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PowerPoint Tips
Volume 7, No. 1

Published 02/09/11


PowerPoint Tips*
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In this issue of PowerPoint* Tips I respond to questions about embedding fonts in a presentation and managing large images. Lately I have been receiving questions related to presenting with an iPad.  If you would me to publish a newsletter on presenting with your iPad please click here.   


How to make certain your presentation remains formatted by Embedding Fonts   
Several clients have recently needed guidance on how to embed fonts in a presentation.  This is possible with both PowerPoint 2007 and 2003.  It will inflate the file size, and  works best with TrueType (system) fonts. You will know if you are choosing a TrueType font by looking for the double T symbol to the left of the font style when you use the Format Font function.  If on the other hand you want to select a more unique font, and you wish to insure that other users will be able to see the font, they may need to install the font on their system.  Another workaround is to save your presentation as a PDF.  If you have questions about how to present from a PDF click here .  

For PowerPoint 2003:
File | Save As | Tools | Save Options| Then check the box for Embed True Type fonts.
For PowerPoint 2007:
Home Button | PowerPoint Options | Save | Embed fonts in the file.

How to Keep the File Size Manageable in a Presentation with Many Images     
Another subscriber asked how to keep a presentation with many large images to a manageable size. If the PowerPoint file is to be used strictly for presenting then any image over 96 DPI is often a waste of space.

PowerPoint 2002 & 2003 include a feature that quickly reduces image size.

To be safe and in case you ever need to go back to the high resolution images; I suggest that you save a copy of the presentation before you try these steps. To do this open the file, give it a new name and re-save the file.
  1. Advance to a slide with an image.
  2. Select the image.
  3. Right-click on the image and choose "Format Picture".
  4. Select the "Picture" tab, and in the lower left quadrant select "Compress" in the Format Picture dialogue box
  5. A "Compress Pictures" dialog box should appear.  
  6. To minimize the file size you will want to compress all images in the presentation.
  7. Click OK.
  8. Select "Apply".
  9. Now save your file. It should be much smaller.
PowerPoint 2007 requires that you access this feature in another manner.
  1. Advance to a slide with an image.
  2. Select the image.
  3. Right-click on the image and choose "Format"
  4. In the left upper pane below Home you will see the menu for Compress Picture
  5. Choose Compress Pictures | Options | choose best setting for your needs
  6. Click OK
*  Microsoft® Office PowerPoint®, Excel® and Word®
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