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Using the PowerPoint Pack and Go Feature

You can use the Pack and Go Wizard to compress and save a PowerPoint presentation to 3.5" diskettes (or a 100MB or 250MB Zip Disk or a recordable CD) in order to transport it. The Pack and Go Wizard allows you to include linked files (such as another PowerPoint presentation, Excel worksheet; .AVI, .MPEG, .MPG, .MP3 files, etc.) with a presentation.

You can also embed TrueType fonts (including symbols, icons, etc.), which allows you to run your presentation on a computer that does not provide the same TrueType fonts as those used in the presentation (Note: you must always use non-copyrighted TrueType Fonts; copyrighted and non-TrueType Fonts will not be saved).

If you intend to run a slide show on a computer that does not have PowerPoint installed, you can use the Pack and Go Wizard to package the PowerPoint Viewer, as well as the presentation slides.

Packing Your Presentation

  1. After opening your PowerPoint Presentation file, choose Pack and Go from the File menu. (Read the PowerPoint Help information about "Pack and Go" first. Also, Pack and Go is not usually installed in the PowerPoint default installation process. You may be asked to install it the first time you use it, in which case you will need your PowerPoint installation CD) [Note: Before you Pack and Go, you may wish to save your presentation as a PowerPoint Show (.pps). This is a Type option under Save As. It can then be shown full-screen without opening PowerPoint]





  2. The Pack and Go Wizard dialog box appears as shown below. Click on the Next button to continue.



  3. In this step of the wizard you have two options: packing the active presentation or packing a presentation from a disk file. Make sure the "Active presentation" check box is checked. Click on the Next button to continue.



  4. In this step of the wizard you will specify the location of the "packed" files. Choose the drive or destination to which the file will be copied [ the appropriate drive:\folder for 3.5" diskette(s), 100MB or 250MB Zip Disk, or CD-Recordable1 (1Note : before burning a CD-R, save the packed files to a folder on your hard drive first, such as C:\pack01, then copy this folder to your CD-R after Pack and Go has completed successfully )]. Click the Next button to continue.



  5. In the next step of the wizard you have two options: Include linked files and Embed TrueType fonts. If your presentation includes links to other presentation files and you want them included, be sure this check box is checked. If you are using fonts other than Times New Roman or Arial (common fonts on most Windows platforms) you should check the Embed TrueType fonts check box. (Non-TrueType fonts or copyrighted TrueType fonts cannot not be saved, don't use them if you want to show your presentation on another computer.) This second option will pack the fonts. Packing the fonts makes a larger file, but also insures that the presentation will use the fonts you originally designed in the presentation. No surprises! Click the Next button to continue.



  6. In this step of the wizard, you have the option of packing the PowerPoint Viewer. The PowerPoint viewer allows the slide show to be viewed without having PowerPoint installed on the "delivery" machine. (The viewer does not allow you to make changes to your slides.) If you know the "delivery" machine has the Viewer installed, you can save space by selecting the Don't include the Viewer checkbox. It is often a better idea to include the Viewer, since you may not be sure that the "delivery" machine has the Viewer installed. {If you are using PowerPoint 97 please see the * Viewer Note below.} Click the Next button to continue.



  7. All of the options have now been set. You should have at least one formatted floppy disk (or media of choice) in the disk drive before clicking the Finish button. If more than one disk is needed to create all of the compressed files, you will be prompted as shown in the figure below (you will wish to number the disks in the correct order in this case). Click the Finish button to continue.



  8. When PowerPoint has finished the compression, you will be prompted as shown in the figure below.

  • If you wished to pack your presentation to a CD-R, you may now copy the folder you packed to from your hard drive to the CD-R
  • If you change your presentation, you must re-run Pack and Go.

Installing the Packed Presentation

  1. Insert the first disk into drive A: (or appropriate drive) of the "delivery" machine.
  2. Open a window on drive A: (or appropriate drive) using Windows Explorer (right-click on your Desktop's My Computer icon and select Explore from the pop-up menu, select appropriate drive:\folder).



  3. Double click the "pngsetup.exe" file. This will begin the installation process.
  4. Specify a folder in which to install the files for the presentation. [It is usually a good idea to create a new folder on the hard drive or the "desktop" (such as C:\WINDOWS\DESKTOP\foldername). This makes removing the presentation as simple as deleting the folder. You want to be a good "computer citizen" and leave the delivery machine in the same state you found it.]



  5. After the installation has been completed you will see the dialog box as shown below. Click the [Yes] button if you want to immediately run the slide show. If you prefer to run the slide show at a later time, click the [No] Button.

Burning A CD-Recordable to directly run your Presentation:

  • Follow the instructions above to Pack Your Presentation, packing to a folder on your hard drive
  • Be sure you select: Include linked files, Embed TrueType fonts, and include Viewer for Windows (you have plenty of room on a CD, 650MB)
  • UnPack Your Presentation to a folder on your hard drive, such as C:\unpack01
  • View the slide show to be sure it is as you want (before you burn the CD)
  • Copy the folder you UnPacked to from your hard drive to the CD-R
    [Do not use a CD-ReWritable (CD-RW), not all CD drives can read them]
  • You can now run your presentation directly from the CD-R on another computer

* Viewer Note (PowerPoint 97 users only)
When you run Pack and Go, the file is saved as a PowerPoint 95 and 97 presentation so that it can be viewed with the PowerPoint 95 Viewer (the Viewer that ships with PowerPoint 97). Any effect which is not supported (available) in PowerPoint 95 will not be available when you unpack your presentation. This problem is corrected if you obtain and install Microsoft PowerPoint Viewer 97. PowerPoint Viewer 97 supports all PowerPoint 97 features (except for macros.)

http://www.usm.edu/gcrl/in_touch/pack_go.php
703 East Beach Drive, Ocean Springs, MS 39564 - Phone (228) 872-4200 - Fax (228) 872-4204
Gulf Coast Research Laboratory - School of Ocean and Earth Sciences - College of Science and Technology
The University of Southern Mississippi - AA/EOE/ADAI
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