Save and open presentation

Creating a successful presentation involves a lot of work. The more painful are crashes or other causes of data loss. To minimize the risks of data loss, it is recommended to save the file regularly. A saved presentation can be reopened this at a later time.

Präsentation speichern

When the first contents are in the slides, we should save for the first time. To do this, we go to the File tab and go to Save As.

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First of all, we specify the location. If the desired folder is not visible, we go to “This PC” and then click Browse.

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Now the dialog box “Save as” appears. First, choose a suitable folder to save the presentation. To open a folder, we double-click on it. In this view, a new folder can also be created directly if we choose the Order New Folder button and name it.

It is important to give the folders a certain structure and order, so that even with multiple files the overview is not lost and documents can be found quickly.

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Now we select the file type. By default, the file extension is .pptx and stands for the newer PowerPoint format since PowerPoint 2007. Assume that older versions like PowerPoint 2003 cannot read these formats. If you want to make your presentation accessible to older PowerPoint versions, choose the PowerPoint 97-2003 workbook (*.ppt) format.

Note: New features of PowerPoint 2016 are saved, but cannot always be understood by the lower versions. They are not always necessarily backward compatible. This also applies to PowerPoint 2013 to 2010 (and 2010 to 2007). In case of doubt, the view should be tested or simply do without the new functions.

Another note: Open Office and Libre Office can read .xppt and .ppt formats, but often the actual appearance of the presentation is vastly different.

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PowerPoint provides a file name that is composed of the first words of the first slide. We click on the File name field and name the file with a meaningful name. We click Save and as long as no error message appears, the presentation is saved. A look at the title bar at the top of PowerPoint shows the new file name.

Note: PowerPoint automatically saves the presentation every ten minutes in the background. Under Tools we can set the saving options.

Tip: If more than one person is working on a file, it’s a good idea to put your abbreviation at the end so that the other members know that you worked on it. An example: “Spitzenpräsentation_AM” for Alexandra Müller.

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Saving alternatives: The presentation can be saved by clicking on the floppy disk icon in the toolbar at the very top left or we press the key combination CTRL+s. Save as can be invoked by pressing the F12 key on the keyboard. Before closing the presentation PowerPoint will ask you if you want to save the last changes. Click Save here.

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Open presentation

We click the File tab and click Open in the Backstage view. The Recent section shows the presentations that have been edited in recent sessions. Often the desired files are located here. Presentations can be permanently listed in this list by “pinning” them. To do this, we click on the pin to the right of the file name. A vertical pin signals that the file will not move down and is noted as a favorite, so to speak. Another click on the vertical pin undoes the pinning (horizontal pin).

Note: If the files have been moved to a different location since the last session or are on a mobile disk (memory stick) that is no longer plugged in, PowerPoint will not find the presentation.

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In the Open dialog box, let’s find the folder that contains the file we want to open. Double-click on a presentation to open it. Several presentations can be opened and edited at the same time.

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Open recovered files

PowerPoint speichert alle zehn Minuten eine Sicherheitskopie der aktuellen Präsentation. Falls es zu einem Absturz kommt, wird bei dem nächsten starten von PowerPoint eine Liste mit allen automatisch erstellten Sicherheitskopien in einer Leiste auf der linken Seite gezeigt. Ein Klick auf die Datei öffnet diese und zeigt den letzten gespeicherten Stand. Diese Version sollte unbedingt geöffnet und manuell gespeichert werden, weil diese wiederhergestellte Version beim nächsten starten von PowerPoint nicht mehr verfügbar sein wird. Wenn die wiederhergestellte Version nicht benötigt wird, wird der untere Knopf Schließen gedrückt.

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Note: If we forget the location, we search for the file or folder in the search box at the top right of the Open dialog box.

More tutorials on PowerPoint slide design

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