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 !

😉

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tip : quickly cut-out part of a picture in OSX

Question :

I have a nice picture I want to use in a presentation, but I don’t want the entire picture, just part of it.

Is there an easy way to cut the desired piece out ?

…even if I don’t have Photoshop ?

Answer :

Even if you don’t have Photoshop, cutting out part of a picture for (re)use in PowerPoint, Keynote, Word, Pages, your website, LinkedIn, FaceBook, etc. is very easy on your Mac :

1- open the picture in Preview app (usually that would only require you to double-click on the picture’s icon)

2- click on the Image-button (Edit button)

3- in the Editing-toolbar that appears, click on the Image-button (Selection button)

4- now the + (Plus sign) appears, so : click on one corner of the part of the picture you want to select and drag to the opposite corner [ you can do this rather ‘roughly’ ]

5- then the selection area appears [ normally a rectangle with dots in the corners and on the middle of the side ] ; drag the dots so, that the selection area exactly fits the part of the picture that you want to take out

6- then press the ‘Copy key-combo’ (CMD + C)

7- now choose “New From Clipboard” from the “File”-menu, or press the ‘New key-combo’ (CMD + N), and you will get a new window with only your ‘cut-out part’ in it

8- if that looks as you envisioned it, choose “Save” from the “File”-menu, or press the ‘Save key-combo’ (CMD + S), and save the cut-out picture as a JPEG or PNG (or TIFF)

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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 !

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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”

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