of your presentation that non-PowerPoint users can view without an Internet connection and that appears exactly as you designed it, you need to use PowerPoint’s Package for CD command. This feature takes your presentation and its asso­ciated files and works with your computer’s CD burner to burn the files to a disc. (Note that you can only burn to a CD, not to a DVD.) PowerPoint also includes the PowerPoint Viewer 2007 utility, which enables anyone to view any PowerPoint file (including files cre­ated with earlier versions of PowerPoint: 2003, XP, 200, and 97). The CD also comes with an AutoRun feature, so all the other user has to do is insert the CD, and the slide show runs automatically.

Here are the steps to follow to burn a copy of your presentation on a CD:

1. Choose Office, Publish, Package for CD.
2. Depending on your presentation, PowerPoint might display a dialog box letting you know that it will convert your files to the PowerPoint 97-2003 format. If so, click OK.
3. In the Package for CD dialog box (see Figure 1), use the Name the CD text box to type a name for the CD.

NOTE

Bear in mind that the name you give to the CD is the name that is next to the CD drive letter in Windows Explorer when the user inserts the disc.You have a maximum of only 16 characters to work with when naming the disc, but try to make the name as descriptive as you can.

4. If you have any other files that you want to include on the CD, click Add Files, use the Add Files dialog box to select them, and then click Add.
5. Insert a record-able CD into your CD burner.



Figure 1 A PowerPoint presenta­tion published as a Web page.

6. Click Copy to CD. PowerPoint asks if you want to include linked files on the CD. (Linked files are external files that you insert into your presentation, including sound clips and video files.)
7. Click Yes. PowerPoint begins copying the files to the CD. When it is done, the Microsoft Office PowerPoint dialog box displays; it asks if you want to copy the same files to another CD.
8. If you want to burn another CD, insert the disc and click Yes; otherwise, click No to return to the Package for CD dialog box.
9. Click Close.

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1. Choose Office, PowerPoint Options to open the PowerPoint Options dialog box.
2. Click Advanced.
3. Click Web Options to open the Web Options dialog box.

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If you are in the Save As dialog box and you have selected either the Single File Web Page or the Web Page file type, you can also get to the Web Options dialog box by clicking Publish and then clicking Web Options.

4. Click the General tab.
5. Click to activate the Show Slide Animation While Browsing check box.
6. Click OK to return to the PowerPoint Options dialog box.
7. Click OK.

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What do you do if you have existing documents, worksheets, and presentations that you want to mount on the Web? Internet Explorer can work in conjunction with Office to dis­play these files, but all your readers might not have that capability. To make sure anyone who surfs to your site can access your data, you need to convert your files into the Web’s lingua franca: HTML. Fortunately, Office applications make this easy by including features that convert documents from their native format into HTML.

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Before you save your presentation as a Web page, you might want to tell PowerPoint which browser or browsers your users surf with because this determines the features PowerPoint uses to render the Web page XML or HTML. For example, if you tell PowerPoint that your users browse with Netscape Navigator 4.0 or later, PowerPoint disables the MHTML format (described in the steps that follow). Choose Office, PowerPoint Options, click Advanced, click Web Options, and then display the Browsers tab. Use the People Who View This Web Page Will Be Using list to click your target browser. Note, too, that you can use the check boxes in the Options list to customize the Web page features.

Publishing a PowerPoint presentation to the Web is becoming increasingly common. After a conference, for example, many people make their presentations available online for those who did not attend. Also with business travel budgets tightening, “presenting” online saves the expense of either traveling to the audience or bringing the audience to you.

PowerPoint gives you extensive page-publishing options, as the following steps show:

1. Open the presentation you want to publish.
2. Choose Office, Save As (avoid the arrow) to open the Save As dialog box.
3. Select a location for the new file.
4. In the Save As Type list, you choose from two possibilities:
   • Single File Web Page-This is the MIME Encapsulation of Aggregate HTML Documents (MHTML) format. It combines the HTML and references to exter­nal files such as images into a single file that uses the .mht extension. Note that only Internet Explorer supports this file type.
   • Web Page-This is a regular HTML Web page that uses the .htm file exten­sion. PowerPoint also creates a folder named Filename_files (where Filename is the text in the File Name text box) that includes any external files such as images required by the Web page.

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To save the supporting files in the same folder as the Web page, choose Office, PowerPoint Options, click Advanced, click Web Options, display the Files tab, and deactivate the Organize Supporting Files in a Folder check box.

5. Use the File Name text box to change the name of the file, if necessary. If you don’t, PowerPoint changes the document’s extension to .mht or .htm (depending on the file type you chose in step 4).
6. Click Publish to display the Publish as Web Page dialog box, as shown in Figure 1.


