Impress Guide

Chapter 10
Printing, E-mailing, Exporting, and Saving Slide Shows


This document is Copyright © 2005–2011 by its contributors as listed below. You may distribute it and/or modify it under the terms of either the GNU General Public License (, version 3 or later, or the Creative Commons Attribution License (, version 3.0 or later.

All trademarks within this guide belong to their legitimate owners.


Michele Zarri
T. Elliot Turner
Jean Hollis Weber


Please direct any comments or suggestions about this document to:


This chapter is based on Chapter 10 of the 3.3 Impress Guide. The contributors to that chapter are:

Nicole Cairns
Peter Hillier-Brook
Jean Hollis Weber
Michele Zarri

Publication date and software version

Published 31 July 2011. Based on LibreOffice 3.3.3.

Note for Mac users

Some keystrokes and menu items are different on a Mac from those used in Windows and Linux. The table below gives some common substitutions for the instructions in this chapter. For a more detailed list, see the application Help.


Mac equivalent


Tools > Options menu selection

LibreOffice > Preferences

Access setup options



Open context menu

Ctrl (Control)

z (Command)

Used with other keys



Open the Navigator



Open Styles and Formatting window


Copyright 2

Note for Mac users 2

Introduction 4

Quick printing 4

Controlling printing 4

Selecting general printing options 5

Printing multiple pages on a single sheet of paper 5

Selecting slides to print 6

Selecting other information to print 7

Printing in black and white (on a color printer) 7

Printing handouts, notes, or outlines in Impress 7

Selecting default print options 8

Printing a brochure 8

Exporting to PDF 9

Quick export to PDF 9

Controlling PDF content and quality 9

General page of PDF Options dialog box 9

Initial View page of PDF Options dialog box 11

User Interface page of PDF Options dialog box 12

Links page of PDF Options dialog box 13

Security page of PDF Options dialog box 13

Exporting as a Flash file 15

Exporting as web pages (HTML files) 15

E-mailing a presentation 18

Digital signing of documents 19

Removing personal data 19

Opening and saving a PowerPoint file 20

Saving an Impress file as a PowerPoint file 20

Opening a PowerPoint file in Impress 20


This chapter provides information about printing, exporting, and e-mailing documents from LibreOffice Impress.

Quick printing

Click the Print File Directly icon to send the entire document to the default printer defined for your computer.


You can change the action of the Print File Directly icon to send the document to the printer defined for the document instead of the default printer for the computer. Go to Tools > Options > Load/Save > General and select the Load printer settings with the document option.

Controlling printing

Impress provides many options for printing a presentation: with multiple slides on one page, with a single slide per page, with notes, as an outline, with date and time, with page name, and more.

For more control over printing a presentation, choose File > Print to display the Print dialog box.


The Print dialog box has four tabs, from which you can choose a range of options, as described in the following sections.


The options selected on the Print dialog box apply to this printing of this document only.

To specify default printing settings, go to Tools > Options > LibreOffice – Print and Tools > Options > LibreOffice Impress – Print. See “Selecting default print options” on page 8 for more information.

Selecting general printing options

On the General tab of the Print dialog box (Figure 1), you can choose:

Click the Properties button to display a dialog box where you can choose portrait or landscape orientation, which paper tray to use, and the paper size to print on.

The Options tab of the Print dialog provides other choices, as shown in Figure 2.


Printing multiple pages on a single sheet of paper

You can print multiple pages of a document on one sheet of paper. To do this:

  1. In the Print dialog, select the Page Layout tab (Figure 3).

  2. In the Layout section, select from the drop-down list the number of pages to print per sheet. The preview panel on the left of the Print dialog shows how the printed document will look.

  3. When printing more than 2 pages per sheet, you can choose the order in which they are printing across and down the paper. The two pictures in Figure 3 show the difference.

  4. In the Page sides section, select whether to print all pages or only some pages.

  5. Click the Print button.


Selecting slides to print

In addition to printing a full presentation, you can choose to print individual slides, ranges of slides, or a selection of slides, using the Ranges and copies section of the General page of the Print dialog box.

Be sure Slides is selected in the Document box in the Print section.


