presentation on ms powerpoint pdf

• Add, change, hide, or delete comments in a presentation Article
• Share your PowerPoint presentation with others Article
• Save a presentation as a video Article
• Inspect a presentation Article
• Save PowerPoint presentations as PDF files Article

Save PowerPoint presentations as PDF files

When you save presentation as a PDF file it freezes the formatting and layout. People can view the slides even if they don’t have PowerPoint, but they can’t make changes to it.

Select File > Export .

Click Create PDF/XPS Document , then click Create PDF/XPS .

In the Publish as PDF or XPS dialog box, choose a location to save the file to. If you want it to have a different name, enter it in the File name box.

Optionally, if you want to change what the final PDF file is like, do any of the following:

At Optimize for , select Standard for higher quality (for example, if you want to print it). Select Minimum size to make the file smaller (for example, if you want to send it as an e-mail attachment).

Click Options to set how the presentation will appear as a PDF. Here are some of the available options:

To save the current slide only as a PDF, under Range , select Current slide .

To save specific slides as PDF, in Slides(s) , enter the slide number range in From and To boxes.

If you don't want to save slides, but instead only save comments, handouts, or Outline view, under Publish what , select an appropriate option. You can also specify the number of slides to appear in Slides per page dropdown box, and modify the order ( Horizontal or Vertical ).

You can choose to include frame slides, hidden slides, comments, ink, non-printing information such as Document properties or Document structure tags, in your PDF by selecting the appropriate options.

Click Publish .

There are two ways to make your PowerPoint for macOS presentation a PDF.

You can save your presentation as a PDF in File > Save As .

You can export your presentation as a PDF file by going to File > Export .

Both methods do the same thing, so you can choose whichever you're more familiar with when you want to create a PDF version of your presentation.

Method 1: Save your presentation as a PDF

Select File > Save As .

Choose the location where you'd like to save your PDF, and then in the File Format menu, choose PDF.

Method 2: Export your presentation as a PDF

In the File Format menu, choose PDF.

Note:  If you’d like to have more options to customize PDF conversions of presentations in PowerPoint for macOS, let us know by providing us feedback. See  How do I give feedback on Microsoft Office? for more information.

Set the print quality of the PDF

Features such as saving notes, saving slides as handouts, including hidden slides in the PDF, or setting the PDF to a smaller file size aren't available. However, you can set the print quality of a PDF to a higher or lower standard.

Tip:  PowerPoint for macOS doesn't preserve hyperlinks in PDFs but if you save your presentation to OneDrive you can open it in PowerPoint for the web and download as PDF from there. PDF files generated from PowerPoint for the web preserve hyperlinks, are accessible, and also tend to have a smaller file size.

You can set the print quality of the PDF to High , Medium , or Low —depending on your need. By default, the print quality is set to High—which is the optimal choice for printing a PDF. Follow these instructions to set the print quality of the PDF:

Click the PowerPoint menu > Preferences .

In the PowerPoint Preferences dialog box, click General .

Under Print Quality (Paper/PDF) , set the Desired Quality to an option of your choice.

Click the File tab, click Download As , and then click Download as PDF . (The file is converted to PDF, and then a dialog box tells you that it is ready to download.

Click Download . A message bar appears to show you that the downloaded PDF file is ready to save to your computer. (The exact message varies depending on the web browser you're using.) 

Click Save As , and then a dialog box appears that allows you to specify where to save the file on your computer.

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How To Use Microsoft PowerPoint PDF? (A Step-by-Step Guide)

Are you looking for ways to make your presentations more engaging and dynamic? Microsoft PowerPoint PDF is a powerful tool that can help you transform your presentations into an interactive, multimedia experience.

This step-by-step guide will show you how to use PowerPoint PDF to create stunning presentations that will wow your audience.

You’ll learn how to add animations and transitions, insert images, videos, and audio files, and share your presentations with others.

Additionally, you’ll discover how to use the simple-to-use interface and comprehensive features to enhance your presentations, and how to use PowerPoint PDF in different situations.

So, let’s get started!

Table of Contents

Short Answer

Microsoft PowerPoint PDFs can be used in a variety of ways depending on the user’s needs.

To open a PowerPoint PDF, you will need a PDF reader such as Adobe Acrobat Reader or Microsoft Edge.

From there, you can view the PDF as a presentation or you can save it as a PowerPoint file for editing.

Once the PowerPoint file is saved, you can add new slides, edit existing slides, and customize the presentation however you like.

Creating a PowerPoint PDF

Creating a PowerPoint PDF is a straightforward process that requires only a few simple steps.

First, open Microsoft PowerPoint and select the File menu.

Then, choose Export and select Create PDF/XPS Document from the menu.

On the Save As dialogue box, select the location where you want to save the file and click Save.

Your PowerPoint will then be converted into a PDF file.

Once the PowerPoint has been converted to a PDF, you can begin to add animations, transitions, and design elements to your slides.

To do this, select the Home tab and choose the Animations option.

