3. Make sure no automatic animations are set in
the slide:
1. Choose Animations tab
2. Select Custom Animation
3. A vertical screen opens on the right
4. Select the animation
5. Under Modify: Play select On Click
4. Test your equipment before recording:
1. Choose Slide Show tab
2. Select Record Narration
3. Click Set Microphone Level… button
4. Follow instructions in Microphone Check dialog
box. The indicator light should move as you speak
5. Click OK when testing is done
5. Next, adjust sound quality:
1. Click Change Quality… button in the Record Narration dialog box
2. Select a predefined Format and Attributes or create customized settings (select
the lowest setting that gives you satisfactory quality to keep the file size down –
you may have to experiment)
3. If you use customized settings, click the Save As… button and name your settings
4. Click OK when done
6. Link sound files to presentation:
1. Still in the Record Narration dialog box, click
to put a check mark in the Link narrations in:
box in the lower left
2. Click the Browse button if you want to choose
a location to store the sound files. They should
be kept in a folder with your presentation for
easy access.
3. Click OK when done
7. If you are recording on any slide but the
first, PowerPoint asks you if you want to
start recording at either the Current
Slide or First Slide.
8. • You are taken to the slide you chose in slide view
• You are now recording
• Press the space bar when you want to advance to the
next slide
• To stop recording, press the [Esc] key on your keyboard
9. • When you reach the last slide, or if you press [Esc],
PowerPoint will ask you if you want to save slide timings.
Click Don’t Save.
• You will see a speaker icon at the bottom of each slide.
To hear the narration, double click the icon. The icon is
not visible in presentation mode.
11. • You are transferred into Slide Show View and the narration
begins
• The rehearsal tool bar is displayed on the upper left
• Advance through the presentation, pressing the spacebar when
the narration is done for each slide
• To repeat, reset the clock by clicking the backward pointing
arrow
12. At the end of the presentation, PowerPoint asks you again if
you want to save the timings. This time click Yes. Now when
you run the slide show, the narration plays automatically.
13. By default, only .wav sound files under 100
KB are embedded in a presentation. Other
media file types and .wav files greater than
100 KB are linked. To embed wav sound
files, increase the size of the embedded file
to a maximum of 50,000 KB (50 MB):
• Click on speaker icon to select it
• Go to Options tab at upper right
• Click Hide During Show to prevent the
icon from displaying during
presentation
• Select a Max Sound File Size (KB) larger
than the size of sound file
Note: Larger sound files may slow down
presentation performance.
14. To run presentation without
narration:
• Select the Slide Show tab
• Click Set Up Slide Show
• Check Show without narration
• Click OK
16. To decrease the size of your presentation file, delete
embedded sounds and reinsert as linked files.
1. Save presentation as a Web page to get
sounds into separate folder (Web page
format: HTML format. Related files stored in
an associated folder)
• Click Microsoft Office Button, point to
Save As, click PowerPoint 97-2003
Presentation
17. • In File name box, enter Web page name
• In Save as type box, click Web Page.
• Click Save.
18. PowerPoint saves embedded sounds in a
separate folder with Web page name. Once
sounds are in their separate folder move/copy to
same folder as presentation.
19. 2. Delete embedded sounds
• In original presentation, in Normal view, display slide with sound to be deleted
• Click sound icon
• Press Delete key.
• To delete multiple sounds, repeat process for each slide with sound files to be
removed
20. 3. Replace embedded sounds with linked sounds
• Copy/move sounds to same folder as presentation
• Verify and set Max Sound File Size (KB) lower than
size of the sounds to be included in presentation.
• Display the slide you want to add sound to.
• Select Insert tab
• Choose Sound
• Select Sound from File…
21. • Locate folder with sound files that you
deleted, and click the file to be added
• Click OK
22. Choose how you want the sound to
start, Automatically or When Clicked
23. To add multiple sounds, repeat above process for each slide that contains sound
files to be added.
Tip: To run a presentation with linked files on a different computer, to
distribute it on CD, or to save it to a folder or network, copy presentation and
linked files:
• Click the Microsoft Office Button
• Point to Publish
• Click Package for CD. Any links to files packaged with presentation are
automatically updated. When you package your presentation, you can also
make it play automatically.
25. Embedded vs. linked sounds
• Embedded files
• Stored within presentation
• Files don't change if source file changed
• Linked files
• Stored outside presentation
• updated when changes made to their source file
Type of file When to use it
Embedded file • .wav files under 100 KB each; can embed .wav files up to 50 megabytes
(MB), but may slow down presentation
• All sound files contained within, rather than linked to, presentation
• No plans to change source files
Linked file • Sound files 100 KB or more each
• Source files likely to change
• Package for CD feature will be used to package presentation to CD or
different folder or computer
Presentations to be given on another computer or sent to someone in an e-mail message:
• For linked files, copy both linked files & presentation into same file folder so that PowerPoint can find
files when you want to play them.
• If Package for CD is used to move files, links are updated automatically. If not, manually update links
by deleting sound files then adding them back.
26. To determine if sound is linked or embedded:
1. Click sound icon on slide that you want to determine the linked or
embedded status for.
2. Under Sound Tools, on the Options tab, in the Sound Options
group, click the Dialog Box Launcher.
3. Under Information, next to File, you see either [Contained in
presentation] (meaning that the sound is embedded) or the path
to the sound (meaning that the sound is linked).
