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PowerPoint 2010: Audio and Video in Depth
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Linking vs. embedding media


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PowerPoint 2010: Audio and Video in Depth

with Alicia Katz Pollock

Video: Linking vs. embedding media

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.
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  1. 1m 43s
    1. Welcome
      54s
    2. Using the exercise files
      49s
  2. 20m 45s
    1. Using video and audio appropriately
      1m 58s
    2. Considering copyrights
      3m 57s
    3. Linking vs. embedding media
      8m 35s
    4. Working with video formats
      6m 15s
  3. 22m 4s
    1. Inserting an animated GIF from the clip art gallery
      4m 21s
    2. Inserting a video from a computer file
      3m 55s
    3. Inserting a clip as an external object
      3m 10s
    4. Inserting a video as a Windows Media Player control
      3m 45s
    5. Linking to a YouTube video
      5m 23s
    6. Inserting a video using an action button
      1m 30s
  4. 23m 23s
    1. Inserting a QuickTime video
      6m 3s
    2. Playing a Flash animation
      6m 0s
    3. Using ActiveX as a workaround
      5m 58s
    4. Inserting a web page
      5m 22s
  5. 34m 6s
    1. Trimming a video
      5m 54s
    2. Fading in and out
      4m 23s
    3. Cropping a video
      4m 6s
    4. Selecting a poster frame
      1m 53s
    5. Adjusting brightness and contrast
      2m 40s
    6. Recoloring a video
      2m 50s
    7. Adding video bookmarks
      3m 10s
    8. Synchronizing text captions with bookmarks
      9m 10s
  6. 10m 32s
    1. Resizing a video
      4m 34s
    2. Playing a video in a shape
      2m 2s
    3. Using a video as a slide background
      3m 56s
  7. 29m 3s
    1. Applying a preset video style
      2m 48s
    2. Designing a border
      3m 59s
    3. Adding shadows
      2m 52s
    4. Adding reflections
      2m 39s
    5. Adding glow effects
      2m 16s
    6. Adding soft edges
      1m 45s
    7. Applying 3D rotation
      3m 50s
    8. Applying bevels and 3D formatting
      6m 26s
    9. Using Format Painter
      2m 28s
  8. 22m 34s
    1. Setting the volume
      1m 13s
    2. Playing a clip automatically
      57s
    3. Play full screen
      1m 1s
    4. Hiding a video
      1m 16s
    5. Looping a video
      2m 50s
    6. Rewinding after playing
      1m 13s
    7. Delaying playback of a video
      2m 0s
    8. Showing and hiding media controls
      1m 1s
    9. Triggering a video by clicking a graphic
      5m 5s
    10. Triggering a video using animations
      2m 46s
    11. Playing a video across multiple slides
      3m 12s
  9. 13m 0s
    1. Troubleshooting videos that won't play
      3m 7s
    2. Improving playback performance
      3m 43s
    3. Optimizing Windows 7 settings
      6m 10s
  10. 13m 18s
    1. Working with audio file formats
      3m 7s
    2. Inserting a sound from the clip art gallery
      3m 15s
    3. Inserting audio from a computer file
      1m 56s
    4. Recording your own sounds
      3m 35s
    5. Playing audio in an external application
      1m 25s
  11. 24m 44s
    1. Setting the sound clip volume
      1m 5s
    2. Playing a clip automatically
      2m 23s
    3. Trimming an audio clip
      3m 52s
    4. Choosing a sound's starting and ending points
      2m 18s
    5. Fading sounds in and out
      59s
    6. Looping a sound clip
      2m 23s
    7. Delaying an audio clip
      2m 31s
    8. Rewinding after playing
      1m 13s
    9. Changing the appearance of the sound icon
      3m 13s
    10. Hiding the sound icon
      2m 5s
    11. Adding and removing audio bookmarks
      2m 42s
  12. 18m 19s
    1. Adding sound effects to transitions
      3m 10s
    2. Adding sound effects to animations
      3m 46s
    3. Triggering audio playback with objects
      2m 12s
    4. Playing a sound with a hyperlink
      1m 28s
    5. Triggering actions with audio bookmarks
      7m 43s
  13. 21m 7s
    1. Playing a sound across multiple slides
      4m 10s
    2. Building a music soundtrack
      4m 23s
    3. Playing audio tracks from a CD
      3m 26s
    4. Recording a narration
      9m 8s
  14. 23m 12s
    1. Checking and optimizing media compatibility
      3m 8s
    2. Converting media to earlier versions of PowerPoint
      2m 17s
    3. Converting media from earlier versions of PowerPoint
      2m 37s
    4. Compressing media files
      3m 47s
    5. Saving as a movie
      4m 48s
    6. Packaging a presentation for travel
      3m 43s
    7. Extracting media asset files
      2m 52s
  15. 45s
    1. Goodbye
      45s

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PowerPoint 2010: Audio and Video in Depth
4h 38m Intermediate Sep 27, 2011

Viewers: in countries Watching now:

Discover how to integrate and enhance video and audio to create a more engaging PowerPoint presentation. In this course, author Alicia Katz Pollock emphasizes the technical details necessary to make a multimedia presentation work: from working with appropriate file formats, to applying video styles, to reducing the file size of multimedia presentations for sharing.

Topics include:
  • Using video and audio appropriately
  • Linking vs. embedding media
  • Considering copyrights
  • Inserting video
  • Working with proprietary formats, such as QuickTime, YouTube, and Flash
  • Applying effects
  • Setting options like looping and full-screen playback
  • Adding sound
  • Building a music soundtrack
  • Saving multimedia presentations
Subjects:
Business Presentations
Software:
Office PowerPoint
Author:
Alicia Katz Pollock

Linking vs. embedding media

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.

There are currently no FAQs about PowerPoint 2010: Audio and Video in Depth.

 
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