Impress Guide

10

Chapter
Printing, e-mailing,
exporting, and saving
slide shows

This PDF is designed to be read onscreen, two pages at atime. If you want to print a copy, your PDF viewer shouldhave an option for printing two pages on one sheet ofpaper, but you may need to start with page 2 to get it toprint facing pages correctly. (Print this cover page
separately.)CopyrightThis document is Copyright © 2007–2010 by its contributors as listed
in the section titled Authors. You may distribute it and/or modify it
under the terms of either the GNU General Public License, version 3 orlater, or the Creative Commons Attribution License, version 3.0 or
later.
All trademarks within this guide belong to their legitimate owners.

Authors
Nicole Cairns
Peter Hillier-Brook
Jean Hollis Weber
Michele Zarri

Feedback
Please direct any comments or suggestions about this document to:authors@documentation.openoffice.org

Publication date and software version
Published 2 November 2010. Based on OpenOffice.org 3.2.1.

You can download
an editable version of this document fromhttp://oooauthors.org/english/userguide3/published/

Contents
Copyright............................................................................................... 2
Introduction........................................................................................... 4
Quick printing........................................................................................ 4
Controlling printing...............................................................................4
Selecting printer options for a presentation.......................................6
Selecting default print options............................................................7
Printing in black and white on a color printer....................................8
Printing a brochure................................................................................ 9
Exporting to PDF...................................................................................9
Quick export to PDF.......................................................................... 10
Controlling PDF content and quality.................................................10
General page of PDF Options dialog box.......................................10
Initial View page of PDF Options dialog box..................................12
User Interface page of PDF Options dialog box.............................12
Links page of PDF Options dialog box...........................................14
Security page of PDF Options dialog box......................................14
Exporting as a Flash file......................................................................16
Exporting as web pages (HTML files)..................................................17
E-mailing a presentation......................................................................21
Digital signing of documents............................................................22
Opening and saving a PowerPoint file..................................................23
Saving an Impress file as a PowerPoint file......................................23
Opening a PowerPoint file in Impress...............................................24

Printing, e-mailing, exporting, and saving slide shows3

Introduction
General information about printing documents from OOo is provided in
the Getting Started guide. This chapter describes some items ofparticular interest to users of Impress.

Quick printing
Click the Print File Directly icon
to send the entire document to
the default printer defined for your computer.

Controlling printing
Impress provides many options for printing a presentation: withmultiple slides on one page, with a single slide per page, with notes, as
an outline, with date and time, with page name, and more.
For more control over printing a presentation, choose File > Print todisplay the Print dialog box.

Figure 1. The Print dialog box
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Printing, e-mailing, exporting, and saving slide showsOn the Print dialog box, you can choose:• Which printer to use (if more than one are installed on yoursystem) and the properties of the printer—for example,
orientation (portrait or landscape), which paper tray to use, andwhat paper size to print on. The properties available depend on
the selected printer; consult the printer’s documentation for
details.
• What content to print: slides, notes, handouts, or outline.
–
Slides prints one slide per page, full page, in landscape.
–Handouts prints the slides in reduced size on the page, from asingle slide up to six slides per page. You can choose how
many slides to print per page, and whether to print themhorizontally (landscape orientation) or vertically (portrait
orientation) on the page.

Notes prints a single slide per page with any notes entered forthat slide in Notes view.
–
Outline prints the title and headings of each slide in outline
format.
• What slides to print, how many copies to print, and in what orderto print them.
–Pages prints the slide numbers you list in the box. Use
hyphens to indicate ranges and commas or semicolons toseparate ranges; for example: 1, 5, 11-14, 34-40.
–
Selection prints selected objects. This choice is available only
when you have selected one or more objects on a slide (inNormal view).
• What items to print. Click the Options button to display the
Printer Options dialog box (Figure 2). Refer to Chapter 8 (Slides,
Notes, and Handouts) for instructions on how to set up the pagefor handouts and notes printing.
–Controlling printing

5Selecting printer options for a presentation
Selections on the Printer Options dialog box (Figure 2) apply to thisprinting of this presentation only. To specify default printing options for
Impress, see “Selecting default print options” on page 7.

