fixed : PowerPoint presentation too large for eMail

Question :

I just made a beautiful PowerPoint presentation which I want to eMail to my friend. When I tried to eMail it, that seemed to work okay at first, but a few moments later I got an error message saying that the eMail could not be sent.

How can I fix this ?

 

Answer :

eMail providers have set a limit to the attachments’ file size per eMail to prevent cluttering the eMail traffic and flooding the recipient’s eMail inbox. For most providers this limit is set to about 5MB of attached files per eMail message. Some providers have expanded this limit to 10MB, and providers like Gmail, Hotmail and Yahoo! even allow you to attach up to 25MB of files to each eMail.

But if your PowerPoint presentation is even larger than 25MB (which might easily occur if you have done your best to make it a beautiful presentation), you will probably do the recipient  a pleasure if you send a smaller file, especially if they are planning on viewing it on a mobile device. The easiest way to ‘shrink’ the size of a presentation is to convert it into a PDF-file. (a PDF-file is even more versatile than a PowerPoint-presentation, as it also can be viewed by people that don’t have PowerPoint software installed)

To convert your PowerPoint-presentation into a PDF-file, do this :

In MacOSX :

– open your presentation in PowerPoint

– then go to “File” in the upper menu bar and select “Print” from the pulldown menu that appears

– in the “Print” menu that appears, adjust everything as desired, then click on the “PDF” button (bottom left)

– in the pulldown menu that appears, choose “Mail PDF” and a new eMail message will be made for you including your Presentation as an attachment

…or you can choose “Save as PDF…” to first save the PDF-version of your presentation to your Mac so you can attach it to any eMail later on

Note : the above procedure also works in other OSX programs like Word, Excel, Pages, Numbers, Keynote, etc.

For Windows users, the general idea is similar but slightly different :

http://office.microsoft.com/en-001/powerpoint-help/save-as-pdf-HA010064992.aspx

If the standard conversion of your PowerPoint into a PDF still turns up with a PDF-file that is too large to eMail, you can adjust the conversion settings, as described here :

How to create even smaller PDFs in OSX

You might also want to try the “Reduce File Size” that is in the “File”-tab of each Office 2011 application (so in Word, PowerPoint and Excel). This option will only reduce the size of the pictures inside the document. The smallest this option can reduce to is 96ppi a.k.a. “Best for sending in e-mail”. This is an interesting option, but converting to PDF usually leads to even more file size reduction.

And if the recipient insists on getting the original PowerPoint-file, you could do as a lot of professionals do, and send your presentation trough the FREE WeTransfer service :

http://www.wetransfer.com

that’s it !

enjoy !

😉

Donate Button (MacManusNL)

tip : get Keynote, Pages & Numbers for FREE with OSX 10.9 Mavericks

Question :

I heard that you can get the new versions of Keynote, Pages and Numbers for FREE when you upgrade to OSX 10.9 Mavericks.

Is that true ? And how do I get them ?

Answer :

Yes, it’s true !

But… there is a tricky part in this… BEWARE !

This can ONLY be done BEFORE you upgrade to OSX 10.9 Mavericks, as it is a (deliberate) loophole in the OSX 10.9 Mavericks upgrade process :

Apple is shifting all installations of it’s software to the Mac App Store, and the OSX 10.9 Mavericks installer therefore checks for all previous versions of Apple app’s that you have installed on OSX 10.8 Mountain Lion…

all versions of Keynote, Pages, Numbers and Aperture (!) will be ‘upgraded’ to the latest Mac App Store versions of the same apps.

note : even trail-versions and illegally copied versions will be ‘upgraded’ to full legal versions for FREE !

So, get an old version of the iWork apps (and/or Aperture) installed before you upgrade to OSX 10.9 Mavericks, and you get the new versions for FREE.

Enjoy !

Donate Button (MacManusNL)

fixed : change the Currency-format of only a few cells in Numbers (from iWork)

Question :

I’m using the Apple Numbers spreadsheet-app (from iWork) and I want to use multiple currencies in one spreadsheet (US dollars, GB pounds and Euros). I tried “Create / Change Custom Cell Format” from the “Format”-menu, but there the currency is set to default to my local currency (Euros) and I can’t change it…

This must be possible, right ?

But, how do I do it ?

Answer :

The trick is you should change the currency format of a (group of) cell(s) in the “Inspector”…

Here’s how to :

– in Numbers, select the cell or cells of which you want to change the currency

– then click on the “Inspector” (info-sign shaped button on the right of the upper bar of the spreadsheet-window)

– in the “Cells”-window that opens, choose the tab marked “42” (*)

– there, under “Cell Format” you should change the default “Automatic” to “Currency” and choose the one you want to use

That’s it !

😉

(*) this is probably a subtile reference to “The Hitchhikers Guid To The Galaxy (H2G2)”, where 42 turns out to be the answer to “the ultimate question of life, the universe and everything”

Donate Button (all)

fixed : copy Conditional Formatting to other cells in Numbers 2.2 (iWork ’09)

Question :

I’m using iWork’09, and when using Numbers I want to color the cells according to the value that’s in it. So for instance if the number in the cell is smaller than 10, I would like the cell’s background color to be yellow, if it’s in between 10 and 20 I would like it to be orange, and when it’s over 20 I would like it to be red.

I figured out how to do that using Conditional Formatting, and I even found out that I can select a complete row or column of cells to set their Conditional Formatting all at once, but… I’ve now created an entirely new column, and I want to copy the ‘old’ Conditional Formatting to those ‘new’ cells also…

How do I do that ?

 

Answer :

The answer is actually very straight forward, but it’s just that the naming for this may be a little confusing in Numbers… what you are looking for is ‘Copy Style’…

To set Conditional Formatting to a range of cells, just select them all, and go to Format –> Show Conditional Format Rules ; there you can set a formatting rule for each background color you would like to appear.

Then, to copy those Conditional Format Rules to other/new cells, select one of the cells that already has the Conditional Format Rules applied, and go to Format –> Copy Style

Then, select the (new) cells you want to give those same Conditional Format Rules to also, and go to Format –> Paste Style

That’s it… it really is that simple…