Tag Archives: free powerpoint 2016 tutorials

How to add Audio to your Presentations

You can add audio to your presentations such as music, narration or sound bites.  Only audio files with a file type supported by PowerPoint can be added to a presentation.  Audio files are inserted using the Insert Tab on the Ribbon in much the same way you would insert other items. Like video, once audio files are inserted, you can trim them, fade them and style them the same as you would style any other objects.

Audio files can be embedded or linked and it’s important to understand the difference as how you insert the audio will impact your PowerPoint file size.  For instance, embedded files are absorbed by the presentation, increasing the size of the presentation file whereas linked files remain separate so they do not affect the size of the presentation.

You can also record your own audio as long as your computer is equipped with a sound card, microphone and speakers.

Supported audio file formats

PowerPoint supports the following file formats and extensions.

  • AIFF Audio file (.aiff)
  • AU Audio file (.au)
  • MIDI file (.mid or .midi)
  • MP3 Audio file (.mp3)
  • Advanced Audio Coding – MPEG-4 Audio file* (.m4a, .mp4)
  • Windows Audio file (.wav)
  • Windows Media Audio file (.wma)

Requirements: PowerPoint 2013 or 2016. To follow this tutorial, open up the waterfalls-start PowerPoint presentation, download the Audio Clip from xxxx and follow the directions below:

Insert An Audio file from your computer

Insert audio and embed it into the presentation.

  1. Click the Slide you want to add audio to
  2. Click the Insert tab > Media Group > Audio > Audio on my PC
    Insert Audio in PowerPoint 2016
  3. In the Insert Audio Dialog Box, navigate to the folder where the audio clip resides, click on the file to select it and then click the Insert button.   The audio icon and controls will appear on the slide

Preview the Audio

  1. If necessary, click on the audio icon to select it and then click the Play/Pause button located beneath the audio icon.  You can stop the recording by clicking the same button.
    Play audio in PowerPoint 2016

Setting Audio Options

There are many options that you can set that will determine how your audio will be played in your presentation.  If you click the Play in the Background button on the Audio tools Playback tab, your sound will be treated as a background track and all the buttons to Start Automatically, Play Across Slides, Loop until Stopped and Hide during Show will all be activated.  Alternatively, you can set only the options you desire  as shown below.

  1. Select the audio clip icon Audio clip icon .
  2. Click the Audio Tools > Playback tab > Audio Options group
  3. In the Start list, click Automatically.  This will start the audio clip automatically when you run the slide show.  Alternately, if you want to manually start the audio clip when you click it on the slide, choose When Clicked.
    Setting audio options in PowerPoint 2016
  4. Still in the Audio Tools > Playback tab > Audio Options group, select Play Across Slides and Loop until Stopped. This will play the audio clip as you click through the slides  and play the audio clip play continuously until you stop it.
    Apply audio options in PowerPoint 2016
  5. Preview the presentation by clicking the Slide Show tab > Start Slide Show group > From Current Slide.  Your audio should be playing.  Adjust your audio options as desired.

Managing Audio in your presentations

There may be occasions where you may choose to link to audio clips instead of embed them. While this can decrease the file size of your presentation, it may cause problems if the linked file gets moved to another folder or deleted from your computer.  Also, if you give your presentation from another computer, are sharing your presentation with others or collaborating with others who do not have the audio located on their computer, you may wish to break the link and just embed the file instead.

  1. To link audio instead of embed it, just select “Link to File” instead of insert when adding audio to your presentation.
    link to an audio file in PowerPoint 2016
  2. To check whether a presentation has any embedded files, click the File tab and under Info, view Optimize Media Compatibility and you will see how many media files are embedded.  In our example, we have one Media file embedded.
  3. To remove a link, under the same info screen in the Related Documents section, click Edit Links to Files.
  4. In the Links dialog box, click on Break Link and then click Close.

Remove an audio link in PowerPoint 2016

How to add a Video to Spice up your Presentations

Including videos into your presentations is a great way to garner the attention of your audience and get your message across clearly and effectively.  The features of PowerPoint make it easy for you to add videos to your presentations,  not only from your computer, but also from online sources such as the Cloud, your Facebook account, YouTube or from any website that provides the embedded code.

Once inserted, you can format your video in much the same way that you would format a regular graphic.  For example, you can resize the video, adjust the brightness and color contrast, add a picture frame and more.  PowerPoint even allows you to trim your videos so only a specific portion of the video will play.

Insert a Video Clip From a File

  1. Click the Home Tab > Slides Group > New Slide and Select the Content with Caption Layout
    insert slide in PowerPoint 2016
  2. Add the Title “Deer Grazing“.
  3. Click the Insert Video button in the content placeholder to open the Insert Video dialog box
    Insert a video in PowerPoint
  4. From the Insert Video dialog box, choose From a File
    Insert a video from a file in PowerPoint 2016
  5. Click the Browse button to navigate to the folder where your video resides and select the video file you want to insert and then click the insert button
  6. The video will be added to the slide and should look something like the example below.  Notice the playback and volume controls are displayed in the control panel below the video.

