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In PowerPoint 2010 Essential Training, author David Diskin demonstrates how to engage an audience with images, video, sound, charts, and diagrams in professional presentations. The course also covers a variety of methods to share presentations with others, and provides comprehensive tutorials on how to design presentations that successfully deliver a quality message. Exercise files accompany the course.
This chapter is all about multimedia, audio and video, and bringing it into your presentations. PowerPoint 2010 gives us exciting new ways to add and control multimedia content. Let's start withaudio. There are a few musicians at Two Trees Olive Oil, and they've jazzed up a soundtrack to play during the introduction slide of our presentation. We're going to repeat that groove on slide number 1 until we're ready to start our meeting. From the Insert tab on the Ribbon, on the far right, I'm going to choose Audio.
Pull down the menu, and choose Audio from File. We'll navigate to our Exercise Files, and in the Assets folder, you're going to find the Jazzy Groove. We'll select it and Insert it. When the Media has been added, you'll see the silhouette of a speaker. We can move this anywhere, and in a minute, we're going to hide it. But for now you know that you can select it and click Play - (Music playing.) - to play that Media.
If we press Shift+F5, the icon is visible, but the sound doesn't start immediately; instead, just like in Preview mode, you take your mouse, hover over and click Play. (Music playing.) I'll press Escape to return back to my Edit mode. I want to modify the behavior of this media. I want to hide the icon and configure it so that it automatically plays when the presentation starts, and doesn't stop until I go on to the next slide. I want it to loop until I go to slide number two.
So with my Media icon selected, I click on the Playback tab, and start adjusting the settings. For example, I can drop the Volume. We'll go Medium. I can Hide the icon, start it Automatically, and Loop it until it Stopped. Notice I also have options to control the Fade In and Fade Out; for example, I can take five seconds to fade all the way up to full volume, and then fade all the way down to no volume.
These options I'll show you later when we talk about video. For now, let's go ahead and press Shift+F5, now that we've changed our Audio Options. (Music playing) As soon as I click to move on to the next slide, the audio stops.
Remember that you can use Audio to include music, pre-record narration, voiceovers, or maybe even a testimonial from a customer. If you have a professionally created radio commercial, throw that in, too. One hiccup that you're likely to encounter, though, is with copy-protected media. If you've purchased an audio file online, such as a song, it may be in a format that's incompatible with PowerPoint. It all depends on the format that your online store has sold you. A final tip about Audio, which also applies to Video: Make sure that your speakers are powerful enough for the room and audience that you're presenting to.
Nothing says unprepared like tiny little speakers in a big giant room.
Find answers to the most frequently asked questions about PowerPoint 2010 Essential Training.
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Create a Video – This feature converts your presentation into a .WMV file (video) which you can then upload to your own website, YouTube, Facebook, or just about anywhere else. If you upload it to a site like YouTube which permits embedding, you can then copy-and-paste the embed code directly into your own website. It will play when users click the Play button, much like you’ve probably seen on blogs and other websites. This feature includes your voice narration, slide advance timings, and video that you may have included.
Save to Web – This feature uploads your presentation to SkyDrive, a free file-hosting service by Microsoft that you can use for collaboration. You’ll need a Windows Live account first, but once you log in you can create folders and upload files directly from within PowerPoint 2010. Once uploaded, you can provide a public link to the presentation file which can then be added to your website. The presentation will open in visitors’ browsers with forward and back buttons, and they do not need a Windows Live account to view it.
Create PDF/XPS Document – By saving your presentation as a PDF, you can upload the PDF to your website and link to it. Most users will be able to load and watch the PDF presentation, and can advance slides manually. Note that this feature does not permit video, sound, animation, or transitions.
PowerPoint Viewer - A fourth option is to save your presentation as a Show (you’ll find this under the “Save As” menu) which creates a PPSX file. PowerPoint Shows are just like regular presentation files, except PowerPoint opens up in presentation mode to the first slide, and when finished it closes completely. The PPSX file can be uploaded to your website, and linked to. Users with PowerPoint 2007 or later will be able to open the presentation and watch it. For users without PowerPoint 2007 or later, you can provide a second link to the free Microsoft PowerPoint Viewer which they can then install on any Windows machine and watch your presentation.
The first three options discussed above can be started by choosing “Save and Send” from Backstage View (the File menu). Then choose the appropriate option based on your preference.
Note that if your organization has a SharePoint server, and your audience is limited to those with access to SharePoint, you may choose to “Save to SharePoint” instead for an easy, feature-rich solution.
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