PowerPoint Export Options

PowerPoint offers several formatting options for exporting presentations.

You can display your presentations on many different devices or share them with colleagues, employees, or other interested individuals. Additionally, you can control what content is accessible to the viewer. In this article, you will learn how to access the four primary export options in PowerPoint, what their specific features are, and how they are used.

The Export Function

Here is how to find the export function in PowerPoint:

1. Click on File.
2. From the menu on the left, select Save & Send.
3. Under File Types, there are various export options.

Export Options in PowerPoint

Saving as PDF or XPS Document

PDF is a universal format for text and image documents that is compatible with many different programs and systems. It maintains the same appearance whether viewed on devices running iOS or Windows. XPS is a format developed by Microsoft that is similar to PDF but is less common and primarily works with Microsoft products. PDF exports are highly recommended for presentations, as the format can be displayed on almost all devices while preserving your layout and visual design. You can even use a PDF document instead of a PowerPoint file (.ppt or .pptx), eliminating the need for PowerPoint or PowerPoint Viewer on the device.

Creating a Video

A presentation can also be exported as a video. The default setting for slide duration is stored, and the slides automatically transition when the video plays. The video is saved as a Windows Media Video (WMV) file, and with PowerPoint 2013 or later, videos can also be saved as an MPEG4 file, making them playable on various devices. If needed, you can convert the file to another format with additional software (except for HandBrake). Additionally, the Record Slide Show option under Slide Show allows you to manually set slide duration, animation timing, and triggers. You can also incorporate an audio track (requires a microphone and speakers) to narrate the slideshow.

Package Presentation for CD

This option allows you to export the presentation along with all custom views, linked files, and fonts onto a CD or USB stick. This function is particularly useful for complex presentations that rely on customized fonts, graphics, video, or sound files. The exported files are designed to play automatically from the disk once loaded. However, PowerPoint Viewer must be installed on the presentation device for proper functionality.

Create Handouts

This option allows you to transfer a presentation to Microsoft Word, where you can adjust and optimize it for printing. Before exporting to Word, you can select how many slides will be displayed on one page, how the content is formatted, and whether to leave additional space for taking notes. Providing handouts can help prepare the audience or enable them to follow along during the presentation. In Word, the contents can be quickly adapted, reduced, or expanded without altering the original presentation. Handouts can also be saved as Word or PDF documents for digital distribution.

In parts two and three of this blog series, find out which file formats are available in PowerPoint as well as the best-suited applications for each file type.