Perfectionist's PowerPoint Tip:
How to E-mail Your PowerPoint Presentations to Others Perfectly

Great PowerPoint tutorial about multiple ways to email your PowerPoint presentations, with background music, voice narration and other multimedia files included.

You probably think emailing a PowerPoint presentation as easy as "just attach it". But sometimes, your recipients may complain that they can't view your presentations properly. Can't open, no sounds or totally deranged. What happened to this easy job? Let's clean it up today.

Which Version of PowerPoint Are You Talking About

The first issue which should be considered is whether your viewers can open your presentation. PowerPoint Presentation in .PPT and PowerPoint Show in .PPS are the most popular formats for presentations. They can be viewed by PowerPoint Viewer without PowerPoint installed. Just provide the download link of PowerPoint Viewer 2003 for your recipients without PowerPoint: http://www.microsoft.com/downloads/details.aspx?familyid=428D5727-43AB-4F24-90B7-A94784AF71A4&displaylang=en. And for PowerPoint 2007 Presentation in .PPTX and Show in .PPSX, use PowerPoint Viewer 2007: http://www.microsoft.com/downloads/details.aspx?FamilyID=048dc840-14e1-467d-8dca-19d2a8fd7485&displaylang=en.

Besides, as PowerPoint 2007 is not generally compatible with PowerPoint 97-2003, the compatibility issue happens sometimes. PowerPoint 2007 can read PowerPoint 97-2003 files in compatibility mode, but not vice versa. Therefore you'd better add the official solution "Microsoft Office Compatibility Pack for Word, Excel, and PowerPoint 2007 File Formats": http://www.microsoft.com/downloads/details.aspx?FamilyId=941B3470-3AE9-4AEE-8F43-C6BB74CD1466&displaylang=en. With this compatibility pack from Microsoft, most PowerPoint 2007 files can be viewed in compatibility mode.

However, the compatibility mode has drawbacks: some elements or effects are changed or missing. The official solution is worth trying unless you choose other preferred formats for your presentations.

Package All as One Presentation and Go

Not all inserted files in PowerPoint is embedded, and most sounds and videos are saved on your local disk. Therefore if you just send the PowerPoint file, you recipients cannot open or play your multimedia contents which are just linked in the presentation. Therefore you need to combine all files into one presentation.

Besides, you'd better not attach files with large size within email. Reducing file size is necessary for further delivery easily. What you can do is to compress all images, audios, etc. in PowerPoint or archive all files with the presentation as one package.

In order to make your presentation email properly and easily, you can package them up. Just make sure that all linked files are placed in the same folder as the presentation even before your insert them within the presentation. Thereafter package the entire folder into one archive file. Do not create self-extracting (SFX) archive since most email block EXE files by default. WinZip (http://www.winzip.com) is still the default compression utility for Windows and WinRAR (http://www.rarlab.com) features the most popular archiver ever. They are both recommended to archive your presentation files for emailing perfectly.

E-mail PowerPoint and Other Solutions

Attach the archived file with your email message and send your presentation now. If the attachment is still too large to send, try to split the archive to several volumes with WinRAR and attach them separately. Alternatively, you might also want to consider uploading the archive file online and just including the download link with the file size in the body of your email message.

Actually there're some other solutions to make all the process proper and easy. As well as PowerPoint version compatibility, converting your presentation to other preferred formats compresses and combines files into one presentation. RealMedia in RMVB and Flash in SWF is recommended if you'd like to do so. You can try Wondershare PPT2Flash (http://www.sameshow.com/powerpoint-to-flash.html) for high-quality PowerPoint to Flash conversion. For RealMedia files, test drive some PowerPoint to video converters for AVI file, then try RealProducer (http://www.realnetworks.com/products/producer/index.html) to create RMVB file.

It's almost about the delivery details of PowerPoint presentations via email. More than "just attach it", you have the opportunity to express yourself in your email perfectly.

