Copying your slideshow onto a CD or memory stick

Resist the temptation to just drag and drop your PowerPoint file onto another drive, unless you are absolutely sure you didn’t link any files to it (e.g. audio, video, Excel, special fonts).  If you copied your linked files into the folder with your slideshow as you were creating it, you should be able to just drag and drop that entire folder.  If you have a newer version of PowerPoint, there are some tools that make copying it even easier. (Note that if you hyperlinked any files - see hyperlink section - you will need the software your computer uses to play them. These programs won't automatically get copied using any of the techniques below. So if you're presenting on another computer, try to find out in advance if it has the software you need).

In PowerPoint 2003

PowerPoint 2003 allows you to transfer everything with just a few clicks.  Go to >File - Package for CD.  If you are burning to a CD, insert the CD and click on Copy to CD.  If you are copying to a memory stick or floppy disk, insert it, choose Copy to Folder and locate the appropriate drive.  That’s it!  All of your linked files should automatically be included, regardless of whether or not you copied them all into the same folder.  You also get a copy of PowerPoint Viewer, which allows your slideshow to play even on computers that do not have PowerPoint installed.

In PowerPoint 2002

In PowerPoint 2002, you should be able to use the command >File - Pack and Go, but be sure to check the boxes marked Include Linked Files and Embed TrueType Fonts.  This process also gives you the option of downloading the PowerPoint viewer if you don't already have it. 

PowerPoint 2002 zips your files, so you will have to unzip them on the new computer.  This should happen automatically when you click on the folder.  Important note:  Pack and Go apparently does not unpack properly on Mac OS or Linux, so if there is a chance you might run your slideshow from a Mac, don’t use it!  I don’t know whether or not there is a problem switching from Mac to PC, but it’s probably best not to find out.

In any version of PowerPoint

If you have an even older version of PowerPoint or you want to run a PowerPoint 2002 presentation on another platform, you will have to rely on the copying-the-entire-folder method (see the top of this page).  If you do not have the PowerPoint viewer (ppviewer.exe) and might have to present on a computer without PowerPoint, you can download the viewer for free at:  http://www.microsoft.com/downloads/details.aspx?FamilyId=428D5727-43AB-4F24-90B7-A94784AF71A4&displaylang=en.

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