PowerPoint in the Classroom

with Sue Special UNIT 8
Taking It With You

  • Dashing Disk
  • Portable Print
  • World Wide Web
  • Cool for School

PowerPoint in the Classroom is produced by ACT360 Media Ltd.
Copyright 2008. All rights reserved.

See our entire collection of online tutorials
by visiting www.ACTDEN.com

Dashing Disk

This brings us to another very important question. If Billy has a presentation in history class, does he have to lug his family computer to school? What if Mom needs it the same day for a presentation of her own?

That's when packing a presentation comes in.

Is the presentation going on a trip?

You've got it. Packing means putting the whole presentation on a CD, which allows you to do your presentation on any other computer (with the right configuration). A school computer, for example. Here are the steps...

Packing your presentation
You can easily pack your presentation on a disk using PowerPoint's Save as CD feature. The feature packs your presentation, as well as software necessary to run the program. You then copy the presentation to the computer you will be using to run your presentation.

If the destination computer doesn't have PowerPoint 2007, it will be able to display your presentation. The destination computer must be running Windows 2000 or later. If the computer has an earlier version of Windows, then you first need to save a copy of your presentation in the PowerPoint 97-2003 Presentation format.

Click on the Microsoft Office button, select the arrow in the Save As option and then pick PowerPoint 97-2003 Presentation to make a copy of your PowerPoint 2007 Presentation compatible with earlier Windows system software.

Note: The PowerPoint Viewer 2007 is automatically installed on your computer when PowerPoint 2007 is installed. Other computers can download this viewer from Microsoft Office Online. The computer must at least be running Windows XP with Service Pack 2. Also, the PowerPoint Viewer 2007 cannot run any presentations formatted in PowerPoint 1997 or earlier.

Follow these steps to pack your presentation:

    1. Insert a disk CD into your CD drive.

    2. Open the presentation you want to pack.

    3. Click the Microsoft Office Button, select the arrow in the Publish option and then pick Package for CD. The Package for CD dialog box appears.

Selecting Pack and Go from the File menu

    4. Click Copy to CD. 

Active Presentation window

The Package for CD feature compresses your presentation and copies it to your blank CD.

Note: PowerPoint 2007 cannot directly burn a presentation to a DVD. You need to save your presentation, and all related files, to a folder on your computer. Then you can use DVD burning software to import the folder's contents and then create a DVD.

Saving Your Presentation tip

Okay, packing a presentation sounds pretty easy. But how do you put it on a different computer?

Easy as pie. I can walk you through the steps.

Mmmmmmmm...pie. We really need to get something to eat after the show...

Unpacking your presentation
Follow these steps to unpack your presentation from your disk.

    1. Place your CD in the CD drive of the destination computer.

    2. Open up My Computer from Start on the Windows Desktop. An icon for the CD will be showing in the Devices with Removable Storage area of the window.

    3. Double-click the CD icon. The presentation will automatically run.

If you don't want to run the Slide Show immediately, follow these steps, so it will run when you want it to.

    1. Copy the presentation to the local computer hard drive. Do this by selecting the entire CD and press Ctrl-C. Navigate to a directory on the hard drive and paste using Ctrl-V.

    2. To open the file, double-click ppview.exe. The Microsoft Office PowerPoint Viewer will appear. 

    PowerPoint Viewer Icon

    3. Select the presentation and click Open. The presentation will now run.

Portable Print

What if Billy wants to use handouts in his presentation, to help his audience follow along? Or what if he wants to send it to his grandma in Iowa and she doesn't have a computer?

No problem. I can print out the presentation for handouts. And Billy can fax it to his grandmother. Or send it in the mail. We all love to get mail.

Isn't that the truth? With all this new technology, it's still nice to read mail.

Printing your presentation
PowerPoint lets you print the whole presentation or just selected slides. It also lets you choose what slide content to print. If you are printing handouts, you can specify how many slides are included in a page. And if you want, you can print just the speaker's notes or your presentation outline.

Follow these steps to print your presentation.

    1. Click on the Microsoft Office button, hold the mouse on the arrow beside Print, and select Print. The Print dialog box will open.

Selecting the Print command
    2. To print all the slides in your presentation, click All.

    3. In the Print what list box, select what slide content you want printed.

Printing options

    4. In the Number of copies list box, enter the number of copies you want printed.

    5. Click OK to print the presentation.

World Wide Web

What about the World Wide Web? We all know how that's exploded. Can you convert presentations to the Web?

