After you convert a presentation to PowerPoint 97 (Windows) or PowerPoint 98 (Macintosh) format, the converted presentation exists only in your computer's memory; the original presentation remains unchanged. To complete the conversion, you need to save the converted presentation in PowerPoint format.

To save a converted presentation in PowerPoint 97 (Windows) or PowerPoint 98 (Macintosh) format

• On the File menu, click Save As, and give the converted presentation a new name.

  This step preserves the original presentation as a backup.

PowerPoint didn't convert my presentation properly The file formats PowerPoint supports are listed in the Files of type box in the Open dialog box (File menu). If your presentation type is not listed, make sure the converter that supports your file format is installed. If none of the PowerPoint converters support your file format, try saving your presentation in a format that PowerPoint can read, such as WMF for Windows or RTF for Windows or Macintosh.

To convert multiple presentations, open several presentations at the same time in the Open dialog box (File menu). PowerPoint converts each presentation you select. When you finish editing the presentations, save each presentation as described earlier.

Saving PowerPoint Presentations in Other File Formats

You can save PowerPoint presentations in other formats that can be read by other applications or by earlier versions of PowerPoint.

To save a PowerPoint presentation in another file format

1. On the File menu, click Save As.
2. In the Save as type box (Windows) or Save file as type box (Macintosh), click the format you want.

Tip   When you save a PowerPoint presentation in another format, use a different file name so that you can keep a copy of the original as a backup.

For a list of the available file formats, see "Using Converters and Graphics Filters" earlier in this chapter.

Tip   End users can also specify the default format in which PowerPoint saves new presentations.

To specify the default format in which to save presentations

1. On the Tools menu, click Options (Windows) or Preferences (Macintosh), and then click the Save tab.
2. In the Save PowerPoint files as box, click the file format you want.

User\PowerPoint\Tools_Options\Save\Default Save

For more information, see "Using Windows System Policies to Customize Office" in Chapter 7, "Customizing and Optimizing Microsoft Office."

Opening and Saving Text Files

To exchange presentations between PowerPoint and an application for which there is no converter, you can save your presentation in a text file format, which most applications can open. To save your formatting, use rich text format (RTF), which converts the formatting to text instructions that other applications (including compatible Microsoft applications) can read. If you do not want to save text formatting or if your application does not support RTF, you can save your presentation as plain text. RTF and plain­text formats do not save the graphic elements of a presentation, however — only the text.

Note   If the graphics in your presentation are more important, you can convert the presentation to a graphics format and then recreate the text. For information about saving presentations in graphics format, see "Opening and Saving Graphics Files" later in this chapter.

To save a PowerPoint presentation in RTF

1. On the File menu, click Save As.
2. In the Save as type box (Windows) or Save file as type box (Macintosh), click Outline/RTF.

PowerPoint can also import text files. If the application you are importing the text from does not support RTF, save the presentation in a plain­text format, and then import the text into PowerPoint as an outline.

To open a text file as an outline in PowerPoint 97 (Windows) or PowerPoint 98 (Macintosh)

1. On the File menu, click Open.
2. In the Files of type box, click All Outlines.
3. In the File name box, select the file you want to convert.

   PowerPoint converts the presentation and opens it.

If the presentation you are importing is in RTF, PowerPoint uses the text formatting instructions to structure the outline. Otherwise, it uses the leading tabs and paragraph marks. For more information about importing outlines as PowerPoint presentations, see "Sharing Information with PowerPoint" in Chapter 27, "Sharing Information with Microsoft Office Applications."

Opening and Saving Graphics Files

If you are sharing presentations with an application for which there is no PowerPoint converter, and you want to preserve the graphic design of your presentation, you can save your presentation in a graphics format. Saving presentations in a graphics format saves each slide in the presentation as a separate graphic image. The text is converted to graphics and cannot be edited as text. However, you can move graphical text elements on the slide, or replace them with editable text.

