Add and play a movie in a presentationHide All

In this article

Overview of movies and animated GIF files

Add a movie

Choose between Automatically or When Clicked

Play a movie full screen

Preview a movie

Play a movie across several slides

Play a movie continuously throughout a presentation

Overview of movies and animated GIF files

Movies are desktop video files with formats such as AVI or MPEG and file extensions such as .avi, .mov, .mpg,

and .mpeg. A typical movie can include a speaker talking, such as an executive who cannot attend the actual

presentation. You can use a movie to train others or to perform a demonstration.

An animated GIF (GIF: A graphics file format (.gif extension in Windows) used to display indexed-color graphics on

the World Wide Web. It supports up to 256 colors and uses lossless compression, meaning that no image data is lost

when the file is compressed.) file includes motion and has a .gif file extension. Though not technically movies,

animated GIF files contain multiple images that stream to create an animation effect. They are often used to accent a

design or Web site. GIF files are categorized as movie clips by the Clip Art feature in Microsoft Office but are not

actually digital video, so not all movie options are available for animated GIF files.

You can add movies and animated GIF files to slides from files on your computer, the Microsoft Clip Organizer, a

network, or an intranet. To add the movie or animated GIF file, you insert it onto the specific slide. There are several

ways you can start the movie or GIF file: have it play automatically when the slide is displayed, click it, or create a

timing for it so that it plays after a certain delay. You can also keep a movie playing over several slides or have it play

continuously throughout your presentation. You can also set movie options, such as hiding the movie frame or

resizing it.

Unlike pictures or drawings, movie files are always linked (linked object: An object that is created in a source file and

inserted into a destination file, while maintaining a connection between the two files. The linked object in the

destination file can be updated when the source file is updated.) to your presentation, rather than

embedded (embedded object: Information (object) contained in a source file and inserted into a destination file. Once

embedded, the object becomes part of the destination file. Changes you make to the embedded object are reflected

in the destination file.) in it. When you insert a linked movie file, PowerPoint creates a link to the movie file's current

location. If you later move the movie file to a different location, PowerPoint cannot locate it when you want the file to

play. It is a good practice to copy the movies into the same folder as your presentation before you insert the movies.

PowerPoint creates a link to the movie file and can find the movie file as long as you keep it in the presentation folder,

even if you move or copy the folder to another computer. Another way to be sure that your linked files are in the same

folder as your presentation is to use the Package for CD feature. This feature copies all the files to one location (a CD

or folder) with your presentation and automatically updates all the links for the movie files. When your presentation

contains linked files, you must copy the linked files as well as the presentation if you plan to give the presentation on

another computer or send it to someone in e-mail.

When you insert a movie, a pause trigger effect is added. This setting is known as a trigger because you have to click

something in the slide to play the movie. In a presentation, you click the movie frame to pause the movie and click it

again to resume it.

How the play and pause effects work with movies that start automatically

When you insert a movie and then select Automatically, two effects are added to the Custom Animation task

pane (task pane: A window within an Office application that provides commonly used commands. Its location and

small size allow you to use these commands while still working on your files.): a pause effect and a play effect.

Without the pause effect, the movie would restart from the beginning each time you clicked it, instead of pausing and

then continuing when you clicked again.

After you insert a movie, you see something similar to the following image in the Custom Animation task pane.

In this image, the first line (with a "0") is the play effect. It represents the automatic start. The clock icon is the symbol

for the start setting called Start After Previous. This setting enables your movie to play automatically after the slide

is displayed or after another effect plays (if there is one). The triangle icon (similar to the symbol on the play button of

a VCR or DVD player) is the indicator for the play effect.

The second line is the trigger bar, and below that (the line with a "1") is the pause effect. You see a mouse icon and a

double-bar symbol (similar to the symbol on the pause button of a VCR or DVD player). This effect is added whether

the movie starts automatically or by a mouse click. Its position under the trigger bar indicates that you have to click

the movie (as opposed to clicking anywhere on the slide) to start the movie.

How the pause effect works with movies that start when clicked

After you insert a movie, you see something similar to the following image in the Custom Animation task pane.

Unlike what happens when you choose to start a movie automatically, the only effect that is applied when you choose

to start the movie by clicking it is the pause effect — the line with the mouse icon and the double-bar (pause) symbol.

