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In PowerPoint for Mac 2011 Essential Training, author David Rivers demonstrates how to create effective slideshows and dynamic presentations using the tools in Microsoft PowerPoint 2011. The course provides in-depth instructions for changing the look of presentations: using built-in and custom themes, formatting text, inserting tables and charts, adding pictures and SmartArt drawings, and adding animation. It also shows how to proof presentations and ready them for viewing, and gives details on the different ways to share presentations. Exercise files are included with the course.
With PowerPoint 2011, you have the ability to add audio to a presentation. Audio could be somebody speaking, an audio clip that appears on a slide, it could be music that plays in the background as the presentation plays; it's totally up to you, and there are a few different options for adding audio. We are going to do that using our Album presentation. The last thing we did was to add video. If you're going to be adding audio - and let's say it is going to be music that plays in the background; this is as a presentation that's going to play on its own - well, in that case, you want to make sure it doesn't interfere with any other audio that might be added, including the audio that's part of a video clip.
So we're going to start on slide six by clicking the video clip. There it is. You don't really have to select it, but we're going to down to the speaker icon and just click it. That's just same as dragging the button all way down. It mutes the audio. So it'd nice to be able to see what's going on but listen to the music in the background, the music we're about to add starting at slide one. So we will go up to slide one. Now to insert the audio, it depends where it is, you can access your Media Browser by clicking the Media Browser button or by accessing it from the Ribbon.
You'll notice you've got the Audio Browser. It allows you to go and get songs from iTunes. If you've got the audio file stored away somewhere, you can browse for it through your folders, choosing Audio from File. You can even create your own audio: just record like if you have got a microphone attached to your computer. Let's go to Audio from File. We have got one called Jazzy Groove. Notice it's an MP3, and there are different audio formats that can be added. Don't worry about the format. If we've got an audio file, you are going to be able to add it here by clicking the Insert button. And it automatically gets inserted as an icon, a speaker icon, right in the center of your slide.
Now you can make this invisible while you're playing the slideshow, or it can stay there - you've got the controls attached to it - or you can move it around. Let's move it to the bottom left-hand corner, and let's make it a little bit smaller, so it's not sticking out like a sore thumb. You've also got the controls here for playing it, to see what it sounds like, and this Play button will turn into a Pause button. Let's try it out. (Music playing.) Okay that's probably a little too loud, so we can go to the speaker icon now and just bring the volume down a little bit, and we'll drag it.
We don't need to mute it. And you can see that we have also got the counter here, showing us how far into the song we get. So it looks like it's just over two minutes and 20 seconds. Now with this selected still, we've got a number of options that appear with the Format Audio tab on the Ribbon. How this is going to play? Well, let's say the scenario is a presentation, kind of like a kiosk presentation that's going to loop around. It's just going to play. We want the song in the background to play, and we don't want to have to click anything. So in this case, we're going to change the Start button from On Click to Play across Slides.
That's the same as Automatically, but it will play automatically but across all of the slides in our presentation. We also have some playback options here. There is the option to hide the icon during the slideshow itself, and we can have it loop until it's stopped, and we can also choose the rewind it after it's played back to the beginning. In this case, we want to hide it for sure. If you go back to this dropdown, you'll see the check mark next to it. And if you're slide presentation is designed to loop around, you don't have to worry about looping this until it stopped.
So we won't even select that, but it is an option. All right, so we've got our icon down below. It's ready to go: time to test this out. We know we can hit Play to hear it. We've already heard it once. We can hit Play down here on our Control bar. But if we really want to see it in the presentation, we will go down to our Slideshow button in the bottom left-hand corner. When we click this, it's going to play our slideshow. The slideshow right now, with its transitions and so on, requires you to click to move from slide to slide, but let's see what it sounds like.
(Music playing.) And the last click takes us out of the slideshow and back to working on our presentation.
Notice the songs stops automatically at the end. So it does play automatically when we launch it, it plays across the slides as we click through them, and when we played our muted video, it continued to play right over that video. So when you want to add sound, remember you can record your own sounds, attach it to a slide, or have it play across multiple slides. If you are going to be creating a kiosk type presentation that plays on its own, and people stand there and just watch it without having to click, then you're going to have to adjust your slides so they play automatically, set up timings, but when you add audio, you can have it just simply go ahead and play, loop around, and never stop.
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