From the menu, you can select from a variety of animation effects to add to your slides.

You can also use the Transitions option to add transitions between slides.

Finally, the Design tab allows you to add design elements such as background colors, fonts, and images to your presentation.

In addition to adding animations and design elements, you can also add images, videos, and audio files to your PowerPoint PDF.

To do this, select the Insert tab and choose the appropriate option.

You can then insert the media file into your presentation.

It is also possible to add hyperlinks to your PowerPoint PDF, which allows you to link to webpages and other documents.

Finally, once you have finished creating your PowerPoint PDF, you can easily share it with other users.

To do this, select Share from the File menu and choose how you would like to share the file.

You can send the file via email, upload it to the cloud, or share it on social media.

With these simple steps, you can easily create and share a PowerPoint PDF with other users.

Adding Animations and Transitions

Microsoft PowerPoint PDF is a powerful presentation tool that can help you create professional-looking slideshows with ease.

Adding animations and transitions is a great way to make your presentation stand out and keep your audience engaged.

With PowerPoint PDF, you can add animations and transitions to your presentation quickly and easily.

To add animations or transitions to your presentation, first select the object that you want to animate or transition.

You can then access the Animations tab on the ribbon bar at the top of the screen.

Here, you can choose from a variety of animations and transitions to enhance your presentation.

You can also customize the animation or transition to fit your presentation.

For example, you can choose the speed at which the animation will play or adjust the timing of the transition.

You can also make your animations and transitions more dynamic by adding triggers.

Triggers allow you to set the animation or transition to start when a certain action is taken.

For example, you can set a trigger so that the animation or transition will start when the cursor is moved over the object.

This can help to create a more interactive experience for your audience.

By using animations and transitions, you can add a professional touch to your presentation.

With PowerPoint PDF, you can easily add animations and transitions to your slideshows and customize them to fit your presentation.

With these simple steps, you can create an engaging and visually appealing presentation that your audience will remember.

Inserting Images, Videos, and Audio Files

Microsoft PowerPoint PDF is an incredibly powerful presentation tool that allows users to create stunning slideshows.

With PowerPoint PDF, users can easily insert images, videos, and audio files into their slideshows to create a visually appealing presentation.

To do this, first select the Insert tab located at the top of the PowerPoint PDF window.

Then, click the Picture, Video, or Audio button to insert the desired type of file.

For an image, users can either select an image file from their computer or search the web for an image to insert.

Once the desired image has been located, users can drag and drop it into their slideshow.

For a video, users can choose from a wide selection of videos available online or upload their own video file.

Similarly, for audio, users can select from a wide range of sound files or upload their own audio file.

Once an image, video, or audio file has been inserted, users can customize the appearance and settings of the file.

For example, users can adjust the size and position of the file, add effects such as fade in/out, and add animations to the file.

Additionally, users can also add hyperlinks to the file which will take the viewer to a different page when clicked.

In conclusion, Microsoft PowerPoint PDF is an incredibly powerful presentation tool that allows users to easily insert images, videos, and audio files to create a visually appealing presentation.

With its simple-to-use interface and comprehensive features, PowerPoint PDF is an excellent choice for creating presentations for any occasion.

Sharing PowerPoint PDFs with Others

One of the best features of Microsoft PowerPoint PDF is its ability to easily share presentations with other users.

By sharing a PowerPoint PDF, users can collaborate and share ideas with colleagues, clients, and other stakeholders.

Sharing a PowerPoint PDF is a simple and straightforward process.

First, users need to save the presentation they are working on as a PDF file.

Then, they can use one of the many available tools to share the file with others.

For example, users can share the file via email, or upload it to cloud storage services like Dropbox or Google Drive.

Additionally, users can also share the presentation directly from PowerPoint PDF by using the integrated share option.

By following these steps, users can quickly and easily share their PowerPoint PDF with anyone, anywhere.

Enhancing Presentations with PowerPoint PDF

Creating presentations can be a time-consuming process, but with Microsoft PowerPoint PDF, it doesn’t have to be.

PowerPoint PDF is a powerful presentation tool that allows users to create professional-looking slideshows quickly and easily.

PowerPoint PDF makes it easy to add animations, transitions, and other design elements to your slideshows.

You can also insert images, videos, and audio files to enhance the presentation.

This makes it easier to grab the audience’s attention and keep them engaged.

With a few clicks, you can add visuals and audio to your presentation to create a visually appealing slideshow.

In addition, PowerPoint PDF makes it easy to collaborate with others.

You can easily share your presentation with other users, making it a great tool for collaboration.

This allows you to receive feedback from others, which can help you improve the presentation and make sure it is as effective as possible.

Overall, PowerPoint PDF is an excellent tool for creating professional-looking presentations.

With its easy-to-use interface and comprehensive features, you can create an engaging and visually appealing presentation in no time.

With a few clicks, you can add animations, transitions, and other design elements to your slideshows to make them stand out.

And with its easy collaboration capabilities, you can get feedback from others to ensure your presentation has the maximum impact.