Video inserted in PowerPoint

Insert an Online Video

it’s possible to insert an embedded video from an online source such as YouTube or Facebook by using the Insert Tab > Media Group > Video and choosing Online Video.

Insert a video from an online website in PowerPoint 2016

In the Insert Video dialog box, choose the source of the video that you want to insert.  If you have a personal Microsoft OneDrive account, you can navigate to your OneDrive account from here.  You can also search on YouTube for videos or paste the embedded code from a website of your choice.  Keep in mind that you will need to be connected to the internet when you are giving your presentation for your online video to work.

Formatting your Video

After you insert your video, you’re ready to start formatting it.  Note:  Most of the formatting available on the Playback toolbar on the Ribbon can only be used on videos inserted from a PC on your local computer.  They will not work on embedded videos.

  1. Click on the video to select it .  Notice the selection handles appear around the video.  The Video Tools contextual toolbar will appear on the Ribbon with all your formatting options and the playback toolbar will appear below the video.
  2. To preview your video, click the Play button on the Video Toolbar or click the Play/Pause button on the Playback toolbar right below your video.

video playback toolbar in PowerPoint

Trim a Video

After previewing your video clip, you may want to remove certain parts of it.  You can trim from the beginning or the end of your video clip by adjusting the Start Time (green marker)  or End Time (red marker).

  1. Select the video frame.  The Video Tools contextual Playback tab will appear
  2. Under the Video Tools Playback tab  > Editing group, click Trim Video.  The Trim Video dialog box will appear
  3. Press Play to determine where you want to trim the video.  In our example below, we are trimming from the end
  4. Click the red marker and when you see the two headed arrow, drag to the desired ending position.  In our example, it is an end time of approximately 00:06.957. Replay the video to make sure you have trimmed your video as desired.
  5. Click OK and your video will be trimmed.

Trim a video in PowerPoint

Resize a Video

  1. Click the Format tab > Size Group
  2. Click in the Height box and type “5” or your desired width and press enter.  The video width will adjust proportionately.

Resize a video in PowerPoint

There are several other options that you can set for your videos such as fade in and fade out timings, restricting the playback to certain segments, looping a video clip and manually or automatically starting the video playback. It’s a good idea to experiment with these options to customize your presentation as needed.

  1. Click the Slide Show button on the Status Bar to display the slide with the video in Slide Show mode.
    playing a slide show in PowerPoint
  2. When you see the mouse pointer, click the mouse button to view your video.  When the video is finished, press the ESC key on your keyboard to exit the slide show.

Slide show mode in PowerPoint

Apply a Style to your Video

After you view your presentation, you may want to do some finishing touches to your video. You can apply styles and effects to your videos just the same as you can to images.  You can also change the video shape and add a border if desired.  Below we’ll add a Video style to our video.

  1. First select the video and then on the Format tab> Video Styles Group click the More button to to display the Video Styles Gallery.
    More button in PowerPoint
  2. Under the Moderate section, click Compound Frame, Black to add a subtle frame. The style will be applied to your video.

style video

Preview your slide show again and practice with the different styles such as borders, brightness and contrast and color themes as desired.

Practice: – Insert a Video in PowerPoint

Open the wildlife presentation provided for you here and download and insert the deer-movie.

  1. Following the instructions in the above tutorial, click on slide 5 and insert a new slide.
  2. Insert a title and the deer movie
  3. Trim your movie from the end to approximately 00:06.957.
  4. Resize the movie to a height of 5″.  The width should adjust accordingly.
  5. Apply a style of your choice to the video
  6. Preview your presentation and verify your movie plays as desired.

Free Training Videos on Word and PowerPoint from Microsoft

Microsoft recently partnered with LinkedIn to provide some amazing high quality LinkedIn Learning training videos that originally focused on Outlook 2016 and Excel 2016 and now they have added more new videos on working with Word and PowerPoint. There are more than 60 new videos to help you quickly get up to speed on Office—whether you need to learn about tracking changes in Word or designing PowerPoint presentations.

For example, many times we’re asked the question of how to save documents as a pdf or in other formats and this is answered in the “Getting Started with Word” video series that consists of over 21 videos that covers multiple Word tasks including how to create documents, add and edit text, format text with styles, create mailing lists, organize documents into sections, review documents and track changes, create and format tables and more.

In the Getting Started with PowerPoint 2016 series, which consists of over 36 separate videos, you’ll learn how to create presentations, add and format text, add and format images, design presentations, present slideshows, add audio and video, add animations to slides, add tables, store and share presentations and remove sensitive information.

You can find the direct links to the Getting Started Video Series below:

Getting Started Series with Word 2016 Training

Getting Started Series with PowerPoint 2016 Training

Getting Started Series with Outlook 2016 Training

Getting Started Series with Excel 2016 Training

These courses, of over 170 LinkedIn Learning videos, are freely available and can be found alongside the hundreds of courses and videos in the Office Training Center that covers all major Office applications including Word, Excel, PowerPoint, Access, Outlook, OneNote and even OneDrive.  Training is available for all major releases on Windows, Mac, iphone and ipad.  It’s also possible to get training for past versions of Office if so desired.