To print an individual slide or several slides, do either of the following:

Selecting other information to print

On the LibreOffice Impress tab of the Print dialog box, you can choose:


Printing in black and white (on a color printer)

You may wish to print slides in black and white or grayscale on a color printer. To do this, choose either Grayscale or Black & white in the Color section on the LibreOffice Impress tab of the Print dialog box (Figure 5).

Printing handouts, notes, or outlines in Impress

The Document box also gives you the option of printing Handouts, Notes, or an Outline.

Handouts prints the slides in reduced size on the page, from one to nine slides per page. The slides can be printed horizontally (landscape orientation) or vertically (portrait orientation) on the page.

Notes prints a single slide per page with any notes entered for that slide in Notes View.

Outline prints the title and headings of each slide in outline format.

To print handouts, notes, or outlines:

  1. Choose File > Print from the menu bar.

  2. In the Print section of the Print dialog box, select the required option from the Document box.

  3. For Handouts, you can then choose how many slides to print per page, and the order in which they are printed.

  4. Click the Print button.


Selecting default print options

Selections on the Print dialog box over-ride any default settings. To specify default settings for printing, use Tools > Options > LibreOffice Impress > Print.

Other printer settings are found in Tools > Options > LibreOffice > Print, as shown in Figure 5. Use this page to specify quality settings for printing, and whether to have Impress warn you if the paper size or orientation of your document does not match the printer settings.

See Chapter 11, Setting Up and Customizing Impress, for details.

Printing a brochure

You can print a presentation with two slides on each side of a sheet of paper, arranged so that when the printed pages are folded in half, the slides are in the correct order to form a booklet or brochure.

To print a brochure on a single-sided printer:

  1. Choose File > Print.

  2. In the Print dialog, click Properties.

  3. Check the printer is set to the same orientation (portrait or landscape) as specified in the page setup for your document. Usually the orientation does not matter, but it does for brochures. Click OK to return to the Print dialog.

  4. Select the Page layout tab in the Print dialog (Figure 7).

  5. Select the Brochure option.

  6. In the Page sides section, select Back sides / left pages option from the Include drop-down list.


    If your printer can print double-sided automatically, choose All pages.

  7. Click the Print button.

  8. Take the printed pages out of the printer, turn the pages over, and put them back into the printer in the correct orientation to print on the blank side. You may need to experiment a bit to find out what the correct arrangement is for your printer.

  9. On the Print dialog, in the Page sides section, select Front sides / right pages option from the Include drop down box. Click the Print button.


Exporting to PDF

Impress can export presentations to PDF (Portable Document Format). This industry-standard file format for file viewing is ideal for sending the file to someone else to view using Adobe Reader or other PDF viewers.

Quick export to PDF

Click the Export Directly as PDF icon to export the entire presentation using the default PDF settings. You are asked to enter the file name and location for the PDF file, but you do not get a chance to choose a page range or the print quality.

Controlling PDF content and quality

For more control over the content and quality of the resulting PDF, use File > Export as PDF. The PDF Options dialog box opens. This dialog box has five pages, described in this section. Make your selections, and then click Export. Then you are asked to enter the location and file name of the PDF to be created, and click Save to export the file.

General page of PDF Options dialog box

On the General page, you can choose which pages (slides) to include in the PDF, the type of compression to use for images (which affects the quality of images in the PDF), and other options.

Range section


Images section


EPS (Encapsulated PostScript) images with embedded previews are exported only as previews. EPS images without embedded previews are exported as empty placeholders.

General section

Initial View page of PDF Options dialog box

Figure 9: Initial View page

On the Initial View page, you can choose how the PDF opens by default in a PDF viewer. The selections should be self-explanatory.

If you have Complex Text Layout enabled (in Tools > Options > Language settings > Languages), an additional selection is available under Continuous facing: First page is left (normally, the first page is on the right when using the Continuous facing option).

User Interface page of PDF Options dialog box

On the User Interface page, you can choose more settings to control how a PDF viewer displays the file. Some of these choices are particularly useful when you are creating a PDF to be used as a presentation or a kiosk-type display.


Window options section

User interface options section

Transitions section

Includes Impress slide transition effects as the respective PDF effects.

Bookmarks section

Select how many heading levels are displayed as bookmarks, if Export bookmarks is selected on the General page.

Links page of PDF Options dialog box

On the Links page, you can choose how links are exported to PDF.


