Embedding Graphics in a PowerPoint file

[Alan]

In my line of work, I have to prepare presentations that I typically
have to circulate as PowerPoint documents (.ppt files). The recipeints
of the file typically want to print it out, so a .pps does not work. I
also use a lot of graphics that I import from files.
Unless I embed the graphics (Insert > Pictures> from file> save with
document), I have to circulate a whole set of files (package). This is
not convenient for the people to whom I send the files.

The MAJOR problem I have with embedding the files is that, if I do not
remember to click on "Save with document", the graphics are not
embedded.

If I forget to embed a graphic, there is no way that I have found to
tell this before I send out the file, so it is up to the recipeints to
let me know that there are graphics missing (not good)! Finally, having

to go back in and embed a graphic into a slide that contains custom
animation is VERY painful, time consuming and error-prone.

In other applications (Word, for example), the selection of "Save with
document" is left selected for the whole editing session. This would
certainly be a good start in PowerPoint.

Also, it would be good under "Properties..." to have a "Graphic Status"

table to show the name, page, format and embedded status for all the
graphics in the .ppt file. It would also be nice to be able to change
the status of embedded.

Am I missing some technique that would alleviate this problem? I have
checked with Support, and they have no solution.

For the record, I am working in Office 2004 (11.2.6) on Mac OSX
(10.4.7)

 

[Mickey Stevens]

I believe that if you leave both "Link with file" and "Save with document"
unchecked, the file will be embedded.

 

[Steve Rindsberg]

I believe that if you leave both "Link with file" and "Save with document"
unchecked, the file will be embedded.

Unless it's gone buggy, that's correct.

Here's how it's supposed to work:

Neither checked: graphic is embedded in PPT

Link checked: only the location of the graphic file is stored in PPT; PPT
reimports the file each time you open it (updates the graphic to the most
recent version but takes time and is almost guaranteed to break the links if
the PPT is moved).

Link and Save With both checked: PPT embeds the graphic in the file but when
you open the presentation, it checks the date on both internal graphic and
external file; if the external file is newer, PPT updates the internal copy
with it. This gives the advantages of embedded graphics (links can't break)
and linked graphics (auto updates). You don't get the file size savings you do
with pure links, but in most cases the savings is illusory anyhow ... if you
want to send me a PPT with graphics, they must either be in the PPT or in the
batch of files you send me. <g>



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Steve Rindsberg, PPT MVP
PPT FAQ: www.pptfaq.com
PPTools: www.pptools.com
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