Figure 1 Use the Publish as Web Page dialog box to con­figure your presenta­tion’s Web page options.

7. To determine how much of the presentation you publish, PowerPoint gives you three options:
   • Complete Presentation-Activate this option to publish every slide in the pre­sentation.
   • Slide Number X Through Y-Activate this option to publish only the range of slides you specify using the two spin boxes.
   • Custom Show-Activate this option to publish the custom slide show you select in the associated list. (PowerPoint disables this option if the presentation has no custom slide shows.)
8. If you also want to include your speaker notes, leave the Display Speaker Notes check box activated.
9. Use the options in the Browser Support group to set the target browser for your users.
10. To change the page title (the text that displays in the browser’s title bar), click Change, enter the new title, and click OK.
11. Click Publish. PowerPoint publishes the presentation to a Web page.

PowerPoint sets up the presentation Web page with an ActiveX control that displays the slide show content. By default, Internet Explorer doesn’t display ActiveX controls for secu­rity reasons (and browsers such as Firefox don’t display them at all). Therefore, when you launch the presentation Web page, Internet Explorer displays the Information Bar, which tells you that the program prevents an ActiveX control from running. Click the Information Bar, click Allow Blocked Content, and then click Yes when Outlook Express asks if you are sure. Figure 2 shows a published presentation.

Figure 2 A PowerPoint presenta­tion published as a Web page.

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The drawback with this method is that the other users have the presentation open in PowerPoint, so they can make changes to it. If you don’t want that to happen, one solution is to set up the presentation with a modification password. This means that the user cannot change the presentation in any way without providing the correct password. Here are the steps to follow to set this up:

1. Choose Office, Save As (avoid the arrow) to open the Save As dialog box.
2. Choose Tools, General Options to open the General Options dialog box.
3. Type a password in the Password to Modify text box.
4. Click OK. PowerPoint displays the Confirm Password dialog box.
5. Type the password again and click OK.
6. Click Save. PowerPoint asks if you want to replace the existing file.
7. Click Yes.

Now when another user opens the presentation, he sees the Password dialog box. The user must either enter the correct password or must click the Read Only button.

Applying a modification password keeps the presentation safe from unwanted changes, but it still means that another user can open the file in PowerPoint and see your notes, anima­tion settings, and other design features. If you’d like to avoid that, or if the other user is a PowerPoint novice who does not know how to start a slide show, you can save your presen­tation as a separate file that uses the PowerPoint Show (PPS) format (which has the .ppsx file extension; normal PowerPoint files have the .pptx extension). When the user launches the PPS file (by double-clicking it in Windows Explorer, for example), PowerPoint runs the slide show right away without displaying the PowerPoint interface. When the user fin­ishes the slide show, PowerPoint exits.

Follow these steps to save a copy of your presentation as a PowerPoint Show file:

1. Choose Office, click the Save As arrow, and then choose PowerPoint Show. PowerPoint displays the Save As dialog box with PowerPoint Show selected in the Save as Type list.
2. Select a location for the PowerPoint Show file.
3. Use the File Name text box to name the file.
4. Click Save.

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• Display the slide show menu and choose Last Viewed.
• Set up an action button that, when clicked, takes you to the previously viewed slide.

Here are the steps to follow to create such an action button:

1. Display the slide on which you want to display the action button.
2. Choose Insert, Shapes to display the Shapes gallery and then click an icon in the Action Buttons section. (In this case, a suitable shape is the Back or Previous button.)
3. Click and drag your mouse on the slide to create the action button. When you release the mouse button, PowerPoint displays the Action Settings dialog box.
4. Click the Hyperlink To option.
5. In the list under the Hyperlink To option, click Last Slide Viewed.
6. Click OK.

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Most of the time, you can write down possible questions, answers, and other material in the notes pages of your slides. However, you might think of an audience question that requires a more formal response in the form of a separate slide. The only problem is that you don’t want to include that slide in your presentation because the question or comment that leads to it might never come up. The solution is to include the slide in the presentation anyway but mark it as hidden. This means that the slide doesn’t display in your slide show and doesn’t print in your handouts.

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If you want to print your hidden slides, choose Office, Print to display the Print dialog box. Click to activate the Print Hidden Slides check box and then click OK.

To hide a slide, select it in the Normal or Slide Sorter view and then choose Slide Show, Hide Slide. PowerPoint lets you know a slide is hidden by displaying a rectangle with a diagonal slash behind the slide number. (In Normal view, a hidden slide looks as if it is washed out in the Slides tab.)