Export bookmarks as named destinations

If you have defined Writer bookmarks, Impress or Draw slide names, or Calc sheet names, this option exports them as “named destinations” to which Web pages and PDF documents can link.

Convert document references to PDF targets

If you have defined links to other documents with OpenDocument extensions (such as .ODT, .ODS, and .ODP), this option converts the files names to .PDF in the exported PDF document.

Export URLs relative to file system

If you have defined relative links in a document, this option exports those links to the PDF.

Cross-document links

Defines the behavior of links clicked in PDF files.

Security page of PDF Options dialog box

PDF export includes options to encrypt the PDF (so it cannot be opened without a password) and apply some digital rights management (DRM) features.


Permission settings are effective only if the user’s PDF viewer respects the settings.

Figure 13 shows the pop-up dialog box displayed when you click the Set passwords button on the Security page of the PDF Options dialog box.

After you set a permission password, the other choices on the Security page (shown in Figure 12) become available. These selections should be self-explanatory.



Exporting as a Flash file

Macromedia Flash file format (.SWF) was created to store animation for web pages. Because almost all browsers play Flash movies (the Adobe Flash Player is available as a free download for those without Flash-capable browsers), these files can be viewed by just about anyone. With LibreOffice, you can export your Impress slide show as a .SWF file. To download the latest Adobe Flash Player for your operating system, go to:


Saving in Flash format does not retain animation and slide transitions.

To export the presentation as a Flash (.SWF) file:

  1. Choose File > Export.

  2. Select the location where you want the file saved and type a name for the file.

  3. Under File Format, choose Macromedia Flash (SWF) (.swf) and click Save.

Exporting as web pages (HTML files)

You can export presentations as a series of web pages that can be viewed in any browser.


Saving as web pages (HTML format) does not retain animation and slide transitions.

  1. Select File > Export and choose HTML Document as the file type.

  2. Create a folder for the files, supply a name for the resulting HTML file, and click Save. The HTML Export Wizard opens.


  1. Choose a design for all of the pages, either from an existing design or by creating a new one. If you have not previously saved a design, the Existing Design choice is not available.

  2. Click Next to select the type of web pages to create.


  1. Decide how the images will be saved (PNG, GIF or JPG) and what resolution to use. When choosing a resolution, consider what the majority of your viewers might have. If you use a high resolution, then a viewer with a medium-resolution monitor will have to scroll sideways to see the entire slide—probably not desirable.


  1. If Create title page was chosen in step 4, supply the information for it on the next page. The title contains an author name, e-mail address and home page, along with any additional information you want to include.

This page of the Wizard does not display if Create title page was not chosen.


  1. Choose the navigation button style to use to move from one page to another. If you do not choose any, LibreOffice will create a text navigator.


  1. Select the color scheme for the web pages. Available schemes include the document’s existing scheme, one based upon browser colors, and a completely user-defined scheme. You can save a new scheme so that it will appear on the first page of the HTML export wizard.


  1. Click Create to generate the HTML files. If this is a new design, a small dialog box pops up. If you might want to reuse this design, you can give it a name and save it. Otherwise, click Do Not Save.


E-mailing a presentation

LibreOffice provides several ways to quickly and easily send a Writer document as an e-mail attachment in one of three formats: .ODP (OpenDocument Presentation, LibreOffice’s default format), .PPT (Microsoft PowerPoint format), or PDF.

To send the current document in .ODP format:

  1. Choose File > Send > Document as E-mail. LibreOffice opens a new e-mail in your default e-mail program. The document is attached.

  2. In your e-mail program, enter the recipient, subject and any text you want to add, then send the e-mail.

File > Send > E-mail as OpenDocument Presentation has the same effect.

If you choose E-mail as Microsoft PowerPoint Presentation, LibreOffice first creates a .PPT file and then opens your e-mail program with the .PPT file attached. The .PPT file is not saved on your computer.

Similarly, if you choose E-mail as PDF, LibreOffice first creates a PDF using your default PDF settings (as when using the Export Directly as PDF toolbar button) and then opens your e-mail program with the .PDF file attached. The PDF file is not saved on your computer.


If you want to keep a copy of the .PPT or .PDF file as well as e-mailing it to someone, first save or export the presentation into the required format, then attach it to an e-mail in the usual way.