Simple-to-Use Interface and Comprehensive Features

Microsoft PowerPoint PDF is an incredibly powerful presentation tool that makes creating professional-looking slideshows a breeze.

It has a simple and intuitive user interface that makes it easy to navigate and quickly add animations, transitions, and other design elements to your slideshows.

The comprehensive features of PowerPoint PDF include the ability to insert images, videos, and audio files to enhance the presentation, and you can also easily share your PDF with other users, making it an excellent choice for collaboration.

With its simple-to-use interface and comprehensive features, PowerPoint PDF is a great choice for creating presentations for any occasion.

Whether you are creating a presentation for a business meeting, training session, or school project, PowerPoint PDFs intuitive interface and comprehensive features make it easy to create a professional-looking presentation.

How To Use PowerPoint PDF In Different Situations

When it comes to creating presentations, Microsoft PowerPoint PDF is an excellent choice.

With its intuitive user interface and comprehensive features, PowerPoint PDF can be used for a variety of different scenarios, from business presentations to school projects.

It is also a great tool for collaboration, as users can easily share their PowerPoint PDF files with colleagues, classmates, or fellow professionals.

For business presentations, PowerPoint PDF has a number of features that make it an ideal choice.

For instance, users can add animations, transitions, and other design elements to their slideshows to make them more visually appealing.

Additionally, users can insert images, videos, and audio files to bring the presentation to life.

PowerPoint PDF also has a built-in spellchecker and grammar checker, making it easy to ensure that the presentation is error-free.

Finally, users can easily share their PowerPoint PDF files with other users, making collaboration a breeze.

For school projects, PowerPoint PDF is also a great choice.

It has a number of features that make it easy to create professional-looking presentations.

For instance, users can easily insert images, videos, and audio files into their presentations.

Additionally, users can add animations, transitions, and other design elements to make their presentations more visually appealing.

Finally, users can also share their PowerPoint PDF files with other users, making collaboration on school projects easier than ever.

Overall, PowerPoint PDF is a powerful and versatile presentation tool.

With its simple-to-use interface and comprehensive features, PowerPoint PDF can be used in a variety of different scenarios, from business presentations to school projects.

With its intuitive user interface and comprehensive features, PowerPoint PDF is an excellent choice for creating presentations for any occasion.

Final Thoughts

Using Microsoft PowerPoint PDF to create professional-looking presentations is a great way to convey information and impress an audience.

With a simple-to-use interface, comprehensive features, and the ability to share slideshows with others, PowerPoint PDF is an excellent choice for creating visually appealing and engaging presentations.

Now that you know the basics of how to use PowerPoint PDF, why not give it a try and see the results for yourself?

James Wilson

James Wilson has extensive knowledge in the information technology industry.His second love, besides dealing with computers, is smart home technology. He is continually updating information to better comprehend this problem and has a deep understanding of the apartment’s support system.

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How-To Geek

How to save microsoft powerpoint presentations as pdf files.

If your client can't view your presentation because they don't have PowerPoint, send it to them as a PDF.

Quick Links

Save powerpoint files as pdfs.

If you want to share your presentation with someone that doesn’t have Microsoft PowerPoint, you can save and share the file as a PDF. You can also adjust the way the slides appear on the PDF. Here's how.

When you save a PowerPoint presentation as a PDF file, the layout, format, fonts, and images of the presentation will remain the same. This lets users without access to PowerPoint view the presentation (though they are unable to edit it).

First, open the PowerPoint presentation to be saved as a PDF. Select the “File” tab and then click the “Export” option in the left-hand pane.

You’ll then be at the “Create PDF/XPS Document” tab. Here, select “Create PDF/XPS.”

Related: What Is an XPS File and Why Does Windows Want Me to Print to One?

Window’s File Explorer will appear. Select the location in which you would like to save your new file. You can see that the “Save as type” is now PDF. You can also rename the file as you like.

You may also notice the “Optimize for” options at the bottom-right of the window:

• Standard: This is a high-quality version of the document, ideal for when you only plan to publish it online or print it out.
• Minimum Size: This is a lower-quality version of the document. It’s also suitable for publishing online, but ideal for when you need to send the document as an email attachment, as it reduces the size of the file .

You can also set specific options to adjust how the file appears. To do this, click the “Options” button underneath.

The “Options” window will appear, and you have several options to choose from. Here’s a brief overview of what’s available:

• Range: Export all slides, the current slide, or a selection of slides from your presentation.
• Publish Options: You can choose to export only comments, handouts, or outline view here by selecting the “Publish What” option. You’re also able to dictate how many slides appear on each page, flip the slides horizontally or vertically, or give the slides a frame.
• Include Non-printing Information: Include document properties or structure tags.
• PDF Options: Make the document PDF/_A compliant.

Once you’ve adjusted the options, click “OK.”

Finally, back at Windows File Explorer, click “Publish.”

Your PDF is now ready to share.

