PPT2000: How to Create Compact Online Broadcasts for the Web (264176)

MORE INFORMATION

NOTE: Because there are several versions of Microsoft Windows, the following steps may be different on your computer. If they are, see your product documentation to complete these steps.

Set Up the Broadcast

The following steps show you how to set up the necessary folders and how to record the broadcast for use on the Web.

NOTE: The computer that is going to record the broadcast must be on a network. The Online Broadcasting feature of PowerPoint does not work otherwise.

1. Click Start, point to Programs, and then click Windows Explorer.
2. Click the icon of the hard disk drive that you want to use. For illustrative purposes, this article will use C:.
3. On the File menu, point to New, and then click Folder.
4. Give this folder an appropriate name. For illustrative purposes, this article will use Casting.
5. Right-click the Casting folder, and then click Sharing on the shortcut menu.
6. Click Share as and type the share name of the Casting folder.
7. If you are using user-level access control, click Add to specify with whom you want to share the printer or folder.
   
   If you are using share-level access control, type the password that you want to use for the folder or printer.
8. Click OK.
9. Close Windows Explorer.
10. Start Microsoft PowerPoint.
11. Open the presentation for which you want to record the broadcast.
12. On the Slide Show menu, point to Online Broadcast, and then click Set Up and Schedule.
13. Click Set up and schedule a new broadcast, and then click OK.
14. On the Description tab, type any information that you want displayed on the lobby page for the broadcast. This step is optional.
15. Click the Broadcast Settings tab.
16. Click to select the Record the broadcast and save it in this location check box, and leave the location box blank.
    
    By leaving it blank, PowerPoint automatically places the recording of the presentation in the same folder as all the other files it needs to play back the broadcast.
17. Click Server Options.
18. Under Step 1, type a location to which all participants have access. For illustrative purposes, this article will use the Casting folder from step 4.
    
    NOTE: The correct syntax for typing this folder name in the location box is:

    \\servername\sharename

19. After you set all of your server options, click OK.
20. Click Schedule Broadcast.
    
    Your e-mail program is started.
21. Do one of the following:
    
    If you have Microsoft Outlook, use it to schedule a broadcast and send it to yourself. For more information, see Outlook Help.
    
    If you don't have Outlook, type the broadcast date and time in the e-mail message. The Uniform Resource Locator (URL) of the broadcast site will be included in the message.

Record the Broadcast

After you have set up the broadcast, the next step is to start the broadcast. Because you are recording a broadcast, you do not need to wait until the scheduled broadcast time to begin the broadcast.

1. Open the presentation that you want to broadcast, if it is not already open.
2. On the Slide Show menu, point to Online Broadcast, and then click Begin Broadcast.
   
   PowerPoint then saves your presentation in Hypertext Markup Language (HTML) format on the server location that you designated. PowerPoint also verifies that audio and video are working correctly.
3. When you are ready to begin the broadcast, click Start.

Verify the Recording

After you have completed the broadcast, you should have two folders: one that contains the broadcast (C:\Casting), and one that contains the copy that you can replay later (C:\Show). The following diagram shows the directory structure and files:

C:\ 
  |
  +----\Casting (no files here)
       |
       +----\<user name> (no files here)
            |
            +----\broadcast<broadcast date and time> (no files here)
                 |
                 +----\<presentation name> (files needed for the broadcast) 
                      |
                      +----\previous_files (Web Presentation files here)
				

To play this broadcast you need to double click the Default.htm file in the <presentation name> folder shown above. Doing so opens the lobby page that contains the button to replay the broadcast.

Remove Unnecessary Files

You must now delete certain files and folders from the location where you saved your presentation broadcast. To do this, follow these steps:

1. Delete the \previous_files folder.
2. Move the <presentation name> folder into the C:\Casting folder.
   
   The folder structure now resembles the following:

   C:\ 
     |
     +----\Casting (no files here)
     |    |
     |    +----\<user name> (no files here)
     |         |
     |         +----\broadcast<broadcast date and time> (no files here)
     |              
     +----\<presentation name> (files needed for the broadcast) 
   					

3. Delete the C:\Casting\<user name> folder.

When you are done, the folder structure resembles the following:

C:\ 
  |
  +----\Casting (no files here)
       |
       +----\<presentation name> (all the files needed for the broadcast)
				

Playback of Recording

To play this broadcast you need to double-click the Default.htm file in the <presentation name> folder shown above. Because the folder structure is maintained, the playback of the broadcast should run smoothly.

At this point, you can simply copy the C:\Casting folder to the Web server that will be hosting the broadcast, and provide a link to the lobby page. Please refer to your HTML editor documentation and your Web Host support pages for more information about how to link files and create Web pages.