How to Save a PowerPoint With Linked Files as Self-Contained Package

When you insert videos, images, or other files in PowerPoint, the program often links to the original file instead of embedding it. This keeps the presentation file small, but it also means the linked content can break if you move the presentation to another computer or send it by email. PowerPoint offers a feature called Package for CD that collects all linked files and the presentation into a single self-contained folder. This article explains how to use that feature and what to do if the option is missing or behaves unexpectedly.

What the Package for CD Feature Does

Package for CD is a built-in tool in PowerPoint for Windows that gathers your presentation and every file linked to it into one folder. It also includes the PowerPoint Viewer, a free program that lets people view the show even if they do not have PowerPoint installed. The tool was originally designed for burning presentations to a CD, but it works just as well for creating a folder on your hard drive or USB drive.

When you run the feature, PowerPoint scans the presentation for all linked content: videos, audio clips, images, charts from Excel, and other embedded objects. It copies those files into a subfolder named after your presentation. The main folder also contains an AutoRun file that automatically starts the show on Windows systems. The resulting package is fully portable. You can zip it and email it or copy it to any computer.

The feature is available in PowerPoint 2010, 2013, 2016, 2019, 2021, and PowerPoint for Microsoft 365. It is not available in PowerPoint for Mac or in PowerPoint for the web. If you use a Mac, you must manually collect linked files and re-insert them as embedded objects.

Steps to Create a Self-Contained Package

Follow these steps to save your presentation with all linked files as a single package.

1. Open the presentation that contains linked files
   Make sure the presentation is saved at least once before you begin. Unsaved presentations cannot be packaged.
2. Go to File > Export
   In the backstage view, click Export in the left column. This opens the export options.
3. Click Package for CD
   You will see a button labeled Package for CD. Click it. A dialog box opens.
4. Name the package
   In the dialog, type a name for the CD or folder in the Name the CD field. This name is used as the folder name.
5. Add additional files if needed
   Click Add Files to include any other documents or files that are not linked in the presentation but should be part of the package. You can add multiple files.
6. Click Options to configure package settings
   In the Options dialog, check the following settings:
   – Linked files: Ensure this checkbox is selected. It tells PowerPoint to include all linked content.
   – Embedded TrueType fonts: Select this if you used custom fonts that may not be present on other computers.
   – PowerPoint Viewer: Select this to include the viewer so recipients can play the show without PowerPoint.
   – Set a password if the presentation requires restricted access. Click OK to close Options.
7. Click Copy to Folder
   This creates a folder on your hard drive. Choose a location and click Select. PowerPoint copies all files into that folder.
8. Click Close
   After the copy finishes, the dialog closes. You can now zip the folder and share it.

If Package for CD Is Missing or Unavailable

Several situations can cause the Package for CD button to be grayed out or absent entirely.

Package for CD Is Grayed Out

This usually happens when the presentation is not saved. Save the file to your hard drive first. The feature also requires that the presentation be in the .pptx format. If you are using the old .ppt format, convert it by going to File > Info > Convert.

Package for CD Button Is Not Visible

In some versions of PowerPoint, such as Office 2019 or Microsoft 365, the button may be hidden. Click File > Export and look for the button. If it is still missing, use the alternative method below.

Alternative Method for Missing Package for CD

If the button is not available, you can manually collect linked files. Go to File > Info. Click Edit Links to Files. The dialog lists every linked file. Note the paths and copy each file to a new folder. Then move the presentation into the same folder. Finally, re-link each file by opening the Edit Links dialog, selecting the file, clicking Change Source, and pointing to the copy in the new folder. This manual method achieves the same result as Package for CD but requires more steps.

Common Issues When Packaging Linked Content

Even when Package for CD works, you may encounter problems with specific file types or permissions.

Linked Videos Are Missing From the Package

PowerPoint cannot package videos that are stored on network drives or cloud sync folders if the file is not fully downloaded. Move the video files to a local folder on your desktop before linking them. Then run Package for CD again.

Linked Excel Charts Do Not Update

When you package a presentation that contains linked Excel charts, the charts become static images in the package. The recipient cannot edit the underlying data. To preserve editability, include the Excel file as an additional file in the Add Files step of the packaging dialog.

Package Size Exceeds Email Attachment Limits

A package with high-resolution video files can reach several gigabytes. Compress the folder into a ZIP file. If the ZIP file is still too large, use a file-sharing service like OneDrive or Dropbox instead of email.

Package for CD vs Manual Linking: Key Differences

Item	Package for CD	Manual Linking
Effort required	One dialog, automatic	Multiple steps per file
Includes PowerPoint Viewer	Yes, optional	No
Preserves linked Excel data	Static copy only	Static copy only
Works on Mac	No	Yes, with manual work
Font embedding	Optional	Must be set in File > Options > Save

Use Package for CD when you need a quick, reliable package for Windows users. Use manual linking only when you cannot access the feature or when you need precise control over which files are included.

You can now create a self-contained PowerPoint package that includes all linked videos, images, and fonts. The packaged folder works on any Windows computer without missing files. For future presentations, consider embedding small media files directly by using Insert > Video > This Device and selecting the Embed option. This avoids the need to package linked files altogether.