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Powerpoint
Page 4 of 25

1. Introduction
2. Tools You Need
3. Methods to Put Online
   1. "Save as Webpage" in PPT
   2. "Save as RTF" in PPT
   3. Cut-and-Paste Method
   4. Third Party Tools
4. Make Webpage Method
5. Save Slides as Images
6. Template of Webpage
7. Title Slide
8. Bullet-List Slide
9. Multiple Column Slide
10. Embedded Video Slide
11. Table Slide
12. Image Slide
13. Drawing Shapes Slide
14. Notes Slide
15. Chart Slide
16. Non-Outline Text Slide
17. Sound Slide
18. Animation Slide
19. Publish to Blackboard
20. Publish to WebCT
21. Resources

Using "Save as Webpage" in PowerPoint Method

As discussed in Methods to Put Online, there are six methods for putting a PowerPoint presentation online. Although the "Make Webpage Method" is recommended to achieve an accessible web-based presentation, another option is to use "Save as Web Page" in the PowerPoint program.

The "Save as Web Page" in PowerPoint allows an existing PowerPoint presentation to be:

• “Saved as type: Single File Web Page”, which results in an MHT file.
  (MHT is an archived format of a webpage that is only available and viewable in Internet Explorer.)
   
• “Saved as type: Web Page”, which results in an HTML file.
  (HTML stands for Hypertext Markup Language. Most webpages are written in HTML, as recognized by the .htm or .html extension code that follows the filename.)

Drawbacks of the "Save As Web Page" in PowerPoint Method

Although the process is mostly automated, there are several drawbacks to using "Save as Web Page" in PowerPoint to convert a PowerPoint to a web-based presentation.

• Internet Explorer (IE) is required to view the resulting web-based presentation. If "Saved as a Single File Web Page", the resulting MHT file is only viewable using Internet Explorer. If "Saved as a Web Page", the resulting HTML file when viewed in a non-Microsoft web browser (i.e. Netscape Navigator/Mozilla) does not display the text of the slides and the slides are images.
   
• Users cannot access the resulting web-based presentation with a text-based browser, screenreader, or a text-to-speech program. In the resulting file, the slides are saved as images and there is no alternative text to describe the images for those who cannot see the images due to disability or technology.
   
• The resulting web-based presentation has increased file management and/or download time.Regardless of number of slides, using “Save as Single File Webpage” results in one large MHT file. Using “Save As Web Page”, results in a single HTML file which links to a folder named _files that contains images and HTML files of each of the slides from the PowerPoint. While one file is more manageable than having multiple files, the one file must be entirely downloaded before the presentation can be viewed.
   
• Users must navigate a complex set of five frames in the resulting web-based presentation. Most users have difficulty understanding and navigating multiple frames; this difficulty is even greater when a text-to-speech program or screenreader is used.
     
• The generated code of the resulting web-based presentation is not comprehensible and inaccessible to established guidelines (i.e. Section 508 or the W3C WAI Web Content Accessibility Guidelines). To get an idea of the complexity, compare these code snippets:
  
      Browser view of an item in a bullet-list   - I'm glad you're here.
  
      Code needed for a bullet-list in a webpage
      <ul><li>I'm glad you're here</li></ul>
  
      Code generated by "Save As Web Page" for a bullet-list
      <div class=B style='position:absolute;top:30.0%;left:8.42%;width:83.14%; height:6.75%'> <span style='font-weight:normal'><span style='mso-special-format:bullet;color:#00FFCC; mso-color-index:5;position:absolute;left:-4.71%;top:.22em;font-family:Wingdings; font-size:80%'>l</span></span>I'm glad you're here&#13; </div>
  
  
  Note: For more information on web accessibility, visit Module 9: Making HTML Files Accessible.

To convert a PowerPoint into a web-based presentation with "Save As Web Page":

1. Create folders to organize the files.
2. Use the "Save As Web Page" in PowerPoint.
3. View the resulting web-based presentation .

Create Folders to Organize Files

It is recommended that you create one common folder, also known as a directory into which you place all the files associated with the PowerPoint presentation.

To create a folder:

1. Go to the location on your computer where you want to create the folder. For this example, go to the desktop of your computer and select "My Documents."
    
2. A new window called "My Documents" is displayed. Select "File" then "New" and then "Folder."
    
3. A folder called "New Folder" is created; rename the folder with a descriptive name. For this example, name the folder "Mod3_PPT_SaveHtml."
   
   

   Tip: File names containing spaces are not supported by many browsers. If a file name contains more than one word, use an underscore ( _ ) in place of the space or put the words together, capitalizing only the first letter of each additional word (even if the word is an acronym).

   
   
4. Into the folder you created, copy the PowerPoint presentation that you want to convert using "Save As Web Page." For this example, download the PowerPoint sample presentation ( HCI.ppt, 184 KB) into the folder, "Mod3_PPT_SaveHtml."

