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Microsoft PowerPoint XP/X

Using Sounds and Video

After you have learned the basics of PowerPoint XP/X, you can add a little zip to your presentation. To increase its attractiveness, try adding sounds, music, videos, and narration. Having some of these effects in your presentation can capture and focus the audience's attention and enhance the overall effectiveness.

return to topAbout Inserting Sounds and Video

PowerPoint XP/X includes a variety of sounds and videos in the Clip Gallery that are free to use. However, you can also use sound files from other sources, e.g., the Web, CD-ROMs of sound clips, and sound clips that you create.

When you insert sounds or video, you will be inserting them one slide at a time. In order to insert the sound or video, make sure you are viewing the appropriate slide in the Normal view. 

  1. To view your slide in the Normal view, from the View menu, select Normal

After inserting the selected sound or video, an icon appears on the slide. If you do not choose to let PowerPoint automatically start the sound or video, clicking on the icon will commence the operation.

return to topInserting Sounds

Sounds can make your presentation more interesting and surprising. If you decide to insert sounds, make sure they are appropriate and do not distract the audience. For sound clip resources or for instructions on saving sound clips from the web, refer to Capturing Sound Clips from the Web from Capturing Images, Sounds, and Movies.

Inserting Sounds: From Gallery

Windows:

  1. View the appropriate slide in Normal view

  2. From the Insert menu, select Movies and Sounds » Sound from Clip Organizer...
    The Insert Clip Art task pane appears with all choices displayed.

  3. To search for clips by category, click MODIFY

    1. In the Search text text box, type the desired category or search criteria

    2. Under Results should be, make sure only Sounds is selected

    3. Click SEARCH

  4. Select the appropriate sound
    An alert box appears asking if you want your sound to automatically play during the slide show.

  5. If you want your sound to play automatically, click YES
    OR
    If you want to start your sound by clicking the mouse, click NO
    A sound icon appears on your slide.

Macintosh:

  1. View the appropriate slide in Normal View

  2. From the Insert menu, select Movies and Sounds » Sound from Gallery ...
    The Clip Gallery dialog box appears.

  3. In the Category section, choose the desired category

  4. Select the desired clip

  5. Click INSERT
    A sound icon appears on the slide

Inserting Sounds: From File

  1. View the appropriate slide in Normal view

  2. From the Insert menu, select Movies and Sounds » Sound from File...
    The Insert Sound dialog box appears.

  3. Navigate through files and select the appropriate sound

  4. Windows: Click OK
    Macintosh: Click INSERT
    An alert box appears asking if you want your sound to automatically play during the slide show.

  5. If you want your sound to play automatically, click YES
    OR
    If you want to start your sound by clicking the mouse, click NO
    A sound icon appears on your slide.

Inserting Sounds: Recording Sounds

NOTE: This option will only work if you have a microphone on your computer. 

  1. View the appropriate slide in Normal view

  2. From the Insert menu, select Movies and Sounds » Record Sound...
    The Record Sound dialog box appears.

  3. In the Name text box, type an appropriate name

  4. Click RECORDRecord button and record the sound

  5. When finished recording, click STOPStop button

  6. Click PLAYPlay button to hear your recording

  7. Windows: Click OK
    Macintosh: Click SAVE
    A sound icon appears on the slide.

return to topInserting Music

While presenting, PowerPoint allows you to play music from a CD. After choosing which slide(s) you want to add music to, you can choose to have the music play automatically or by clicking the mouse. You can also set the track number and specific length you want that track to play. 

  1. View the appropriate slide in Normal view

  2. From the Insert menu, select Movies and Sounds » Play CD Audio Track...
    Windows: The Movie and Sound Options dialog box appears.
    Movie and sound options dialog box
    Macintosh: The Play Options dialog box appears.
    Play Options

  3. To let the CD play repeatedly from beginning to end, select Loop until stopped

  4. To have a specific track start playing, under Start, in the Track text box, type the appropriate track number

  5. To stop music at a specific track, under End, in the Track text box, type the appropriate track number

  6. OPTIONAL: To set specific track starting and ending times, 
    1. Under Start, in the At text box, type the appropriate time you want the track to start

    2. Under End, in the At text box, type the appropriate time you want the track to end

  7. When you are done setting the sound options, click OK
    An alert box appears asking if you want your sound to automatically play during the slide show.

  8. If you want your CD to play automatically, click YES
    OR
    If you want to start your CD by clicking the mouse, click NO
    A sound icon will appear on the slide

return to topInserting Videos

When inserting movies into your presentation, you have two choices. You can choose a movie from your own file or you can insert a movie or motion clip from the Clip Gallery. PowerPoint automatically has motion clips in the Clip Gallery. Motion clips are like clip art except the images include animation. This animation can be seen when you run the slide show.
For resources on finding movies or to learn how to save movies from the Internet, refer to Capturing Video Clips from the Web from Capturing Images, Sounds, and Movies.

Inserting Movies: From Clip Gallery

  1. View the appropriate slide in Normal view

  2. Windows: From the Insert menu, select Movies and Sounds » Movie from Clip Organizer...
    The Insert Clip Art task pane appears with all choices displayed.
    Macintosh: From the Insert menu, select Movies and Sounds » Movie from Gallery...
    The Clip Gallery dialog box appears.

  3. Navigate through the different motion clip categories

  4. Select the appropriate movie

  5. Macintosh: Click INSERT
    The movie appears on your slide.

Inserting Movies: From File

  1. View the appropriate slide in Normal view

  2. From the Insert menu, select Movies and Sounds » Movie from File...
    The Insert Movie dialog box appears.

  3. Navigate through the different folders and files and select the appropriate movie

  4. Windows: Click OK
    Macintosh:     Click CHOOSE 
     The movie appears on your slide.

return to topInserting Narration 

Perhaps you would like someone else to speak during the presentation. With PowerPoint XP you can record your own narration and select the slide to which you want the narration applied.

NOTE: In order to record narration you must have a microphone. 

Windows:

  1. View the appropriate slide in Normal view

  2. From the Slide Show menu, select Record Narration...
    The Record Narration dialog box appears.

  3. If this is the first time you are recording narration, click Set Microphone Level...
    The Microphone Check dialog box appears.

  4. Follow the directions on the Microphone Check dialog box and click OK

  5. To begin recording, from the Record Narration dialog box, click OK
    A slide selection dialog box appears.

  6. To have the recording start on the current slide, click CURRENT SLIDE
    OR
    To have the recording start at the first slide, click FIRST SLIDE
    The slide show automatically starts at the selected slide.

  7. As you go through each slide, add appropriate narration
    NOTE: At the end of the show an alert box appears asking if you want to save slide timings

  8. To save the slide timings, click SAVE
    OR
    To only save the narration, click DON'T SAVE

Macintosh:

  1. View the presentation in Normal view

  2. Select the slide you want to start the narration

  3. From the Slide Show menu, select Record Narration...

  4. To begin recording, from the Record Narration dialog box, click RECORD

  5. As you go through each slide, add appropriate narration
    NOTE: At the end of the show an alert box appears asking if you want to save slide timings

  6. To save the slide timings, click SAVE
    OR
    To save only the narration, click DON'T SAVE

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