Impress Guide 7.3
Chapter 10,
Saving Slide Shows, Printing, Emailing, and Exporting
This document is Copyright © 2022 by the LibreOffice Documentation Team. Contributors are listed below. This document maybe distributed and/or modified under the terms of either the GNU General Public License (https://www.gnu.org/licenses/gpl.html), version 3 or later, or the Creative Commons Attribution License (https://creativecommons.org/licenses/by/4.0/), version 4.0 or later.
All trademarks within this guide belong to their legitimate owners.
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Peter Schofield |
Kees Kriek |
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Peter Schofield |
Michele Zarri |
Jean Hollis Weber |
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Elliot Turner |
Vasudev Narayanan |
Rachel Kartch |
Please direct any comments or suggestions about this document to the Documentation Team’s mailing list: documentation@global.libreoffice.org
Note
Everything sent to a mailing list, including email addresses and any other personal information that is written in the message, is publicly archived and cannot be deleted.
Published May 2022. Based on LibreOffice 7.3 Community.
Other versions of LibreOffice may differ in appearance and functionality.
Some keystrokes and menu items are different on macOS from those used in Windows and Linux. The table below gives some common substitutions for the instructions in this document. For a detailed list, see the application Help.
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Windows or Linux |
macOS equivalent |
Effect |
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Tools > Options on Menu bar |
LibreOffice > Preferences on Menu bar |
Access to setup options |
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Right-click |
Ctrl+click and/or right-click depending on computer setup |
Opens a context menu |
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Ctrl or Control |
⌘ and/or Cmd or Command |
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Alt |
⌥ and/or Alt or Option |
Used with other keys |
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F11 |
⌘+T |
Open the Styles deck in the Sidebar |
Slide shows created in Impress are, by default, saved in the Open Document Presentation (ODP) format. However, Impress can open and save a slide show in other widely used and recognized presentation formats.
1) Create a new slide show. For more information, see Chapter 1, Introducing Impress and Chapter 9, Slide Shows and Photo Albums.
2) Save the new slide show using one of the following methods to open a file browser window (Figure 1).
Click on Save on the Standard toolbar.
Go to File > Save on the Menu bar.
3) Navigate to the folder where the slide show is to be saved.
4) Enter a filename in the File name, Name, or Save as text box, depending on computer operating system.
5) Select a file format from the drop-down list at the bottom of the file browser window. By default, the file format is ODF Presentation (.odp).
6) Click on Save to save the slide show and close the file browser window.
Figure 1: File browser for saving new slide show
Figure 2: Confirm File Format dialog
Note
If the slide show is not being saved in the ODP presentation format, a Confirm File Format dialog (Figure 2) opens asking confirmation of the file format selected.
1) Open a slide show in Impress and make all the required changes. Impress opens slide shows that have been saved in a presentation format that Impress recognizes.
2) Save the slide show in ODP format using one of the following methods:
Click on Save on the Standard toolbar.
Go to File > Save on the Menu bar.
1) Open a slide show in Impress and make all the required changes. Impress opens slide shows that have been saved in a presentation format that Impress recognizes.
2) Save the slide show in a presentation format that Impress recognizes, use one of the following methods:
Click the triangle ▼ to the right of Save on the Standard toolbar and select Save As from the drop-down menu.
Go to File > Save As on the Menu bar.
3) In the file browser window that opens, navigate to the folder where the slide show is to be saved.
4) Enter a filename in the Name text box.
5) Select a presentation file format from the drop-down list at the bottom of the file browser window. By default, the file format is ODF Presentation (.odp).
6) Click on Save to save the slide show and close the file browser window.
To quickly print a document or presentation, click on Print Directly on the Standard toolbar (Figure 3) to send the entire document to the default printer that is defined for the computer.
Figure 3: Standard toolbar with Print Directly installed
If Print Directly is not visible on the Standard toolbar, it can be added as follows:
1) Right-click in an empty area on the Standard toolbar and select Visible Buttons from the context menu.
2) Select Print Directly from the list of available tools and the Print Directly tool is added to the Standard toolbar.
Note
The action of Print Directly can be changed by sending a document to the printer defined for the document instead of the default printer defined for the computer. Go to Tools > Options > Load/Save > General (macOS LibreOffice > Preferences > Load/Save > General) on the Menu bar and select the option Load printer settings with the document.
To specify the default printer, go to File > Printer Setup on the Menu bar to open the Printer Setup dialog. An example of a Printer Setup dialog is shown in Figure 4.