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Add a movie

To prevent possible problems with links, it is a good idea to copy the movies into the same folder as your

presentation before you add the movies to your presentation.

1. In Normal view, click the slide to which you want to add a movie or animated GIF file.

2. On the Insert tab, in the Media Clips group, click the arrow under Movie.

3. Do one of the following:

Click Movie from File, locate the folder that contains the file, and then double-click the file

that you want to add.

Click Movie from Clip Organizer, scroll to find the clip that you want in the Clip Art task

pane (task pane: A window within an Office application that provides commonly used commands. Its

location and small size allow you to use these commands while still working on your files.), and then

click it to add it to the slide.

TIP   You can preview a clip before you add it to your presentation. In the Clip Art task pane, in the

Results box that displays the available clips, move your mouse pointer over the clip's thumbnail, click

the arrow that appears, and then click Preview/Properties.

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Choose between Automatically or When Clicked

When you insert a movie, you are prompted with a message asking how you want the movie to start: automatically

(Automatically) or when you click the movie (When Clicked).

To automatically start the movie when you show the slide, click Automatically. You can pause a movie

while it is playing by clicking it. To continue playing the movie, click it again.

To manually start the movie when you click it on the slide, click When Clicked.

When you insert a movie, a pause trigger effect is added. It's called a trigger because you have to click something

specific within the slide to play the movie. For example, in a presentation, you click the movie frame to pause the

movie and click it again to resume playing it.

 NOTE    You can change this option at any time. Click the movie, and then under Movie Tools, click the Options tab.

In the Movie Options group, select the option that you want from the Play Movie list.

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Play a movie full screen

You can play a movie so that it fills up the entire screen when you are giving your presentation, instead of playing it

as part of a slide in your presentation. This is called playing a movie full screen. Depending on the resolution of your

original movie file, it might appear distorted when it is enlarged. You will always want to preview your movie, so that if

the movie appears distorted or blurry, you can undo the full screen option. Generally, a small movie that is set to play

full screen will not look good when it is enlarged.

If you set the movie to be displayed full screen and it is also set to start automatically, you can drag the movie frame

off the slide into the gray area so that it will not be visible on the slide or flash briefly before the movie goes to full

screen.

1. In Normal view, click the movie frame on the slide that you want to play full screen.

2. Under Movie Tools, on the Options tab, in the Movie Options group, select the Play Full Screen

check box.

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Preview a movie

In Normal view, click the movie frame on the slide that you want to preview.

Under Movie Tools, on the Options tab, in the Play group, click Preview.

Tips  

You can also preview a movie in Normal view by double-clicking it.

If your movie or animated GIF file is part of a custom animation sequence, to preview it, click Play in

the Custom Animation task pane (task pane: A window within an Office application that provides

commonly used commands. Its location and small size allow you to use these commands while still working

on your files.).

If there are multiple slides in your presentation, use the title placeholder to identify the slide that

contains the movie frame, so you know which slide to click and play.

If you inserted a movie as an object to play in Microsoft Windows Media Player, you may have to click

the Stop, Start, and Pause buttons in Windows Media Player to control your movie.

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Play a movie across several slides

You may want the movie that you inserted in a presentation to continue to play when you advance to the next slide.

To do this, you need to specify when the movie should stop playing. Otherwise, it will stop the next time that you click

the mouse.

 NOTE    You must have a play effect to do the following procedure. If you already inserted the movie and chose

When Clicked when prompted, you can switch to Automatically to add a play effect.

Switch from When Clicked to Automatically

1. In Normal view, click the movie.

2. Under Movie Tools, on the Options tab, in the Movie Options group, in the Play Movie list, click

Automatically.

Keep the movie playing across slides

 NOTE    This procedure plays the movie once for the length of the movie file. It does not play the movie repeatedly.

1. In Normal view, click the movie frame on the slide.

2. Under Movie Tools, on the Options tab, in the Movie Options group, in the Play Movie list, click Play

across slides.

3. On the Animations tab, in the Animations group, click Custom Animation.

4. In the Custom Animation task pane (task pane: A window within an Office application that provides

commonly used commands. Its location and small size allow you to use these commands while still working

on your files.), click the line that represents the movie play effect (the line with the triangle), click the arrow,

and then click Effect Options.

