In this lesson
Create a slides-only PDF and a short video, then open them to check the content and playback.
Example
Three-slide handover package
Create three slides: Handover overview, Asset record, and Next action. Use Alex Chen and asset HBR-024 on the asset slide. The next action is Confirm sign-in before the first shift. Add a small original laptop diagram with alt text on slide 2 and the presenter note Internal reminder: check the returned charger. That note must not appear in the public slides-only PDF.
How it works
PPTX preserves editable objects; PDF is a fixed-page output; a video is a timed sequence. Interactive actions, motion, speaker notes and caption tracks do not necessarily behave identically across those outputs.
Start with slide titles, useful alt text and a sensible reading order. Run Accessibility Checker, then open the export in the viewer your audience will use. If possible, check it with a screen reader as well; the checker can miss problems with how the finished file reads.
Steps
Create the three supplied slides with genuine titles. Give the laptop diagram meaningful alt text and ensure its visible asset label HBR-024 is available as text rather than solely inside an image.
Run Review › Check Accessibility. Inspect missing titles, alt text and reading order; use the Reading Order or Selection Pane controls provided by your version and confirm title, asset, next action sequence.
Choose the Windows File › Export › Create PDF/XPS workflow and set Publish what to Slides. Use document structure tags where available and inspect whether hidden slides are included. On Mac or web follow the platform-specific PDF path below.
Save Handover-Public.pdf. Open the PDF in a viewer, check that it contains three slide pages and search for Internal reminder; the private note must not be present in this slides-only output.
On desktop, record or rehearse a short narration and export Handover-Video.mp4 through the available video export controls. Use the actual recorded timings when intended and verify that text remains readable during playback.
Open the public PDF and video separately. Check PDF pages, reading order and links, then video duration, audio and captions. Provide a text transcript when needed, especially if captions from the embedded clip did not survive export.
Try it yourself
- Add a fourth slide named Handover checklist containing three checks: identity, asset number and sign-in. Repeat the slides-only PDF export and ensure it now has four pages.
- Compare the editable deck, PDF and MP4 in a small delivery checklist. State whether each output retains editable data, speaker notes, interactive navigation and timed audio; judge the actual files rather than file extensions alone.
Show expected result
- The revised public PDF has four slide pages and no Internal reminder note.
- The MP4 plays the intended sequence with audible narration; you have checked its captions and supplied a transcript when needed.
If something goes wrong
- The PDF has notes beneath its slides.
- Change Publish what to Slides, or leave the Notes print layout. Re-export the public file, open it and search for the private reminder before sharing.
- A hyperlink stops working in the PDF.
- Try the link in another viewer. Mac desktop PDF export has a documented hyperlink limitation; try exporting through the web and test the link again. Keep its destination visible as text so readers have another way to find it.
Quick check
Try these questions after the exercise. Check the result in your app before marking the lesson complete.
Choose an answer for all 3 questions to check your understanding.
Optional: try it with Copilot
If you have Copilot, try this after the exercise. Keep the original file and compare its suggestions with your own result.
Create a delivery checklist for a three-slide handover package. Include notes leakage, title and alt text, reading order, link testing and video transcript checks; do not claim any item passed.
More from Microsoft
These Microsoft guides cover the tools used in this lesson.
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