Figure 2: Selecting printer options for a presentation
Some items of interest on the Printer Options dialog box include:
Under Quality:• Default prints the presentation in color on a color printer or ingrayscale on a mono printer, including all background colors andimages. If you have used a dark background (which looks goodwhen projected), the slides may not be very readable whenprinted, especially on handouts with small images.
• Grayscale prints in black, white and grayscale on both color andmono printers, and does not print background colors or images.
• Black & white prints in black, white and grayscale and does notprint background colors or images.
Under Print, you can choose additional elements to be printed in thepage margin. If you marked Brochure in the Page options area, theonly available selection in this area is Hidden pages.
• Page name includes the name of the slide. Not available withbrochure printing.

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Printing, e-mailing, exporting, and saving slide shows• Date prints the current date at time of printing. Not available

with brochure printing.
• Time prints the current time. Not available with brochureprinting.
• Hidden pages prints the slides that are marked as hidden in thepresentation.
Under Page options:• Default prints the slides full size.
• Fit to page scales down slides so they fit on the paper in theprinter.
• Tile pages prints several slides on a page, if the slides are smaller
than the paper.
• Brochure is discussed in “Printing a brochure” on page 9.
• Paper tray from printer settings specifies that the paper tray to be
used is the one defined in the printer setup.

Selecting default print options
Selections on the Printer Options dialog box over-ride any default
settings. To specify default settings for printing, use Tools > Options> OpenOffice.org Impress > Print. The page displayed contains thesame choices as the Printer Options dialog box.
Other printer settings are found in Tools > Options >OpenOffice.org > Print, as shown in Figure 3. Use this page to
specify quality settings for printing, and whether to have OOo warn
you if the paper size or orientation of your document does not match
the printer settings.

Controlling printing

7

Figure 3. Print options for OpenOffice.org

Printing in black and white on a color printerYou may wish to print documents in black and white on a color printer,to save expensive color ink or toner or to make handouts of slides withdark backgrounds easier to read. Several choices are available.
To print the current document in black and white or grayscale:1) Click File > Print to open the Print dialog box (Figure 1).
2) Click Properties to open the properties dialog box for the printer.
The available choices vary from one printer to another, but you
should find an option for Color. See your printer’s help or user
manual for more information.
3) The choices for color may include black and white or grayscale.
Choose one of these. Grayscale is best if you have any graphics inthe document. Click OK to confirm your choice and return to thePrint dialog box, then click OK again to print the document.
To set up OOo to print all color text and graphics as grayscale:1) Click Tools > Options > OpenOffice.org > Print to display the
dialog box shown in Figure 3.
2) Select the Convert colors to grayscale checkbox. Click OK tosave the change.

8

Printing, e-mailing, exporting, and saving slide showsTo set up Impress to print all color text as black, and all graphics asgrayscale:1) Click Tools > Options > OpenOffice.org Impress > Print.
2) Under Quality, select the Grayscale or Black & white checkbox.
Click OK to save the change.

Printing a brochure
You can print a presentation with two slides on each side of a sheet ofpaper, arranged so that when the printed pages are folded in half, theslides are in the correct order to form a booklet or brochure.
To print a brochure on a single-sided printer:
1) Click File > Print. In the Print dialog box (Figure 1), click
Properties and be sure the printer is set to the same orientation(portrait or landscape) as specified in the page setup for yourdocument. (Usually the orientation does not matter, but it does forbrochures.)2) Click Options. In the Pages section of the Printer Options dialog
box (Figure 2), choose Brochure and Right pages. Click OK
twice to print the first side of each page.
3) Flip the pages and put them back into the printer, new side up,
and in the correct orientation. You may need to experiment a bit
to find out what the correct arrangement is for your printer.
4) Click File > Print and check Properties to make sure the printersetup is still correct.
5) Click Options again. In the Pages section of the Printer Options
dialog box, choose Brochure and Left page. Click OK twice toprint the second side of each page.
6) If your printer can do double-sided printing, then click on the
checkboxes for both Left and Right along with Brochure.

Exporting to PDF
OpenOffice.org Impress can export presentations to PDF (Portable
Document Format). This industry-standard file format for file viewing isideal for sending the file to someone else to view using Adobe Reader
or other PDF viewers.

Exporting to PDF

9

Quick export to PDF
Click the Export Directly as PDF icon
to export the entire
presentation using the default PDF settings. You are asked to enter the
file name and location for the PDF file, but you do not get a chance tochoose a page range or the print quality.

Controlling PDF content and quality
For more control over the content and quality of the resulting PDF, use
File > Export as PDF. The PDF Options dialog box opens. This dialog
box has five pages, described in this section. Make your selections, andthen click Export. Then you are asked to enter the location and filename of the PDF to be created, and click Save to export the file.

