Add sound and video to a PowerPoint presentation

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Applies to
Microsoft Office PowerPoint® 2003
Book cover This article was adapted from Microsoft Office System Inside Out by Michael J. Young and Michael Halvorson. Visit Microsoft Learning to buy this book.

You can enhance a slide by adding a video clip or sound. Inserting a video clip (also called movie clips or files) or adding sound to a slide can add interest to your presentation, but relying on multimedia effects to carry your presentation often backfires. Too much sound and motion during a presentation is ultimately confusing to your audience. Used judiciously, however, video and sound effects can quickly catch your viewers’ attention.

Insert a video or movie clip

You can insert one or more video clips — that is, movies — into any slide. You might want to play a video quote from your product manager, for example, or run a short documentary movie for a fund-raising event. You could even create a video for product tutorials and educational materials.

Most of the movie clips stored in the Clip Organizer are simply animated .gif files, small files that contain an animated sequence of images. If you imported your own movie files into the Clip Organizer, you will find them there, too, generally stored in .avi format. You might be able to find additional movie clips on your network, intranet, or the Internet.

 Tip   Before you insert video clips, think about the environment you’ll be presenting in. Does the computer you’ll use have the necessary hardware (such as a sound card, speakers, and an enhanced video card) for playing the multimedia items during your presentation? You might consider adding only a few multimedia elements just in case. If the machine you give your presentation on doesn’t support them, plan an alternate way to make your presentation compelling. With this basic detail considered, you’ll find that adding video and sound is the same as adding any other item to your slides, and the special effects are truly exciting.

To insert a movie into a slide, follow these steps:

Insert 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.

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

 Note   Some of the layouts you can apply to a slide (using the Slide Layout task pane) add a group of buttons to the slide for inserting various types of objects. These are known as Content Layouts or Text and Content Layouts. If you’ve applied such a layout to your slide, you can insert a video clip from the Clip Organizer by clicking the Insert Media Clip button and selecting a video clip in the Media Clip dialog box (which displays both movie and sound clips). However, the Clip Art task pane (or the freestanding Clip Organizer program) provides more features for locating and inserting a video clip and usually makes the task easier.

Insert a movie from a file

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.

If 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.

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

Resize the video image (if necessary)

Select the movie in the slide and then drag the sizing handles (sizing handle: One of the small circles or squares that appears at the corners and sides of a selected object. You drag these handles to change the size of the object.) that are displayed around the image.

  • To maintain the image’s original proportions, drag one of the corner sizing handles.
  • To change the original proportions, drag one of the sizing handles in the center of a border.
  • To change the image’s size without displacing the center of the image (that is, to resize it symmetrically about the center), press CTRL while you drag a sizing handle.
  • To move the video image, drag it to a new location.

Modify the way the video plays during a 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.

       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.

    • 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.

Insert a sound

Sound effects, such as music and voice recordings, can add another level of professionalism to your slide presentations. Music is an effective way to introduce or end a presentation and it gives your audience something to listen to as they enter and leave the presentation room. You could play a movie theme song as background music for several slides, or play a voice recording that contains advertising slogans to insert on a single slide, for example.

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, as shown below.

Slide with a sound object

To add a sound clip to your slide show, perform the following steps:

  1. Display the slide to which you want to add sound.
  2. Use one of the following three methods 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.
    • 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.
    • 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.

 Note   Some of the layouts you can apply to a slide (using the Slide Layout task pane) add a group of buttons to the slide for inserting various types of objects. These are known as Content Layouts or Text and Content Layouts. If you’ve applied such a layout to your slide, you can insert a sound clip from the Clip Organizer by clicking the Insert Media Clip button and selecting a sound clip in the Media Clip dialog box (which displays both movie and sound clips). However, the Clip Art task pane (or the freestanding Clip Organizer program) provides more features for locating and inserting a sound clip and usually makes the task easier.

If you recorded the sound clip, 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.) If, however, 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.

Resize the sound icon (if desired)

Select the sound icon in the slide and drag the sizing handles that are displayed around the object.

  • To maintain the icon’s original proportions, drag one of the corner sizing handles.
  • To change the original proportions, drag one of the sizing handles in the center of a border.
  • To change the icon’s size without displacing the center of the object (that is, to resize it symmetrically about the center), press CTRL while you drag a sizing handle.
  • To move the sound icon, drag it to a new location.

Modify the way the sound clip plays during a 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. (PowerPoint normally stores a sound clip in a separate file if it’s larger than 100 KB.) 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.

       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.

    • 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.
 
 
Applies to:
PowerPoint 2003