How to save a PowerPoint presentation as a PDF to lock in formatting and allow anyone to view it

• You can save a PowerPoint presentation as a PDF to lock its content and formatting in place, so that other people can view the file but can't make changes.
• Converting a PowerPoint deck into a PDF allows people who don't have PowerPoint to view the slides.
• You can save a PowerPoint as a PDF whether you are using PowerPoint on a Mac or a PC, or if you want to download it as a PDF from the web.
• Visit Business Insider's Tech Reference library for more stories .

Microsoft PowerPoint presentations remain one of the best ways to share information in a manner that's visually clear and digestible. 

That is, so long as no one alters the formatting and content of that deck you worked on for hours, ruining the slides critical for helping you communicate your Q3 initiative or messing up that interactive family photo album.

When you save a PowerPoint as a PDF , you lock the document so no further changes can be made. This is ideal for ensuring the content remains as you wanted it. And as PDFs can be viewed almost universally regardless of what software or operating system someone has, a PowerPoint presentation saved as a PDF can be viewed even by someone who doesn't have PowerPoint.

Check out the products mentioned in this article:

Microsoft office (from $149.99 at microsoft), apple macbook pro (from $1,299.00 at apple), windows 10 (from $139.99 at best buy), how to save a powerpoint as a pdf on mac.

1. Open the PowerPoint to be converted, then click "File."

2. Select "Export" from the dropdown menu.

3. Then choose the file name, destination, and change the file format to PDF. Then click "Export."

On a Mac, you can also choose to "Save As…" and then set the File Format as a PDF to get the same result.

How to save a PowerPoint as a PDF on Windows

1. With the PowerPoint deck to be converted open, click "File" then "Export." You can also opt to save only select slides from a deck as PDFs.

2. Click "Create PDF/XPS" on the menu, then hit that again on the window that pops up.

3. Choose the destination for the PDF and change the name if you wish, then hit "Enter."

How to save a PowerPoint as a PDF from the web

Saving a PowerPoint as a PDF from the web is simple. Just click the "File" tab, then choose "Download As" from the dropdown and select "Download as PDF." The language of the "Save As" or "Download As" option differs slightly depending on your OS.

Related coverage from  Tech Reference :

How to convert a jpg file to a pdf on a windows 10 computer using the default photos app, how to convert a powerpoint to google slides in two different ways, how to convert google slides to a powerpoint presentation in 4 easy steps , how to copy or duplicate a powerpoint slide and put it anywhere in your slideshow, how to convert a jpg image to a pdf document on your mac computer using the preview app.

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Watch: We compared the $1,200 MacBook Air with the $500 Surface Go, and the results were a mess

• Main content

How to Convert a PowerPoint Presentation (PPT) to PDF: A Complete Step-by-Step Guide

If you want to make it easier to share and store your PowerPoint presentation, convert it to a PDF file. Here's how.

You may want to convert your PowerPoint (PPT) presentation to a PDF file for many reasons. Maybe you need to share your slides with others who don't have PowerPoint installed on their devices, or you want to ensure that your presentation retains its structure and formatting across the board.

Or perhaps you're looking for a way to protect your content and control who can access or edit it. Whatever your reason, converting a PowerPoint presentation to a PDF without needing a third-party app is easy. Let's dive in!

1. The Export Option

First, click on the File tab in the main menu.

Then click Export on the left sidebar, ensure Create PDF/XPS Document is selected, then click Create PDF/XPS .

In the pop-up box that appears, you can click Options to customize the appearance of the final PDF document.

The Range section of the Options box lets you set the specific slides you want to add to the PDF file. By default, All is selected to include all the slides in the PDF document.

You can change this to Current slide to only save your current slide view, Slides to specify a range of slides, or Selection to save specific slides you've selected.

To save specific slides, you can also hold the Ctrl key on your keyboard and select the slides you want to add (from the slide thumbnails in the left bar) before navigating to the Export option.

The Publish options let you choose the appearance of your slides in the PDF file. You can choose to publish as:

• Slides (Default): Each slide appears as a page on its own.
• Handouts: Place multiple slides on one page.
• Notes pages: Include the text in the notes section under each slide.
• Outline view: Extract text in the slides and present them in an outline.

You can also include hidden slides, frame all slides, and include comments in your PDF document. When you're done, click OK .

You can choose to Optimize for standard (higher quality and larger file size) or minimum size (slightly lower quality and smaller size). Then specify the location (e.g., Desktop) to save the PDF file, enter a File name and click Publish .

2. The Save As Option

Instead of using the export option, you can use the Save As command. First, navigate to the File tab. Then select Save As from the left sidebar, enter your file name, select PDF as the file type, and click Browse to choose a location to save the file.

In the dialog box that appears, you can configure the PDF settings using the Options box (as we did previously in the Exports section).

Instead of navigating to the Save As section, you can hit Ctrl+Shift+S on your keyboard to directly open the Save As dialog box.

3. The Print Option

Another way to save your PPT as a PDF is to use the Print option. Navigate to the File tab and select Print from the left sidebar. Alternatively, you can just hit Ctrl+P on your keyboard.

