PowerPoint 2003 - Package for CD

 

The major new feature of PowerPoint 2003, in my opinion, is Package for CD and, of course, the new Viewer.  The Package for CD feature is so well designed and simple to use that it hardly seem necessary to develop a tutorial for using it, but it's worth describing each option and supplying examples of their use.

Package for CD is on the File menu:

   

 

When selected, the following dialog appears:
 

 


 

 
Name the CD:  Enter a name for your CD.  This is the name that will appear when you insert your CD in the drive and browse to it in "My Computer" or Windows Explorer.

 
 

 

Add Files:  Package for CD will read your current presentation, identify all links, locate the linked files, and ensure that the link addresses are pathless, so normally you don't have to specify any files that need to be included on the CD.  However, there may be occasions when you want additional files not used in the presentation to be included on the CD.  For example, you may want to include background information, research papers, documentation, etc.  In that case, click on Add Files and use the dialog to point to them.


 

 
Options:  Always click on Options and verify whether the default settings meet your needs.  By default the Viewer and all linked files will be included.  True Type fonts are not embedded unless you check the box in this dialog. 

If you want to secure the presentation you can assign an "Open" password and/or a "Modify" password.  If an Open password is assigned, the CD will attempt to run the Viewer and open the file, but will fail unless the end user is able to enter the password correctly.  If a Modify password is assigned, the presentation will automatically run in the Viewer from the CD, but if the end user opens the presentation from within PowerPoint, they will not be able to modify it unless you have informed them of the password.
  

 

 
Copy to Folder:  If you are running Windows XP you can select "Copy to CD" and your package will be burned directly to a CD.  However, if you are running Windows 2000, you will need to use the Copy to Folder option first and then use your CD burning software to burn the contents of the folder to a blank CD.

However, regardless of the version of Windows, you may find many other good reasons to use the "Copy to Folder" button.  It is a great way to archive your presentation with all linked files to a library you maintain that holds all of your past presentations.  It would also be a very useful feature for preparing presentations for filing in a corporate presentation library on a server.  You may find other great uses of the feature.

The folder name will default to the  name you provided for the CD, and all you need to do is point to the location where you want the folder to be created.

 

 

 
And that's all there is to it!  It's simple and powerful.  If you have PowerPoint 2003, do try it.  If you haven't upgraded to PowerPoint 2003 you can have the features of Package for CD with the PowerLink Plus add-in for PowerPoint 97, 2000, and 2002.  See the description of  PowerLink Plus and give it a try.
 
 
 

All contents Copyrighted by Sonia Coleman 1998 - 2003