How do you view a hidden slide when you need it? PowerPoint gives you two methods:

• Display the Slide Show menu, choose Go to Slide, and then click the hidden slide. Note that in the list of slides the hidden slide displays with parentheses around its slide number. For example, a slide might normally display in the list as 12 Review, but if you hide the slide it displays as (12) Review.
• Set up a hyperlink or action button that, when clicked, takes you to the hidden slide.

If you want to configure some text in one of your slides as a hyperlink that takes you to the hidden slide, follow these steps:

1. Select the text you want to use as a link.
2. Choose Insert, Hyperlink (or press Ctrl+K) to display the Insert Hyperlink dialog box.
3. Click Place in This Document. PowerPoint displays the Select a place in this docu­ment list, which consists of the slides in the presentation, including your hidden slide (which displays with parentheses around its slide number).
4. Click the hidden slide to which you want to link, as shown in Figure 1.
5. Click OK.

Figure 1 Use the Insert Hyperlink dialog box to set up a text link to your hidden slide.

If you don’t want a link to appear in your presentation text, you can create a separate action button instead. An action button is a small graphic image that you configure to run a par­ticular action when clicked. In this case, you want the action button to display your hidden slide. Here are the steps to follow:

1. Display the slide on which you want to display the action button.
2. Choose Insert, Shapes to display the Shapes gallery and then click an icon in the Action Buttons section. (It doesn’t matter which one you choose, but one of the button icons might be more appropriate for your needs. For example, if your hidden slide anticipates a possible question, then you should use the Help button, which comes with a question mark (?) icon.)
3. Click and drag your mouse on the slide to create the action button. When you release the mouse button, PowerPoint displays the Action Settings dialog box.
4. Click the Hyperlink To option.
5. In the list under the Hyperlink To option, click Slide. PowerPoint displays the Hyperlink to Slide dialog box.
6. Click your hidden slide and then click OK. The name of the slide displays in the Action Settings dialog box, as shown in Figure 2.
7. Click OK.

Figure 2 Use the Action Settings dialog box to set up an action button to link to your hidden slide.

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• Click to move to the next slide in the presentation or to run the next animation in the current slide.
• Turn the mouse wheel backward (toward you) to move to the next slide in the presen­tation or to run the next animation in the current slide; turn the mouse wheel forward (away from you) to advance to return to the previous slide in the presentation or to reverse the most resent animation in the current slide.

For more control over the slide show, either click the Slide Show Menu icon or right-click the slide show. The menu you see contains the following commands:

• Next-Moves to the next slide in the presentation.
• Previous-Moves to the previous slide in the presentation.
• Last Viewed-Jumps to the last slide that you displayed in the presentation. Note that this won’t be the same as the presentation’s previous slide if you used the Go to Slide command (see the next item in this list), a hyperlink, or an action button to jump to the current slide from elsewhere in the presentation.
• Go to Slide-Displays a menu of the slides in the presentation. When you click a slide in the list, PowerPoint jumps to that slide.

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You can jump back to the first slide by holding down the left and right mouse buttons for a couple of seconds.

• Custom Show-Displays a menu of the custom slide shows that you’ve defined for the current presentation. When you click an item in the list, PowerPoint switches to the custom show.

• Screen-Displays a menu of screen option. Click either Black Screen or White Screen to blank the screen temporarily. (You return to the presentation by clicking the screen.) You can also click Show/Hide Ink Markup to turn ink annotations on and off, or click Switch Programs to display the Windows Start menu and taskbar.
• Pointer Options-Displays a list of annotation tools, such as the pen type, ink color, and arrow options.
• Pause-Temporarily stops the slide show. To restart the presentation, right-click the screen, and then click Resume.
• End Show-Stops the slide show.

Besides these mouse-based techniques, there are also several keyboard techniques you can use to navigate and operate a slide show. Many presentation gurus have these keyboard shortcuts memorized because this enables them to avoid the slide show menu, which can be distracting and looks unprofessional, and using the keyboard is almost always faster than using the mouse. Table 1 lists PowerPoint’s slide show keyboard shortcuts.

Table 1 Navigating a PowerPoint Slide from the Keyboard Key Description

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You can work around this problem by using PowerPoint’s Presenter view on a system that has two monitors attached. Presenter view displays the full-screen slide show on one moni­tor, and on the other its displays a special Speaker view, which divides the screen into three sections: the current slide, the current slide’s Notes page, and a strip containing thumbnail images of the presentation’s slides. You can use the Speaker view to navigate the slide show and change options, and the audience members are none the wiser because they just see the current slide.

