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Linking vs. embedding media

From: PowerPoint 2007: Audio and Video in Depth

Video: Linking vs. embedding media

As you build your presentation, you'll insert any number of graphics, movies, sounds, and pictures. By default, your media files will be linked into PowerPoint file, but some sounds may be embedded instead. Let's explore the ins and outs of these approaches. In PowerPoint 2007, all your multimedia assets will be linked by default. This means that the media is inserted into the presentation, but the actual source stays outside the presentation, in its original location. The biggest benefit of linking your media files is that their size is not added to your presentation's file size.

Linking vs. embedding media

As you build your presentation, you'll insert any number of graphics, movies, sounds, and pictures. By default, your media files will be linked into PowerPoint file, but some sounds may be embedded instead. Let's explore the ins and outs of these approaches. In PowerPoint 2007, all your multimedia assets will be linked by default. This means that the media is inserted into the presentation, but the actual source stays outside the presentation, in its original location. The biggest benefit of linking your media files is that their size is not added to your presentation's file size.

In other words, even if you insert a 25-MB video into your slide show, your PowerPoint file won't get any bigger. I am going to go ahead and do a demo to show you what I mean. But don't worry about trying this yourself right now. We're going to go into detail about each of the steps I am doing throughout this course. Right now, if I look in Windows Explorer at my Exercise Files folder, I can see that my 01_03_linkembed PowerPoint presentation is 732 KB. If I look at testimonial_90sec, I can see that it's 8.6 MB, because 1 MB is approximately 1,000 KB.

Now I will go back to my PowerPoint presentation, and I will click on slide 4. I will click on the Insert Media clip icon in the Content Placeholder and navigate to that testimonial _90sec file and click OK. I'll tell it to start automatically. When I play my presentation, here's what it looks like. (video playing) I will press Escape to top it.

Now, I am going to go up to the upper left-hand corner of my screen and save this file. Now I'll switch back over to Windows, and even though I inserted an 8.6-MB file, my original PowerPoint is still just 732 KB; it hasn't changed at all. Another benefit of linked media files is that if your original video or sound file is edited, those changes will be reflected in your PowerPoint presentation automatically. So let's say that the video gets edited.

It now starts with my logo. If I re-exported the file and saved it in the same location with the same name, the link would be maintained, and the new content would appear. In my case, I am going to delete my original testimonial_90sec wmv file. When it asks to move it to the recycle bin, I will say yes. Now I will rename the file with the new intro with the same name, testimonials_90sec. I will go back over to my PowerPoint and close it, and then when I open it up again and play slide 4, I can see that it now starts with my logo.

(video playing) 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'm in Windows and I move, rename, or delete my original source file, or, for example, move the PowerPoint to a Flash drive and save it to a new computer, it would create an error. Here, I'll delete my original source file and then close it up in the presentation again.

And when I go to slide 4 and try and play it, nothing happens. If I double-click it in the Normal view, I'll get an error message. So I will close my file, go back to Windows again, and I am going to undo that deletion. In addition, if the link has a file path greater than 128 characters, you also may encounter errors. This is another good reason to save your assets into the same folder as your presentation and then link to them from there.

That will keep the links as short as possible. When you travel, make sure you use the Package for CD utility to gather all your needed files. We will talk about that in a video towards the end of this course. I'll open up my file again. If you will be working with links extensively, there's a control panel where you can manage them. I will click on the Office button and then go down to Prepare. The trick is that this Edit Links to Files option only shows up after you have created a link and then save the file; otherwise it won't even be there.

I will click on it, and now I can see a list of all the links in my presentation. The buttons on the right will either be available or grayed out, depending on your file types. The Update Now button would update the content to the newest versions of the original files, if there were any changes. To see the original file in Windows, click Open Source. If you want to change the link to another file, you don't need to delete and reinsert the media; use the Change Source button right here to point to a new source file. If you would like to stop the file from linking altogether and change it to a static image, click on Break Link.

Now at the very bottom there is an option for updating your links automatically or manually. To use it, make sure you're not clicked on any one link. All links are manual by default, but if you want the content to update any time you open or save the file, you can change it to automatic. Click Close and you're all set. Embedding, as opposed to linking, is only permitted for small wave sounds or fonts. We will discuss how to embed sounds later in this course. Now go up to the Office button and then click on PowerPoint Options at the very bottom, click on the Save section, and then look at the last item. Put a check mark in front of Embed fonts in the file.

