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One of the things that you have to bear in mind in designing a PowerPoint slide show is what computer you're going to play it on. Will they have PowerPoint 2010 or are they still using 2007, or even the 2003 version? You'll be surprised that how many companies haven't made the switch years after the software upgrade was released. Here's a step you can take a head of time so that you are not caught off guard in the middle of your big day. PowerPoint 2010 allows thousands of new media file formats that weren't available when PowerPoint 2007 was released. The only video formats supported natively in PowerPoint 2007 were .wmv, .avi, .asf, and .mpeg.
If you just open up your presentation in PowerPoint 2007, any media clips in formats other than those will turn into static graphics of the first frame of the video. It will be terrible to walk into a presentation only to find that your videos were completely gone. To alert you to any media file format issues, go up to the File tab in the upper left-hand corner of the screen and click on it. Go down to the Info Section. At the bottom, you will see Prepare for sharing. Click on the big Check for Issues button and then select the third option, Check Compatibility.
When I select it, the PowerPoint Compatibility Checker opens. For this file, I get a message that says the media clips inserted or upgraded in this version of PowerPoint will be saved as pictures, slide 4 and slide 10. I'll click OK to close the dialogue box. On slide 4, I have an embedded movie and then on slide 10 I have an embedded audio clip. PowerPoint 2007 and earlier did not allow you to embed your media clips in the presentation at all.
Everything in 2007 was linked. If you're moving to 2007, you all need to delete both this audio clip and this video and reinsert them using the Link to File Option in the Insert Video dialogue box. For more information about this technique please see my linking and embedding video earlier in this course. If you are going to run a PowerPoint presentation on any other computer besides your own, be sure to run the finish file through the Compatibility Checker, before you move it to the new machine. This will make sure that your videos and audio will play, no matter what version of PowerPoint that computer has.
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