PowerPoint (PPT) Presentation is one of the most popular file formats. It’s an effective way to present or deliver a presentation for clients, department meetings, and even a company-wide gathering. But, did you know that you can convert your PowerPoint presentation into a PDF format? Here are some things that you need to know.
Benefits of using a PDF format instead of PPT
The practice of converting ppt to pdf is starting to become a trend in the event and business industry. Because many people are looking for a more permanent method to save their files. As you may know, using PDF reduces the risks of many technical difficulties such as file format incompatibility or unavailability of MS Powerpoint software or any related software on a different computer. Take a look at some of these benefits:
Decrease the file size
The majority of presentations are image-based. It means that there are only a few texts used in the file and more images, such as photos, tables, and graphs. Because of this, there is a high chance that the file size of the ppt file will be large. Thus, it may be difficult for you to send this file via email. A regular email server such as Yahoo or Gmail only allows a maximum of 25MB for file attachment. By using a PDF format, your file size will decrease.
Keep the formatting
This can be a major benefit in making sure that your presentation will keep its format and structure. As you may know, MS Powerpoint is not the only software that can be used for presentations. You also have WPS and Google Slides. Because of this, there is a high chance that the formatting and animations may be affected. Try creating a presentation slide using MS Powerpoint then try opening it through WPS on a different computer. You’re sure to see some difference in the overall appearance. To ensure that the structure of your presentation will be intact, it’s better to save or convert it to PDF.
Files cannot be edited
Another feature of PDF is its permanence, where the content of your file will no longer be editable once you convert it. This can be good practice for presentations that need to be shared as part of communications or for confidential files that need to be archived. For instance, if you are creating a presentation for your monthly business report and only one computer will be used in the meeting. Instead of sending the PowerPoint presentation file, it’s better if you will convert it first to PDF to make sure that there will be no changes in your report.
When do you need to convert from PPT to file?
Just like any other file format, it depends on your need. For example, if you need a presentation for lectures and events, you probably want to keep it as PPT so you can maximize the Animation feature of the presentation. Animations play a big role when presenting slide shows to a live audience.
On the other hand, if you are using PowerPoint to create a comprehensive reporting that will only be viewed via email or with only a few people, you might want to convert it to PDF. Through this, it will be easier for you to send it via email or print it.
How to convert from PPT to PDF?
There are three different ways for you to convert a file: through an online platform, through a downloadable file converter, and MS Powerpoint or WPS saving option. The first two options can be your best choice if you don’t have an MS Powerpoint or any related software installed on your computer.
Online PDF converter
There are numerous online converting platforms that you can use. Some are free while some are paid. One of which is PDFBear. It’s a plug-and-play online tool where you need to upload the PPT file that you want to convert, and it will be done swiftly. Once it’s downloaded, you can save the converted file on your computer. It is also free to use!
Downloadable File Converter
Another option is for you to download software that allows you to convert any file to any other format you desire. Just like the online platform, some can be used for free, but the majority is a paid software. You can do the conversion using your computer. All you need to do is to open the software, select the file, and process the conversion. The only downside to this is that it can only be accessed on the computer where you installed it.
Manual saving as PDF
If you have it installed, MS Powerpoint and WPS have a way to save a file directly as a PDF. Just click on the File menu, select Save As, and select PDF on the file format. It’s the easiest way to do it.
There are pros and cons for not converting a PPT to a PDF format and vice versa. However, the necessity to do so will depend on the purpose of your file. Once you have identified its purpose, it will be easier for you to decide whether to use a PPT or a PDF.