Opening, Saving, and Closing a Presentation


If you click Open on the File menu after you start PowerPoint for the first time, the contents of the My Documents folder are displayed by default in the Open dialog box. If the file you want to open is stored in another folder, you can use the Up One Level button to move upward in your hard disk s folder structure, or you can click the down arrow to the right of the Look in box and then click folders and subfolders until the one you want is displayed. You can use the Places bar to quickly move to another location on your computer (or network, if you are connected to one). The Places bar provides easy access to locations commonly used to store files.

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Tip  

If you can t locate a file but you have some information about the file, such as part of the filename, the slide title, or summary property information, you can use PowerPoint s Basic Search task pane to locate the file. For more information, search on About finding files in Help.

When you create a new presentation, it exists only in your computer s temporary memory until you save it. To save your work, you must give the presentation a name and store it on your computer s hard disk. The first time you save a presentation, you click the Save button on the Standard toolbar or click Save As on the File menu to open the Save As dialog box, where you assign a name and storage location. If you want to create a new folder to store the file in, you can quickly do that in the Save As dialog box by clicking the Create New Folder button on the dialog box s toolbar. To save the file in a different folder or on a different hard disk, click the down arrow to the right of the Save in box and navigate to that folder or disk.

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After you ve saved the presentation once using the Save As dialog box, you can save new changes simply by clicking the Save button. The new version of the presentation then overwrites the previous version.

If you want to keep both the new version and the previous version, you click Save As on the File menu and use the Save As dialog box to save the new version with a different name. You can save the new file in the same folder as the old file, in a different folder (or subfolder), or on a different hard disk. (You cannot store two files with the same name in the same folder.)

In this exercise, you will start PowerPoint and open an existing presentation. You will then save the presentation with a new name in a folder that you create. Finally, you will close the presentation.

USE the OpenSave presentation in the practice file folder for this topic. This practice file is located in the  My Documents\Microsoft Press\Office 2003 SBS\CreatingPresent\Opening folder and can also be accessed by clicking Start/All Programs/Microsoft Press/Microsoft Office System 2003 Step by Step .

  1. On the File menu, click Open .

    PowerPoint displays the Open dialog box, which is where you specify the name and location of the presentation you want to open.

  2. If My Documents is not displayed in the Look in box, click  My Documents on the Places bar.

  3. Double-click the Microsoft Press folder, double-click the Office System 2003 SBS folder, the CreatingPresent folder, and then the Opening folder.

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  4. Click the OpenSave file to select it, and click Open .

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  5. On the File menu, click Save As .

    The Save As dialog box appears, displaying the contents of the folder you last used in the Save As or Open dialog box.

    Troubleshooting  

    If the Opening folder is not displayed in the Save in box, click the My Documents icon on the Places bar, and then repeat step 3 to navigate to the Opening folder.

  6. Click the Create New Folder button to create a subfolder of the Opening folder.

    The New Folder dialog box appears.

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  7. Type MyPresentation , and click OK .

    MyPresentation is now the current folder in the Save As dialog box.

  8. In the File name box at the bottom of the Save As dialog box, type NewPresentation .

    The new version of the presentation will be stored in the MyPresentation folder with the name NewPresentation .

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    Troubleshooting  

    Programs that run on the Windows operating system use file name extensions to identify different types of files. For example, PowerPoint presentation files are assigned the extension .ppt . If you are used to typing the file name extension when you save a file, be aware that Windows XP programs do not display these extensions by default, and you shouldn t type them in the Save As dialog box. PowerPoint automatically saves the file with whatever extension is associated with the type of file selected in the Save as type box at the bottom of the dialog box.

  9. Click Save .

    PowerPoint saves a new version of the OpenSave presentation as NewPresentation in the MyPresentation folder. It closes the OpenSave file, which is still stored in the Opening folder, and opens the new file in the presentation window, as indicated by the NewPresentation file name in the PowerPoint title bar.

  10. Close the NewPresentation file by clicking the Close Window button at the right end of the menu bar.




Microsoft Office 2003 Step by Step
MicrosoftВ® Office ExcelВ® 2003 Step by Step (Step By Step (Microsoft))
ISBN: 0735615187
EAN: 2147483647
Year: 2005
Pages: 350
Authors: Curtis Frye

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