Under the Settings group, you can specify the layout of the slides (set to F ull Page Slides by default) and also choose the specific slides to include in the final PDF document (set to Print All Slides by default).

These settings are very similar to the ones available in the Options box we looked at in the previous methods. The only difference is that this method gives you a preview of the final output.

Set the printer to Microsoft Print to PDF and click Print .

In the dialog box that appears, enter the file name, specify the location to save it, and click Save .

4. Email as an Attachment

This final method lets you directly email your PPT as a PDF with a single click. But first, we need to add this command to the Quick Access toolbar.

So click on the down arrow of your Quick Access toolbar and select More Commands from the drop-down menu.

Ensure All Commands is selected. Then select E-mail as PDF Attachment from the list of commands, click Add , then OK .

Now that you have the E-mail as PDF Attachment command in your Quick Access toolbar, you only need to click on it to attach your PPT as a PDF in a new email.

Your Outlook account automatically opens with the attached PDF version of your slide deck. Now all you need to do is add the addresses to which you want to send the file, add a message, and hit Send .

The Limitations of Converting a PPT File to a PDF

Converting PPT to PDF doubles as one way to reduce your PowerPoint Presentation's file size . However, it comes with its limitations.

All the transitions and cool animations you've added to your presentation will not be applied to the PDF document. In addition, any content that is outside a slide's frame will not appear in the final PDF document. So ensure that all relevant content that you want to have in the PDF is in the slide frame.

Convert From PPT to PDF Like a Pro

If you've made it to this point, you should be able to easily and confidently convert your PPT files into PDFs. Whether you need to collaborate with colleagues, distribute your slides to clients, or archive your work for future reference, the PDF format ensures compatibility and accessibility across different platforms and devices.

You can also convert your PowerPoint presentation to Google Slides to get the best of both worlds.

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MS Power Point – Introduction, Features, Notes PDF

Table of Contents

MS Office PowerPoint is a presentation software application that allows users in the preparation of professional, high-impact, dynamic presentations. The building blocks of a PowerPoint presentation are slides. Slides, help to focus on visuals as well along with the user. In this article, we will be discussing in detail the functions and features of MS PowerPoint.

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MS Power Point – Introduction

Given below are some of the important things that one must know about the development of Microsoft PowerPoint:

• The program was developed by Robert Gaskins and Dennis Austin, in a software company named Forethought, Inc.
• It was released on 20/04/1987, and after 3 months it was acquired by Microsoft.
• The first version when introduced by Microsoft was MS PowerPoint 2.0 which was released in 1990.
• It is a presentation-based application that uses images, videos, graphics,  etc. to make a presentation more attractive and interesting.
• The Powerpoint presentation is are saved as “.ppt”files.
• A PowerPoint presentation comprising slides and other attributes is also known as PPT.

Eventually, with every version, the program was more creative and more interactive. Various other features were introduced in PowerPoint which significantly increased the requirement and use of this MS Office program.

MS PowerPoint Practical Application

MS PowerPoint is used in various fields few of them are mentioned below:

• Business: Introduction of products, services, offerings ·
• Sales and Marketing Department: Sales and marketing materials are largely designed on PowerPoint. ·
• Finance Department: To display yearly projections and budgets. ·
• Data Presentation: One can generate create diagrams, derive graphs or charts with massive data. ·
• Stationary Material: One can create certificates, calendars
• Educational Slideshows: They may be used in classrooms for teaching purposes.
• Presentations: It could be used for any family functions like weddings, anniversaries, family reunions, birthdays, etc.

Features of MS PowerPoint

Some of the features are  discussed below:

PowerPoint Design Ideas

• It can be found in the “ Design ” tab in the PowerPoint Ribbon.
• You can choose the desired design for your PPT.
• MS PowerPoint animations helps you to emphasize certain points of your present
• Entrance Animation
• Emphasis Animation
• Exit Animations
• Each animation category gives you a list of additional options to choose from.

Slide Transitions

• While animation allows you to animate elements within your slide, transitions allows you to change how slides change from one to another.
• This can have a remarkable impact on a slide’s first impressions.
• Some of the most important transitions are:
• There are two main ways of adding images.
• You could either add an image from your Personal Computer or you can embed an image from the internet.

 Merge Shapes

• MS PPT allows you to merge shapes. This is because you might not always have the exact shape that you are looking for.
• Videos can be easily added from the storage on your Personal Computer.
• Videos can also be selected from the internet.
• With the feature to add icons into your presentations, it just gives you some freedom to add a personal touch to the presentation.

PowerPoint Notes for Presentation

• Note features help you remember what to say for each slide which is a great way to stay on topic.
• Your presentation can be made in such a way that the notes do not appear on the slides but they still appear on your PC or Mac.

Morph Transition

• By using Morph Transition, you can make elements move between slides giving a video like feel to your PPT!
• Charts are used in presentations to illustrate data in an easy-to-understand way for your audience.
• Charts can be linked to external data sources or even excel sheets.
• The charts also easily getup dated automatically in PPT when the data is edited in excel.