A PowerPoint presentation may be associated with other files, such as images or audio. To provide further organization, files of the same type should be grouped into their own folder within the common folder; this is called a subfolder, also known as a subdirectory.

To create a sub-folder:

1. Select the folder where you want to place the sub-folder. For this example, go to the desktop of your computer, select "My Documents" then "Mod3_PPT_SaveHtml."
    
2. A new window called "Mod3_PPT_SaveHtml" is displayed. Select "File" then "New" and then "Folder."
    
3. A subfolder called "New Folder" is created; rename the subfolder with a descriptive name. For this example, no subfolder is needed; select "Cancel."
    

Use the "Save As Web Page" in PowerPoint

The PowerPoint program has a "Save As Web Page" option for converting a PowerPoint into a web-based presentation.

To use the "Save As Web Page" in PowerPoint:

1. Open your PowerPoint program.
    
2. Go to the "File" menu and select "Open."
    
3. An "Open" dialog box appears; browse to the location of the PowerPoint presentation that you want to convert. For this example, open the sample presentation (HCI.ppt) within the "Mod3_PPT_saveHtml" folder of "My Documents."
    
4. Select "Open" to close the dialog box and load the selected PowerPoint presentation.
    
5. Go to the "File" menu and select "Save as Web Page ..." (see Image 44). If the "Save as Web Page ..." option does not appear, you may need to click the "Office Button" in the top-left corner to access the "Save As" option.
    
6. A "Save As" dialog box appears. Go to "Save as type" drop-down and select "Single File Web Page (MHT file)" or "Web Page (HTML file)".

   Tip: If you have not already, review the Drawbacks of the "Save As Web Page" in PowerPoint Method.

7. Select "Publish .." (see Image 45).
8. A "Publish as Webpage" dialog box appears. Be sure to select the options: "Display speaker notes" and "All browsers listed above (creates larger files)" before selecting the "Web Options ..." button (see Image 46).
9. A "Web Options" dialog box appears and contains four tabs of information; Select the "Pictures" tab (see Image 47).
10. In the "Screen size" dropdown box, select the resolution of the screen for your target audience. As many people use 800x600 but some still use 640x480, it is best to select the lower resolution of 640x480 to ensure the information will be conveyed.
    

    Tip: An added benefit of selecting a lower resolution is that the generated files will be smaller in size, reducing the download time of the presentation.

    
    
11. Select "OK" and then "Publish" to complete the export of the presentation in the "Save As Web Page" process.

View the Resulting Web-based Presentation

To effectively access the web-based presentation created using "Save As Web Page" to convert a PowerPoint, it is best to use the web browser, Internet Explorer (see Drawbacks of the "Save As Web Page" Method). The resulting presentation will have five frames.

For this example, view the file (index.html) in the "Mod3_PPT_SaveHtml" folder of "My Documents" (see Image 48) or the example of a PowerPoint converted using "Save As Web Page" in the PowerPoint program (, 2.8 KB) .

Five Frames in the "Save As Web Page" presentation

• "Outline Frame" is the leftmost frame; used to select and directly navigate to slides in the presentation. When a slide is selected, its image will display in an adjacent frame. The amount of information shown in this frame is controlled through the "Expand/Contract Outline Frame.
   
• "Expand/Contract Outline Frame" is directly below the "Outline Frame" used to control the display of the "Outline Frame." When contracted, only the slide title is shown. When expanded, any text that appeared in the "outline view" of the original PowerPoint presentation for a slide will be shown under the slide title.
   
• "Slide Frame" is the upper right and largest frame; shows the image and all graphical, textual, and when present, audio or video of a slide selected in the "Outline Frame" of the presentation.
   
• "Notes Frame" is below the "Slide Frame"; shows empty unless there are any notes associated with the slide selected in the "Outline Frame" and displaying in the "Slide Frame". The information in Notes is often used to annotate slides, explain more detailed complex material and/or provide a "bullet list" of items.
   
• "Navigation Frame" is below the "Notes Frame" and to the right of "Expand/Contract Outline Frame"; used to move the presentation to the "next" or "previous" slide and displays the number of the slide that is being viewed relative to the total number of slides (i.e. Slide 8 of 12). Also, offers the option of hiding or displaying notes by toggling the "Notes" button and viewing "full screen" mode by selecting a "tv-like" icon.

In the end, the "Save As Web Page" Method may not be the best solution for making a PowerPoint accessible

The next page will discuss using "Save As RTF" (rich text format) in PowerPoint to convert an existing PowerPoint presentation.

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Georgia Tech Research on Accessible Distance Education (GRADE)
Center for Assistive Technology and Environmental Access (CATEA)
Georgia Institute of Technology (GT) College of Architecture (COA)
Email: gradeproject@coa.gatech.edu Fax: 404-894-9320 Phone: 404-894-4960 (v/tty)

Accessibility User Agreement
Developed in collaboration with IDET Communication (IDET).
Funded by the Office of Post Secondary Education (OPE) under Grant #P333A020050.
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