RECORD SOUND

TO YOUR

POWERPOINT

Display the slide you want to add sound to.

Make sure no automatic animations are set in the slide:Make sure no automatic animations are set in the slide:

1. Choose Animations tab2. Select Custom Animation3. A vertical screen opens on the right4. Select the animation5. Under Modify: Play select On Click

Test your equipment before recording:Test your equipment before recording:1. Choose Slide Show tab2. Select Record Narration3. Click Set Microphone Level… button4. Follow instructions in Microphone Check dialog

box. The indicator light should move as you speak5. Click OK when testing is done

Next, adjust sound quality:Next, adjust sound quality:1. Click Change Quality… button in the Record Narration dialog box2. Select a predefined Format and Attributes or create customized settings (select

the lowest setting that gives you satisfactory quality to keep the file size down –you may have to experiment)

3. If you use customized settings, click the Save As… button and name your settings4. Click OK when done

Link sound files to presentation:1.

2. button if you want to choose a location to store the sound files. They should

3.

Link sound files to presentation:1. Still in the Record Narration dialog box, click

to put a check mark in the Link narrations in: box in the lower left

2. Click the Browse button if you want to choose a location to store the sound files. They should be kept in a folder with your presentation for easy access.

3. Click OK when done

If you are recording on any slide but the first, PowerPoint asks you if you want to If you are recording on any slide but the first, PowerPoint asks you if you want to start recording at either the Current Slide or First Slide.

• You are taken to the slide you chose in slide view•

•

•

• You are taken to the slide you chose in slide view• You are now recording• Press the space bar when you want to advance to the

next slide• To stop recording, press the [Esc] key on your keyboard

• When you reach the last slide, or if you press [Esc],

•

• When you reach the last slide, or if you press [Esc], PowerPoint will ask you if you want to save slide timings. Click Don’t Save.

• You will see a speaker icon at the bottom of each slide. To hear the narration, double click the icon. The icon is not visible in presentation mode.

Rehearse timings:Select Rehearse timings:Select Slide Show tab and choose Rehearse Timings

• You are transferred into Slide Show View and the narration

•

•

•

• You are transferred into Slide Show View and the narration begins

• The rehearsal tool bar is displayed on the upper left• Advance through the presentation, pressing the spacebar when

the narration is done for each slide• To repeat, reset the clock by clicking the backward pointing

arrow

At the end of the presentation, PowerPoint asks you again if you want to save the timings. This time click Now when you run the slide show, the narration plays automatically.

At the end of the presentation, PowerPoint asks you again if you want to save the timings. This time click Yes. Now when you run the slide show, the narration plays automatically.

By default, only .wav sound files under 100 KB are embedded in a presentation. Other media file types and .wav files greater than 100 KB are linked. To embed wav sound files, increase the size of the embedded file to a maximum of 50,000 KB (50 MB):

larger

Note:presentation performance.

By default, only .wav sound files under 100 KB are embedded in a presentation. Other media file types and .wav files greater than 100 KB are linked. To embed wav sound files, increase the size of the embedded file to a maximum of 50,000 KB (50 MB):

• Click on speaker icon to select it• Go to Options tab at upper right• Click Hide During Show to prevent the

icon from displaying during presentation

• Select a Max Sound File Size (KB) larger than the size of sound file

Note: Larger sound files may slow down presentation performance.

To run presentation without narration:•

•

•

•

To run presentation without narration:• Select the Slide Show tab• Click Set Up Slide Show• Check Show without narration• Click OK

DECREASE

PRESENTATION FILE SIZE:

Delete Embedded

Sounds and Reinsert as

Linked Files.

1. Save presentation as a Web page to get 1. Save presentation as a Web page to get sounds into separate folder (Web page format: HTML format. Related files stored in an associated folder) • Click Microsoft Office Button, point to

Save As, click PowerPoint 97-2003 Presentation

To decrease the size of your presentation file, delete To decrease the size of your presentation file, delete embedded sounds and reinsert as linked files.

• In File name box, enter Web page name• In File name box, enter Web page name• In Save as type box, click Web Page.• Click Save.

PowerPoint saves embedded sounds in a separate folder with Web page name. Once sounds are in their separate folder move/copy to same folder as presentation.

PowerPoint saves embedded sounds in a separate folder with Web page name. Once sounds are in their separate folder move/copy to same folder as presentation.

2. Delete embedded sounds2. Delete embedded sounds• In original presentation, in Normal view, display slide with sound to be deleted• Click sound icon• Press Delete key.• To delete multiple sounds, repeat process for each slide with sound files to be

removed

3. Replace embedded sounds with linked sounds3. Replace embedded sounds with linked sounds• Copy/move sounds to same folder as presentation• Verify and set Max Sound File Size (KB) lower than

size of the sounds to be included in presentation. • Display the slide you want to add sound to.• Select Insert tab• Choose Sound• Select Sound from File…

• Locate folder with sound files that you

•

• Locate folder with sound files that you deleted, and click the file to be added

• Click OK

Choose how you want the sound to Choose how you want the sound to start, Automatically or When Clicked

To add multiple sounds, repeat above process for each slide that contains sound files to be added.

Tip:distribute it on CD, or to save it to a folder or network, copy presentation linked files:

automatically updated. When you package your presentation, you can also

To add multiple sounds, repeat above process for each slide that contains sound files to be added.

Tip: To run a presentation with linked files on a different computer, to distribute it on CD, or to save it to a folder or network, copy presentation and linked files:

• Click the Microsoft Office Button• Point to Publish• Click Package for CD. Any links to files packaged with presentation are

automatically updated. When you package your presentation, you can also make it play automatically.

SOME RELATED

INFORMATION

Embedded vs. linked sounds• Embedded files

• Stored within presentation• Files don't change if source file changed

• Linked files • Stored outside presentation• updated when changes made to their source file

Presentations to be given on another computer or sent to someone in an e-mail message:• For linked files, copy both linked files & presentation into same file folder so that PowerPoint can find

files when you want to play them. • If Package for CD is used to move files, links are updated automatically. If not, manually update links

by deleting sound files then adding them back.

Type of file When to use it

Embedded file • .wav files under 100 KB each; can embed .wav files up to 50 megabytes (MB), but may slow down presentation

• All sound files contained within, rather than linked to, presentation

• No plans to change source files

Linked file • Sound files 100 KB or more each

• Source files likely to change

• Package for CD feature will be used to package presentation to CD or different folder or computer

To determine if sound is linked or embedded:1. Click sound icon on slide that you want to determine the linked or

2.

3.

To determine if sound is linked or embedded:1. Click sound icon on slide that you want to determine the linked or

embedded status for.2. Under Sound Tools, on the Options tab, in the Sound Options

group, click the Dialog Box Launcher. 3. Under Information, next to File, you see either [Contained in

presentation] (meaning that the sound is embedded) or the path to the sound (meaning that the sound is linked).