Yes, and I can't think of a better way to have your presentation reach people all over the world. Instead of presenting to people in a room, you can dazzle viewers around the world from Brazil to Tokyo!

But is it easy to do? People want easy.

Oh, it's a snap! You just need to use my Save as Web Page feature. It's as simple as waving a wand.

Well Hocus Pocus Harry Potter! Tell us how to conjure up this handy feature!

Converting your presentation into Web pages
Follow these steps to convert your presentation into Internet format.

    1. Open the presentation you want to convert.

    2. Click the Microsoft Office button and select Save As. The Save As dialog box will appear.

Selecting the Save as Web page command

    3. In the Save in box, select where you want to save your presentation.

Saving Files for the Web tip

    4. In the File name box, type a new name for your presentation to have on the Internet, or leave it as is.

    5. From the drop-down list in the Save as type box, select the Web Page option which will save your presentation as a Web page along with a folder that contains all related files needed to run your presentation. Alternatively, you can pick Single File Web Page, which will save your presentation as a Web page with everything put together as a single file.

Select Web Page as Save as type

Now in the Save As dialog box, the Change Title and Publish buttons appear.

    6. Every Web page on the Internet has a title. If you do not like the name already given in Page title, click on Change Title and type in the title you want. Click OK.

Type a title for your presentation as a Web page

    7. If you don't want to customize the contents of how your presentation will be on the Internet, click Save. Your presentation is now converted.

Click Save to convert

    8. To change various web publishing options, click the Publish button. The Publish as Web Page dialog box opens.

    If you're really ambitious, there are even more options that let you control how your presentation will look in a browser. To try some of them out, click on the Web Options button in the Publish as Web Page dialog box.

    When you finish choosing your options, click the Publish button. Your presentation is now converted.

Publishing as a webpage options

After we have converted our slides to Web pages, I want to see what it looks like. How do I do that?

Just fire up my ol' buddy Internet Explorer and I'll show you the rest. Explorer, by the way, plays saxophone in our band sometimes. When he's not out exploring.

Viewing your presentation on your computer

    1. Open an Internet Explorer 7 browser.

    2. Click the Alt key to make the File Menu appear in the toolbar. Click the File menu, then click Open. The Open Internet dialog box will appear.

IE7 Browser

    3. Click the Browse button and locate the page with the name you chose for your presentation which will have the file extension .htm. It will be located where you chose in the Save in box in the Save As dialog box when you converted your presentation to a web format.

Browsing your network places

    4. Click the file to select it, then click Open. Your Internet presentation will appear in the browser.

And how do we get those Web pages onto the World Wide Web?

For that you'll have to work with your Internet Service Provider.

Publishing your pages on the Web
The Web pages you create in PowerPoint do not automatically appear on the World Wide Web (WWW). You must make arrangements to have the pages stored on a Web server. Only then is your presentation available to Web users. You can usually publish your Web pages through an Internet Service Provider (ISP).

cool for school

Pack and Print Precautions

Massive Multimedia
You may want to pack a presentation on disk in a number of different circumstances. Maybe you want to let your students take a presentation home or to a special seminar at another school. If you do plan on moving the presentation, you should avoid putting too many multimedia elements into it.

Multimedia files - like sound and video clips - are quite large, and they take up a lot of disk space. If you want your presentation to fit on a single CD, you should keep the multimedia files to a minimum. The less disks used, the less chance of them getting lost.

Keep It Together
Let's say you want each of your students to create a presentation that will be packed on a disk. To help you stay organized, it's a good idea to create a separate folder for each student - giving each folder the student's first initial and last name, for example.

When students create and save their presentations, make sure they save them to their own individual folders. They should also transfer any multimedia files to this same directory - the transfer should be done as soon as a new multimedia file is added to the presentation.

Print Check
Before your students send their presentations to the printer, you should check it over and approve it - just to make sure it's appropriate in every little way. You'll need to make sure the printer has the capacity to print the entire presentation - that is, the printer must have enough available memory to do the job.

To save paper and ink:

    1. Click the Microsoft Office button and select Print.

    2. Click the Properties button. A printer dialog box will appear.

    3. Click the Page layout tab and select the 2-sided printing option if available, or choose to print more than one page per sheet.

    4. Click OK on the printer dialog box and then click OK on the Print dialog box.