5. To keep the movie playing for several slides, under Stop playing, click After, and then set the total

number of slides that the file should play across.

TIP   If you set this value to 999 (the maximum), and the movie is long enough, it will play for the entire

presentation, and you won't need to adjust the value if you add or delete slides from your presentation.

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Play a movie continuously throughout a presentation

You may want a movie to play for the duration of a presentation or to keep playing until you stop it. If the length of the

movie is shorter than the length of the presentation, you can set the movie to start again after it finishes, so that some

portion of the movie is always playing during your presentation.

1. In Normal view, click the movie frame on the slide.

2. Under Movie Tools, on the Options tab, in the Movie Options group, select the Loop Until Stopped

check box.

TIP   When you loop a movie, it plays repeatedly until you click it. You can also play a movie across multiple slides.

 NOTES 

If your movie does not play, see the article My movie doesn't play to troubleshoot.

You can also delete a movie.

My movie doesn't playHide All

There are many reasons why your movie file may not play. Here are some things to check:

← You sent your presentation through e-mail, and your recipient says the movies don't

play.  Movies files are always linked (linked object: An object that is created in a source file and inserted

into a destination file, while maintaining a connection between the two files. The linked object in the

destination file can be updated when the source file is updated.) and are not part of your presentation. Copy

the movie files into the same folder as the presentation. Then use the Package for CD feature to update the

links and bundle the associated files. Or you can update the links manually. To do this, copy the movie files

into the folder that contains the presentation, and then delete the movies and add them back.

← You shared your presentation or copied it to a network file server, and the movies don't play

now.  Movie files are always linked (linked object: An object that is created in a source file and inserted into

a destination file, while maintaining a connection between the two files. The linked object in the destination

file can be updated when the source file is updated.) and are not part of your presentation. Move or copy

the movie files to the same folder as the presentation or to the network file server. Then use the Package

for CD feature to update the links and bundle the associated files. Or you can update the links manually. To

do this, copy the movie files into the folder that contains the presentation, and then delete the movies and

add them back.

← You copied your presentation to a CD, and now the movie doesn't play on a different computer.  

Copy the movie files to the same folder as the presentation. Then use the Package for CD feature to update

the links to the movie files, and copy the presentation again to the CD.

← You moved your movie files to a new location, and now when you run your presentation, the

movie doesn't play.   Movies files are always linked (linked object: An object that is created in a source file

and inserted into a destination file, while maintaining a connection between the two files. The linked object

in the destination file can be updated when the source file is updated.) and are not part of your

presentation. Copy the movie files to the same folder as the presentation. Then use the Package for CD

feature to update the links and bundle the associated files. Or you can update the links manually. To do

this, copy the movie files into the folder that contains the presentation, and then delete the movies and add

them back.

← You cannot find and play your movie file.   If the path name of the linked movie file exceeds 128

characters, Microsoft Office PowerPoint 2007 cannot find and play it. Move or copy the movie file into the

same folder as the presentation, and then delete the movie and add it back to update the link (path

information).

← You inserted multiple movies or sounds, but only the top movie or sound is playing.  Drag the

movie icons or sound icons off each other and then try to play them.

← The movie file format is not supported in Office PowerPoint 2007.  Try playing the movie outside of

Office PowerPoint 2007 by using Microsoft Windows Media Player, which is part of Microsoft Windows.

Start Windows Media Player and then use the File menu (you might have to maximize the window to see

the File menu) to open and play your movie file in Windows Media Player. If the movie doesn't play,

Windows Media Player gives you detailed error messages and a Help link that can help you troubleshoot

the problem.

If the movie plays in Windows Media Player, you can insert it as a media clip in your presentation by doing

the following:

1. On the Insert tab, in the Text group, click Object.

2. In the Object type list, click Create from file, and then enter the name of the movie file

or click Browse.

 NOTE    A movie that you play in Office PowerPoint 2007 by using Windows Media Player

cannot have animation settings and special timings assigned to it. Instead, you play it by

clicking buttons in Windows Media Player.

If Office PowerPoint 2007 won't play your movie file either in Office PowerPoint 2007 or in Windows Media

Player, try creating a hyperlink or action button (action button: A ready-made button that you can insert into

your presentation and define hyperlinks for.) on your slide and linking to a program that can play the movie

file.

