Hey, this is Taylor with three techniques
for how to convert PowerPoint to pdf natively from within Microsoft PowerPoint, so no third party software websites or
add-ins required. And most importantly, and this is a big one,
as no one else is covering this, I'm going to show you what kind of
content you'll lose in the PPT to PDF conversion process. All
right? Not everything in
your PowerPoint presentation, will properly convert to a PDF. That's why it's important to be aware of
what you'll need to spot check in your presentation before you
do the conversion process, to make sure you don't lose
any important information. Now the two main benefits for
converting PPT to PDF are number one, it decreases the size of your presentation
so you can more easily email or share your slides with other people.
For example, I took an 11.4 megabyte PowerPoint
file which was too big to email and it converted down into just
3.4 megabytes as a PDF file. That's one third the size of
the original presentation, which obviously makes it a lot
easier to share with other people. And the second benefit is it protects
your slides so that others can't make changes to your presentation
or easily rip off your content. So with that let's dive in
with the first technique. Converting PowerPoint to
PDF as full page slides. And the way to do that is
through the save as dialogue box, which there's four different ways
you can navigate to that feature. The first off, if you come to the file menu and you
click save as will take you to the save as dialogue box. This is the drop
down that we want to get access to. You can also file,
export. There is a create PDF option which
again opens up the dialogue box, again taking us to the save type or if
you hit F12 or Control Shift S for your keyboard shortcuts.
I'll hit Control Shift S, which is again going to open up this
save as dialogue box and what you're looking for here is save as type. So you actually have a number of different
options for how you can save or share your PowerPoint presentation.
You simply want to select PFD. Now you do have this options button
here which looks like it gives you some include comments or change the to
the different handouts section, but I'm actually going to show you a
better way to do this and get more options for doing it.
So for here I would just select PDF, I will select a location on my computer,
I'll click save, you'll see the publishing
conversion process and there
you can see my PowerPoint file now as full page slides
in the PDF file format. But this is where you need to be aware
of what kind of content you'll lose in the PPT to PDF conversion process, which I'll walk you through
right now with examples. And the first thing you'll
lose is any off slide content. So if you have any off slide content
like formatting guides or if you have important notes here on the outside of
your slide or even if you have motion paths or objects. All right, if
I just click this motion path, you'll see that the picture
is supposed to slide onscreen. These all count for off slide content
that you'll want to bring back onto your slide, if you need it for your
presentation. This would also include, if I open up my notes pane.
Alright, any notes or speaker notes
I have in my presentation, I'll Control Shift H to close out
of that or any kinds of comments. These all count as off slide content
that will not properly convert. So if I Control Shift S to
open the save as dialogue box, save as type PDF, select my desktop
and convert, I'll click save. Notice that all of that off slide
content is removed from my presentation, including those speaker
notes and comments, which I'll show you how to add a
little bit later in this video. The second thing you'll lose in the PDF
conversion process are any PowerPoint transitions,
animations, or any stacked content that you have
in your presentation. For transitions, that includes anything that you add, any
of these kind of push, wipes, splits, or any kind of other graphic that
you add to move between your slides. Those will be removed when you
move to the PDF. For animations, this includes anything
up here in the entrance, emphasis or exit effects.
All right, all of these, if I hit Shift F5 all of these kinds of
appear or disappear animations will be removed and your shapes will just
remain exactly where they are. And that's why if I come to the next
one, this motion path effect, all right, of bringing the picture on the
slide will be removed as well. The actual motion path animation itself
will be removed and the picture will just remain as off slide content, which you already know
will not convert to a PDF. And this also includes all right if you
have text that that you want to bring on slide by slide or a click by click.