How to insert and embed Flash movie into PowerPoint 2007, and play automatically

Ensure the Flash Player is installed on your computer, and then please follow the steps below:

1. Click Microsoft Office Button on the top left corner > click "PowerPoint Options" at the bottom of the panel > go to the "PowerPoint Options" window > click "Popular" on the left column > select "Show Developer tab in the Ribbon" on the right column > click "OK" at the bottom





2. On the "Developer" tab > go to "Controls" group > Click the icon of hammer and nail for "More Controls" > go to the "More Controls" window



3. On the "More Controls" window > select "Shockwave Flash Object" in the list > click "OK" at the bottom > use your pointer to drag on the slide to draw and resize the control



4. Right click the control you draw > click "Properties" in the right-click menu > go to the "Properties" window



5. On the alphabetic tab > click the "Movie" property > type the full drive path in the value column (the blank cell next to Movie), including the file name (e.g. C\:a.swf) or URL (e.g. http://www.a.com/b.swf)



6. To make the Flash paly automatically when the slide is displayed, set the "Playing" property to "True"; To embed the Flash into PowerPoint, set "EmbedMovie" property to "True"

7. Finally close the "Properties" window and save your presentation.

On the View tab, in the Presentation Views group, you can click Slide Show or press F5 to preview your presentation.

Microsoft also has a simple tutorial in its knowledge base:
How to add a Shockwave Flash control to a slide in PowerPoint

As I know, there're some presentation tools have the shortcut feature to insert Flash and manage it, such as Wondershare PPT2Flash and Articulate Presenter. Since the feature is just for PowerPoint and their trial versions are free to download, I think these apps are good solution for your instant needs.

Flash Up - Better Multimedia Presentations for Smart Business

Microsoft PowerPoint is familiar to millions for making presentations with style and clarity. However, If you know the secrets of enhancing multimedia presentations, you probably will work out the knockout show to accelerate your business.

Adding any texts, pictures, music, videos and animations to decorate your presentation is essential for everyone, but what about the success of better business presentation? In order to attract prospective customers at the critical first impression, appealing presentations is important to presenting your products in the best light possible. Therefore a multimedia presentation could be exceptional and friendly for the audience.

For both online or offline usages, Flash presentation takes the integrated approach by its benefits: greater accessibility, extensive compatibility, smaller file size, sound integration, Internet distribution, content security and Web browser friendly. Simply speaking, Flash player is widely installed, so Flash is generally supported. More, Flash can be easily embedded in Web pages with simple HTML codes; Flash-based presentation is blissfully displayed on projectors, digital signage systems and any computer. Sending Flash presentations instead of PowerPoint files within e-mail has advantages. Making Flash as the ultimate output, it's right to set up more engaging content to outstand the products.

Any expert in Flash would say that creating presentations in Flash is more difficult than in PowerPoint as Flash authoring requires a complex programming. Therefore making Flash presentations from PowerPoint will make the process alright. You probably have made some compelling presentations in PowerPoint with rich media before, so now Flashing is the last step to lively up your masterpiece. Flash presentation improves your presentation more friendly, generally because of its popularity and compatibility as show.

You must choose an excellent presentation tool to help you fire up niche business. MasterNewMedia has a PowerPoint to Flash Mini Guide at http://www.masternewmedia.org/2004/04/14/powerpoint_to_flash_conversion_tools.htm. But it's just a listing of applications. According to some references to presentation authoring tools, Articulate Presenter at http://www.articulate.com is favored by some corporations with its fame, while Wondershare PPT2Flash Professional at http://www.sameshow.com/powerpoint-to-flash-pro.html is professional yet affordable choice for most businesses. Others competitors like authorGEN authorPOINT, FlashSpring Pro, PresentationPRO PowerCONVERTER also have their greats. As the most important part besides appealing content, you'd make a good decision to drive up your business smartly.

After all, you get the Flash presentations as you fancy with greater abilities. Ultimately that's really what any successful presentation is all about, whatever you're in the sphere of education, business or entertainment, etc.


Earl Jeffson
Presentation EXpert

Reference Article:
Make a Knockout Flash Presentation for Another Christmas Boom
http://www.sameshow.com/powerpoint-to-flash/christmas-retailer.html