← Your movie file is listed as being compatible with PowerPoint, but your movie still doesn't play

correctly.   (See a list of PowerPoint compatible file formats.) Although your movie file may have the same

file extension as one listed as being compatible, it may not play correctly if the correct version of the

codec (codec: An abbreviation for compressor/decompressor. Software or hardware used to compress and

decompress digital media.) is not installed, or if the file has not been encoded in a format recognized by

your version of Microsoft Windows. Encoding is the process of converting data into a stream of ones and

zeros. Install the correct codec or re-encode the file.

← Your movie is captioned or subtitled.  Office PowerPoint 2007 cannot play captioned or subtitled

movies. To resolve the issue, try creating a hyperlink to the movie.

← Your movie plays as a white rectangle.  The path name to the linked movie file exceeds 128

characters, and Office PowerPoint 2007 cannot find and play the movie. Move or copy the movie file into

the same folder as the presentation, and then delete the movie and add it back to update the link (path

information).

← Your movie plays as a black rectangle.  This often indicates incompatible hardware acceleration. Try

turning down your Hardware Acceleration setting, which is found in Control Panel.

If you are using dual monitors (sometimes called multiple monitors), make sure both monitors are set to the

same screen resolution in Control Panel, or try to set both monitors to a lower screen resolution.

Set movie optionsHide All

If you added a movie to your presentation, you can resize the movie, hide the frame, delay the movie's start, or

rewind the movie.

What do you want to do?

Resize a movie

Hide a movie frame

Delay the start of a movie

Rewind a movie after it plays

Resize a movie

If you don't want to play a movie full screen, you can resize it to the dimensions that you want.

1. In Normal view, click the movie that you want to resize.

2. Under Movie Tools, on the Options tab, in the Size group, click the Dialog Box Launcher .

3. To maintain the movie's height-to-width proportions, click the Size tab, and then under Scale, select the

Lock aspect ratio check box.

4. Do one of the following:

Under Size and rotate, enter sizes in the Height and Width boxes.

Under Scale, in the Height and Width boxes, enter the percentage of size that you want,

relative to the movie's original size.

Tips  

To prevent movies from skipping when they are played, select the Best scale for slide show check

box.

You can also resize a movie by dragging its borders. To keep the center of the movie in the same

place, hold down CTRL while dragging. By default, Office PowerPoint 2007 maintains the proportions (locks

the aspect ratio) of the movie as you drag. Typically, most movies with a 640 x 480 resolution have a 4:3

aspect ratio, which is also the aspect ratio for most PowerPoint presentations. If the aspect ratios of the

presentation and the movie differ, your movie will look distorted when it plays.

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Hide a movie frame

You may want to make a movie frame invisible to keep it from appearing during the presentation, and make it

disappear from the slide after the presentation. If you set this option and the Play Full Screen option, the movie will

not appear to be on your slide at all (though you may see it flash on the slide before it plays full screen). To prevent

the brief flash, drag the movie frame off the slide.

Important   If you drag the movie frame off the slide or hide the movie frame, you must set the movie to play

automatically or by some other kind of control, such as a trigger. A trigger is something on your slide, such as a

picture, shape, button, paragraph of text, or text box, that initiates an action when you click it.

1. In Normal view, click the movie frame on the slide.

2. Under Movie Tools, on the Options tab, in the Movie Options group, select the Hide During Show

check box.

 NOTE    Although the movie frame is always visible in Normal view, you can drag the movie frame off the slide to hide

it.

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Delay the start of a movie

You can adjust the settings for when a movie file plays. For example, you might want to start five seconds into the

movie, rather than at the beginning of the movie.

1. In Normal view, click the movie frame on the slide.

2. On the Animations tab, in the Animations group, click Custom Animation.

3. In the Custom Animation task pane (task pane: A window within an Office application that provides

commonly used commands. Its location and small size allow you to use these commands while still working

on your files.), click the arrow to the right of the selected movie, and then click Effect Options.

The movie icon, which looks similar to the symbol on the play button of a VCR or DVD player, appears

above the trigger bar.

4. Click the Effect tab, and then under Start Playing, click From time, and then enter the total number of

seconds for the delay.

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Rewind a movie after it plays

When you set a movie to rewind, it automatically goes back to the first frame and stops after playing once.

