Microsoft PowerPoint is one of the most widely used tools for creating presentations for education, business, training, and personal use. Once your presentation is ready, the next important steps are saving, printing, and sharing it effectively.
This detailed guide explains all the methods to save, print, and share a PowerPoint presentation in a clear and beginner-friendly way.
1. How to Save a PowerPoint Presentation
Saving your presentation ensures that your work is stored safely and can be accessed later. PowerPoint provides multiple saving options depending on your needs.
A. Save a Presentation for the First Time
Follow these steps when saving a new presentation:
- Click on the File tab in the top-left corner.
- Select Save As from the menu.
- Choose the location where you want to save the file (This PC, OneDrive, or any folder).
- Enter a suitable File Name.
- Select the file format (by default, .pptx).
- Click Save.
Your presentation is now saved and can be reopened anytime.
B. Save an Existing Presentation
If you are working on an already saved file:
- Click File → Save, or
- Press Ctrl + S on your keyboard.
This updates the latest changes without asking for location again.
C. Save PowerPoint in Different File Formats
PowerPoint allows saving presentations in multiple formats:
- .pptx – Standard editable PowerPoint file
- .pdf – Non-editable format for sharing
- .ppsx – Opens directly in slideshow mode
- .odp – OpenDocument format
- Images (.jpg/.png) – Saves each slide as an image
- .mp4 – Saves presentation as a video
To change format:
- Go to File → Save As
- Click Save as type
- Select the desired format
- Click Save
2. How to Print a PowerPoint Presentation
Printing slides is useful for meetings, classroom notes, and offline reference.
A. Open Print Settings
- Click File
- Select Print
You will see the print preview on the right side.
B. Choose Printer and Copies
- Select your Printer from the list
- Enter the number of Copies required
C. Select Print Layout Options
PowerPoint provides multiple print layouts:
- Full Page Slides – One slide per page
- Notes Pages – Slides with speaker notes
- Handouts – Multiple slides per page (2, 3, 4, 6, or 9 slides)
- Outline – Text-only outline of slides
Choose the option according to your requirement.
D. Color Settings
You can print slides in:
- Color – Best for visuals
- Grayscale – Saves color ink
- Pure Black and White – Best for text-focused slides
E. Print the Presentation
After adjusting all settings:
- Click the Print button
- Your presentation will be printed as selected
3. How to Share a PowerPoint Presentation
Sharing allows you to present or send your work to others easily.
A. Share via Email
- Click File → Share
- Select Email
- Choose one of the options:
- Send as Attachment
- Send as PDF
- Send as Link
Your default email application will open automatically.
B. Share Using OneDrive (Online Sharing)
- Save the presentation to OneDrive
- Click Share
- Enter email addresses or copy the sharing link
- Set permission (View or Edit)
This method allows real-time collaboration.
C. Share as a PDF or Video
To share a non-editable version:
- Go to File → Export → Create PDF/XPS
- Or File → Export → Create a Video
These formats are ideal for professional sharing and online uploads.
D. Share During a Presentation
PowerPoint also allows live sharing:
- Present Online feature
- Screen sharing using video conferencing tools
- Share file through WhatsApp, Google Drive, or USB device
4. Best Tips for Saving, Printing, and Sharing
- Save your work frequently using Ctrl + S
- Always keep a backup copy (USB or cloud)
- Use PDF format for official sharing
- Preview slides before printing
- Compress media to reduce file size before sharing
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