How to add audio and video to Powerpoint presentations Tutorial created and presented for GATE Program @ Garfield Elementary SchoolClovis, CA

Ashish Mehra – IITK’89

March 8, 2010

Source: http://office.microsoft.com 

GIV

EGlobal IIT Volunteers for Education

Comments? Feedback? mailto: mehra_ashish@yahoo.com

Inserting sound to your presentation

You can find sound files in several places — in the Clip Organizer, in the folder where you’ve chosen to store your audio files, on the Internet, or from a network folder.

There are many sound file formats; two common ones are wave files (with the .wav filename extension) and MIDI files (with the .mid, .midi, or .rmi filename extension).

After you add a sound to a slide, you’ll see a Sound icon.

Inserting sound from Clip Organizer

Display the slide to which you want to add sound.

To insert the sound clip: To browse through the Clip Organizer for a sound clip, on the Insert menu, point to Movies and Sounds, and then click Sound from Clip Organizer.

PowerPoint will display the Clip Art task pane and will select Sounds in the Results Should Be drop-down list.

You can use the Clip Art task pane to locate a sound clip stored on your computer or on the Office Online Web site.

Inserting sound from existing file

Display the slide to which you want to add sound.

To insert a sound clip from an existing sound file on a local disk, a shared network location, or an Internet site (if you haven’t imported the file into the Clip Organizer), on the Insert menu, point to Movies and Sounds, and then click Sound from File.

The Insert Sound dialog box will appear. Select the sound file that you want, and then click the OK button.

Remember where this file is located (the file path); you will need it later!

Playing back sound during presentation

If you inserted a sound clip from the Clip Organizer or from a sound file, PowerPoint will display a message box letting you choose when the sound clip will play.

To have the clip play automatically when the slide is displayed in a slide show, click the Automatically button.

To have the clip play only after you click the sound icon, click the When Clicked button.

Recording and adding your own sound clip

To record your own sound clip (you must have a microphone attached to your computer) and add it to the slide, on the Insert menu, point to Movies and Sound, and then click Record Sound.

PowerPoint will display the Record Sound dialog box. Use the controls in this dialog box to record your sound and then click the OK button.

For sound clips that you record, the sound will play during a slide show only when you click the sound icon. (You can modify this behavior using the Custom Animation task pane by changing the Transition Sound drop-down menu to select Recorded Sound.

Modifying how sound plays during slide show

1. Right-click the sound icon in your slide.

2. Do any or all of the following: • To adjust the volume or change the sound object display options, on

the shortcut menu, click Edit Sound Object and then select the options you want. The Sound Options dialog box also indicates where the clip is stored.

If it’s stored within the presentation file, the dialog box will display the location Contained In Presentation.

If it’s stored in a separate linked file, it will display the file path. In the latter case, if you are going to present your slide show on another computer, you’ll need to take the linked file with you. See Important Tips slide.

Modifying how sound plays during slide show - continued

• To modify the way the sound clip plays during a slide show, on the shortcut menu, click Custom Animation, and then use the controls in the Custom Animation task pane.

• To control the action that takes place when you either click the sound icon or move the mouse pointer over it, on the shortcut menu, click Action Settings.

• To preview the sound clip, on the shortcut menu, click Play Sound.

Inserting a movie using Clip Organizer

1. Display the slide in which you want to add a video clip. 2. On the Insert menu, point to Movies and Sounds, and then

click Movie from Clip Organizer.

You can now browse the Clip Organizer for a movie clip. PowerPoint will open the Clip Art task pane and will select the Movies option in the Results should be drop-down list. You can use the Clip Art task pane to locate a video clip stored on your computer or on the Office Online Web site.

3. Click the movie you want to add to your slide.

Inserting a movie from a file – Part 1

You can insert a movie from a movie file on a local disk, a shared network location, or an Internet site.

1.On the Insert menu, point to Movies and Sounds, and then click Movie from File. 2.Select the movie file in the Insert Movie dialog box, and then click the OK button.

Inserting a movie from a file – Part 2If you selected a movie clip in animated .gif format, the animation will run automatically the entire time the slide is displayed in a slide show. If, however, you selected a movie in another format (such as .avi), PowerPoint will display a message box letting you choose when the movie will play.

1.To have the movie play automatically when the slide is displayed in a slide show, click the Automatically button.

2.To have the movie play only after you click the movie image, click the When Clicked button. PowerPoint will then add the clip(?) to your slide.

Remember where this file is located (the file path); you will need it later!

Modifying how video plays during slide show

1. Right-click the video image in your slide.

2. Do any or all of the following: • To adjust the volume or to change the video object display options, on the shortcut menu, click Edit Movie Object, and then select the options you want. The Movie Options dialog box also indicates where the movie clip is stored.

If it’s stored within the presentation file, the dialog box will display the location Contained In Presentation.

If it’s stored in a separate linked file, it will display the file path. In the latter case, if you are going to present your slide show on another computer, you’ll need to take the linked file with you. See Important Tips slide.

Modifying how video plays during slide show - continued

• To modify the way the video clip plays during a slide show, on the shortcut menu, click Custom Animation, and then use the controls in the Custom Animation task pane.

• To control the action that takes place when you either click the video image or move the mouse pointer over it, on the shortcut menu, click Action Settings.

• To preview the video clip, click Play Movie.

Important TipsWhen presenting on another computer or emailing the slides:

Tip   When emailing, remember to attach any music or video files you used. This is the key step many people forget. If you don’t attach these files, they won’t play in your presentation. You can locate the files at the same file path where you found them before.

  Tip   The easiest way to copy a presentation plus all linked files to a portable medium that you can bring to another computer is to use the new Package for CD feature.

Tip Check your presentation on another computer. Always double-check on another computer to make sure your presentation runs the way you would like it to. Don’t wait until you’re about to start your presentation, because then it will be too late.