General page of PDF Options dialog box
On the General page (Figure 4), you can choose which pages (slides) toinclude in the PDF, the type of compression to use for images (which
affects the quality of images in the PDF), and other options.
Range section• All: Exports the entire document.
• Pages: To export a range of slides, use the format 3-6 (pages 3 to6). To export single slides, use the format 7;9;11 (slides 7, 9, and11). You can also export a combination of slide ranges and single
slides, by using a format like 3-6;8;10;12.
• Selection: Exports whatever material is selected.
Images section• Lossless compression: Images are stored without any loss ofquality. Tends to make large files when used with photographs.
Recommended for other images.
• JPEG compression: Allows for varying degrees of quality. A
setting of 90% tends to work well with photographs (small filesize, little perceptible loss).
• Reduce image resolution: Lower-DPI (dots per inch) images
have lower quality.
Note

10

EPS images with embedded previews are exported only as
previews. EPS images without embedded previews are exported
as empty placeholders.

Printing, e-mailing, exporting, and saving slide showsFigure 4: General page of PDF Options dialog box
General section• PDF/A-1: PDF/A is an ISO standard established in 2005 for longterm preservation of documents, by embedding all the pieces
necessary for faithful reproduction (such as fonts) whileforbidding other elements (including forms, security, encryption,and tagged PDF). If you select PDF/A-1, the forbidden elements
are greyed-out (not available).
• Tagged PDF: Includes special tags into the corresponding PDF
tags. Some tags that are exported are table of contents,
hyperlinks, and controls. This option can increase file sizes
significantly.
• Create PDF form - Submit format: Choose the format ofsubmitting forms from within the PDF file. This setting overrides
Exporting to PDF

11

the control’s URL property that you set in the document. There is
only one common setting valid for the whole PDF document: PDF(sends the whole document), FDF (sends the control contents),
HTML, and XML. Most often you will choose the PDF format.
• Export bookmarks: Exports slide names as “bookmarks” (a tableof contents list displayed by some PDF readers, including Adobe
Reader).
• Export comments: Despite the name, exports a set of Notes
pages after the set of slides.
• Export automatically inserted blank pages: Not used in
Impress.

Initial View page of PDF Options dialog box
On the Initial View page, you can choose how the PDF opens by default
in a PDF viewer. The selections should be self-explanatory.

Figure 5: Initial View page

User Interface page of PDF Options dialog box
On the User Interface page, you can choose more settings to control
how a PDF viewer displays the file. Some of these choices are
particularly useful when you are creating a PDF to be used as apresentation or a kiosk-type display.

12

Printing, e-mailing, exporting, and saving slide showsFigure 6: User Interface page
Window options section• Resize window to initial page. Causes the PDF viewer window
to resize to fit the first page of the PDF.
• Center window on screen. Causes the PDF viewer window to becentered on the computer screen.
• Open in full screen mode. Causes the PDF viewer to open fullscreen instead of in a smaller window.
• Display document title. Causes the PDF viewer to display the
document’s title in the title bar.
User interface options section• Hide menubar. Causes the PDF viewer to hide the menu bar.
• Hide toolbar. Causes the PDF viewer to hide the toolbar.
• Hide window controls. Causes the PDF viewer to hide otherwindow controls.
Transitions section
Includes Impress slide transition effects as the respective PDF effects.
Bookmarks section
Select how many heading levels are displayed as bookmarks, if Export
bookmarks is selected on the General page.

Exporting to PDF

13

Links page of PDF Options dialog box
On the Links page, you can choose how links are exported to PDF.

Figure 7: Links page of PDF Options dialog box
Export bookmarks as named destinations
If you have defined Writer bookmarks, Impress or Draw slide names,or Calc sheet names, this option exports them as “named
destinations” to which Web pages and PDF documents can link.
Convert document references to PDF targets
If you have defined links to other documents with OpenDocument
extensions (such as .ODT, .ODS, and .ODP), this option converts thefiles names to .PDF in the exported PDF document.
Export URLs relative to file system
If you have defined relative links in a document, this option exports
those links to the PDF.
Cross-document links
Defines the behavior of links clicked in PDF files.

Security page of PDF Options dialog box
PDF export includes options to encrypt the PDF (so it cannot be
opened without a password) and apply some digital rights management(DRM) features.

14

Printing, e-mailing, exporting, and saving slide showsFigure 8: Security page
Note

Permission settings are effective only if the user’s PDF viewer
respects the settings.

