0.4Create, save & open a presentation
The essentials in 30 seconds
- Work in .pptx, distribute in PDF, project as backup via .ppsx.
- Embed fonts if you are presenting on a machine other than yours.
- OneDrive + autosave + version history: the standard safety net.
Spun mini-case — Create, save & open a presentation
Amel creates her first launch presentation, saves it to OneDrive and checks that she can reopen it on another workstation. She must also think about the name of the file, the version and the format to transmit.
Continuation of the common theme: the Blida agri-food SME is preparing its market launch.
1. Create: blank or model, no chance
Blank presentation to learn, business model (.potx) in post: the model imposes theme, mask and fonts, you just have to fill in. Starting from an old file “to save time” imports its dross (doubled masks, exotic fonts).
2. Save: early, often, to OneDrive
Ctrl + S from the first slide (name + OneDrive location), then auto save activated (every 5 min). The .pptx format is the standard; the .pdf is used to distribute (not modifiable). Name “Subject-Date-Version”: “Bilan-2026-v1.pptx”.
3. Open and recover without panicking
Pinned recent files, versions (File → Information → History) to go back, auto recovery after crash. Before sending: Inspect the document (notes, comments, hidden data) and compress the media if the file exceeds 10 MB.
🔎 Concrete example — Concrete example — The clean file ritual
1. New presentation → Save: OneDrive “Bilan-2026-v1.pptx”
2. Check: auto recording every 5 min
3. After 5 slides: File → Information → size + History
4. Distribution: File → Export → PDFReading: .pptx works, .pdf broadcasts.
Lesson: a name with date + version avoids “Bilan-FINAL-v2-bis”.
Section vocabulary
- .pptx
- The standard working format for PowerPoint presentations.
Simple example: Amel mobilizes “.pptx” in preparation for the launch.
What it is not: treat “.pptx” as a detail unrelated to the message.
Reflex: Does this choice make the presentation clearer for the audience?
- .ppsx
- Self-executing slideshow: double-click = immediate projection, without using the editor.
Simple example: Amel mobilizes “.ppsx” in preparation for the launch.
What it is not: treat “.ppsx” as a detail unrelated to the message.
Reflex: Does this choice make the presentation clearer for the audience?
- .potx
- The template format: opening it creates a new presentation based on it (detailed at level 2).
Simple example: Amel mobilizes “.potx” in preparing for the launch.
What it is not: treat “.potx” as a detail unrelated to the message.
Reflex: Does this choice make the presentation clearer for the audience?
- Embed fonts
- Registration option (File → Options → Registration) which embeds your fonts in the file — anti-“superseded fonts” insurance.
Simple example: Amel mobilizes “Incorporating fonts” in preparation for the launch.
What it is not: Treat “Embed Fonts” as a detail unrelated to the message.
Reflex: Does this choice make the presentation clearer for the audience?
- Export to PDF
- File → Export: the frozen media to be distributed after the meeting (without animations).
Simple example: Amel uses “Export to PDF” in preparation for the launch.
What it is not: treat “Export to PDF” as a detail unrelated to the message.
Reflex: Does this choice make the presentation clearer for the audience?
In practice — The Presenter's Survival Kit
- Create a 3-slide presentation from a template (File → New → choose a simple template).
- Save it to OneDrive: “Reunion-test.pptx” — check for automatic saving.
- Enable font embedding: File → Options → Saving → “Embed fonts in file”.
- Export two alternatives: File → Export → PDF, then Save As → type .ppsx. Double-click the .ppsx: direct projection.
Ready-to-Speak Script — Create, Save & Open a Presentation (25 sec)
“Create a presentation, save it (.pptx, PDF), and use the Designer to get started quickly. Concretely, I check this point before projecting: work in .pptx, distribute in PDF, project as a backup via .ppsx. »
Short wording, to be adapted to the audience and the context of the meeting.
Copy and paste template — “Create, save & open a presentation” checklist
CHECKLIST — Create, save & open a presentation
1. Work in .pptx, distribute in PDF, project as a backup via .ppsx.
2. Embed fonts if you are presenting on a machine other than yours.
3. OneDrive + autosave + version history: the standard safety net.
4. The PDF does not retain any animations or videos: it is a document, not a slideshow.
EXPECTED RESULT: Three files, three uses: the working .pptx, the distribution PDF, the backup projection .ppsx.Express version
Apply only the essentials and the first key point, then check the rendering in projection.
Remote
Share the file and check fonts, contrasts and text size before the video conference.
As a team
Lock in the common model and document choices to keep colleagues consistent.
Printed version
Keep the message titles and the text outline; remove animations that are no longer needed.
✓ Best practices
- Save before working (name + OneDrive).
- Name Subject-Date-Version .
- Inspect before sending (notes, metadata).
✗ Common pitfalls
- Starting from an old file full of slag.
- Send the editable .pptx instead of the PDF.
- Skip autosave (crash = tears).
Key takeaways
- Work in .pptx, distribute in PDF, project as backup via .ppsx.
- Embed fonts if you are presenting on a machine other than yours.
- OneDrive + autosave + version history: the standard safety net.
- The PDF does not retain any animations or videos: it is a document, not a slideshow.
48 hour challenge — apply tomorrow
Take the presenter's survival kit from Amel's launch presentation: Create a 3-slide presentation from a template (File → New → choose a simple template).. Time 20 minutes and note what has changed for the audience.
- I can explain and apply: Work in .pptx, distribute in PDF, project as backup via .ppsx.
- I can explain and apply: Embed the fonts if you are presenting on a machine other than yours.
- I can explain and apply: OneDrive + autosave + version history: the standard safety net.
Frequently asked questions
How to reduce the weight of a presentation that is too heavy?
Compress images (select an image → Format → Compress → “Apply to all”), remove unnecessary hidden slides, and compress videos (File → Information → Compress Media).
Can I recover an old version after incorrect handling?
Yes, if the file is on OneDrive: File → Information → Version History → open and restore the desired version.
What format opens directly in projection?