1) Select the required printer from the printers listed in the Name drop-down list.
2) Click on Properties to open the Properties dialog for the selected printer and select the required options from those available in the dialog. The options available in this dialog depends on the type of printer connected to the computer and the computer operating system being used.
3) Click OK to save the selected options and close the Properties dialog.
4) Click OK to save the printer selection and close the Printer Setup dialog.
Figure 4: Example of a Printer Setup dialog
For more control over printing, open and use the Print dialog using one of the following methods. Due to different computer setups and operating systems, the print dialog that opens may differ from the dialogs shown in this user guide. However, the printing options available for LibreOffice remain the same.
Go to File > Print on the Menu bar.
Click on Print on the Standard toolbar.
Note
The options selected in the Print dialog only apply to the printing of the current document that is open in Impress. To specify default print settings for LibreOffice, go to Tools > Options > LibreOffice > Print (macOS LibreOffice > Preferences > LibreOffice > Print) on the Menu bar to open the Options LibreOffice Print dialog.
Note
Any print options selected with the Print dialog when printing from Impress overrides the default printer settings that have been set using Tools > Options > LibreOffice > Print (macOS LibreOffice > Preferences > LibreOffice > Print) and Tools > Options > LibreOffice Impress > Print (macOS LibreOffice > Preferences > LibreOffice Impress > Print).
Note
Due to different computer setups and different operating systems, the print dialog that opens may differ from the dialogs displayed in this chapter. However, the printing options available for LibreOffice remain the same.
The following general options are an example of what may be available on the General page of the Print dialog (Figure 5).
Printer –– select the printer to use from the printers available in the drop-down list.
Properties –– click on this button to open the properties dialog for the printer being used. The options available in this dialog depends on the type of printer connected to the computer and the computer operating system being used.
Range and Copies –– select from the following options:
All Slides –– prints all the slides in the presentation.
Selection –– prints the slides selected in LibreOffice Impress.
Slides –– select the page number(s) to print. For multiple pages, use the format 1, 3, 7 or 1 – 5, 7, 9 for page number selection.
Include –– select from the drop-down list Odd and Even Pages, Odd Pages, or Even Pages.
More > Paper sides –– select from the drop-down list Print on one side (simplex), Print on both sides (duplex long edge), or Print on both sides (duplex short edge).
Figure 5: Print dialog - General page
More > Number of copies –– enter number of printed copies required for the document.
More > Collate –– collates multiple printed copies into separate documents.
More > Order –– select from Create separate print jobs for collated output (only available when more than one copy is being printed) or Print in reverse order.
Page Layout –– select from the following options:
Paper size –– select the paper size to use from drop-down list
Orientation –– select from the drop-down list Automatic, Portrait or Landscape.
More > Pages per sheet –– select from the drop-down list how many pages are printed on one sheet of paper.
More > Order –– select from the drop-down list the printing order of multiple pages on one sheet of paper.
More > Draw a border around each page –– when multiple slides are printed on one sheet of paper, a border is drawn around each slide.
More > Brochure –– prints the document so the pages can be folded into a brochure or booklet.
Figure 6: Print dialog - LibreOffice Impress page
The following options are available on the LibreOffice Impress page of the Print dialog (Figure 6) where settings are defined specific to the current document type:
Contents – when selected prints Slide name, Date and time on the slides and any Hidden pages in the presentation.
Color – prints the presentation in Original colors, Grayscale, or Black & white.
Size – print the presentation using one of the following options:
Original size –– prints the slide using its original size.
Fit to printable page –– the presentation size is changed so that it fits on the paper size used for printing.
Distribute on multiple sheets of paper –– used if the slides are too large for the paper size being used.
Tile sheet of paper with repeated slides –– used to print several slides of a presentation on a sheet of paper.
By default, when the Print dialog opens, the page for LibreOffice Impress printing options is already selected, as shown in Figure 7.
Figure 7: Print dialog – macOS - LibreOffice Impress options
Printer –– select the printer to be used from the drop-down list. If the default printer is being used, then this printer will already be selected.
Presets –– select from the drop-down list a printing preset. The presets available depend on the type of printer connected to the computer. This also includes any custom presets that have been created.
Copies –– enter the number of copies to be printed.
Black & White –– select this option to print the presentation in monochrome if the printer selected is capable of color printing.
Two-Sided –– select this option to print the presentation double sided if the printer selected is capable of double sided printing.
Pages > All –– prints all the pages in the document.