• With an open password set, the PDF can only be opened with the

password. Once opened, there are no restrictions on what theuser can do with the document (for example, print, copy, orchange it).
• With a permissions password set, the PDF can be opened byanyone, but its permissions can be restricted. See the options on
Figure 8.
• With both the open password and permission password set, thePDF can only be opened with the correct password, and its
permissions can be restricted.
Figure 9 shows the pop-up dialog box displayed when you click the Set
open password button on the Security page of the PDF Options dialog
box.

Exporting to PDF

15

Figure 9: Setting a password to encrypt a PDF
After you set a password for permissions, the other choices on the
Security page (shown in Figure 8) become available. These selections
should be self-explanatory.

Exporting as a Flash file
Macromedia Flash file format (.SWF) was created to store animation
for web pages. Because almost all browsers play Flash movies (theAdobe Flash Player is available as a free download for those without
Flash-capable browsers), these files can be viewed by just aboutanyone. With OpenOffice.org, you can export your Impress slide show
as a .SWF file. To download the latest Adobe Flash Player for youroperating system, go to:
http://www.adobe.com/products/flashplayer/
Note

Saving in Flash format does not retain animation and slide
transitions.

To export the presentation as a Flash (.SWF) file:
1) Choose File > Export.
2) Select the location where you want the file saved and type a namefor the file.
3) Under File Format, choose Macromedia Flash (SWF) (.swf)
and click Save.

16

Printing, e-mailing, exporting, and saving slide showsExporting as web pages (HTML files)
You can export presentations as a series of web pages that can beviewed in any browser.
Note

Saving as web pages (HTML format) does not retain animationand slide transitions.

1) Select File > Export and choose HTML Document as the filetype.
2) Create a folder for the files, supply a name for the resulting
HTML file, and click Save. The HTML Export Wizard opens.

Note

Depending on the size of your presentation and the number ofgraphics it contains, the HTML export function creates many
HTML, JPG, and GIF files. If you simply save to your desktop (notin a specific folder), these separate HTML and graphics files willbe all over your desktop. So be sure to create a folder to hold all
the files.

3) Choose the design for all of the pages, either from an existing
design or by creating a new one.
If you have not previously saved a design, the Existing Design
choice is not available.

Figure 10: HTML Export – Choose a design

Exporting as web pages (HTML files)

174) Click Next to select the type of web pages to create.

Figure 11: HTML Export – Choose publication type
Standard HTML: one page for each slide, with navigation links
to move from slide to slide.
•
Standard HTML with frames: one page with a navigation baron the left-hand side; uses slide title as navigation links. Clickon links to display pages in right-hand side.
•
Automatic: one page for each slide, with each page set with
the Refresh meta tag so a browser automatically cycles fromone page to the next.
•
WebCast: generates an ASP or Perl application to display theslides. Unfortunately OOo has no direct support for PHP yet.
5) Decide how the images will be saved (PNG, GIF or JPG) and what
resolution to use. When choosing a resolution, consider what the
majority of your viewers might have. If you use a high resolution,then a viewer with a medium-resolution monitor will have toscroll sideways to see the entire slide—probably not desirable.
•

18

Printing, e-mailing, exporting, and saving slide showsFigure 12: HTML Export – Choose graphics type6) If Create title page was chosen in step 4, supply the information
for it on the next page. The title contains an author name, e-mailaddress and home page, along with any additional information
you want to include.
This page of the Wizard does not display if Create title page was
not chosen.

Figure 13: HTML Export – Title page information
7) Choose the navigation button style to use to move from one page
to another. If you do not choose any, OOo will create a text
navigator.

Exporting as web pages (HTML files)

19Figure 14: HTML Export – Choose navigation style8) Select the color scheme for the web pages. Available schemes
include the document’s existing scheme, one based upon browser
colors, and a completely user-defined scheme. You can save a newscheme so that it will appear on the first page of the HTML export
wizard.

Figure 15: HTML Export – Choose color scheme

20

Printing, e-mailing, exporting, and saving slide shows9) Click Create to generate the HTML files. If this is a new design, asmall dialog box pops up. If you might want to reuse this design,
you can give it a name and save it. Otherwise, click Do Not Save.

