Convert PPT to PDF--including embedded graphics

[Dana]

Hi List. I see a lot of posts here re: converting PPT files to PDF but
none address my problem. I need to convert some PowerPoint files from
PPT version X (or PPT 2000 is available) to PDF. These files contain
graphics that need to be included in the conversion. I've tried to use
the Print to Adobe PDF command in OS X but the resulting PDF file does
not iclude the graphics. Have tried this on WinXP version of PowerPoint
2000 also, but get the same results. Does anyone know if PowerPoint can
create PDF files of slides that contain graphics? Or do I need a
special converter?

 

[Michael Koerner]

You could start here.

How can I make Acrobat PDFs from PowerPoint?
http://www.rdpslides.com/pptfaq/FAQ00517.htm

If that does not work, then try here

New: PowerPoint to PDF Conversion Tool
http://www.rdpslides.com/pptfaq/FAQ00312.htm


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Michael Koerner [MS PPT MVP]


| Hi List. I see a lot of posts here re: converting PPT files to PDF but
| none address my problem. I need to convert some PowerPoint files from
| PPT version X (or PPT 2000 is available) to PDF. These files contain
| graphics that need to be included in the conversion. I've tried to use
| the Print to Adobe PDF command in OS X but the resulting PDF file does
| not iclude the graphics. Have tried this on WinXP version of PowerPoint
| 2000 also, but get the same results. Does anyone know if PowerPoint can
| create PDF files of slides that contain graphics? Or do I need a
| special converter?
|

 

[Steve Rindsberg]

Hi List. I see a lot of posts here re: converting PPT files to PDF but
none address my problem. I need to convert some PowerPoint files from
PPT version X (or PPT 2000 is available) to PDF. These files contain
graphics that need to be included in the conversion. I've tried to use
the Print to Adobe PDF command in OS X but the resulting PDF file does
not iclude the graphics. Have tried this on WinXP version of PowerPoint
2000 also, but get the same results. Does anyone know if PowerPoint can
create PDF files of slides that contain graphics? Or do I need a
special converter?

Most methods of making PDFs from PowerPoint can and do include graphics.
It sounds as though perhaps the graphics themselves are having problems.

Can you print the same slides to *any* printer?

What happens if you ungroup the graphics before printing (using a COPY of your
real presentation)?

 

[Dana]

Not sure what you mean by ungrouping the graphics but....I can make
PowerPoint keep these graphics (GIF files) in the resulting PDF file by
using the Print...Save as PDF function. If I change the Copies & Pages
to button on the Print screen to Microsoft PowerPoint and then change
any of the Output functions, the resulting PDF file does not contain
the embedded graphics. Unfortunately, I do need to change the output
info.....Is this a bug?

 

[Steve Rindsberg]

Not sure what you mean by ungrouping the graphics but....

Some types of graphics can be ungrouped ... broken into the rectangles, circles
and other components that make them up. But since you're using GIFs, this
isn't applicable. "Bitmap" or "raster" graphics like GIF, BMP, PNG, JPG etc
can't be ungrouped.

I can make
PowerPoint keep these graphics (GIF files) in the resulting PDF file by
using the Print...Save as PDF function.

If I change the Copies & Pages
to button on the Print screen to Microsoft PowerPoint and then change
any of the Output functions, the resulting PDF file does not contain
the embedded graphics. Unfortunately, I do need to change the output
info.....Is this a bug?

What specific changes are you making?

 

[Dana]

Some types of graphics can be ungrouped ... broken into the rectangles, circles
and other components that make them up. But since you're using GIFs, this
isn't applicable. "Bitmap" or "raster" graphics like GIF, BMP, PNG, JPG etc
can't be ungrouped.



What specific changes are you making?

Under the Print menu, change the Copies & Pages to MS PowerPoint, I am
trying to change the Print What: from slides to Handouts (3 up) and
change the Output: to grayscale the PPT file. I have discovered today
if I try to change from slides to Handouts it will place the graphics
(why it did not hold the graphics for this last week I don't know...but
today (Post Turkey day??) it does place the graphics. If I try to
grayscale the PPT the graphics (colored) will not be placed in the PDF
file.

 

[Steve Rindsberg]

So ... short version:

You opt to print handouts in grayscale and the GIF graphics don't appear when you
print to PDF.

Go to Slide View and choose View, Grayscale.
What happens to the GIFs then?

