Reducing PowerPoint Presentation Sizes

Troubleshooting Audio & Video in Smart Classrooms

Backing Up Files & Folders

TIS Insider: Wireless Access Locations

This article applies primarily to PowerPoint 2007. However, many of the concepts can be applied in the earlier versions of PowerPoint.

There are quite a few reasons why PowerPoint file sizes may get out of hand. Listed below are a few of the more common reasons for the bloat, and what you can do to deflate them. Before you begin, make sure you know how to check presentation file size. Browse to the presentation file outside of PowerPoint, right click the presentation and choose Properties. Jot down the file size indicated in the Size area and click the Cancel button. Keep note of this original file size and check the presentation size often as you work with the options listed below.

Compress Images
Inserted images are usually the most common reason for bloated presentation sizes. This is especially true of images that were taken with a digital camera and not down-sized outside of PowerPoint. Select a picture on a slide, click the Compress Picture button (available in Picture Tools->Format tab on the ribbon of PowerPoint 2007) and select "Options". Choose E-mail (96 ppi) as the target output and click the OK button
(mouse over for image). This will change all the pictures used in your presentation to an optimal size. Resave the presentation with a new file name. Make sure you compress images after inserting new ones or after all are assembled in the presentation. Image compression tools are available in previous versions of PowerPoint. Search the Help system for related directions.

Convert Images to JPG
In case you are using any BMP images or scanned TIFF images in the PowerPoint presentation, convert them to JPG and reinsert. You'll need to resave these images in a graphics editing program (Microsoft Photo Editor, Microsoft Office Picture manager, Adobe Photoshop, etc.) as JPG and bring them back into the presentation. Directions for converting these images cannot be supplied here since it may depend on the program you use. Contact one of the TIS trainers for assistance.

Use Themes Carefully
Sometimes the PowerPoint design theme (called a template in earlier versions) has some heavy background graphics/images. Try using a different design theme found in the Themes group, in the Design tab, on the Ribbon. Or, remove the theme that is currently applied and use a new one instead. If you are making a copy of the presentation you want to post online or print, use the "Office Theme" choice in 2007. It is plain, but the resulting file size will be smaller. To remove a theme, or change to a blank one, in earlier versions of PowerPoint, see the directions found here.

Disable Fast Saves
Disabling fast saves trims PowerPoint file sizes because the saved history of the presentation is no longer stored. In PowerPoint 2007 click the Office button then the PowerPoint Options button. Click the Save option on the left. Uncheck the "Save AutoRecover information every xx minutes" and click the OK button (mouse over for image). In PowerPoint 2000/XP/2003 click Tools->Options then the Save tab. Remove the check mark next to "Allow Fast Saves" and click the OK button. Once you've disabled Fast Saves, save the presentation again under a new name.

Insert Images Correctly
Always bring images into PowerPoint by using the Picture option found on the Insert tab (or Insert menu->Picture->From File in earlier versions). Copying and pasting or dragging images into your files can make them quite large since PowerPoint stores these images as bitmaps (BMP) or windows metafiles (WMF) instead of in their native format.

Embedded Fonts
Embedded fonts may be necessary if you are sending the presentation to someone who does not have the necessary fonts installed to view or edit the presentation. When you embed fonts in your presentation, the presentation may grow by as much as the size of the font files. Some can be enormous, 10 megabytes or more! Click the Microsoft Office Button, the PowerPoint Options button then the Save option on the left. Uncheck the Embed Fonts selection if not needed (mouse over for image). Save the presentation again under a new name.

If you are having audio or video trouble in your classroom, there are a few basic steps you can take to pinpoint the technical issue or to correct the problem. Try these basic steps in your classroom before calling/emailing the TIS Help Desk (LI: ext 1263 Brooklyn: ext 263) or techhelp@sjcny.edu

A complete list of Smart Classroom FAQs can be found at this link
http://tis.sjcny.edu/training/sc_faq.html and animated video tutorials for using the equipment in the room can be found at this link http://tis.sjcny.edu/training/sc.html

I see the video, but can't hear it
If you can see the video on the projected wall (or can see that an audio clip is playing on the computer in a media player), but can't hear it, try these troubleshooting steps on the JVC receiver:

Backing Up Files & Folders
This article applies to Windows XP.

Fall time always signals yard work, garage cleanups, and trying to cram everything into the shed for the winter. It is also a perfect time to take a few moments from your busy day to make a backup copy of all the important files you've accumulated on your computer during the past semester or two. The few simple steps below can save you hours of frustration in the event of a computer failure. Once you learn the steps below, make it a regular habit to backup your important files.

There are two easy ways to backup files: to a USB flash drive or by burning a CD. Directions for both are listed below. You will need a USB flash drive (mouse over for image) in order to back files up using the first method listed below. To burn to a CD, you'll need a disc (CD-R or RW) and IBM Record Now (the software used to burn the files to the disc). Either way, this process works best if you store your files in only a few folder locations. Having files scattered all over your computer not only makes it difficult to work on a daily basis, but makes it harder to locate the files in order to back them up. The directions below assume all your files are stored in the "My Documents" folder. If you need help locating all the necessary files on your computer, please contact one of the TIS trainers.

Backing up to a USB Flash Drive
1. After logging into your computer, insert the flash drive into an available USB port.
2. After the message appears indicating you can now use the flash drive, double click the My Computer icon on your desktop.
3. Double click the Removable Drive icon and then minimize the window.
4. Locate the folder you want to backup (in this case the My Documents folder).
5. Right click the folder and choose Copy from the popup menu.
6. Click the icon on your Windows task bar for the Removable Drive.
7. Click the Edit menu and then Paste. The contents of the folder will be copied to the drive.
8. Repeat steps 3-7 to back up any additional files or folders to the flash drive.
9. Safely eject the flash drive when finished. See the directions posted here if necessary.

Backing up to a CD (Burning a CD)
1. Open the IBM Record Now software (Start button->Programs->IBM Record Now folder->IBM Record Now).
2. Click the small house icon at the top of the program window. This will take you to the Home screen.
3. Click the Data Disc option.
4. Click the Add Files and Folders button.
5. Click the arrow to the right of the current folder location in the Look In drop down list at the top (mouse over for image).
6. Click the My Documents folder from the list of available folder locations.
7. Click the first folder (or file) in the list, hold down the Ctrl key, and press the letter A.
8. Click the Add button and the files are added to the project list.
9. Click the Burn button in the lower right corner of the program window.
10. When prompted, insert the blank CD into your CD drive and click the OK button.
11. Follow the remaining on screen prompts to complete the burning process. When finished, use a Sharpie™ to label (and date) the CD as a backup copy.