PowerPoint Multimedia

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					   PowerPoint Multimedia

New PowerPoint 2003 features:

      PowerPoint 2003 Viewer –Replacement for PowerPoint Viewer 97 updates with all new
       animations and transitions from PowerPoint 2000 and on.

      Package to CD -- Package to CD creates a copy of your presentation on a folder or CD that is
       completely self sufficient - it embeds fonts, relocates linked files and also includes the Viewer.

      Faster and More Responsive -- PowerPoint 2003 is so much faster and responsive doing
       everyday tasks like opening and editing presentations.

      Windows Media Player Integration -- PowerPoint can now use the Windows Media Player to
       play media files rather than the aging MCI Control. WMP integration provides PowerPoint with
       niceties like automatic media codec download if a particular codec is not available on the
       delivery machine

      Full Screen Movies -- The movies you insert into PowerPoint can now be played full screen -
       after playing, the movie returns control to the presentation slideshow mode.

      Media Playlist Support – You can add more audio and media file types including streaming

      Thesaurus -- The Office thesaurus finally makes it to PowerPoint using the new Research task
       pane. Thesauri are available in several languages. In addition, you'll also find the Encarta
       dictionary and encyclopedia available within PowerPoint as well as an online language
       translation service - all these options require you to be connected online when being used.

      Shift F5 -- Shift+F5 to the command that begins a slide show at the current slide

                                                           Package for CD creates a copy of
                                                           your presentation and burns it onto a CD.
                                                           The burned CD is completely self-sufficient -
                                                           it embeds fonts, relocates linked files and
                                                           also includes the Viewer.

Definition of Multimedia & File Formats

Everyone knows what multimedia is, right? For the purposes of this discussion we will be addressing
two specific forms of multimedia - movies and sounds, and their role in PowerPoint. PowerPoint has
the ability to insert and play the following type of files.

Video (Movies) Files

QuickTime (*.mov, or *.qt) created with versions 1 and 2 of QuickTime. (versions 3 and later are not
supported in Windows PowerPoint.)

Audio Video Interleave (*.avi) –More commonly used, large file size

Motion Picture Experts Group (*.mpg, *. mpeg, *.m1v, *.mp2, *.mpa, *.mpe) –common and
compressed so file sizes are smaller

Windows Media Video (wmv) PowerPoint 2003 Fully supports Windows Media Video (WMV) files and is
recommended for use in PowerPoint.

Animated GIF (*.gif) While animated GIFs are not movies, they come close enough for discussion in
this document. (Note: Only PowerPoint 2000 and higher supports animated GIFs.)

While other, less popular video formats exist, these are the most common and most likely to be used
in PowerPoint. Should you need to use one of the less popular formats I strongly suggest converting it
to an AVI or MPG format.

Audio Files

Audio Interchange File Format (*.aiff, *.aif, *.aifc) –Not too common

Motion Pictures Expert Group Layer-3 (*.mp3, *.m3u) (Note: May only be inserted with PowerPoint
2000 but may be played back with PowerPoint 97 or the 32-bit PowerPoint Viewer.) –Common and
small file size, compressed

Musical Instrument Digital Interface (*.midi, *.mid, *.rmi)—small file size, quality may not be good

Microsoft Wave (*.wav) –common but large file size, uncompressed

Microsoft Streaming Format (*.asf, *.asx, *.wma)—used for streaming media

Tips for successful multimedia in PowerPoint:

    1) Use PowerPoint 2003, because of better multimedia handling features.
    2) When you first began to build your PowerPoint Presentation, create a folder to store your
       presentation and all of the multimedia. Do not place multimedia on a network drive.
    3) Remember that if you create a PowerPoint on a fast machine, it may not work the same on a
       slower machine. Test out the computers first.
    4) For Video use Windows Media Video (WMV), MPEG or AVI Format
    5) For Audio use WAV format, Windows Media Audio (WMA), or if size is an issue, MP3 files are

*Remember just because the function to place multimedia into a presentation is called ―insert‖ this
gives the false impression that it is imbedded when in fact it is only linked.

