Ten Clever Tips to Send a PowerPoint via E-mail

As the domain form of communication, E-mail messaging has long ago exceeded telephone traffic and become the most popular information delivery service.

When it comes to PowerPoint, you will always it troublesome. Audio or video may be lost. The sending may be failed. If you can learn some clever tips and tricks for your E-mail program, you will have more success of sending a PowerPoint via E-mail.



Of course, you may have umpteen ways to send a PowerPoint via E-mail, but it will be nice if you can find the easiest way. Here are some tips for you.



1. Send a PowerPoint with Audio via E-mail

Before we go on, we should learn something about how audio works in PowerPoint.



Usually, audio in WAV format will be embedded in PowerPoint while audio in MP3 or other file formats will be linked to PowerPoint. And more, sound files larger than 100 KB (i.e. anything but a short sound effect) will be linked to your presentation rather than embedded in it.



What is the difference between Linked and Embedded? Embedded means that when you move the PPT on your computer or e-mail it, audio will be moved together. When audio is linked, it will be lost if you move the PPT or e-mail it.



Then how to send a PowerPoint always with audio?

For wav audio which is greater than 100 KB, increase the 100 KB default up to 5 MB.

PowerPoint ->Tools -> Options->General (Link sound with file size greater than 5000 KB)



For other audio files

Copy the sound file and the PowerPoint presentation in a same folder (Short path is recommended) and then reinsert the sound file to PowerPoint. Send the whole folder via E-mail.



2. More Ways to Insert Audio to PowerPoint

The usually practice to insert audio to PowerPoint is

Insert sound to a slide :

PowerPoint -> Insert (Menu) -> Movies and sounds -> ...



Sometime you have one more option: Insert sound as slide transition

The audio will play as transition and will be embedded to the PowerPoint file. So when you move the presentation file, the music will not be lost.

PowerPoint -> Slide Show -> Slide Transition -> Modify Transition (Right Panel) -> Sound -> Other Sound

3. Send a PowerPoint with Video via E-mail

Video is always linked to PowerPoint. So you should always to put the video and the PowerPoint presentation to a same folder (Short path is recommended). Insert the video in this folder to PowerPoint.



4. Send a PowerPoint with Links Files via E-mail

If you have created hyperlinks to other documents to a PowerPoint file, just do not forget to

include linked documents and the presentation in a same folder. Then e-mail the folder.



5. Send a PowerPoint that Opens Automatically in Mail

Save the PowerPoint presentation with PPS extension rather than with PPT extension.

PowerPoint -> Save as -> PowerPoint Slideshow (pps)



6. Make Sure File Size Does Not Exceed Limitation

Usually there is a file limit of the recipient' inbox and mail attachment and you have reduce the file size.

You can zip the PowerPoint as a Package and send the package.

Also you can convert the PowerPoint to flash to reduce file size.

Click to learn how you can do the conversion:

http://www.ppt-to-dvd.com/forum/viewtopic.php?p=2934#2934



Or you can reduce the file size manually

http://www.sameshow.com/other/powerpoint-to-flash7.html



7. All Receipts View the PowerPoint Presentation

To view the PowerPoint presentation, your recipients must have the full version of PowerPoint or PowerPoint Viewer or Open Office Impress.

You can provide download links for your recipients in the mail.



Download Free PowerPoint Viewer

http://www.microsoft.com/downloads/details.aspx?FamilyID=428d5727-43ab-4f24-90b7-a94784af71a4&displaylang=en



Download Open Office Impress

http://www.openoffice.org/



8. View a PowerPoint Presentation without PowerPoint / PowerPoint Viewer/Open Office

If the mail recipient is a Mac user and if you think it may cause inconvenience to ask the recipient to download a viewer, you may try this alternative: Convert PowerPoint to Flash.

Click to learn how you can do the conversion：

http://www.ppt-to-dvd.com/forum/viewtopic.php?p=2934#2934



Or use this alternative： Save your PowerPoint as a html page

This is simple but the transitions, animations or other multimedia may not be correctly played in the webpage with a web browser.

But it is worth of a try. PowerPoint -> Save As-> Web Page



9. Send a Protected a PowerPoint File

When you send a PowerPoint to others, you want the content not to be copied at will. So you need to set password to protect the file. So that viewers can only open a Read-only version.

PowerPoint ->Tools -> Options->Security



10. Send a PowerPoint presentation for Review/as Attachment

Usually you send a PowerPoint as an attachment. If you want to collect feedback for the presentation from recipients, you can use the Send a PowerPoint for Review feature.

PowerPoint -> File-> Send To ->Mail Recipient for Review