So if I fade these on, notice that this little click animations
pop up. Here's the effect options. All of these animations one through eight
will be removed and all of your text will just remain on screen
without the animation. Now one other thing to be aware of
here is what I call stacked content. So in this case if I Shift F5 notice
that I bring the S and the W onscreen and then I take the O and the W off. So this is kind of creating an
interactive presentation. SW comes on, OT comes off,
but when you convert to the PDF, these animations will be removed
and these shapes will just block it. So if I Control Shift S for Save As,
I go to PDF, I select my desktop, I'll just click
save. The conversion process goes. Notice as I scroll through this,
none of the animations, there's the lost picture, there's the text and this is
what I call stacked content. So all of the information,
if I flip it back to PowerPoint, is lost in this conversion process. So this is something you'll definitely
want to double check in your presentation to make sure you don't lose any important
information before you convert to a PDF. Now one thing you won't lose when
you convert PPT to PDF are your PowerPoint hyperlinks and zoom slides if you're
using Office 365. So if I come in, select this cloud and Control
K to insert a hyperlink, I'm going to jump to a place in this
document and I'll jump to great PowerPoint shortcuts. So that hyperlink
will carry over, this screen tip. This screen tip is not going to carry
over and I'll show you that in just a second. So that's one kind
of hyperlink that will work. If you have the latest version of office, Office 365 you can click and
drag slides onto another slide, which is a cool way to
quickly create dashboards. These are hyperlinks themselves and
if you've never seen this before, zoom tools format return to zoom,
return to zoom. What this allows me to do is
Shift F5 I can click on the slide, which will jump to that slide and I
can zoom back or I can jump to the PowerPoint shortcuts and come back. So these will carry over I'll
Control Shift S just to demo this. Select my desktop,
change my file type to PDF, click save, it's going to convert. All of
a sudden you'll see I have the PDF file, remember I hyperlinked the cloud, I can now click the cloud to
jump to the PowerPoint shortcuts. It won't jump back. I'll then come
back up to my zoom slides. And again, this will jump to those specific
slides here in my presentation. But keep in mind if I
scroll back to the top, remember this cloud I added a screen tip, so the screen tip does not come over
into the PDF file format with that hyperlink. Technique number two,
convert PowerPoint to PDF as handouts, which is what you'll want to do if
you want to keep your speaker notes, your comments, or have multiple slides
per pdf page. Now, right off the bat, it's important to know that you will
lose all interactive features when you create handouts like this, including the hyperlinks and zoom
slides that I just showed you. So in this presentation, I have both a lot of notes and a lot of
comments on each one of these slides. If I just click through them, you can see all of these
speaker notes and comments. So if I don't want to lose these
as I move to the pdf file format, either hit Control P on my keyboard or
come to file and print and here's where you're going to want to
change from full page slides, either to notes pages and notice
here if I open the dropdown again, I have the option to include
or not include my comments. Now right off the bat notice that I've
added my company logo and some company formatting to this notes master to
learn how to do that you can check out Camille's of series on how to
create a PowerPoint template. Here you can just click through it. You also have the options to do multiple
slides per page if you want to do that as well.
In this case, I'm going to do my notes pages and you
are just going to want to make sure that for your printer you have selected this
Microsoft print to PDF. Click print, you're again going to need to
select a location on your desktop. I will just scroll down, print
over these handouts. Click save. You can see it's printing
down below all 14 slides. If I now move to my desktop
and open up those handouts, you're going to see all of my slides
with both the comments, speaker notes, and if I scroll down the comments
following the speaker notes. Now the last technique to
convert PowerPoint to PDF
is through Microsoft Word, which gives you some additional handout
options you can't get any other way and allows you to natively edit your handouts
first in Microsoft Word before you then convert Word to PDF. To push
the conversion process through Word, come up to file,
come to export, select create handouts and create
handouts again to get this, send to Word dialogue box. Now one of the options you have here
that you can't get any other way is blank lines next to slide. Don't ever click
this paste link either, that never works. So blank lines next to slide, I'll click
okay. The conversion process will start, sometimes it takes a minute or two.
When it's done, you'll simply click Word and you'll see
all of your slides in this case with blank lines next to it. Now this is a native Word document that
you can start to edit and format any way you like,
which I won't go into here, you can check out my other video on
printing PowerPoint notes if you like, but when you're done you can
simply do the same thing. I'll hit F12 for save as
I'll select my desktop. I will change this to a PDF file format.
This will take word to PDF. I'll click save and there you can see my
Word document now converted to the PDF file format. So those are three different techniques
to convert PowerPoint to PDF. If you liked this video, make sure you
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Also, if you want to learn insider PowerPoint
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But now I want to know what you think. Which of these three PowerPoint to pdf
techniques do you think you're going to use the most? Let me know by
leaving a comment below right now. This is Taylor from Nuts
And Bolts Speed Training, and I'll see you at Happy Hour.
