Presenting at Council Meetings

Accepted Media

  • Word, Excel, Powerpoint, and PDF documents
  • GIF, JPEG, BMP, PNG
  • AVI, WMV, MOV, MP4, DivX, MKV, M4V, OGV
  • MP3, WMA, MKA, OGA, OGG

Powerpoint Best Practices

  • Presentation should be submitted 24 hours in advance so they can be tested.
  • File totally self contained
  • No links to:
    • Other files
    • The internet
  • 2003, 2000, ‘95 or ‘97 format OK
    • Check bullet fonts with PPT 2007
    • and check animation with 2007
  • Mac Office Versions OK, but take precautions
  • Use landscape mode should be made in a 16:9 ratio
  • Animations can be used but are NOT advised
  • Make sure fonts are embedded
    • PowerPoint 2016 and higher
       • First, click on the FILE tab and then select Options.
       • In the dialog box that appears, select Save. At the very bottom of the list of options on the right pane and under the heading Preserve fidelity when sharing this presentation, you will find options for embedding fonts. Check the box labeled Embed fonts in the file.
    Powerpoint 2016 embed fonts in the file   • You may choose one of the following options: Embed only the characters used in the presentation or Embed all characters. The first option will let others view but not edit. The second option well let others view and edit but will increase the file size of the presentation. Check the option you prefer and click OK.
       • Please note that only TrueType and OpenType fonts can be embedded.
    • PowerPoint 2010
       • In the Save As dialog box, click the “Tools” button, then click “Save Options” on the drop-down menu that appears.
       • Click Save on the left side of the dialog box that appears.
       • Under “Preserve fidelity when sharing this presentation” on the right, put a check next to “Embed fonts in the file” then choose “Embed only the characters used in the presentation (best of reducing file size)” or “Embed all characters (best for editing by other people) .
    Click OK and continue saving normally.

    • PowerPoint 2007
       • In the Save As dialog box, click the “Tools” button in the lower left corner, then click “Save Options” on the drop-down menu that appears.
       •Under “Preserve fidelity when sharing this presentation” put a check next to “Embed fonts in the file” then choose to embed only the needed characters or all characters.
    Click OK and continue saving normally.
  • Make sure videos are embedded, preferred formats below
       • PowerPoint 2010: .wmv
       • PowerPoint 2013, PowerPoint 2016: .mp4 files encoded with H.264 video and AAC audio
  • Audio recommendations
       • PowerPoint 2010: .wav, .wma
       • PowerPoint 2013, PowerPoint 2016: .m4a files encoded with AAC audio