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Backstage View - Save and Send Options in PowerPoint 2010 for Windows

Learn about the Save and Send options within Backstage view in PowerPoint 2010.


Product/Version: Microsoft PowerPoint 2010

OS: Microsoft Windows XP and higher

Among the options within Backstage View, we have already explored some such as Open, New, Recent, Print, etc. In this tutorial, we will explore the Save & Send option used to save and share the current presentation in so many ways including broadcasting, creating a video, packaging to a CD, creating handouts, saving to a SharePoint site, etc. Follow these steps to learn more about Save & Send options within Backstage view in PowerPoint 2010:

  1. With the presentation to be saved open within PowerPoint 2010, click the File menu, as shown highlighted in red within Figure 1.

    File menu
    Figure 1: File menu
  2. This opens Backstage View; select the Save & Send option, as shown in Figure 2.

    Save & Send options
    Figure 2: Save & Send options

    Here you'll find options placed into two broad sections, as marked in Figure 2, above. These sections are Save & Send and File Types.

    A: Save & Send

    The options within the Save & Send section (marked as A within Figure 2 above) are:

    Send Using E-mail: Send your presentation to others via e-mail. You get many options, as shown in the area marked C in Figure 2, above. These options are explained below:

    1. Send as Attachment: Saves the open presentation as an attachment within a new email. You will need to have a default email application for this option to work.

    2. Send a Link: This option will only work if you have saved your presentation to a supported and shared cloud location, such as OneDrive. If your file is indeed saved on a shared location, the Send a Link option sends a link to the presentation. The recipient will be able to open, view, and possibly also co-edit the presentation, subject to permissions provided.

    3. Send as PDF: Saves the open presentation as an Adobe PDF, and attaches the PDF to a new email.

    4. Send as XPS: Saves the open presentation as an XPS file, and attaches the XPS to a new email.

    5. Send as Internet Fax: Sends your slides as a fax, even without a fax machine. If you do not have a virtual fax provider, PowerPoint will open a browser window with some options.

    Save to Web: Save your presentation to the web, typically on OneDrive, as shown in Figure 3, below. Note that you can also navigate folders and create new folder locations to save your file.

    Save your presentation to OneDrive
    Figure 3: Save your presentation to OneDrive

    Save to SharePoint: Save your presentation to a SharePoint site, as shown in Figure 4, below. For this feature to work, SharePoint must be set up first. If you work in a corporate environment, you need to talk to your system administrator.

    Save your presentation to SharePoint
    Figure 4: Save your presentation to SharePoint

    Broadcast Slide Show: Broadcast your slide show on the web (see Figure 5). This feature needs nothing other than PowerPoint, a web browser, and an online connection to work.

    Broadcast Slide Show
    Figure 5: Broadcast Slide Show

    Publish Slides: Publish slides to a Slide Library hosted on SharePoint (see Figure 6).

    Publish Slides
    Figure 6: Publish Slides

    B: File Types

    You can save your active presentation various File Types (marked as B within Figure 2, shown earlier on this page):

    Change File Type: This option (see Figure 7) allows to save the presentation to many other formats such older PPT PowerPoint 97–2003 Presentation, OpenDocument Presentation, Template, PowerPoint Show, PowerPoint Picture, Presentation, PNG Portable Network Graphics, JPEG File Interchange Format, etc. To learn more about these other file types, look at our File Formats in PowerPoint 2010 for Windows page.

    Change File Type
    Figure 7: Change File Type

    Create PDF/XPS Document: Save the presentation to PDF or XPS files.

    Create a Video: This option creates a WMV video file from your presentation (see Figure 8). Learn more in our Export a Presentation to a Video Clip in PowerPoint 2010 for Windows tutorial.

    Create a Video
    Figure 8: Create a Video

    Package Presentation for CD: Creates a CD package of your presentation with linked files (see Figure 9). Learn more in our Package a Presentation to a CD or Folder in PowerPoint 2010 for Windows tutorial.

    Package Presentation for CD
    Figure 9: Package Presentation for CD

    Create Handouts: This option creates a handout of your presentation in Microsoft Word (see Figure 10). Learn more in our Create Handouts in PowerPoint 2010 for Windows tutorial.

    Create Handouts
    Figure 10: Create Handouts

    C: Preview Area

    The section on the right side of Backstage view displays options based on what is selected on the left side of Backstage view (marked as C within Figure 2, shown earlier on this page). For instance in Figure 1 above, displays the options for Send Using E-Mail options are displays on the right side.
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