 

[Dana]

The GIFs are not present when changing the Slide View to Grayscale.
Does PowerPoint have the ability to grayscale embedded graphics?

 

[Steve Rindsberg]

The GIFs are not present when changing the Slide View to Grayscale.
Does PowerPoint have the ability to grayscale embedded graphics?

Yes, so try this:

While in Grayscale view, press the tab key until you get selection handles
where the GIF is supposed to be.

Right click and choose Grayscale Setting

Try the different options on the flyout menu to see if one makes for a better
printout.

 

[Dana]

Thanks....tried that but the graphic is evidently not placed in a
container since I can tab around and only see the highlighted
containers that the text is sitting in.....even in Normal View.

 

[Steve Rindsberg]

Thanks....tried that but the graphic is evidently not placed in a
container since I can tab around and only see the highlighted
containers that the text is sitting in.....even in Normal View.

Check the masters, then .... View, Master, Slide Master (and Title master, etc)

 

[Dana]

Checked View, Master, Notes Master in order to find a container that
shows the graphic and when grayscale is selected, the graphic
disappears from view. Looks like the best way to handle this project is
to go ahead and create the PDFs in color and then grayscale the PDFs.
There doesn't appear to be any way to convert to grayscale and keep the
graphic from within PowerPoint. Thanks for the help.

 

[Steve Rindsberg]

Checked View, Master, Notes Master in order to find a container that
shows the graphic and when grayscale is selected, the graphic
disappears from view. Looks like the best way to handle this project is
to go ahead and create the PDFs in color and then grayscale the PDFs.
There doesn't appear to be any way to convert to grayscale and keep the
graphic from within PowerPoint. Thanks for the help.

No problem, but if you'd like to take it one more step, I'd be happy to look at
an abbreviated version of the file, maybe just a slide or two that demonstrates
the problem. You can email to steve at-sign pptools dot com

In the body of the email, remind me of the specifics; I tend to look askance
at files sent w/o a formal introduction. ;-)

 

[Steve Rindsberg]

Resolution ... Dana sent me the file, so I could sort out what's going on with
it. A copy of my email back, in case anyone else is following the story:

Hi Dana ...

We have a bingo. Thanks for sending the file.

By default, PPT always omits the background when it prints in grayscale/bw
These slides have individually assigned images as backgrounds, so PPT makes
them disappear in grayscale view.

To fix it, you'll need to be in B/W view.
Then Rightclick (or CTL+Click on Mac) in the gray area surrounding the slide.
Choose Grayscale Settings
Choose Automatic (or one of the other options)

The background will now appear.

It seems that if you do this on the first two slides, the rest will follow
along; apparently the b/g was assigned on the masters, but changing the b/g
grayscale setting on a single slide changes the master too. Not what I'd have
expected, but since it saves so much extra clickyclicky, we'll take it as a
gift. ;-)

===================

One add'l thing, Dana: I don't think most Windows users (and this is mainly a
Windows-bunch here, unlike Public.Mac.Office.PowerPoint) can open StuffIt
archives. Best to check first or just send the PPT as-is. They're already
compressed, so they don't squash down much further anyhow. Lucky for us I have
an iBooklet. <g>

 

[Dana]

Steve...Sorry bout the Stuff-It, but Stuff-It 9 exists for Windows and
I feel it blows the socks off from WinZip...Check it out, you may be
impressed
BTW, you said I would need to be in B/W view to fix this issue and I
tried but can't find the B/W view, would you refresh my memory on
getting there? Muchly appreciated, Thanks again for your help.

 

[Steve Rindsberg]

Steve...Sorry bout the Stuff-It, but Stuff-It 9 exists for Windows and
I feel it blows the socks off from WinZip...Check it out, you may be
impressed

Yep, there've been versions for Windows for quite a while. I've even bought
several of them at one time or another. Problem is, on the Windows side, it's
sort of a Write-Only format. Not much use if nobody else can read it.

I used to use it so I could open Mac files but usually found that having done
that, I still needed to move them to the Mac to work with them. Might as well
just move the SITs to the Mac and unravel them there in the first place. ;-)

BTW, you said I would need to be in B/W view to fix this issue and I
tried but can't find the B/W view, would you refresh my memory on
getting there? Muchly appreciated, Thanks again for your help.

On the Mac (at least in PPT X) it's View, Grayscale.
In PPT2000, it's View, Black and White
In PPT2002+, it's View, Color/Grayscale, then pick the one you want