Pages > From: to: –– select the page number(s) to print. For multiple pages, use the format 1, 3, 7 or 1 – 5, 7, 9 for page number selection.
Print selection only –– only prints the selected area(s) or object(s) in the current drawing.
Document –– select the type of document to print from the drop-down list: Slides; Handouts; Notes; Outline.
Slides per page –– only available when Handouts is selected as the document type. Select from the drop-down list either According to layout, or the number of slides per page.
Order –– only available when Handouts is selected as the document type. Select from the drop-down list either Left to right, then down or Top to bottom, then right.
Figure 8: Print dialog – macOS - LibreOffice Impress More options
Contents –– when selected prints Slide name, Date and time on the slides and any Hidden pages in the presentation.
Color – prints the presentation in Original colors, Grayscale, or Black & white.
To access more printing options in LibreOffice Impress, click on More to open the second page of LibreOffice Impress options, as shown by the example in Figure 8.
Size –– print the presentation using one of the following options:
Original size –– prints the slides using the original size.
Fit to printable page –– the slide size is changed so that it fits on the paper size used for printing.
Distribute on multiple sheets of paper –– used if the slides are too large for the paper size being used.
Tile sheet of paper with repeated slides –– used to print multiple copies of a slide on a page.
Brochure –– when selected, prints the document so the pages can be folded into a brochure or booklet.
Include — select which pages to print from the drop-down list: All pages; Front sides/right pages; Back sides/left pages. Only available when Brochure is selected.
Use only paper tray from printer preferences — when selected, the printer tray selected on the printer overrides the selected tray in the printer properties on the computer.
All Slides — all the slides in the slide show are printed.
Slides: — enter the slide number(s) in the text box that are to be printed. For multiple slides, use the format 1, 3, 7 or 1 – 5, 7, 9 for slide number selection.
Selection — prints the slides selected in LibreOffice Impress in the Slides pane.
Click on the LibreOffice drop-down list to select the general printing. The following options are an example only.
Media & Quality
Feed from –– select from the drop-down list the paper tray to use if the printer has more than one paper tray.
Media Type –– select from the drop-down list the paper type that has been loaded into the paper tray being used, for example Envelope, Photo, Plain Paper.
Quality –– select the level of printing quality required.
Layout
Pages per sheet –– select from the drop-down list how many slides are printed on one sheet of paper.
Layout Direction –– select the printing order of multiple slides on one sheet of paper.
Border –– when multiple slides are printed on one sheet of paper, a border is drawn around each slide.
Two-Sided –– select from the drop-down list how a multi-page document is going to be bound: Off; Long-Edge binding; Short-Edge binding, Booklet.
Reverse page orientation –– if LibreOffice prints the slides in the wrong order, select this option and print the document again.
Flip horizontally –– if LibreOffice prints the pages in the wrong orientation, select this option and print the document again.
Paper Handling
Collate pages –– when selected collates multiple printed copies into separate documents.
Pages to Print –– select which slides in the document to print from the drop-down list: All pages; Odd only; Even only.
Page Order –– select the page printing order from the drop-down list: Automatic; Normal; Reverse.
Scale to fit paper size –– adjusts the printed slide to fit the paper size.
Destination Paper Size –– select a paper size from the options available in the drop‑down list. Only available if Scale to fit paper size has been selected.
Cover Page –– provides options of when to print a cover page and the type of of cover page.
Watermark –– provides options to print watermark text on the slides, for example Confidential if the presentation is of a sensitive nature.
The following printing instructions are examples only. Actual method of printing may differ from these examples as this depends on computer operating system, computer setup, and the printer being used. For more information on printing, see the Writer Guide.
Figure 9: Example dialog for printer properties
The following printing procedure is an example only. Actual printing procedure does depend on computer operating system and how the computer has been setup.
1) Open the Print dialog using one of the following methods:
Go to File > Print on the Menu bar.
Click on Print on the Standard toolbar.
2) Click on General to open the page for general print options and, if necessary, select a printer from the Printer drop-down list of printers available.
3) If necessary, in Printer click on Properties to display a properties dialog for the selected printer and select the options required. Click OK to save the Properties selection and close the dialog. Actual printer properties available depend on the printer selected and computer operating system being used. An example of a printer properties dialog is shown in Figure 9.
4) In Range and Copies, select which slides to print, odd or even pages, the paper sides to print on (simplex or duplex), number of copies, collate multiple copies, and the print order.
5) In Page Layout, select the paper size, orientation, pages per sheet, and, if necessary, brochure printing.