1. In Normal view, click the movie frame on the slide.

2. Under Movie Tools, on the Options tab, in the Movie Options group, select the Rewind Movie After

Playing check box.

Delete a movie or animated GIF fileHide All

1. In Normal view, click the slide that contains the movie or animated GIF (GIF: A graphics file format (.gif

extension in Windows) used to display indexed-color graphics on the World Wide Web. It supports up to

256 colors and uses lossless compression, meaning that no image data is lost when the file is

compressed.) file that you want to delete.

2. Click the the movie or animated GIF file, and then press DELETE.

To delete multiple movies or animated GIF files, repeat these steps for each slide that contains movie or

animated GIF files that you want to delete.

 NOTE    If the movie or animated GIF file is on a slide master (slide master: The slide that stores information about

the design template applied, including font styles, placeholder sizes and positions, background design, and color

schemes.), you need to delete it only once from the slide master. To display the slide master, on the View tab, in the

Presentation Views group, click Slide Master.

I want to add an Adobe Macromedia Director movie to my presentation

Hide All

An Adobe Macromedia Director movie file cannot be inserted into a Microsoft Office PowerPoint 2007 presentation.

To play a Director movie during your presentation, do one of the following:

Create a hyperlink or action button (action button: A ready-made button that you can insert into your

presentation and define hyperlinks for.) to the Director movie, and then click the link to play the movie.

Save the Director movie as a Shockwave Director file with a .dcr extension, and then play it in a Office

PowerPoint 2007 presentation by using a specific ActiveX control and the Shockwave Player. To play the

Director file, add an ActiveX control to the slide and create a link from it to the Director file.

 NOTE    ActiveX control security settings are located in the Trust Center, where you can find security and

privacy settings for 2007 Microsoft Office system programs. You may need to adjust your security settings

to allow Active X controls to run. ActiveX settings in the Trust Center apply to all 2007 Office release

products. For example, if you change a setting in PowerPoint, that setting is also changed for other Office

programs that use the Trust Center. For more information about Active X controls and changing settings,

see Enable or disable ActiveX controls in Office documents.

1. Convert the Director movie to a Director Shockwave version of the file. To do this, see your

Director documentation or the Adobe Web site.

2. Download and install the Director Shockwave control, also known as the Shockwave

ActiveX Control, from the Adobe Macromedia Shockwave Download Page.

 NOTE    The Director Shockwave control must be registered on your computer for you to play the

Director file within a presentation. To see whether the Director Shockwave control is registered, on

the Developer tab, in the Controls group, click More Controls . If the Director Shockwave

control appears in the list of controls, it is registered on your computer. If it is not registered, download

the latest version of the Shockwave Player from the Adobe Web site to register the Shockwave

Playercontrol on your computer.

3. In PowerPoint, in Normal view, display the slide on which you want to play the Director

movie.

4. Click the Microsoft Office Button , and then click PowerPoint Options.

5. Click Popular, and then under Top Options for working with PowerPoint, select the

Show Developer tab in the Ribbon check box, and then click OK.

6. On the Developer tab, in the Controls group, click More Controls .

7. In the list of controls, click Shockwave ActiveX Control, click OK, and then drag on the

slide to draw the control.

Resize the control by dragging the sizing handles.

8. Right-click the Shockwave ActiveX Object, and then click Properties.

9. On the Alphabetic tab, click the SRC property.

10. In the value column (the blank cell next to SRC), type either the full drive path, including the

file name (for example, C:\MyFile.dcr) or the uniform resource locator (URL) to the Director file that

you want to play.

TIP   If you put the .dcr file in the same folder as your presentation, you can type the file name rather

than the full path.

 NOTE    The third-party products discussed in this article are manufactured by vendors independent of Microsoft; we

make no warranty, implied or otherwise, regarding the performance or reliability of these products.

Some of the features related to inserting audio clips have been improved in PowerPoint 2010. You can add an audio clip from files on your computer or the Clip Art task pane. You can also record your own audio to add to the presentation. Inserted audio clips can be edited as well.

INSERT AUDIO CLIP

To insert audio clip in your presentation, open the presentation, Click on Insert | Media | Audio. In the dropdown menu select required option to insert the audio clip.

When you choose the first option i.e. “Audio from file” you will be prompted to select the required audio file located on your system.

