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You can add audio and video files to a spreadsheet in Numbers '09. This can help to tell a story, provide additional information or simply add interest to your spreadsheet. Let's add an audio file to our Running Club Data spreadsheet that will allow viewers to hear the proper pacing to reach their monthly goals. Now to insert an audio or a video file, you can use the Insert menu and simply choose the file you are looking for. We have added an audio file to the Exercise Files folder called Jogging. Or if you have got a Finder window open, you can simply drag the file from Finder into your spreadsheet. Or if you have added the file to iTunes, in this case an audio file, you can access it from the Media Browser.
Click the Media Browser to open it up and make sure Audio is selected. This will show you a list of playlist and files you have in iTunes. And if you have added it, it will appear there. You can simply click and drag it from iTunes onto the canvas and release. If you are working with video files, you would use the Movies button. And from here you would see different movies that you have worked within iMovie. When you are done with the Media Browser, simply close it up. Notice we have got a speaker icon now on our canvas representing the audio file we just brought into the spreadsheet.
So now we can adjust this by moving it into the proper position. We can use the handles to resize it. And now to actually play the audio file we can double click. (Sound of footsteps.) To stop the audio file, just click the canvas anywhere. It is always a good idea to add some instructional text telling people what to do to hear the audio file. Now we can also get more control over this file using the QuickTime Inspector. First, we need to select the icon. Then we'll click the Inspector button on the Toolbar and ensure QuickTime Inspector is selected. With the QuickTime Inspector, we can control how our audio and video files play.
For example, with our icon selected, we can see the total playtime, almost 19 seconds. But we can also cut that off if we want to shorten it by dragging the handle from the right inwards. If there are parts at the beginning we want to cut off, we can drag that handle inward as well. We'll always see the total playtime down at the bottom. And if we want to hear that, we can click the Play button from here. (Sound of footsteps.) Press Pause when you want to pause play. Other things you can do include looping.
Right now you will see under Repeat it says None. But if you want this audio file to continue playing when it reaches the end, click this button, and either choose Loop which will loop back to the beginning, or choose Loop Back and Forth which will actually play the file backwards when it reaches the end and continue to go back and forth. Loop is a good idea for this particular audio file. We can also adjust the Volume from here. If you find its a little too loud, drag this slider to the left, test it out with the Play button. (Sound of footsteps.) Press Pause and adjust as necessary. If you're working with a video file, you can even select a Poster Frame. This little slider allows you to move through the video file to choose the frame that will appear on the spreadsheet. In that case you wouldn't see a speaker icon with a video file.
When you are done with the QuickTime Inspector, close it up. And deselect the icon by clicking on the canvas anywhere. So adding multimedia such as audio or video to your spreadsheet can add some additional information and real excitement for those viewing your spreadsheet electronically.
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