Using a Dual File Format in PowerPoint

Using a Dual File Format in PowerPoint

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The dual file format is an ideal solution for your organization if you are upgrading gradually to Microsoft PowerPoint 2000. PowerPoint 2000 users can save files in the PowerPoint 97-2000 & 95 dual file format until all PowerPoint 95 users have upgraded to PowerPoint 2000. By using the dual file format, you can ensure that all PowerPoint users have a common file format with which to collaborate on presentations during the transition period.

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.

Saving two file formats in one compound document

When a PowerPoint 2000 user saves a presentation in the PowerPoint 97-2000 & 95 dual file format, the presentation is saved in a single file with two data streams: one data stream for PowerPoint 97-2000, and another data stream for PowerPoint 95. PowerPoint first writes the 95 data stream to the file and then writes the PowerPoint 97-2000 data stream.

When PowerPoint 95 users open a presentation saved in the dual file format, PowerPoint reads only the PowerPoint 95 data stream in the file and disregards the PowerPoint 97-2000 data stream. Consequently, if a PowerPoint 95 user saves the presentation, the PowerPoint 97-2000 data stream is permanently lost, which means that features unique to PowerPoint 2000 are lost.

PowerPoint 95 users can open a PowerPoint 2000 presentation with read/write permission, but they are prompted to open the presentation as a read-only file. To protect a PowerPoint 2000 presentation, and to avoid losing PowerPoint 2000 features, you can require a write password or make the presentation read-only.

Deciding when to use a dual file format

The following examples can help you make the best use of the dual file formats.

• A PowerPoint 2000 user wants to publish a presentation in PowerPoint 97-2000 & 95 format for an audience of PowerPoint 2000 and PowerPoint 95 users. However, the PowerPoint 2000 user does not want any PowerPoint 95 users to modify the presentation.

• The PowerPoint 2000 user can enter a write­reservation password when saving the presentation and then distribute the password only to other PowerPoint 2000 users. This password protection keeps the file available for PowerPoint 95 users, but it prevents them from modifying the file.

• A PowerPoint 2000 user must send a presentation to a PowerPoint 95 user by using a modem.

• The PowerPoint 2000 user can save the presentation in PowerPoint 95 format rather than in a dual file format because a file in PowerPoint 95 format is smaller and is transmitted more quickly.

See also

When you save a PowerPoint 2000 presentation in PowerPoint 95 format, there are conversion limitations. For more information, see Saving Presentations in PowerPoint 95 Format.

If PowerPoint 2000 users save files often in the PowerPoint 97-2000 & 95 dual file format, you can specify the format as the default file format for new presentations. For more information, see How to Specify the Default Format in Which to Save Files.