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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.
If we have a video of our product or service, or maybe a demonstration of some kind, even a commercial, we can embed it into the slideshow, just like we do with pictures. One difficulty you may run into while attempting to bring video into your presentation is compatibility; however, PowerPoint 2010 is more compatible with video formats than prior versions. In fact, PowerPoint 2010 even gives us the ability to embed videos found on YouTube, Hulu, and other video sharing Web sites. Just after our Introductions, we're going to add a two minute promotional video to get our employees pumped up about Two Trees Olive Oil.
Let's start by adding an empty slide. With the second slide selected, I'll pull down the New Slide menu. Normally, we've added Title and Content, but this time I'm going to add a blank slide. No title, no content, just the background. Now, I'm going to add the video. From the Insert tab on the Ribbon, on the far right, I'll pull down Video. For our first example, I'm going to choose Video from File. In my Assets folder, there is a video that I want to include, called Video Tour. I'll select it and click Insert.
With my video inserted, just like the audio clip earlier, I can select the video and click Play - (Male Speaker: You can see that it's got quite a few olives.) (Male Speaker: Most of the olives are still a light green,) (Male Speaker: but you'll see some that have turned bluish in color.) - and Pause when I'm done previewing. If I press Shift+F5 to look at this as the audience would see it, I'll see a black screen, but I can move my mouse, hit Play - (Male Speaker: You can see that it -) - and Pause. I'll press Escape to return back to Edit mode.
Let's go ahead and get rid of that black screen that the audience sees. So with the Video selected, I'll choose the Format tab from the Ribbon. Using the Progress Bar, I want to choose a frame that I'd like the audience to see initially. This could be any frame in the video. It might be best if it was one at the beginning, but it can be any one I want. We'll use this frame here. Then from Video Tools Format, I'll pull down Poster Frame and choose Current Frame. This will recall the exact frame for that video. So now when I press Shift+F5, that's exactly what the audience is going to see initially.
When I hit Play, the video will start from the beginning. (Male Speaker: You can see that it's got quite a few olives.) If I want, I can set up the video so that it automatically begins playing as soon as the slide is loaded. Let's go ahead and make that change. With the video selected, I'll choose Playback from the Ribbon. Here I can control the volume, when to start, and I can even make it loop until I continue on to the next slide, but we're not going to choose that option. Now I'll press shift+F5. (Male Speaker: You can see that it's got quite a few olives.) You can see that the video automatically started to play.
Now that we have accomplished that, let's talk about another amazing new enhancement. We can embed videos straight from video sharing sites, such as Hulu and YouTube. On slide number 11, we'll mention our company's YouTube channel, since it follows right after our Web site. Let's add a new slide by pulling down the New Slide menu and choosing Title Only. We'll give it a name. To add the video, we'll access the Ribbon using the Insert tab.
We'll pull down the Video menu, and choose Video from Web Site. This gives us a dialog box where PowerPoint wants us to paste the specific URL, or special code to include that links us back to a Web site. To find this code, I need to go find my video. Here is our Podcast on YouTube. Just like most file sharing sites, there is an Embed command that I can use to find special code to embed the video into my PowerPoint presentation. Here is the code that PowerPoint wants.
I'll right-click and copy, then return back to PowerPoint, right-click and paste. Once I choose Insert, PowerPoint connects to the Web to verify the address that I gave it. The result is this black box, which is our video. I can move it around and resize it. I'll press Shift+F5 to see if it works. (Music playing.) It sure did.
Video is a great way to enhance any presentation. Now that we can add content from the Internet, PowerPoint is even more powerful. Just remember that if you're adding Internet content, you'll need to be connected to the Internet for it to work during your presentation. Keep in mind that if you try to import video and it fails, you might be able to convert it to another format. The Windows Live Movie Player can often do just that. It's a free download from Microsoft. What else can we do with video? Keep watching, and you'll find out.
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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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