Once you insert the clip a volume icon appears that represents the inserted audio file.

When you hover over the audio icon the media control bar will be revealed. You can play the audio file to check the sound quality. You can also manage volume of the clip.

If you choose to insert audio clip from the Clip Art gallery and click on “Clip Art Audio” in the Audio menu, the Clip Art task pane will open displaying the available audio clips. When you hover over the clip a small down arrow will appear.

When you click on the arrow, a menu will be displayed. Here select "Preview/Properties' option.

In the Preview/Properties dialog box that pops open you can check a preview of the audio clip and also get to know its properties like file type and file size. Click on Close button after checking the preview and if you want to insert that particular clip then simply double click on the clip's thumbnail in the Clip Art task pane.

You can also add multiple audio clips in a single slide. When you add multiple clips they will appear on top of each other, and each will play in the order in which they were added. If you want each audio clip to start when you click it, drag the audio clip icons off each other and place it separately.

RECORD AUDIO

To record your own audio click on Insert | Media | Audio | Record Audio.

In the “Record Sound” dialog box, click on Record button (refer above screen shot) and start speaking into your microphone. The length of the audio clip being recorded will be indicated. After speaking click on Stop button to stop the recording. Click on Play button to check the recorded audio. If you are satisfied with the recording then click on OK button to insert the clip in the slide or click on Cancel button to cancel the recording.

EDIT AUDIO CLIP

To make any changes to the audio clip select inserted audio file in the slide and click on Audio Tools | Playback. Here to listen to the inserted audio clip, click on Play button.

BOOKMARKS

You can add bookmarks to audio clips to indicate specific points of interest in the clip. Bookmark makes it easy to locate particular

points in the audio clip quickly. To add a bookmark play the audio, at required place where you want to add the bookmark click on Audio Tools | Playback | Bookmarks | Add Bookmark. The bookmark will be added in the timeline of the audio.

Bookmarks are also termed as Time points as it indicates the exact time in the Timeline where you mark the point. This also helps in trimming the audio which will be discussed shortly. To remove the bookmark select that particular bookmark in the timeline and click on Audio Tools | Playback | Bookmarks | Remove Bookmark.

TRIM AUDIO

You can trim audio clips if you want to shorten the audio file length or want to delete portion of the audio which is not required. Audio can be trimmed at the beginning and end of the clip. To trim the audio, select audio clip in the slide, click on Audio Tools | Playback | Editing | Trim Audio. In the "Trim Audio" dialog box to trim the beginning of the clip, click the start point indicated by the green marker on the far left corner. When you click on the marker you will see a two-headed arrow. Drag the arrow to the desired starting position for the audio clip. To trim the end of the clip, click the end point indicated by the red marker on the far right corner. When you click on the marker you will see a two-headed arrow. Drag the arrow to the desired ending position for the audio clip.

You can listen to the trimmed audio clip by clicking on Play button in the "Trim Audio" window. If you want to retain the changes then click on OK button otherwise click on Cancel button. The duration of the audio clip is also indicated which helps in trimming clips based on time duration.

You can start and end the audio with Fade effect. To start the audio with Fade effect for few seconds click on Audio Tools | Playback | Editing | Fade In and mention the duration. Likewise to end the audio with Fade effect click on Audio Tools | Playback | Editing | Fade Out and mention the duration.

AUDIO CONTROL

You can adjust volume of the audio clip by clicking on Audio Tools | Audio Options | Volume. Here select required volume level.

You can choose how you want the audio to be played during the presentation. For this click on Audio Tools | Playback | Audio Options | Start. Here to start the audio clip automatically when you show slides choose the option "Automatically” in the Start list. To manually start the audio clip when you click it on the slide choose the option "On Click". To play the audio clip as you click through the slides in your presentation select the last option i.e. "Play across slides".

You can also play the audio clip continuously until you stop it. For this, click on Audio Tools | Playback | Audio Options and select "Loop until Stopped" check box. By selecting this option the audio will play continuously until you move to the next slide.

If you want to automatically rewind the audio clip after playing it, select the check box "Rewind after Playing" under Audio Options menu.