6) Click on LibreOffice Impress to open the page for LibreOffice Impress print options.
7) In Document, select the document type, slides per page and the printing order from the drop-down lists.
8) In Contents, select whether to print slide name, date and time, and/or hidden pages.
9) In Color, select the type of color to print.
10) In Size, select the printed size, to fit on a printable page, to distribute on multiple sheets of paper, or tile sheet of paper with repeated slides.
11) Click OK to print the slides and close the Print dialog.
Slides can be printed so that, when printed, the slides are in the correct order to form a booklet or brochure.
The printer procedures below are only examples. Actual printing procedure depends on the computer operating system and type of printer being used. It is best to experiment to find the correct method for brochure printing.
The following procedure is an example of how to create a brochure or booklet using a printer that is only capable of printing single sided.
1) Open the Print dialog using one of the following methods:
Go to File > Print on the Menu bar.
Click on Print on the Standard toolbar.
2) Click on General to open the page for general print options and, if necessary, select a printer from the Printer drop-down list of printers available.
3) Click on Properties to open the printer properties dialog for the printer being used and check the printer is set to the same page orientation as specified for the page setup for the slides. Usually page orientation does not matter, but it is important for brochures.
4) Click OK to close the properties dialog and return to the Print dialog.
5) In Range and Copies, select All Slides. A minimum of four slides is required to create a brochure.
6) In Range and Copies, select the Number of copies required to match the required number of brochures.
7) In Layout, select Brochure.
8) In Range and Copies, select Even slides option in Include.
9) Click OK to print the even slides in the presentation.
10) Take the printed slides out of the printer and put them back into the printer in the correct orientation to print on the other side of the paper. It maybe necessary to experiment and find out what the correct arrangement is for the printer being used.
11) In Range and Copies, select Odd slides option in Include.
12) In Range and Copies, select the same Number of copies used for printing the even slides.
13) Click OK to print the odd slides in the presentation and close the Print dialog.
14) Assemble the brochures and bind them, if necessary.
Printing a brochure on a printer that is capable of double sided or duplex printing makes the task of creating brochures a lot simpler.
1) Open the Print dialog using one of the following methods:
Go to File > Print on the Menu bar.
Click on Print on the Standard toolbar.
2) Click on General to open the page for general print options and, if necessary, select a printer from the Printer drop-down list of printers available.
3) Click on Properties to open the printer properties dialog for the printer being used and check the printer is set to the same page orientation as specified for the page setup for the slides. Usually page orientation does not matter, but it is important for brochures.
4) Click OK to close the properties dialog and return to the Print dialog.
5) In Range and Copies, select All Slides. A minimum of four slides is required to create a brochure.
6) In Range and Copies, select Print on both sides (duplex long edge) or Print on both sides (duplex short edge) option. Normally, long edge binding is used for portrait printing and short edge binding is used for landscape printing.
7) In Range and Copies, select the Number of copies required to match the required number of brochures.
8) In Range and Copies, select the Collate option. This option is only active when printing multiple copies of the same document.
9) In Layout, select Brochure.
10) Click OK to close to the Print dialog and print the required number of pages for the brochures.
11) If necessary, bind the brochures to match either long edge or short edge binding.
LibreOffice provides two methods of emailing an Impress slide show as an attachment in ODP format or PDF format directly from the Impress module. For more information on emailing LibreOffice documents, see the Getting Started Guide.
Note
There must be a default email program available for the LibreOffice emailing facility to work correctly.
1) Make sure the presentation file is open in Impress.
2) Go to File > Send > Email Document on the Menu bar and the default email program opens with the presentation file already attached to the email.
3) Enter the name of the recipient, subject line, and message then send the email.
1) Make sure the presentation file is open in Impress.
Figure 10: PDF Options dialog
2) Go to Format > Send > Email as PDF on the Menu bar and the PDF Options dialog (Figure 10) opens.
3) If necessary, select the required PDF options to create a PDF version of the slide show. Normally, the default options already selected are sufficient to create a PDF file that the email recipient will be able to open.
4) Click on Send to close the PDF Options dialog and the default email program opens with the PDF file already attached to the email.
5) Enter the name of the recipient, subject line, and message then send the email.
Impress can export presentations in the PDF format as well as other file formats. The PDF format is a standard file format for file viewing and is ideal for sending the file to someone who can only view a slide show file using a PDF viewer.
For more information on exporting LibreOffice documents, see the Getting Started Guide.
1) Make sure the presentation file is open in Impress.
2) Use one of the following methods to export the file as a PDF file and open a file browser window.