Removing Background from Images

• With Microsoft PowerPoint,  you can remove a background from your image

Video Editing (Basic)

• It allows you to trim, cut portions of a video out, and even add
• It works as a basic video editor.

Export PowerPoint as Video

• The entire presentation can be exported as videos in Microsoft PowerPoint.

Add Audio Narration

• MS PowerPoint allows you to add audio narration to your presentation.

Adding Comments to Slides

• Comment feature is more relevant to the person who reviews a presentation rather than the person who creates it.

Click on the link for complete notes on MS PowerPoint : MS PowerPoint PDF Download .

Famida is an experienced educator with over a decade of teaching experience, specializing in grades 8 to 12, business management (BBM), and electronics engineering. Holding a Master's degree in Electronics and Communication Engineering, she has also trained interns in IoT. For the past four years, Famida has been writing articles for Entri, focusing on exam preparation tips, question papers, and study plans. She also creates practice questions for the Entri app and provides support to users. Additionally, Famida's writing skills extend to parenting and personal blogs, as well as curriculum development.

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How to Save PowerPoint Presentations as PDF Files using MS PowerPoint?

Microsoft PowerPoint is a presentation of topics that allows us to create “presentation slides” that can be displayed on the computer screen or on a widescreen. A PowerPoint presentation is a good way to convey information to a large audience. It helps in creating a topic in a proper manner by providing various features like editing, graphical animations, and many more. A user does not have to carry around any slides or slide projector, and, if necessary, can make any last-minute changes to the presentation.  

Features of MS PowerPoint

• Slide Design
• Insert Icons and 3D models
• Video Recording
• Slide Layout
• Slide Transitions
• Visual effects
• Inserting Shapes
• Inserting an Image, videos, pictures, audios, etc.
• Inserting Media
• Draw or write with digital ink
• Surface Pen Slide Navigation for PowerPoint

Steps to Save Presentations as PDF File

Step 1: Open your File in MS PowerPoint.

Step 2: On the navigation menu bar and select the File option as shown in the figure:

Step 3: Next click on the Save as an option from the menu.

Step 4: Now select the Browse option.  

Step 5: A save as dialog box will be pop up on the screen as shown in the figure:

Step 6: Now select the drive from the left menu to save the PDF file.

Step 7: Enter the file name in the file name section.

Step 8: Now click on the drop-down arrow button as shown in the figure:

Step 9: A list of different formats will open.

Step 10: Now select the PDF option from the menu.

Step 11: Click on the SAVE option.

Finally , your PowerPoint file is converted into PDF Format.

There are lots of file format options available in MS PowerPoint. You can convert your PowerPoint file according to your requirement. 

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How to Password Protect Excel, Word, PowerPoint, or PDF Files with Microsoft Office

We show you how to password protect Excel, Word, PowerPoint and PDF files in Microsoft Office so that you can keep your documents private.

Table of Contents:

While most of us already have login passwords on our PC, at times it’s necessary to go one step further. As well as encrypting individual files , you can use Microsoft Office to password protect an Excel file Word Document, PDF, and more.   When you password-protect documents with modern versions of Office, they’re typically encrypted. This means that anybody who tries to read them that doesn’t have your password will just see random strings of letters and numbers. This persists even if you send the document to another person. Here we show you how to password protect Excel, Word, PowerPoint or PDF files.

How to Password Protect a Word Document, Excel File, or PowerPoint Presentation

Securing your Microsoft Office documents with a password is a straightforward process. This method is applicable to Word, Excel, and PowerPoint files, providing an extra layer of security by encrypting your documents. Follow the steps below to protect your Office documents. We use Word as an example but the exact same steps also work for other Office files.

How to Create a Password Protected PDF File with Microsoft Office

Creating a password-protected PDF file is slightly different from encrypting a Word, Excel, or PowerPoint document. This method involves converting your Office document into a PDF format and then securing it with a password. Here’s how to do it.

FAQ – Frequently Asked Questions About Password-Protection for Documents

Password-protected documents maintain their encryption when stored on cloud services..

The document remains encrypted on the server, requiring the password upon opening, regardless of the cloud storage used. It’s crucial to use strong passwords and enable two-factor authentication (2FA) for your cloud storage account for additional security. Be aware of the cloud provider’s encryption in transit and at rest protocols to ensure comprehensive protection of your documents.

What should I do if a password-protected document needs to be accessed by multiple people?

For documents requiring access by multiple users, set a shared password communicated through a secure medium, ensuring all parties understand the importance of keeping the password confidential. Alternatively, consider using document management or collaboration platforms that offer granular access controls and permissions, allowing for better management of who can view or edit the document without relying on a single shared password.

Besides password protection, what other security measures should I consider for sensitive documents?

In addition to password protecting sensitive documents, consider using encryption solutions that secure the entire document beyond the application level. For highly sensitive information, employ data loss prevention (DLP) policies, secure access management (like 2FA ), and regularly audit access logs. Awareness and training on security best practices among users who will access the documents are also vital in ensuring comprehensive protection.