Digital signing of documents

To sign a document digitally, you need a personal key, also known as a certificate. A personal key is stored on your computer as a combination of a private key, which must be kept secret, and a public key, which you add to your documents when you sign them. You can get a certificate from a certification authority, which may be a private company or a governmental institution.

When you apply a digital signature to a document, a kind of checksum is computed from the document’s content plus your personal key. The checksum and your public key are stored together with the document.

When someone later opens the document on any computer with a recent version of LibreOffice, the program will compute the checksum again and compare it with the stored checksum. If both are the same, the program will signal that you see the original, unchanged document. In addition, the program can show you the public key information from the certificate. You can compare the public key with the public key that is published on the web site of the certificate authority.

Whenever someone changes something in the document, this change breaks the digital signature.

On Windows operating systems, the Windows features of validating a signature are used. On Solaris and Linux systems, files that are supplied by Thunderbird, Mozilla or Firefox are used. For a more detailed description of how to get and manage a certificate, and signature validation, see “Using Digital Signatures” in the LibreOffice Help.

To sign a document:

  1. Choose File > Digital Signatures.

  2. If you have not saved the document since the last change, a message appears. Click Yes to save the file.

  3. After saving, you see the Digital Signatures dialog box. Click Add to add a public key to the document.

  4. In the Select Certificate dialog box, select your certificate and click OK.

  5. You see again the Digital Signatures dialog box, where you can add more certificates if you want. Click OK to add the public key to the saved file.

A signed document shows an icon in the status bar. You can double-click the icon to view the certificate.

Removing personal data

You may wish to ensure that personal data, versions, notes, hidden information, or recorded changes are removed from files before you send them to other people or create PDFs from them.

In Tools > Options > LibreOffice > Security > Options, you can set LibreOffice to remind (warn) you when files contain certain information and remove personal information automatically when saving the file or when creating a PDF.

To remove personal and some other data from a file, go to File > Properties. On the General tab, uncheck Apply user data and then click the Reset button. This removes any names in the created and modified fields, deletes the modification and printing dates, and resets the editing time to zero, the creation date to the current date and time, and the version number to 1. Be sure to click OK to save the changes.

Opening and saving a PowerPoint file

LibreOffice’s Impress file format is highly compatible with Microsoft’s PowerPoint format. You can open a PowerPoint presentation in Impress, edit it, then save it in its original PowerPoint format or in Impress’s OpenDocument Presentation format. You can also create a new presentation in Impress and save it as a PowerPoint file.


There are some differences between OpenDocument (.odp) and PowerPoint (.ppt, .pptx) files in text and graphics formatting, animations, transitions, and fields. For best results, avoid using features that are not fully supported in both formats.

Saving an Impress file as a PowerPoint file

  1. Choose File > Save As from the menu bar.

  2. Select the location where you want the PowerPoint file saved and type a name for the file.

  3. Under File type, choose Microsoft PowerPoint 97/2000/XP (.ppt) or Microsoft Powerpoint 2007 XML (.pptx).

  4. Click Save. If you have the “Warn when not saving in ODF or default format” option set in Options > Load/Save > General, the message shown in Figure 21 appears. Click Keep Current Format to confirm that you want to save the file in Microsoft PowerPoint format. You can deselect the Ask when not saving in ODF format checkbox to not show the message again unless you re-enable it in the Options.



Always save your work in Impress OpenDocument format (.odp) before saving in Microsoft format. Keep the Impress file as your working copy: if you need to change the presentation, change it in the Impress version and then save it again as PowerPoint. You are much less likely to have problems than if you open a file previously saved in PowerPoint format, edit it, and save it again.

Opening a PowerPoint file in Impress

If you receive a file from someone in PowerPoint format and need to edit it in Impress, here is how:

  1. In LibreOffice, choose File > Open from the menu bar.

  2. Under File type, choose All files (*.*) or Presentations or Microsoft PowerPoint 97/2000/XP from the drop-down list.

  3. Navigate to the PowerPoint file, select it, and click Open.

The PowerPoint file can now be edited and saved as an Impress file or a PowerPoint file. To save the file as an Impress file, choose OpenDocument Presentation (.odp) as the File Type.