Subtitles of the Movie

In this module, we'll talk about some of the save options you have with PowerPoint and really there are quite a few and technically we won't even talk about all of them right here. What we'll talk about here is I changed the slide theme once again and how our, set our working presentation is that you have a different file format in use with Office 2008. The previous default file format was a .ppt extension. Now all of your Office documents, Excel spreadsheets, Word documents and PowerPoint presentations are saved as xml files and so the file extension is pptx, docx. But that's just the default. Now, to save something, file save as and you get a dialog box of course that looks like this and it's almost too big to show you on this resolution. You choose a location for it, of course, so I'll choose VTC and in fact I'll choose Office 2008 and we'll call this or just give this a name, simply working presentation. Now the format, notice the default pptx, but I could save it as a .ppt. So if you're sharing this with someone that is running Office 2004 for example or if you're sending it to someone who works on a PC, bless their hearts, and you are sending it and they're not using Office 2007, which also uses the xml file format extension, all you have to do is use one of the prior or previous file formats that are available and you can see that there are a lot that you can choose from. That's why we actually tackled this subject in a couple of different modules. It also might be a good idea to run a Compatibility Report and that could be done before you save by clicking on that button right there. And now Office runs a compatibility check and, as you can see, at least one issue was found. So if I click on OK, it brings up the compatibility report in the toolbox as you can see here. Now, you can run this just on its own. You don't have to run this from the save menu. You can open up the toolbox and go right there to run the Compatibility Report if you want to and just what you're seeing here as it checks compatibility with PowerPoint 97 through 2008, is that some of the transition effects might look different and SmartArt graphics can not be edited in earlier versions of Office. So remember, as we pointed out in that very first module, that SmartArt graphics is a new feature with Office 2008. So if you're sending this to another computer that you use and it has Office 2004, don't expect that you can edit those SmartArt graphics. You'll be able to see them, that's fine. You can see the end result, but you won't be able to edit those. So is that going to be a deal breaker for you? It may be, it may not be, but when you're done, of course, the final step is to once again, give the thing a title, which I lost by investigating the Compatibility Report and then let's just call it working presentation once again and then click on save. And there we go. Now, there's a couple of other items that are worth pointing out as we talk about save Preferences here. Go to the PowerPoint menu. Go to preferences. Click on the save button and here you can set your default PowerPoint extension. So if you were just to do this, if you didn't follow along with save as, you just did Command-S, it would be default save, because of the PowerPoint Preferences, as a pptx. Now, are you working mostly in collaboration with people who are running Office 2004? You may be and if that's the case, you might want to make your default PowerPoint extension as .ppt. Now, there are file converters. It shouldn't really be much of an issue if you are working in that type of an environment. So it's really a personal preference as far as which kind of default file extension you want to use. One last thing here is that you can set your auto-recovery info and this is also a good thing to have on. It's a good safeguard. I've turned it off so that we won't see the process of auto recover save information happening every ten minutes and that would happen a lot as I was doing some of these tutorials, as I was doing the recordings. So I've disabled this but I do not recommend this for your use of Office. Turn this on, keep the default of ten, you can even turn it down to five if you want to and that can be a timesaver. I don't have to tell you how important it is to actually save your work and save your data because nothing's more frustrating than working on something for half an our and having something crash, either the application, the computer or the power goes out, whatever the case may be and you've lost that last half hour of work. To save you from that headache, again, enable the auto recovery and you should be able to save almost all of your work on an ongoing basis, even if you forget to once in a while, do the Command-S to make a save.