Click on Export Directly as PDF on the Standard toolbar.
Go to File > Export As > Export Directly as PDF on the Menu bar.
3) In the file browser window, navigate to the folder where the PDF file is to be saved.
4) In the Name text box, enter a filename for the PDF file or use the filename that is displayed in this text box. The file format is fixed as PDF and cannot be changed.
5) Click on Save to save the slide show file as a PDF file and close the file browser window.
For more control over the content and quality of a PDF file, it is recommended to use the PDF Options dialog. For more information on the options available when exporting a slide show as a PDF file, see the Getting Started Guide.
1) Make sure the slide show file is open in Impress.
2) Go to File > Export as PDF on the Menu bar to open the PDF Options dialog.
3) Using the various pages in the PDF Options dialog, select the options required for the PDF file. For more information, see the Getting Started Guide.
4) Click on Export to open a file browser window.
5) In the file browser window, navigate to the folder where the PDF file is to be saved.
6) In the Name text box, enter a filename for the PDF file or use the filename that is displayed in this text box. The file format is fixed as PDF and cannot be changed.
7) Click on Export to save and export the file to the selected location.
Presentations can be exported as a series of web pages (HTML format) that can be viewed in any browser.
Note
Exporting presentations as web pages (HTML) does not retain any animation effects or slide transitions.
1) Make sure the presentation file is open in Impress.
Figure 11: HTML Export dialog – Assign Design page
Figure 12: HTML Export dialog - Publication Type page
2) Create a folder to contain the HTML pages that are generated and select the folder as the destination for the HTML pages.
3) Go to File > Export on the menu bar to open a file browser window and navigate to where the HTML version of the presentation is going to be saved.
4) Enter a name for the HTML file in the Name text box at the top of the file browser window.
5) At the bottom of the file browser window, select HTML Document (Impress) (.html; .htm) format from the drop-down list.
6) Click on Save and the HTML Export dialog opens at the Assign Design page (Figure 11).
7) Select a design for all of the HTML pages, either from an existing design or by creating a new design. If there is no previously saved design available, the Existing Design option is not available.
8) Click on Next to select the publication type to use for creating the web pages, as shown in Figure 12. The available options change depending on publication type selected.
Standard HTML format – one page for each slide with navigation links to move from slide to slide.
Standard HTML with frames – one page with a navigation bar on the left-hand side and uses slide title as navigation links. Click on links to display pages in right-hand side.
Single-document HTML – creates one HTML document from the slide show.
Automatic – one page for each slide with each page set with the refresh meta tag so a browser automatically cycles from one page to the next.
WebCast – generates an ASP or Perl application to display the slides. Currently, LibreOffice has no direct support for PHP.
9) Click on Next> to select the format for saving images (PNG, GIF or JPG) and the monitor resolution used from the options available in Monitor Resolution, as shown in Figure 13. When selecting a monitor resolution, consider what type of display users may have. For example, if high resolution is selected, then users with a medium-resolution display has to scroll sideways to see the entire slide.
Figure 13: HTML Export dialog - Save Images As page
Figure 14: HTML Export dialog - Title page
10) Click on Next> and enter the details for a title page (Figure 14), such as name of the author, e-mail address and home page, along with any additional information that maybe required. This page does not display if the Create title page option was not selected when selecting Publication Type.
11) Click on Next> to select the style of navigation buttons to use when moving from one page to another from the options available in Select Button Style (Figure 15). If buttons are not being used, make sure Text only is selected.
12) Click on Next> to select the color scheme for the web pages from the options available in Select Color Scheme (Figure 16). Available schemes include the existing scheme for the presentation, one based upon browser colors, and a user-defined scheme. A new scheme can be saved so that it appears on the first page of the HTML export wizard.
13) Click on Create to generate the HTML files. If this is a new design, a dialog opens to save the design for future use.
Figure 15: HTML Export dialog - Select Button Style page
Figure 16: HTML Export dialog - Select Color Scheme page
1) Make sure the presentation file is open in Impress.
2) Go to File > Export on the menu bar to open a file browser window and navigate to where the HTML version of the slide show is going to be saved.
3) Enter a name for the exported file in the Name text box at the top of the file browser window.
4) At the bottom of the file browser window, select the required format from the drop-down list.
5) Click on Save to export the file to the selected location. Depending on the format selected, an options dialog may open allowing further options to be selected for the file format selected.
6) Click on OK to save the exported file and close the options dialog. For more information on exporting files, see the Getting Started Guide.