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Getting Source Video

Digital Camcorders and Cameras: These camcorders record straight to a digital video format that can
be transferred to your computer through an IEEE 1394 (Firewire) interface port or other device - this
can be saved to a video format like AVI, MPG or WMV that PowerPoint can understand. Many digital
cameras also allow you to shoot video clips at 15-30 frames per second.

Webcams: Webcams attached to your computer allow recording live video while you sit in front of your
PC. Most webcams include a built-in microphone and can record in a variety of formats.

Video Stock Libraries: Many a time, you want to add video in the beginning of a presentation to create
a splash. For instance you might want to show a collage of medical video clips before you are speaking
to an audience about medicine. Luckily, it is easy nowadays to locate stock video footage for most
subjects - they are indeed more expensive than stock images but prices are coming down and I know
of at least one vendor who sells stock videos intended for PowerPoint presentations for just one dollar
per clip! Most clips are usually available in both WMV and MOV formats for use in PowerPoint for
Windows and Mac respectively.

Video Capture Devices: Various video capture devices allow you to digitize existing VHS or analog
camcorder content to a format that PowerPoint can understand. Costs vary between US$200 and
1000, depending upon the video capture quality and features.

Editing Video

Windows XP includes a free video editing program called Windows Movie Maker. Movie Maker is a
user friendly program which allows you import video and pictures and edit them to music or narration.
You can then output it for use in PowerPoint or other applications.

You can find it by going to Start>Programs>Accessories>Entertainment>Windows Movie Maker. Make
sure you have version 2 and not version 1. Version 2 includes many great enhancements and
upgrades. If you need version 2 it is available free from www.microsoft.com/moviemaker.

You can add titles to your videos, transitions and effects and audio.

Inserting Video

    1. Go to Insert>Movies and Sounds on the submenu click Movie from File.
    2. Select your video file and
    3. Double-click a movie file.
    4. Decide whether the movie should start automatically or on
        a click.
    5. Play the movie to see how it works. (Shift F5)

Action Buttons

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Action Buttons (navigation buttons) can give your presentation the look and familiarity of a web page
with buttons for home, help, back, next etc… You can also link action buttons to web pages and other
documents such as a word file or to trigger audio and video clips.

                          To insert an action button go to slideshow>action buttons

                                               Next draw out your button and position it
                                               where you want it on the screen.

                                               The Action Settings dialog box appears.
                                               Select the option which best suits your

                                               To link it to an audio or video file, choose
                                               ―other file‖ from the bottom of the drop
                                               down box.

Hyper-linking to Multimedia

Though PowerPoint only works with WMV, WMA, MPEG, MP3, AVI & WAV audio and video files, you can
still use other video and audio types such as QuickTime and Real media files by hyper-linking to them
through your PowerPoint Presentation. Just keep in mind that you need to have the QuickTime and
Real Players installed on the computer you are going to play those files on.

    1. To insert a hyperlink, click on your PowerPoint slide text box.
    2. Go to insert>hyperlink.
    3. In the hyperlink dialog box add which text
       you want to display. It could be the
       name of your clip.

    4. Next find the folder which contains your
       clip and select it.

    5. Hit Ok. Now click SHIFT+F5 and test your

Embed a Media Player Object

Media player object give you greater control over your video because it embeds the standard windows
media player in your PowerPoint slide and gives you
access to all of the controls that you have in media

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  1. To add a media player object, go to insert>object>media player.
  2. Resize your media player to the size you want.

                         3. Right click on the media player on your PowerPoint slide and choose

  4. In the properties box, choose ―custom‖.
  5. Next choose the video clip you want
  6. Click apply and OK

To preview your media player and video in PowerPoint, click Shift+F5.