You have the option of embedding only the letters that you actually used. This will save file size, but if you make any changes to your content, you may not have all the letters in the alphabet. I'd say better safe than sorry, and click the dot in front of Embed all characters. I will click OK. PowerPoint's ability to link to external multimedia files and call on them whenever needed allows you to include videos and sound clips of any size and length, without worrying about the size of your presentation file. The fact that you can continue to edit your original source files without having to modify your slide show makes your life just that much easier.

Show transcript

This video is part of

Image for PowerPoint 2007: Audio and Video in Depth
PowerPoint 2007: Audio and Video in Depth

64 video lessons · 3795 viewers

Alicia Katz Pollock
Author

 
Expand all | Collapse all
  1. 1m 39s
    1. Welcome
      52s
    2. Using the exercise files
      47s
  2. 16m 43s
    1. Using video and audio appropriately
      1m 49s
    2. Considering copyrights
      3m 54s
    3. Linking vs. embedding media
      6m 28s
    4. Working with video formats
      4m 32s
  3. 15m 41s
    1. Inserting an animated GIF from the clip art gallery
      4m 32s
    2. Inserting a video from a computer file
      3m 20s
    3. Inserting a clip as an external object
      2m 36s
    4. Inserting a video as a Windows Media Player control
      3m 20s
    5. Playing a video using an action button
      1m 53s
  4. 23m 38s
    1. Linking to a YouTube video
      5m 8s
    2. Playing a QuickTime movie
      4m 32s
    3. Playing a Flash animation
      3m 40s
    4. Using ActiveX as a workaround
      4m 42s
    5. Inserting a web page
      5m 36s
  5. 23m 7s
    1. Resizing a video
      3m 59s
    2. Cropping a video
      2m 51s
    3. Applying preset video styles
      3m 22s
    4. Designing a border
      4m 35s
    5. Adding shadows
      3m 25s
    6. Adding reflections
      1m 9s
    7. Adding glow effects
      1m 18s
    8. Using Format Painter
      2m 28s
  6. 26m 32s
    1. Setting the volume
      2m 22s
    2. Playing a clip automatically
      2m 49s
    3. Playing full screen
      1m 55s
    4. Hiding a video
      2m 11s
    5. Looping a video
      2m 55s
    6. Rewinding after playing
      1m 27s
    7. Playing a movie across slides
      3m 48s
    8. Delaying playback of a video
      2m 0s
    9. Triggering a video by clicking a graphic
      3m 46s
    10. Triggering a video using animations
      3m 19s
  7. 14m 4s
    1. Troubleshooting videos that won't play
      3m 10s
    2. Improving playback performance
      4m 55s
    3. Optimizing Windows 7 settings
      5m 59s
  8. 19m 26s
    1. Working with audio file formats
      2m 52s
    2. Embedding sounds
      3m 38s
    3. Inserting sounds from the clip art gallery
      4m 39s
    4. Inserting audio from a computer file
      2m 11s
    5. Playing a sound using an action button
      2m 46s
    6. Recording your own sounds
      3m 20s
  9. 18m 55s
    1. Setting the volume
      2m 44s
    2. Playing audio automatically
      2m 50s
    3. Choosing a sound's starting and ending points
      2m 36s
    4. Looping an audio clip
      3m 9s
    5. Delaying an audio clip
      1m 45s
    6. Changing the appearance of the sound icon
      3m 10s
    7. Hiding the sound icon
      2m 41s
  10. 12m 22s
    1. Adding sound effects to transitions
      3m 5s
    2. Adding sound effects to animations
      4m 13s
    3. Triggering audio playback with objects
      3m 35s
    4. Playing a sound with a hyperlink
      1m 29s
  11. 23m 0s
    1. Playing a sound across multiple slides
      4m 13s
    2. Building a music soundtrack
      4m 21s
    3. Playing audio tracks from a CD
      2m 33s
    4. Recording a narration
      11m 53s
  12. 16m 43s
    1. Running the Compatibility Checker
      1m 36s
    2. Converting files for PowerPoint 2010
      2m 26s
    3. Packaging a CD for travel
      3m 40s
    4. Creating a self-running presentation
      6m 54s
    5. Extracting media files
      2m 7s
  13. 39s
    1. Goodbye
      39s

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