Can editing restrictions be set on a password-protected Word document?

Yes, Word allows you to apply editing restrictions that let users open but not modify a document. This is done by navigating to the Review tab, selecting Restrict Editing, and choosing the editing restrictions. This feature can be applied in conjunction with or separate from password protection, offering flexibility in how you secure and share documents. Engaging both protections enhances document security, especially in collaborative environments.

How can I tell if a PDF file is encrypted and password protected without opening it?

Various PDF readers and file management tools provide visual cues or properties details indicating encryption. For example, attempting to open the file in a PDF reader will prompt for a password if encrypted. In file properties or details pane, look for security settings or encryption status. Advanced PDF management tools may offer more detailed insights into the encryption level and specifics of the protection applied. Always ensure your PDF viewer or editor is up-to-date for accurate detection and handling of encrypted files.

In addition to password protection, consider utilizing encryption solutions that secure the entire document beyond the application level. Implement data loss prevention (DLP) policies, engage secure access management practices such as two-factor authentication (2FA) , and regularly audit access logs. It’s also crucial to promote awareness and training on security best practices among users with access to the documents to ensure comprehensive protection.

Yes, Word allows users to set editing restrictions on a document, enabling viewers to open but not modify the content. This feature is accessible via the Review tab by selecting Restrict Editing and then specifying the desired editing restrictions. This functionality can synergize with or operate independently from password protection, thus offering flexibility in document security and sharing practices. Utilizing both protections can significantly enhance document protection, particularly in collaborative environments.

Related: How to Remove Password Protection from a PDF

Related: How to Password Protect Excel Files

Related: How to Lock Cells in Excel to Protect Them from Editing

Related: How to Password-Protect a Folder in Windows 11 and Windows 10

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5 Free Alternatives To Microsoft PowerPoint

M icrosoft PowerPoint has always been the default choice for creating professional meeting briefs or fun little project demonstrations in schools. Its inclusion as a free service for students or working professionals makes it a no-brainer to use. However, for the general public, it can get quite expensive to pay for a subscription just to be able to create simple presentation slides. Although you can subscribe to Microsoft's Office Suite and get more bang for your buck, the pricing still doesn't hit the affordable range for most. 

Fortunately, completion has been growing, and a sea of strong contenders offer similar services to PowerPoint. After considering feature sets, here are five of the best free alternatives to Microsoft PowerPoint. At the end of the article, you can find a detailed explanation of why we've chosen the services, alongside useful comparisons that may help you make your decision easier.

Read more: The 20 Best Mac Apps That Will Improve Your Apple Experience

When it comes to productivity apps, Zoho makes some of the better ones in the market. Zoho Sheet, for example, is one of the best Microsoft Excel alternatives out there  —  owing to its extensive product catalog, there is a great way to view and edit presentations. The aptly named Zoho Show lets you design and demonstrate professional-looking slides, all without having to download the program.

Zoho takes a minimal approach to most of its services, and its PowerPoint application is no different. You'll find that most menus are contextually aware of what tasks you're currently performing, which helps keep unnecessary tools out of the way and bring the important ones in focus. There is also a huge library of customizable templates you can choose from, making it easier to kickstart your presentation work. 

Zoho Show is completely free to use for individuals and offers unlimited cloud storage. No features are locked behind a paywall, and rest assured, you can fully rely on this online presentation-making tool for all your needs, be it for school or work. 

Canva is a service that can easily climb up to becoming everyone's favorite once they start using it. While most applaud it for its graphic designing prowess, there are many other things Canva can do that you probably aren't aware of . Among them is the ability to craft beautiful slides for your presentations and projects. 

By creating a free account, you can access thousands of templates on Canva. You can filter these by use case—maybe you need one for a professional business briefing or a casual one explaining why your pet dog is the best canine. There is a whole section of ready-to-use templates dedicated to mobile-friendly viewing as well, which is something you don't usually find to be as accessible with other tools. 

Like most presentation apps, Canva lets you collaborate with your team members and work across devices seamlessly. The Canva app for mobile also lets you control your slides remotely during your presentation. Some menus also feature AI-featured tools to add one-click enhancements to your slides -- unfortunately, these are locked behind premium subscription tiers. However, for the cent percent of the population, Canva can be used without spending a dime to meet a plethora of creative needs. 

Apple takes great pride in developing in-house solutions to meet every user requirement. While most of its products dominate the competition in popularity, the same cannot be said for Keynote , the company's version of Microsoft PowerPoint. The program was first released in 2003 with macOS Big Sur and has largely remained one of those icons you glance over and forget about. 

However, recent versions of Keynote have made it a compelling alternative to PowerPoint. Not only is it pre-installed on every Apple device, including your iPhone, but it also works best with the iPad touchscreen. Keynote has a largely clean and professional approach to the built-in templates, but nothing is stopping you from going creative. Animations are one of Keynote's strongest suits, allowing you to create near cinematic-looking presentations with just a few clicks. 

