PowerPoint Package for CD Tool: How It Works on Modern PCs

You need to share a PowerPoint presentation with all linked media files and ensure it plays on another computer without missing fonts or videos. The Package for CD feature was designed for this purpose on older Windows systems with CD burners. This article explains how the tool works, its limitations on modern PCs without optical drives, and the exact steps to create a self-contained presentation folder.

How the Package for CD Feature Works

The Package for CD tool was introduced in PowerPoint 2003 and remained available through PowerPoint 2019 and Microsoft 365. Its purpose is to collect the main presentation file, all linked media such as videos and audio clips, and any custom fonts into one portable package. On older PCs with a CD burner, the tool could write the package directly to a writable CD or DVD disc.

When you run the tool, PowerPoint creates a folder structure. Inside is the .pptx or .ppsx file, a subfolder named PresentationPackage containing linked files, and a copy of the PowerPoint Viewer (if you choose to include it). The viewer is a free standalone program that lets anyone play the presentation even if they do not have PowerPoint installed.

On modern PCs, most users do not have a CD or DVD burner. Windows 10 and Windows 11 no longer include a built-in CD burning feature in File Explorer. However, the Copy to Folder option works identically to burning a disc. It writes all files to a folder on your hard drive, network share, or USB flash drive. You can then distribute that folder by email, cloud storage, or removable media.

Prerequisites for Using Package for CD

You need PowerPoint 2007 or later. The feature is located under File > Export or File > Save & Send depending on your version. The presentation must be saved before you start the packaging process. If you have linked videos or audio files, they must be stored in a location accessible to your computer at the time of packaging.

Steps to Create a Portable Presentation Package

Follow these steps to create a self-contained folder that includes your presentation, linked media, and embedded fonts. You can then copy the folder to a USB drive or upload it to a sharing service.

1. Save your presentation
   Press Ctrl+S to save the current version. The Package for CD tool requires a saved file to proceed.
2. Open the Package for CD dialog
   Go to File > Export > Package Presentation for CD. Click the Package for CD button. In older versions, go to File > Save & Send > Package Presentation for CD > Package for CD.
3. Name your package
   In the dialog box that appears, type a name for the CD or folder in the Name the CD field. This name becomes the folder name when you use Copy to Folder.
4. Add more presentations if needed (optional)
   Click the Add button to include additional PowerPoint files. They will play in the order you list them when the package is opened.
5. Configure package options
   Click the Options button. Check the box for Linked files to include all videos, audio, and images that are not embedded. Check the box for Embedded TrueType fonts to include custom fonts used in the presentation. Set a password to open or modify the presentation if required. Click OK.
6. Copy to Folder or burn to CD
   Click Copy to Folder to create a local folder. Browse to a location on your hard drive or a USB flash drive. Click Select and then OK. Alternatively, if your PC has a CD burner, insert a blank disc and click Copy to CD. Windows will start its CD writing wizard.
7. Test the package
   Navigate to the folder you created. Double-click the .pptx or .ppsx file to verify all media plays correctly. If you included the PowerPoint Viewer, open the PresentationPackage folder and run PowerPointViewer.exe.

Common Issues When Using Package for CD on Modern PCs

The Copy to CD button does nothing on Windows 10 or Windows 11

Microsoft removed the CD burning API that older versions of PowerPoint relied on. The Copy to CD button may appear grayed out or produce no result. The solution is to use Copy to Folder instead. Create the folder on your hard drive and then manually burn it to a disc using third-party software such as ImgBurn or CDBurnerXP. Some external USB DVD burners come with their own writing utility.

Linked videos do not play after packaging

This happens when the video files were originally linked from a network drive or external hard drive that is not available during packaging. Open the presentation and relink each video to a local copy on your computer before running Package for CD. Go to File > Info, click Edit Links to Files, and update the source path to a file in a local folder.

Fonts are missing on the target computer

The Embed TrueType fonts option only works for fonts that allow embedding. Some commercial fonts have restrictions. To verify, open the presentation, go to File > Options > Save, and check the box for Embed fonts in the file. If the fonts are still missing on playback, install the fonts manually on the target machine or use standard fonts such as Arial, Calibri, or Times New Roman.

PowerPoint Viewer is no longer available for download

Microsoft retired the PowerPoint Viewer in 2018. If you include the viewer in your package, it will be the legacy version that may not render modern animations or media formats correctly. On modern PCs, recipients should install the free PowerPoint mobile app from the Microsoft Store or use PowerPoint for the web. Alternatively, export the presentation as a PDF or MP4 video for guaranteed playback.

Item	Package for CD (Copy to Folder)	Export as PDF
Description	Creates a folder with the .pptx file, linked media, and optional fonts	Converts the presentation to a fixed-layout PDF document
File size	Large due to included media files	Smaller, but no animations or videos
Playback	Full animations, transitions, and embedded video	Static slides only, no interactivity
Recipient software	PowerPoint or PowerPoint Viewer required	Any PDF reader such as Adobe Acrobat or Microsoft Edge
Font handling	Can embed TrueType fonts	Fonts are rasterized or substituted

The Package for CD tool is still functional on modern PCs when you use Copy to Folder instead of Copy to CD. The resulting folder contains everything needed to play the presentation on another Windows computer. For recipients who do not have PowerPoint, consider providing a link to PowerPoint for the web or exporting to a video format. Always test the package on a clean machine before distributing it to ensure all linked files and fonts are present.