Note   If the text in your presentation is more important, you can convert the text of the presentation and then re­create the graphics. For information about saving presentations in text format, see "Opening and Saving Text Files" earlier in this chapter.

PowerPoint can save presentations in any of its native graphics formats or in a graphics format for which a graphics filter is installed.

To save a PowerPoint presentation in a graphics format

1. On the File menu, click Save As.
2. In the Save as type box (Windows) or Save file as type box (Macintosh), click the graphics format you want
3. In the File name box, type a name for the file, and then click Save.
4. At the PowerPoint prompt, specify whether you want to export every slide in the presentation or only the current slide.

If you export every slide, PowerPoint saves each slide as a graphics file in a folder with the file name you type. Each slide is named Slidex, where x is the slide number, such as 001, 002, and so on. If you export only the active slide, it is saved in the active folder with the file name you type.

For more information about using export graphics filters, see "Custom Export Formats" in Chapter 38, "Microsoft PowerPoint Architecture."

The graphics format I need does not appear in the list The file types that appear in the Save as type (Windows) or Save file as type (Macintosh) box in the Save As dialog box indicate the file formats for which graphics filters are installed, or which PowerPoint can read directly. If the graphics filters you need are not installed and you are using PowerPoint 97 (Windows), rerun Setup, click Add/Remove, and then select the graphics filters you need. If you are using PowerPoint 98 (Macintosh) and want to import non-native graphics formats, there are several filters you can use on the compact disk (CD) that came with Microsoft Office 98. Copy the filters you need from the CD in the Microsoft Shared Apps:Graphic Filters folder to your hard disk. The next time you start PowerPoint 98, the new filters will be available.

In addition to saving presentations in a variety of graphics formats, PowerPoint 97 and 98 can also open WMF (Windows) or PICT (Macintosh) graphics files as presentations.

To open a graphics file in PowerPoint 97 (Windows) or PowerPoint 98 (Macintosh)

1. On the File menu, click Open.
2. In the Files of type box, click All Files.
3. In the Name box, select the WMF or PICT file you want to convert.

   PowerPoint creates a single­slide presentation based on the Blank Presentation template and inserts the graphics file onto that slide.

Note   If you are recreating a multislide presentation, create a new slide for each graphics file you want to include, and then click Picture (Insert menu) to insert the graphics file onto the slide.

You can edit converted slides in slide view by using the Ungroup command (Draw menu). PowerPoint displays the graphic images as drawing objects so you can edit them.

If the application from which you are importing the presentation does not support WMF (Windows) or PICT (Macintosh) files, save the slides in a graphics format that is native to PowerPoint or for which a graphics import filter is installed. For a list of native graphics formats and graphics filters supported by PowerPoint, see "Using Converters and Graphics Filters" earlier in this chapter.

This section explains how to convert presentations from Harvard Graphics to PowerPoint 97 (Windows). PowerPoint includes converters for the following versions of Harvard Graphics:

• Harvard Graphics 2.3 for DOS
• Harvard Graphics 3.0 for DOS

Note   PowerPoint 97 does not include converters for later versions of Harvard Graphics. If you want to convert these presentations to PowerPoint 97 format, you must first save the presentations in Harvard Graphics 2.3 or 3.0 for DOS.

What happens to my old presentations when I open them in PowerPoint 97?   You can open files created in Harvard Graphics directly in PowerPoint 97. Most data and formatting created in Harvard Graphics are fully supported by PowerPoint 97.

Can I share PowerPoint 97 presentations with users of my old presentation application?   If your workgroup is using Harvard Graphics and PowerPoint 97, users cannot exchange presentations directly between these versions. Instead, PowerPoint 97 users must save presentations as text or graphics files that can be opened by Harvard Graphics users. For more information, see "Opening and Saving Text Files" and "Opening and Saving Graphics Files" earlier in this chapter.

To convert a Harvard Graphics presentation to a PowerPoint presentation, open the presentation. PowerPoint handles the conversion automatically. To complete the conversion, save the presentation in PowerPoint 97 format.

