Sharing Presentations with Previous Versions of PowerPoint

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Sharing Presentations with Previous Versions of PowerPoint

This content is no longer actively maintained. It is provided as is, for anyone who may still be using these technologies, with no warranties or claims of accuracy with regard to the most recent product version or service release.

Some Microsoft PowerPoint 2000 users might have to share presentations with users of PowerPoint 98, PowerPoint 97, or PowerPoint95.

Running macros created in previous versions of PowerPoint

PowerPoint 2000 supports macros that users create in PowerPoint 97 by using Visual Basic for Applications (VBA) version 5.0. PowerPoint 97 macros might not run correctly in all situations because some macros might depend on certain PowerPoint options or settings. For example, a PowerPoint 97 macro that inserts a drawing object does not run correctly when you are in PowerPoint 2000 Slide Sorter view.

If a macro is not able to run, a message appears. Users can look up messages in Visual Basic Help. Start the Visual Basic Editor, and then click Microsoft Visual Basic Help (Help menu).

In most instances, users do not need to make any modifications when upgrading PowerPoint 97 macros. However, when converted macros do not perform correctly in PowerPoint 2000, Online Support can help users troubleshoot compatibility issues. To access Online Support, on the Help menu, click Office on the Web.

PowerPoint 2000 includes Visual Basic for Applications version 6.0. This latest version of VBA provides new features and enhancements such as support for additional ActiveX controls. Users might want to rewrite existing macros, or they might want to create new macros to take advantage of the features in Visual Basic for Applications 6.0. In PowerPoint 2000, users create new macros by recording macros in VBA or writing macros by using the Visual Basic Editor.

Preventing macro viruses

To prevent users from inadvertently downloading macro viruses, PowerPoint displays a message when users open a presentation containing a macro. PowerPoint displays this message by default — regardless of whether the macros in the presentation actually contain a virus.

For additional security, you might want to specify that PowerPoint run only signed macros with digital signatures from trusted sources. A digital signature allows users to confirm that the macro originated from a trusted developer who signed it and that the macro has not been altered.

To set PowerPoint 2000 to run only signed macros

  1. On the Tools menu, point to Macro, and then click Security.

  2. On the Security Level tab, click High.

    When users open presentations, PowerPoint automatically disables any unsigned macros.

System Policy Tip   You can use a system policy to set the security level option in the Security dialog box (Tools menu). In the System Policy Editor, set the Microsoft PowerPoint 2000\Tools|Macro\Security\Security Level policy. For more information about the System Policy Editor, see Using the System Policy Editor.

Sharing templates with previous versions of PowerPoint

PowerPoint 2000 users can exchange templates with users of other versions of PowerPoint. However, the templates included with PowerPoint 2000 take advantage of the new and enhanced features in the application. The unique features in PowerPoint 2000 are lost when a template is saved in a previous format such as PowerPoint 97 format.

When PowerPoint 2000 users open a template or load an add-in that is already installed, macros within the file are automatically enabled.

To display a message when opening an old add-in or template

  1. On the Tools menu, point to Macro, and then click Security.
  2. On the Trusted Sources tab, clear the Trust all installed add-ins and templates check box.

System Policy Tip   You can use a system policy to set the Trust all installed add-ins and templates option in the Security dialog box (Tools menu). In the System Policy Editor, set the Microsoft PowerPoint 2000\Tools|Macro\Security\Trust all installed add-ins and templates policy. For more information about the System Policy Editor, see Using the System Policy Editor.

PowerPoint 2000 includes general, design, and presentation templates. The templates are listed in the New dialog box (File menu), which is on the General, Design Templates, and Presentations tabs.

The templates contain professionally designed formats and color schemes that users can apply to any presentation to give it a unique look. Some templates also contain suggested text for specific subjects and occasions.

By default, Office 2000 Setup installs templates at the following location:

Program Files\Microsoft Office\Templates

Sharing presentations with PowerPoint 97 and PowerPoint 98 users

PowerPoint 2000 users can open presentations created in PowerPoint 98 (Macintosh) and PowerPoint 97 (Windows) — without losing any data and formatting. However, when PowerPoint 98 and PowerPoint 97 users save a PowerPoint 2000 presentation, some data and formatting might be lost. If PowerPoint 2000 users save presentations in the PowerPoint 97-2000 default file format or Web Page format, they can collaborate with PowerPoint 98 and PowerPoint 97 users.

For text formatting to display correctly in presentations saved in Web Page format, users opening the presentations must use cascading style sheets and Microsoft Internet Explorer version 4.0 or later.

System Policy Tip   You can use a system policy to define the default value for the Save as type option in the Save As dialog box (File menu). In the System Policy Editor, set the Microsoft PowerPoint 2000\Tools | Options\Save\Save PowerPoint files as policy. For more information about the System Policy Editor, see Using the System Policy Editor.

Sharing presentations with PowerPoint 95 users

PowerPoint 2000 users can open PowerPoint 95 presentations without losing any data and formatting. PowerPoint 2000 and PowerPoint 95 users can collaborate on presentations by using the following methods:

  • PowerPoint 2000 users can save presentations in the formats that PowerPoint 95 users can open.
  • PowerPoint 95 users can install converters included in the Microsoft Office Converter Pack so that they can open presentations saved in the HTML and PowerPoint 97-2000 formats.
Saving PowerPoint 2000 presentations for PowerPoint 95 users

PowerPoint 2000 users can collaborate with PowerPoint 95 users by saving presentations in the following formats:

  • PowerPoint 95 format saves the presentation in a format that’s native to PowerPoint 95.

    PowerPoint 95 users can open, edit, and save the presentation. However, some data and formatting are lost when PowerPoint 2000 presentations are saved in PowerPoint 95 format.

  • PowerPoint 97-2000 & 95 format saves the presentation in a dual file format.

    The file includes two data streams: one data stream for PowerPoint 97-2000, and another data stream for PowerPoint 95. PowerPoint 95 users can open the presentation, but only PowerPoint 2000 users can edit and save the file. The dual file format also increases the file size, and increases the time it takes to save a file.

  • Web Page format saves the presentation in HTML format.

    PowerPoint 95 users can open the presentation by using a Web browser.

System Policy Tip   You can use a system policy to define the default value for the Save as type option in the Save As dialog box (File menu). In the System Policy Editor, set the Microsoft PowerPoint 2000\Tools | Options\Save\Save PowerPoint files as policy. For more information about the System Policy Editor, see Using the System Policy Editor.

Installing converters for PowerPoint 95 users

PowerPoint 95 users can collaborate on presentations with PowerPoint 2000 users by installing converters included in the Microsoft Office Converter Pack.

The converter pack includes the following converters for PowerPoint 95 users.

  • The Microsoft PowerPoint 97-2000 converter allows PowerPoint 95 users to read (but not edit) presentations saved in PowerPoint 97-2000 format.
  • The HTML converter allows PowerPoint 95 users to open and edit presentations that PowerPoint 2000 users save in Web Page format.

Toolbox   You can install graphics filters from the Microsoft Office Converter Pack. For information about installing these filters, see Microsoft Office Converter Pack.

See also

For more information about the new features in Visual Basic for Applications 6.0, see the Microsoft Office 2000/Visual Basic Programmer’s Guide.

PowerPoint 2000 users can select the default format in which to save new presentations. For more information, see How to Specify the Default Format in Which to Save Files.




Friday, March 5, 1999