Emailing a PowerPoint presentation seems like it should be a simple thing. But all the slide design stock images, video and audio that can make a PowerPoint compelling are the very things that make emailing PowerPoint slideshows so clumsy. Those assets quickly balloon a PowerPoint’s file size, which is where the trouble begins.
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Emailing a PowerPoint – What Could Possibly Go Wrong?
Emailing anything but a basic PowerPoint requires a fair amount of preparation, communication and wizardry. But everything should go as planned so long as the following criteria are met:
- Your recipient has PowerPoint or PowerPoint Viewer
- You properly embedded any audio files in the correct folder
- You properly embedded any video files in the correct folder
- You made sure the file size doesn’t exceed your email service provider limit
- You know what file size your recipient’s email provider will accept
- You ensured your recipient has a matching version of PowerPoint, or the proper compatibility pack
- You didn’t zip the file using self-unzipping executables which can set off alarms on your recipient’s computer
- Your recipient isn’t trying to view the PowerPoint on an iPad
And have you ever emailed your PowerPoint slides and then immediately wish you hadn’t? You forgot to update the pricing on a quote. Or forgot to delete a slide from your last client presentation? Online presentations let you make those changes, even after the slides are emailed. Heck, they even tell you when your recipient views the slides so you know if you still have time to make changes.
Bring on the PowerPoint Email Widgets
I suspect there’s a PowerPoint plug-in, widget, zipper, converter or drop-box out there that tries to resolve the challenge of emailing a large PowerPoint file. To try and compress the file size, while at the same time hoping it looks the way it’s supposed to when it gets to the other side.
You may run into the same kind of problems when looking into how to embed a YouTube video in PowerPoint. It can be done, but usually requires help. An entire industry has emerged designed to try and stretch PowerPoint’s capabilities to match how people use presentations today.
Presentations rarely just sit on a computer waiting to be presented to an audience anymore. People share, email, upload and collaborate presentations. They want to use video and audio, the ability to make presentations available to broad audiences, and view them anywhere, including presenting from an iPad.