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As you build your presentation, you'll insert any number of graphics, movies, sounds, and pictures. You may either embed the assets directly into your PowerPoint file or you could link to the files instead. Let's explore the ins and outs of these two approaches. Embedding is what happens by default when I add any multimedia files to my presentation. Embed means that the element will be imported and saved inside the PowerPoint file. The benefit of embedding is that all the assets are in one place and can't get lost. But the drawback is that every element's file size adds to the total size of your presentation.
In other words, if I insert a 20 megabyte video into my slideshow then my file is now at least 20 megabytes in size. Huge files can lead to PowerPoint slowing down or crashing. Let's see this in action. I'm going to open up the folder where I have my files. I can see that my PowerPoint presentation, 01_03_linkembed, is 723 kilobytes. The first video that we're going to insert, testimonial_90sec, is 8,682 kilobytes or 8.6 megabytes. 1 megabyte equals 1000 kilobytes.
Now, I'm going to go back to PowerPoint and I'm going to go to my fourth slide. In the placeholder, click on the video icon in the lower right-hand corner that says Insert Media Clip. Navigate to testimonial_90sec .wmv in the Exercise Files. When I double-click on it or click on it and then click Insert, it's imported into my slide. Now, click on the disk in the upper left- hand corner of your screen to save your file. Now, use Alt+Tab to switch back to Windows and you can see that your PowerPoint file has now grown to 9.4 megabytes or 9,413 kilobytes.
The entire testimonial movie is now inside this file. Now instead, if I linked to the movie, the video would say, stored as this individual file outside of PowerPoint. PowerPoint would know to go and get the object each time it's needed. There are three enormous benefits. The first is that your file size stays small. The second is that your PowerPoint 2010 file will work in PowerPoint 2007 without any extra conversion. The third is that a live link created between the source and your presentation.
In other words, if I make any changes to this external file, I'll see those changes the next time I open my PowerPoint presentation. So go back to PowerPoint. Go to slide 6. Click on the same video icon again, but this time, instead of clicking on my testimonial and clicking Insert, click on the dropdown arrow to the right of the button. You have another option here, to link to the file. Click on it. Link to File adds the image to the presentation just like before but the actual source stays outside the presentation in its original location.
I'll go up to the corner and save my file and go take a look. My file size has not changed. It did not add again the testimonial video size to the original. I am going to go back to PowerPoint and let's play the video. (Music playing) I can see that it starts with shots of the store. Now let's say that my video gets edited. Instead of starting with the store, it will now start with my logo. If in Windows, you replace this file with another one, your link will be maintained but the new content will appear.
In this case, I'm going to force this to happen. My testimonial_newintro file has that new edited file. So what I'm going to do is to link my testimonial_90sec, I'll right-click on it and then click Delete, and it says, Are you sure you want to move this to the Recycle Bin? And in this case I'll say Yes. And then I'm going to rename newintro to give it that same name. Again, this is like saving a newer file over my older one and replacing it. When I go back to my PowerPoint presentation and I close it and then open it up again, when I go back to slide 6 and playing my linked file, now it will start with my logo.
(Music playing) If I go back to slide 4 and look at my first video, I'll notice that it has not changed. It still starts with the flower store. (Music playing) And that's because we embedded this movie right into the presentation and it no longer has anything to do with that original source file. Now, there are some drawbacks to linking. One is that to share the presentation with others, you'll need to take actions to keep the original files together in the same folder with the PowerPoint file.
If I copy my file to a thumb drive and didn't take my original take my original source with me or if this original source file gets deleted or renamed, my links will break. If I close my presentation again and then open it again, this time when I go to slide 6 and look at my linked file, it tells me Media Not Found. And when I click Play, it tells me that it can't locate the file and do I want to locate it myself. I'll go ahead and say No. Now, another drawback to linking is that PowerPoint optimized media compatibility checker, which we'll explore near the end of this course, it doesn't work at all on linked media.
The utility helps make sure your PowerPoint presentation will play on other computers. First, it will ask you to embed the files. More importantly, it won't be able to determine if the media file type will work in 2007. For example, if you link to a Flash media file, PowerPoint's utility won't even alert you that the file won't work if you play it on an older version of PowerPoint. Now, let's go back to Windows again and I'm going to press Ctrl+Z to undo my file deletion and bring it back again. Right-click on the movie and choose Properties.
Take a look at the location. If this link has a file path that's greater than 128 characters, you may encounter errors. To prevent possible problems with broken links, this is another reason why it's a good idea to copy the assets into the same folder as your presentation, and then link to them from here. When you travel, make sure you take the entire folder. If you will be working with links extensively, there is a Control Panel where you can manage your links. The trick is, it only shows up after you've created a link and then saved your file.
Go back to PowerPoint, click on the File tab, and go down to Info. Look at the far right bottom corner. You'll see a very small item that says Edit Links to Files. Click on it and you'll see a list of all the links in your presentation. You can click on a file and click Update Now to update all the content, refreshing any changes to your source files. If you want to change the link to another file, you don't need to delete it and reinsert the media. Use this button right here to change the source file.
If you'd like to stop the file from linking all together and change it to embedded, click on Break Link. And at the very bottom, there's an option for updating your links automatically or manually. To use it, make sure you're not clicked on any one link. Click somewhere in the middle of the white area. All links are manual by default. But if you want the content to update anytime you open or save the file, you can change this to Automatic. Click Close and you're all set. Embedding also has one more technique I should mention. If you're using unusual fonts in your presentation and you'll be giving it on another machine, you can't guarantee that they'll have the same fonts that you used.
When that happens, your text will appear in Arial no matter how interesting your original font. To bring your fonts with you, you can embed them into the presentation. While we're on the File tab, go down and click Options. Click on the Save button and then look at the last item. Put a checkmark in front of Embed fonts in the file. You have the option of embedding only the letters that you used in the presentation. This will save file size, but if you make any changes to your content, you may not have all the letters you need.
Some of them will be in your fancy font; some of them will be in Arial. I'd say, better safe than sorry, and I'd checked the second option, Embed all the characters, then I'll click OK to close the options. Making an educated choice about when to link versus embed your videos, sounds, images, and objects in your presentation can save you all kinds of headaches. Again, embedding occurs by default. If your graphics are breaking for some reason and you don't know why, try embedding them instead of linking them. Use linking if your presentation is slow or crashing because of enormous file size and for when you need PowerPoint 2007 compatibility.
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