Advanced Module – Presentations

Lesson 8 – Output & Distribution

This lesson explains how to prepare a presentation for printing, exporting, sharing, and distributing. You will learn about printing layouts, exporting to PDF/video, packaging presentations, and choosing the correct output method for different audiences.

1. Preparing a Presentation for Output

Before printing or exporting your slides, check layout and content:

• Ensure fonts, colours, and images display correctly.
• Remove unnecessary slides.
• Check spelling and final formatting.
• Run an Accessibility Check to ensure content is readable.

2. Printing Options

Use File > Print to choose the print layout. Common print layouts:

• Full Page Slides – one slide per page.
• Handouts – multiple slides per page (e.g., 2, 3, 6 slides).
• Notes Pages – printed slides with speaker notes.
• Outline – prints text only.

Recommended use:

• Handouts → for audience copies.
• Full Page → when quality and detail matter.
• Notes Pages → for presenter use.

3. Print Settings

• Select printer or choose Print to PDF.
• Choose Portrait or Landscape.
• Select Colour, Grayscale, or Black & White.
• Choose which slides to print (All, Selection, Custom Range).

4. Exporting as PDF

PDF is the most common format for sharing presentations.

• Go to File > Export > Create PDF.
• Choose what to export: slides, handouts, notes pages, or outline.
• PDF preserves layout and prevents accidental editing.

Good practice:

• Use PDF for emailing or uploading documents.
• Use handout layout in PDF to save paper.

5. Exporting as Video

You can turn your presentation into a video for social media, websites, or training materials.

• Go to File > Export > Create a Video.
• Select video quality (HD, Full HD, 4K where available).
• Choose timings and narration options.
• Save as an MP4 video.

Use video export for:

• Online courses
• Automated presentations
• Public displays

6. Packaging a Presentation

Packaging ensures all fonts, videos, and links work on another computer.

• Use Export > Package Presentation for CD (PowerPoint feature).
• Includes all media files automatically.
• Useful when presenting on unfamiliar devices.

7. Sharing via Cloud Platforms

Cloud services allow easy distribution and collaboration.

• Upload to OneDrive, SharePoint, Google Drive.
• Click Share to invite others to view or edit.
• Use View-only links when you don’t want changes.

8. Exporting as Images

You can save slides as individual high-quality images.

• Go to File > Export > Change File Type > JPEG/PNG.
• Choose to export a single slide or the whole presentation.

Uses:

• Posters or promotional material
• Social media sharing
• Embedding slides into documents

9. Checking Compatibility

Before sending a file to someone using another version of PowerPoint:

• Use File > Info > Check for Issues > Check Compatibility.
• Reports unsupported features (fonts, animations, effects).

10. Good Practices for Output & Distribution

• Export to PDF for safe, consistent sharing.
• Use handouts for printed audience notes.
• Package presentations when using embedded videos.
• Check print preview before printing large documents.
• Choose distribution format based on audience needs.

11. Practical Activity

• Print a presentation as handouts (3 slides per page).
• Export the same presentation as a PDF.
• Create a video at 1080p resolution.
• Package your presentation for another computer.
• Upload the file to a cloud service and generate a share link.