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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.
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