Figure 16: Naming the design

E-mailing a presentation
OOo provides several ways to quickly and easily send a Writer
document as an e-mail attachment in one of three formats: .ODP
(OpenDocument Presentation, OOo’s default format), .PPT (Microsoft
PowerPoint format), or PDF.
To send the current document in .ODP format:
1) Choose File > Send > Document as E-mail. OpenOffice.org
opens a new e-mail in your default e-mail program. The document
is attached.
2) In your e-mail program, enter the recipient, subject and any text
you want to add, then send the e-mail.
File > Send > E-mail as OpenDocument Presentation has thesame effect.
If you choose E-mail as Microsoft PowerPoint, OOo first creates a.PPT file and then opens your e-mail program with the .PPT fileattached. The .PPT file is not saved on your computer.
Similarly, if you choose E-mail as PDF, OOo first creates a PDF using
your default PDF settings (as when using the Export Directly as PDF
toolbar button) and then opens your e-mail program with the .PDF fileattached. The PDF file is not saved on your computer.
Tip

If you want to keep a copy of the .PPT or .PDF file as well as emailing it to someone, first save or export the presentation into
the required format, then attach it to an e-mail in the usual way.

E-mailing a presentation

21

Digital signing of documents
To sign a document digitally, you need a personal key, the certificate. A
personal key is stored on your computer as a combination of a private
key, which must be kept secret, and a public key, which you add to yourdocuments when you sign them. You can get a certificate from acertification authority, which may be a private company or agovernmental institution.
When you apply a digital signature to a document, a kind of checksum
is computed from the document’s content plus your personal key. The
checksum and your public key are stored together with the document.
When someone later opens the document on any computer with arecent version of OpenOffice.org, the program will compute thechecksum again and compare it with the stored checksum. If both are
the same, the program will signal that you see the original, unchanged
document. In addition, the program can show you the public key
information from the certificate. You can compare the public key withthe public key that is published on the web site of the certificate
authority.
Whenever someone changes something in the document, this change
breaks the digital signature.
On Windows operating systems, the Windows features of validating asignature are used. On Solaris and Linux systems, files that aresupplied by Thunderbird, Mozilla or Firefox are used. For a moredetailed description of how to get and manage a certificate, andsignature validation, see “Using Digital Signatures” in the OOo Help.
To sign a document:
1) Choose File > Digital Signatures.
2) If you have not saved the document since the last change, amessage appears. Click Yes to save the file.
3) After saving, you see the Digital Signatures dialog box. Click Add
to add a public key to the document.
4) In the Select Certificate dialog box, select your certificate andclick OK.
5) You see again the Digital Signatures dialog box, where you can
add more certificates if you want. Click OK to add the public key
to the saved file.
A signed document shows an iconin the status bar. You candouble-click the icon to view the certificate.

22

Printing, e-mailing, exporting, and saving slide shows

Opening and saving a PowerPoint file
OpenOffice.org’s Impress file format is highly compatible with
Microsoft’s PowerPoint format. You can open a PowerPoint
presentation in Impress, edit it, then save it in its original PowerPoint
format or in Impress format. You can also create a new presentation in
Impress and save it as a PowerPoint file.

Saving an Impress file as a PowerPoint file
1) Choose File > Save As from the menu bar.
2) Select the location where you want the PowerPoint file saved andtype a name for the file.
3) Under File type, choose Microsoft PowerPoint 97/2000/XP(.ppt).
4) Click Save. If you have the “Warn when not saving in ODF or
default format” option set in Options > Load/Save > General,the message shown in Figure 17 appears. Click Keep Current
Format to confirm that you want to save the file in Microsoft
PowerPoint format. You can deselect the Ask when not saving in
ODF format checkbox to not show the message again unless you
re-enable it in the Options.

Figure 17: Warning message when saving in
Microsoft PowerPoint format

TIP

Always save your work in Impress OpenDocument format (.odp)
before saving in Microsoft format. Keep the Impress file as yourworking copy: if you need to change the presentation, change itin the Impress version and then save it again as PowerPoint. You
are much less likely to have problems than if you open a filepreviously saved in PowerPoint format, edit it, and save it again.

Opening and saving a PowerPoint file23

Opening a PowerPoint file in Impress
If you receive a file from someone in PowerPoint format and need toedit it in Impress, here is how:1) In OpenOffice.org, choose File > Open from the menu bar.
2) Under File type, choose All files (*.*) or Presentations or
Microsoft PowerPoint 97/2000/XP from the drop-down list.
3) Navigate to the PowerPoint file, select it, and click Open.
The PowerPoint file can now be edited and saved as an Impress file ora PowerPoint file. To save the file as an Impress file, choose
OpenDocument Presentation (.odp) as the File Type.

24

Printing, e-mailing, exporting, and saving slide shows