To use Presenter view, first attach a second monitor to your computer and then configure that monitor in Windows, as described in the following steps:

1. In Windows Vista, choose Start, Control Panel and then under Appearance and Personalization, click Adjust Screen Resolution. (In Windows XP, choose Start, Control Panel, Display.)
2. Click the 2 icon.
3. Click Extend the desktop onto this monitor, as shown in Figure 1.
4. Adjust the resolution and colors for the second monitor as needed.
5. Click OK.
6. If Windows asks if you want to keep the new settings, click Yes.

Now that Windows knows about your second monitor, the next step is to tell PowerPoint that you want to use another monitor during your presentation. Here are the steps to follow:

1. Choose the Slide Show tab.
2. In the Monitors group, use the Show Presentation On list to click the monitor that you want to use to display the slides to the audience (see Figure 2).
3. If the presentation monitor requires a special resolution, use the Resolution list to click the setting you want to use.
4. Click to activate the Use Presenter View check box.

Figure 1 First you need to tell Windows that a second monitor is attached to your computer.

Figure 2 Use the Slide Show tab’s Monitors group to set up your presentation to run on two monitors.

The next time you start the slide show, PowerPoint uses the Presenter view: The monitor you selected in Step 2 displays the current slide in full-screen mode, whereas the other monitor gives you the Speaker view, which is shown in Figure 3.

Most of today’s video adapters come with a graphics coprocessor, a microprocessor that per­forms graphics chores such as 2D and 3D rendering which would otherwise be handled by the computer’s CPU. This can help speed up the display on your monitor. If you have this type of hardware in your computer, click the Slide Show tab and then click Set Up Slide Show to display the Set Up Show dialog box. Click the Use Hardware Graphics Acceleration check box and then click OK.

Figure 3 In the Presenter view, you see the Speaker view, which includes the current slide, its notes, and slide thumbnails.

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For these and similar situations, you don’t need to build multiple versions of your presenta­tion with material tailored to each audience. Instead, PowerPoint enables you to work with a single presentation file, but build custom slide shows from that file. A custom slide show is a show that displays only those slides that you specify.

Follow these steps to create a custom slide show:

1. Choose Slide Show, Custom Slide Show, Custom Shows. PowerPoint displays the Custom Shows dialog box.
2. Click New. PowerPoint displays the Define Custom Show dialog box.
3. Type a name in the Slide Show Name text box.
4. In the Slides in Presentation list, click a slide that you want to add to the custom show. (If you want to add multiple slides, hold down Ctrl and click each slide.)
5. Click Add. PowerPoint adds the slide to the Slides in Custom Show list, as shown in Figure 1.


Figure 1 Use the Define Custom Show dialog box to cre­ate a custom slide show that includes a subset of the current presenta­tion’s slides.

6. Repeat steps 4 and 5 to specify all the slides you want to include in the custom show.
7. Click OK to return to the Custom Shows dialog box.
8. Click Close.

To play a custom show, choose Slide Show, Custom Slide Show, Custom Shows to display the Custom Shows dialog box, click the custom show you want to play, and then click Show.

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CAUTION

The license that comes with a commercial audio CD probably doesn’t allow you to play large chunks of the disc in a public setting. Short samples are fair use, but you need to be careful when using longer bits.

1. Insert the CD containing the audio track or tracks you want to use. (If you see the AutoPlay window, click the Close button or press Esc.)
2. In PowerPoint, navigate to the slide into which you want to insert the CD audio.
3. Choose the Insert, click the bottom half of the Sound split button, and then click Play CD Audio Track. PowerPoint displays the Insert CD Audio dialog box, shown in Figure 1.


Figure 1 Use the Insert CD Audio dialog box to specify the CD tracks you want to play with the current slide.

4. Use the Start at Track spin box to set the starting track number.
5. Use the End at Track spin box to set the ending track number.

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If you want to play only part of a single track, specify the track’s number in both the Start at Track spin box and then End at Track spin box.Then use the Time spin box next to End at Track to specify the length of the clip.

6. If you want PowerPoint to keep playing the audio, click to activate the Loop Until Stopped check box.
7. To set the playback level, click the Sound Volume button and then use the Volume slider to set the level.
8. PowerPoint normally displays a sound icon on the slide. If you don’t want this icon to appear, click to activate the Hide Sound Icon During Slide Show check box.
9. Click OK. PowerPoint displays a dialog box that asks how you want the audio to start in the slide show.
10. Click Automatically to have the audio start right away; if you want to start the audio only when you click the sound icon (and assuming you didn’t opt to hide the sound icon in step 8), click When Clicked, instead.

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