There is also option to hide the audio clip icon during the slide show. But if you select this option and if you want to play or adjust the sound of the audio during the presentation then you will not be able to do it. So you can hide the icon only if you set the audio clip to play automatically, or if you created some trigger to play the clip. To hide the audio clip icon click on Audio Tools | Playback | Audio Options and select “Hide During Show” checkbox.

COMPRESS AUDIO CLIP

Suppose if the size of audio clip which you plan to insert in your presentation is very big and you are concerned about it hampering the playback performance then you can make use of the "Compress Media" feature available in PowerPoint 2010. This will help you in not only improving the audio playback performance but will also save disk space. For this open the presentation that contains the audio clip, click on File | Info | Media Size and Performance.

Here you have three options to compress the media file:

Presentation Quality - This helps in saving space while at the same time maintaining the overall audio and video quality.

Internet Quality - Here the quality of the audio clip after compression will be comparable to the audio which is streamed over the internet.

Low Quality - This option as the name suggests produces audio of low quality hence can be used when file size need to be small.

You also have option to revert back to the original file after compressing it. For this click on "Undo" option.

When you choose any one of the above mentioned compression options, “Compress Media” window pops open which will show status of the compression in progress.

OPTIMIZE AUDIO COMPATIBILITY

You might face playback issues when you share your presentation with others or try to open the presentation containing the audio clip in another computer. The reason for this might be compatible issues with respect to the format of audio clip inserted in your presentation. To resolve this issue there is an "Optimize Compatibility" feature available in PowerPoint 2010. For this open the presentation containing the video and click on File | Info | Optimize Compatibility.

You will find details of number of media files that can be optimized in your presentation and solutions for any possible playback issues. When you click on “Optimize Compatibility” icon, “Optimize Media Compatibility” window pops open and the audio clip will be optimized.

Create a hyperlinkHide All

In Microsoft Office PowerPoint 2007, a hyperlink is a connection from one slide to another slide in the same

presentation (such as a hyperlink to a custom show ) or to a slide in another presentation, an e-mail address, a Web

page, or a file.

You can create a hyperlink from text or from an object, such as a picture, graph, shape, or WordArt .

What do you want to do?

Create a hyperlink:

To a slide in the same presentation

To a slide in a different presentation

To an e-mail address

To a page or file on the Web

To a new file

Create a hyperlink to a slide in the same presentation

1. In Normal view, select the text or the object that you want to use as a hyperlink.

2. On the Insert tab, in the Links group, click Hyperlink.

3. Under Link to, click Place in This Document.

4. Do one of the following:

Link to a custom show in the current presentation:

1. Under Select a place in this document, click the custom show that you want

to use as the hyperlink destination.

2. Select the Show and return check box.

Link to a slide in the current presentation:

Under Select a place in this document, click the slide that you want to use as

the hyperlink destination.

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Create a hyperlink to a slide in a different presentation

1. In Normal view, select the text or the object that you want to use as a hyperlink.

2. On the Insert tab, in the Links group, click Hyperlink.

3. Under Link to, click Existing File or Web Page.

4. Locate the presentation that contains the slide that you want to link to.

5. Click Bookmark, and then click the title of the slide that you want to link to.

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Create a hyperlink to an e-mail address

1. In Normal view, select the text or the object that you want to use as a hyperlink.

2. On the Insert tab, in the Links group, click Hyperlink.

3. Under Link to, click E-mail Address.

4. In the E-mail address box, type the e-mail address that you want to link to, or in the Recently used e-

mail addresses box, click an e-mail address.

5. In the Subject box, type the subject of the e-mail message.

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Create a hyperlink to a page or file on the Web

1. In Normal view, select the text or the object that you want to use as a hyperlink.

2. On the Insert tab, in the Links group, click Hyperlink.

3. Under Link to, click Existing File or Web Page, and then click Browse the Web .

4. Locate and select the page or file that you want to link to, and then click OK.

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Create a hyperlink to a new file

1. In Normal view, select the text or the object that you want to use as a hyperlink.

2. On the Insert tab, in the Links group, click click Hyperlink.

3. Under Link to, click Create New Document.

4. In the Name of new document box, type the name of the file that you want to create and link to.

If you want to create a document in a different location, under Full path, click Change, browse to the

location where you want to create the file, and then click OK.

