How to prepare presentations for posting on the JCSDA website
This page is intended to provide guidance to authors who are
preparing presentations, typically in Microsoft PowerPoint, for
seminars and for posting on the JCSDA website. We hope
to assist you in making a web-friendly and portable presentation file that
can be quickly added to websites and can also be e-mailed without overwhelming
the file-size constraints for file attachments to e-mail.
Requirements for presentation files intended for JCSDA internet posting
- Page numbers - Please page number your presentations. Page numbers make it much easier
for dial-in participants to follow along with seminars and talks.
- File names - Give your presentation a meaningful filename that is as terse as possible and which includes
NO spaces. A perfect file name is: Wilson_RemoteSensing_20071125.ppt, where
"Wilson" is the author's last name; "RemoteSensing" is the topic; and
"20071125" is the date of the presentation. Don't include in your filename words like 'slides', 'presentation',
etc. I'll just end up removing that for brevity.
- File format - For security, the JCSDA webmaster strongly advises
against placing files in a natively editable format like PPT onto public-facing websites.
Instead, we convert them to PDF files before posting them on the site. If you can supply
your presentation files in PDF format, it is much appreciated, provided that you have been
able to get the PDF's file size down to 5MB or less.
- File size - Ideally, your presentation file should be no larger than 5MB
when it is saved as a PDF file. If your original PPT file is very large and you don't know how
to make it any smaller, see the image size reduction technique detailed below. If you don't
have the time or wherewithal to make the file a PDF at the requested file size, send it as a
native PowerPoint file.
- 24-hour lead time - JCSDA strongly encourages authors to send a copy
of their completed presentation slides to the seminar points of contact: JCSDA webmaster 24 hours before
their talk is scheduled to take place. This lead time permits the organizers
and the webmaster to distribute the PDF of your presentation to remote seminar attendees
in advance of your seminar.
Using PowerPoint animation features
Frequently presentation authors use PowerPoint's animation features to overlay one drawing or
text object on top of another dynamically. This looks great running through PowerPoint's
presentation engine, but be advised that creating a PDF from such files will just stack up
all the objects on a page and render them. If you care to prevent this, use separate pages
to simulate animation effects, and then the resulting PDF file won't be illegible.
Reducing the file size of PowerPoint files
presentations developed for seminars contain upwards
of 50 slides and are over 10MB saved as native PPT files. One common cause of very
large file size is that authors embed high resolution images in their
presentations. While desirable for printing, high resolution images aren't
necessary for online presentation and viewing. The following technique
will help you to reduce the file size of images in the version of your
presentation you are sending to JCSDA for placement on the websites. PowerPoint
has a feature that properly reduces the file size and resolution of embedded
images to optimize file size while retaining sufficient image quality
to render nicely on screen.
- Open your presentation in MS PowerPoint.
- Save your presentation to a new file name if you want to keep the original higher resolution
image version separately.
- Display the PowerPoint picture tool bar control panel. To do this,
go to the menu and select View > Toolbars > Picture.
- On the Picture Toolbar
that appears on the screen, select the image compression icon. This icon is
indicated with red arrows on the screen capture at right; it is the 10th icon
from the left on the toolbar, and is an image with tiny arrows pointing inward
all around it.
- In the
Compress Pictures dialogue box (screen capture at right), choose the following settings:
- Apply to all pictures;
- Change resolution to 'web / screen';
- Options: Compress pictures
- Options: Delete cropped areas of pictures
- Click OK to apply the settings. If your file
contains many images that need to be compressed, it
may take several moments for the image compression to be completed.
As soon as the hour glass goes away, SAVE your file.
- Resulting files can be as much as 100 MB smaller than their source, depending on
the original resolution of the embedded images.
Embedded objects from other applications
Many authors use other applications to create images, charts,
maps, and graphs that they then place in their presentation files. How
you embed the images, charts, and graphs from other applications into
PowerPoint can have ENORMOUS impact on the size of the resulting PowerPoint file.
Don't embed graphics into PowerPoint via the clipboard
If you create your charts, graphs, or images in a different application and
then copy the content to the clipboard, go to an open PowerPoint file, and then
paste the graphic directly onto the page with a Paste or <CTRL>-V command,
the resulting files have the potential to be enormous. How big? Sometimes more
than 100 MB. This is a big problem.
Instead of pasting from the clipboard, IMPORT graphic content into PowerPoint
In the program where the graphics
you want to use are created, EXPORT the graphics to a standalone file, either vector or
bitmap as appropriate. Then go to your open PowerPoint document and select Insert > Picture >
From file, and then select your graphic file with the browse tool.
More information on optimizing PowerPoint file size:
- Why are my PowerPoint files so big? What can I do about it? -
This is an excellent article chock full of useful information. It also
discusses adjusting various program defaults in PowerPoint itself to reduce file size bloat.
- Reduce the size of your PowerPoint files -
This Microsoft article summarizes the techniques listed above, and re-explains the settings problems.
Please contact the JCSDA webmaster for
assistance with any of these guidelines and techniques.