To open a Harvard Graphics presentation in PowerPoint 97 (Windows)

1. On the File menu, click Open.
2. In the Files of type box, click the appropriate Harvard Graphics format.
3. In the Name box, select the name of the presentation.

   PowerPoint converts the Harvard Graphics presentation and opens it.

After you convert a Harvard Graphics presentation to PowerPoint 97, the converted presentation exists only in your computer's memory; the original presentation remains unchanged. To complete the conversion, you need to save the converted presentation in PowerPoint format.

To save a converted Harvard Graphics presentation in PowerPoint 97 (Windows) format

• On the File menu, click Save As, and give the converted presentation a new name.

  This preserves the original Harvard Graphics presentation as a backup.

To convert multiple Harvard Graphics presentations, open several presentations at the same time in the Open dialog box (File menu). PowerPoint converts each presentation you select. When you finish editing the presentations, save each presentation as described earlier.

This section explains how to convert presentations from Lotus Freelance to PowerPoint 97 (Windows). PowerPoint includes converters for the following versions of Lotus Freelance:

• Lotus Freelance 4.0 for DOS
• Freelance Graphics 1.0 – 2.1 for Windows

Note   PowerPoint 97 does not include converters for later versions of Lotus Freelance. If you want to convert these presentations to PowerPoint 97 format, you must first save the presentations in Lotus Freelance 4.0 for DOS or Freelance Graphics 1.0 – 2.1 for Windows.

What happens to my old presentations when I open them in PowerPoint 97?   You can open files created in Lotus Freelance directly in PowerPoint 97. Most data and formatting created in Lotus Freelance are fully supported by PowerPoint 97.

Can I share PowerPoint 97 presentations with users of my old presentation application?   If your workgroup is using Lotus Freelance and PowerPoint 97, users cannot exchange presentations directly between these versions. Instead, PowerPoint 97 users must save presentations as text or graphics files that can be opened by Lotus Freelance users. For more information, see "Opening and Saving Text Files" and "Opening and Saving Graphics Files" earlier in this chapter.

To convert a Lotus Freelance presentation to a PowerPoint presentation, open the presentation. PowerPoint handles the conversion automatically. To complete the conversion, save the presentation in PowerPoint format.

To open a Lotus Freelance presentation in PowerPoint 97 (Windows)

1. On the File menu, click Open.
2. In the Files of type box, click the appropriate Lotus Freelance format.
3. In the Name box, select the name of the presentation.

   PowerPoint converts the Lotus Freelance presentation and opens it.

After you convert a Lotus Freelance presentation to PowerPoint 97, the converted presentation exists only in your computer's memory; the original presentation remains unchanged. To complete the conversion, you need to save the converted presentation in PowerPoint format.

To save a converted Lotus Freelance presentation in PowerPoint 97 (Windows) format

• On the File menu, click Save As, and give the converted presentation a new name.

  This preserves the original Lotus Freelance presentation as a backup.

To convert multiple Lotus Freelance presentations, open several presentations at the same time in the Open dialog box (File menu). PowerPoint converts each presentation you select. When you finish editing the presentations, save each presentation as described in the previous section.

When you convert Lotus Freelance presentations that contain charts or tables, not all of the formatting is preserved in the converted PowerPoint presentation. The following table shows how chart and table features are converted in PowerPoint.

---

When this Lotus Freelance 4.0 feature	Is converted to PowerPoint 97 (Windows) format
Automatic summing of data values in a stacked bar chart	Automatic summing is lost in the conversion. You can add the values manually.
Hidden data sets	Hidden sets are displayed.
Size of chart objects	Size is slightly different, affecting word wrapping and alignment of objects that relate to the chart.
Tables	Tables are text objects. You may see a double line around each cell.
Y­axis highest value	Highest value is the nearest full value higher than the highest data value used.
Y­axis lowest value	Lowest value is zero, unless a particular range is specified in the Lotus Freelance file.
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