5. Under When to edit, click whether you want to edit the file now or later.

Add an action button Show All

An action button is a ready-made button that you can insert into your presentation and define hyperlinks for. Action

buttons contain shapes, such as right and left arrows, and commonly understood symbols for going to next, previous,

first, and last slides, and for playing movies or sounds. Action buttons are most commonly used for self-running

presentations — for example, presentations that are shown repeatedly at a booth or kiosk.

1. On the Insert tab, in the Illustrations group, click the arrow under Shapes, and then click the More

button .

2. Under Action Buttons, click the button that you want to add.

3. Click a location on the slide, and then drag to draw the shape for the button.

4. In the Action Settings dialog box, do one of the following:

To choose the behavior of the action button when you click it, click the Mouse Click tab.

To choose the behavior of the action button when you move the pointer over it, click the

Mouse Over tab.

5. To choose what will happen when you click or move the pointer over the action button, do one of the

following:

If you don't want anything to happen, click None.

To create a hyperlink, click Hyperlink to, and then select the destination for the hyperlink.

To run a program, click Run program, click Browse, and then locate the program that you

want to run.

To run a macro, click Run macro, and then select the macro that you want to run.

 NOTE    The Run macro settings are available only if your presentation contains a macro.

If you want the shape that you chose as an action button to perform an action, click Object

action, and then select the action that you want it to perform.

 NOTE    The Object action settings are available only if your presentation contains an OLE object.

To play a sound, select the Play sound check box, and then select the sound that you

want to play.

Play a CD during a presentationHide All

If you have created a self-running presentation, you might want to add music to accompany the presentation. Or you

might want to have music playing before or after your presentation as your audience enters or exits.

Music from a CD isn't added to your presentation, so the music won't increase the file size of your presentation.

However, you need to remember to bring the CD with you when you deliver your presentation.

Add audio to a slide in a presentation

1. Insert the CD into the CD drive.

2. Click the slide on which you want the music to start playing.

3. On the Insert tab, in the Media Clips group, click the arrow under Sound, and then click Play CD

Audio Track.

4. Under Clip selection, in the Start at track and End at track boxes, enter the starting and ending track

numbers.

To play only one track or part of a track, enter the same number in both boxes.

5. Do one or both of the following:

In the time boxes, set the start time for the starting track and end time for the ending track.

By default, the start time is zero and the end time is the total number of minutes for the ending track.

If you want the music to repeat, under Play options, select the Loop until stopped check

box.

6. When prompted to specify how you want the sound to start in the presentation, do one of the following:

To play the music automatically when you go to the slide, click Automatically.

To play the music when you click the CD icon , click When Clicked.

If you choose to start the music with a mouse click, the CD icon will appear on your slide even if you

selected the Hide During Show check box.

Adjust the audio settings

1. To adjust the settings for when to stop the music, on the Animations tab, in the Animations group,

click Custom Animation.

2. In the Custom Animation task pane (task pane: A window within an Office application that provides

commonly used commands. Its location and small size allow you to use these commands while still working

on your files.), click the arrow to the right of the selected sound in the Custom Animation list, and then

click Effect Options.

3. On the Effect tab, under Stop playing clip, do one of the following:

To stop the music with a mouse click on the slide, select On click.

To stop the music after this slide, click After current slide.

To keep the music playing for several slides, click After, and then set the total number of

slides on which the music should play.

 NOTES 

To play different tracks of the CD with different slides, repeat steps 3 through 6 in the process, Add

audio to a slide in a presentation above by using Play CD Audio Track to add the sound, and then set up

the track and timing for each slide.

If you set up the presentation to play continuously, the CD will resume playing with the first

programmed track when the presentation restarts.

You can change the CD settings, such as track number or start and end times, under CD Audio Tools,

on the Options tab, in the Set Up group.

If you are playing multiple tracks, the silence between the tracks on the CD cannot be eliminated. Try

selecting a long track that corresponds to the length of your presentation.

To play sound tracks from the CD without the CD in the CD drive, you can save the sound files as

WAV (WAV: A file format in which Windows stores sounds as waveforms. Such files have the

extension .wav. Depending on various factors, one minute of sound can occupy as little as 644 kilobytes or

as much as 27 megabytes of storage.) files and then embed (embedded object: Information (object)

contained in a source file and inserted into a destination file. Once embedded, the object becomes part of

the destination file. Changes you make to the embedded object are reflected in the destination file.) them in

the slide.