How to Email PowerPoint Presentations Perfectly
You probably think emailing a PowerPoint presentation as easy as "just attach it". But sometimes, your recipient will meet a lot of questions in reading the PPT file you mailed. Can't open, no sounds or totally destroyed. What happened to this easy job? Let's clean it up today.
Why the recipient can't open the PowerPoint presentations(PPT file)
Reason 1: The PowerPoint program is not installed on recipient's computer.
Solution：Tell your recipient to install PowerPoint viewer, and provide the download links for him.
Link for PowerPoint Viewer 2003
Link for PowerPoint Viewer 2007
Reason 2: The different version of PowerPoint between your and recipient. PowerPoint 2007 can read PowerPoint 97-2003 files in compatibility mode, but not vice versa.
Solution: Add the official solution "Microsoft Office Compatibility Pack for Word, Excel, and PowerPoint 2007 File Formats": http://snipurl.com/3fvu7.
With this compatibility pack from Microsoft, most PowerPoint 2007 files can be viewed in compatibility mode.
However, the compatibility mode has drawbacks: some elements or effects are changed or missing. The official solution is worth trying unless you choose other preferred formats for your presentations.
However, the compatibility mode has drawbacks: some elements or effects are changed or missing. The official solution is worth trying unless you choose other preferred formats for your presentations.
Why the audios, videos and other multimedia files cannot be played back while Email
Reason：Not all inserted files in PowerPoint is embedded, and most sounds and videos are saved on your local disk. Therefore if you just send the PowerPoint file, the recipient cannot open or play your multimedia contents which are just linked in the presentation.
The difference between linked and embedded, please view:
http://office.microsoft.com/en-us/powerpoint/HA010348231033.aspx
Solution 1:
1. Put the presentation and all the music and other inserted files to a same folder.
2. Reinsert these files to PowerPoint presentation.
3. Package the entire folder into one archive file and send it to others. Do not create self-extracting (SFX) archive since most email block EXE files by default. WinZip and WinRAR are both recommended to archive your presentation files for emailing perfectly.
Solution 2:
Converting your PowerPoint presentation to Flash to embedded all the inserted files in the Flash-based presentation. And then send the Flash file to others.
There are some third party presentation tools such as Wondershare PPT2Flash Standard can help you do this work. You can convert it with one click. Of course, all the original effects can be retained in the Flash presentation.
How to reduce the big file size of PowerPoint presentation for emailing
Solution:
If the PowerPoint presentation is too big in file size, it will be too difficult to Email. You can try Wondershare PPT2Flash Standard (http://www.sameshow.com/powerpoint-to-flash.html) for high-quality PowerPoint to Flash conversion. The PowerPoint presentation file will be reduce to 90% of its original file size, it is ideal for attaching to Email.
Embed files to PowerPoint presentation and reduce big file size for Email now!