While you can still use Apple Keynote through iCloud on Windows devices, this alternative is clearly meant for people surrounded by the walled garden of Apple technology. It makes use of features like AirDrop, Live Photos, and VoiceOver  — all of which are technologies available across Apple devices. Using Apple Keynote is completely free, and the app has easy exporting tools that make working with Microsoft PowerPoint less of a hassle.

WPS Presentation

WPS Office makes some of the best solutions for creating and editing documents on smartphones , but their service offerings extend to Windows, macOS, and even Linux. WPS Presentation is perhaps the closest you'll get to Microsoft PowerPoint in terms of the user interface and how most tools are bundled in familiar locations.

This PowerPoint app offers real-time collaboration where you can invite your team members and work on the same document remotely. Like most collaboration tools, users can leave comments to suggest changes or add information for other people on the team.

WPS Presentation is not the only free product; you can utilize every app in the WPS Office suite. Unlike most competitors, you don't need to download or use a separate mini-app to make presentations. WPS Office has a document editor, PowerPoint creator, spreadsheet manager, and other tools all within its umbrella. Premium plans for this service exist, but they mostly cater to unlocking features for editing PDFs. 

Google Slides

As a netizen, you most likely already have a Google account. Not only is it required to make any meaningful use of your Android phone, but popular services that we take for granted, like Gmail and Drive, all fall under Google's umbrella. One such free service that the tech giant has at its disposal is Google Slides . While the barebones UI might seem lackluster at first, Slides has nearly the same level of functionality as Microsoft PowerPoint and can even be supercharged by add-ons. 

All of Google's workspace apps, such as Docs, Sheets, and Slides, provide an intuitive way to work in a team. You can add comments, use annotations, and share the presentation with limited access to others. You can use one of the many predesigned Google Slides templates for simple presentations , or browse for templates that cater to specific needs. Being part of a bigger service catalog has its obvious advantages, such as seamless integration with Google Meet, Gmail, and other products from Google that you already use. 

We recommend Google Slides to anyone who needs to create and edit PowerPoint presentations on the go and can't be bothered with working in a complicated environment. The service is also available as an app for Android and iOS, and you can export your presentations in a wide range of formats, including PPT, PDF, or PNG for individual slides. 

To Pay Or Not To Pay?

You'll notice that all the services we've mentioned on this list are free to use. In fact, you can use Office 365 apps online for free   — including PowerPoint, which makes purchasing a standalone subscription to the Microsoft PowerPoint app quite redundant. However, nearly every free alternative here short of Keynote also offers premium plans, but should you consider buying one?

For the vast majority of people who are looking for a robust software to create, edit, and share presentations with  —  these free options deliver exceptionally well in every aspect. Some apps like Google Slides and Apple Keynote let you work in smaller teams with the free tier as well. Apps like WPS Office and Canva tend to lock new and exciting features like AI tools behind a paywall, and while these are nice to have, you definitely can do without them. 

If you're looking for a presentation tool for a company with multiple people, you can scale up using any of the alternatives mentioned on this list. Both Google Workspace and Zoho offer reliable and enterprise-level plans you can upgrade to. For everyone else  — enjoy creating and demonstrating your PowerPoint presentations for free.

Read the original article on SlashGear .

Microsoft Power BI Blog

Supporting continuous slide shows in power bi storytelling add-in.

Reports that track performance data in Power BI are common for many organizations. These reports can cover different aspects of organizational performance, such as production, sales, engineering, and so on. Many organizations want to share these reports with everyone in the organization, and even make them publicly visible , so everyone can see what the leadership cares about and how the organization is doing.

PowerPoint lets you play a presentation continuously. This is handy when you want to show information on public screens without anyone having to control it. You can do it by setting your presentation to run in an infinite loop and set the slides transition.

But up until today, if the Power BI add-in was part of a presentation running in a continuous slide show, the data in the add-in might become outdated, since the add-in only gets the data from Power BI when the slide is loaded, or when the user manually refreshes the data in the add-in.

Therefore, we added a new configuration to the add-in that ensures that you get the latest data from Power BI when running in continuous slide show. When the slide-show configuration is turned on, the add-in automatically pulls data from Power BI, without anyone having to do anything, ensuring that the presentation always has the most recent data.

To enable automatic refresh in slide show, go to the add-in footer, select Add-in options , choose Slide show settings , check Automatic refresh in slide show and set the desired frequency. This will cause the add-in to pulls data from Power BI every given period, when the presentation is in slide show.

The auto refresh only happens in slide show mode and not while you’re editing the presentation, so don’t worry if data does not change we you are still editing the presentation. (If you want the latest data when you are editing, go to Data options and choose Refresh .)

For best performance, the device running the presentation in infinite loop must have Office build 17126.20208 and above .

Let us know your feedback about the new slide show support inPower BI Storytelling add-in at  ideas.fabric.microsoft.com . Please add “Storytelling” to the title and give us enough information to make improvements to meet your requirements.

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