Tip: Export PowerPoint as PDF File
About this lesson
Learn how to save and export PowerPoint as a shareable PDF document plus how to change the layout and select specific pages to exclude and include. Two bonus tricks to reduce file sizes to fit your PowerPoint Presentation inside of an email.
Topics
- 00:00 Intro
- 00:34 Hands-On Demo
- 01:55 Change PDF Layout
- 03:25 More PDF Save Options
- 03:54 Choose Which Pages to Save
- 04:41 Reduce Size for Email
- 05:20 Tip Reduce Photo Size
- 06:09 Missing PDF Features
- 06:34 Wrap-Up
Details
Subject Microsoft PowerPoint
Software Compatibility All Versions
Level Tips
Course Completed Complete
PDF Files There are not any files associated with this lesson.
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Transcript
[Music] Hey this is Les from Power Up Training.
Today’s question is how do you save a presentation as a pdf file we’ll do a quick run-through of how to do a simple save and then we go into some more complex choices including different types of layouts and how to reduce the file to fit into your email if you want to jump to a specific section go ahead and take a look at our chapters down below otherwise let’s go power up with the powerpoint presentation open go to file on the ribbon menu and choose save a copy note if you’re using an older powerpoint 2013 you need to choose save as and select a folder everything else in this tutorial will be exactly the same then click the down arrow next to the file type and extension the default is powerpoint presentation choose the file type pdf by default powerpoint will use the same file name but with a different extension of dot pdf so your original presentation file is not hard in this tutorial i will be saving multiple versions so i’ll give this a file name but you could just click on save let me go to my file system double click on the file which will then open up the pdf document in my default pdf viewer which for me is nitro pro but you may have other software to view your pdfs my pdf viewer tool lets me show a grid of each page as powerpoint turned each slide into a page which i’m scrolling through one slide one pdf page so if we want to display more slides per pdf page we need to go to the options dialog box do the same steps but before you save you need to select more options and then options again so i’ll go to the file menu on the ribbon i’ll select save a copy i’ll change the file name for our tutorial purposes and this time i will select more options which is a small and out of the way dialog choice and then again i need to select options a second time yes you have two clicks to get to this option menu okay remember our goal was to have more slides per pdf page but you can’t do it by default the slides per page chooser is grayed out the fix is to change what we’re publishing from slides to handout now we can choose the number of slides per page look at the extra tiny thumbnail representation on the side change when i change the count per page plus there’s a subtle option order to have the number slides go left to right or top to down with the options of horizontal or vertical when done click on ok and save i will switch to my pdf viewer and we can now see one two three four five six slides per each pdf page this was not a long presentation so there’s only now two pdf pages with six slides per page let’s go back to look at several more key option choices under publish what we’ve already seen the two choices of slides with one slide per page and handouts with multiple slides per page you can also choose to have your speaker notes pages turned into pdfs and also the outline both choices are not as useful unless you need to share them to someone who does not own powerpoint the only other important item is the range selection by default powerpoint saves every slide into a single pdf file but you may only want one page or just several pages so the choices beyond all is current slide which is the slide that you have selected before you started the save process or the selection if you have multiple slides selected in say the slice order view and lastly full control is the selected slides that chooses the first and the last slide you want to include and if none of those choices work for you the trick is to save a duplicate presentation file and delete out the slide you don’t want in the duplicated presentation before saving as a pdf one great reason to use save as pdf is to reduce the file size if your powerpoint has lots of images including photos then the file save size of the native presentation can balloon to gigantic sizes that exceed your email attachment limits a great solution is to save the file as a pdf which may reduce the file size by up to a whopping 90 percent another tip is that when saving the pdf you can get a much smaller size reduction by using the minimum size choice when saving the pdf but it’s just slightly smaller but here is a bonus trick if you’re using photos you’re going to want to use the powerpoint’s native ability to reduce and compress photos which are typically the real issue with bloated powerpoint files by selecting one the photo selecting picture format menu on the ribbon use compressed pictures make sure to turn off apply only to this picture so that it will apply the same setting to all photos in the presentation five select a smaller size i find the web choice is a great compromise that does not degrade the photo quality noticeably and it is still too big go back and choose email finally save it as a pdf so powerpoint can save your presentation as a pdf but there are many things it cannot do such as encryption adding layers and bookmarks and even doing redirect actions to be able to take pieces out of your presentation when saving as a pdf for those you’re going to need a full-blown tool as listed down below and some simple things could be used in word with that you’ve now seen how to save your presentations as a pdf if this was helpful do subscribe to our channel subscriptions make a great deal of importance to me to create more presentations for you if you liked it go ahead and share it and like the video itself leave comments below and if you got ideas for other training videos leave them there also and if you want to learn everything about powerpoint visit us at our website of power dash up dot training where you’ll find free videos on all aspects of powerpoint until the next time go power up you