Instructions For Submitting PowerPoint Files

All presentations will need to be compatible with PowerPoint 2003. To ensure proper display onsite, use these instructions. These instructions refer to the Office 2003 or PowerPoint 2003 version.  If you have a different version of PowerPoint, these instructions may not reflect exactly what you see.

Upload Deadlines
Before You Start
Embedding Fonts (PC users)
Images and Objects (Photos, Graphics, Charts, Etc)
Slide Animations and Transitions
Video and Sound
Saving Your Presentation - PC Users
Saving Your Presentation - Mac Users
Uploading Your Presentation

Tips for Effective Presentations
Avoiding Common Presentation Mistakes

Saving Your Presentation - PC Users

When you are ready to save your presentation for the final time before uploading it to us, follow these instructions to save your presentation in a format that will be compatible the meeting presentation systems.

PC users (if you have NOT included any video clips or other linked objects)

  1. Use the “FileàSave as…” menu command.
  2. In the “Save As” window, click the “Tools” button near the top right edge of the window.  In the drop-down menu, if the text “Embed TrueType Fonts” does not contain a checkmark next to it, then click that text; otherwise click the “Tools” button again to close the menu.
  3. Choose a location to save the file.
  4. Click the “Save” button.
  5. If a window with the title “Save with Fonts” appears, then not all of the fonts that you used can be embedded.  The column “Cannot be saved:” will list the fonts that cannot be embedded.  You will not be able to use these fonts in your presentation.  Click the “Cancel” button and remove those fonts from your presentation.  Once you have done this, go back to step 1.
  6. Upload the .ppt file you just saved.

PC users (if you have included video clips or other linked objects)

  1. Use the “FileàPack and Go…” menu command.  The Pack and Go Wizard window should appear.
  2. Click the “Next” button to go to the “Pick files to pack” step
  3. Leave “Active Presentation” checked and click the “Next” button to go to the “Choose Destination” step.
  4. Select the “Choose Destination:” option and click the “Browse” button.  Create a new folder and choose the new folder as the save location.  Click the “Next” button to go to the “Links” step.
  5. Make sure there is a checkmark next to both “Include linked files” and “Embed TrueType fonts”.  Click the “Next” button to go to the “Viewer” step.
  6. Make sure the “Don’t include the Viewer” option is selected.  Click the “Next” button and then click the “Finish” button.
  7. Zip the contents of the new folder created in step 4 using a program such as WinZip.  This zip file is the file that should be uploaded.

Go to the Next Section: Saving Your Presentation - MAC Users

If you have any questions about these instructions, contact



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