Embedding Audio and Video in Presentation

By default, PowerPoint only lets you embed audio 100kb or less and links to anything greater than
100kb. This is to keep the overall PowerPoint file size manageable. However in the age of CD, DVD
and larger capacity portable drives, size is not always an issue. To increase the 100kb limit within
PowerPoint follow these steps:

    1. Go to tools>options.
    2. Click on the General Tab.

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     3. Where it says ―Link Sounds with File size greater than 100kb, change the 100kb to 50000kb.
Now you will be able to embed larger audio and video files. I still
recommend saving your video files along with your presentation
just in case.

Editing Audio with Audacity

A good FREE audio editor is Audacity which can be found at http://audacity.sourceforge.net
Audacity is a complete audio application which allows you to record into it and edit the recordings,
convert audio files from many different formats and save them as wav and mp3 files which can be
used in PowerPoint. You can download a good short users guide at the same above address.

CD Extractor

Another great FREE program is CDEx which is a CD extractor. CDEX allows you to extract tracks from
any CD and convert them to wav files or mp3 files. You can find CDex at

Microsoft Producer
Microsoft Producer makes it easy to capture and synchronize audio, video, slides and images—creating engaging rich-
media presentations. You can import slides, add narration or audio, add video, and output to a variety of formats. You
can find Microsoft Producer at www.microsoft.com/producer.

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Record Your Own Narration Audio
Setting up PowerPoint for Narration

Connect a microphone to your computer mic input on the back. Open a presentation in PowerPoint
that you wish to narrate. To begin narrating, select Record Narration, from the Slide Show menu.

This will open a window with several options.

Recording for the First Time

If this is your first time recording a narration, be sure to follow the next two steps. Otherwise you may
proceed to Recording Your Narration.

Begin by selecting the Set Microphone Level button. To establish an appropriate recording level of
PowerPoint, read the following statement as instructed in the pop up menu. "I am using the
microphone setup wizard. It is checking to see whether my microphone is plugged in and working
properly." As you read, you should notice the colored bar moving up indicating the volume level of your
voice through the microphone. The slider bar will move to adjust to the volume of your voice. If you do
not see the colored bar, be sure that you microphone is connected properly and try again. When you
are done, select OK to return to the Record Narration window.

Set Up PowerPoint to Embed Audio

By default PowerPoint does not embed the audio files over 100kb which is small. However, you can
increase the size. Just go to Tools> Options >General > Link Sounds with files Greater than 100kb.
Change the ―100kb‖ to 50000 and now future audio recordings will be embedded instead of linked.

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                                 Next, select the Change Quality button. It is important that your audio
                                 start with a rather high quality. This will allow for any future production
                                 to be easily created. To do this, we recommend you choose the
                                 following settings:

                                         Format = PCM
                                         Attributes = Attributes = 11.025 kHz, 8 bit, Mono 10 kb/sec

Once you have set your options, select the OK button                                   to continue.

Recording Your Narration

PowerPoint will start recording your narration as soon as you hit OK on the Record Narration window.
Because of this, it is important to be sure you are ready to begin recording before proceeding.

When your presentation begins, speak in a clear voice and click with the mouse to proceed from one
slide to the next. When complete, a black screen will appear with a message at the top stating "End of
Slide Show. Click to Exit." Click with your mouse to complete the narration. You will see the following

Select the Save button to save your recordings and timings to your presentation folder. PowerPoint will
return you to a thumbnail view with the narration time listed under each slide.

Note: You can save your PowerPoint Presentation as a ―PowerPoint Show File‖ as opposed to a
standard PowerPoint file, if you do not want others to be able to edit your presentation. To do this, go
to Save As and select PowerPoint Show. Then select Save.

If at anytime you wish to re-record the audio for a single slide you may do so by doing the following.

       Select the slide you wish to re-record.
       Choose Record Narration from the Slide Show menu.
       Choose OK.
       Select Current Slide from the pop up window.
       Begin your narration and hit the escape (esc) key when finished.
       Select Save from the pop up window.

Photo Album Feature

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The Photo Album is a new feature which allows you to place many photos on consecutive slides

                                             1. Open PowerPoint and Go to Insert > Picture > New
                                                Photo Album.

                                             2. Once the Photo Album dialog box appears select
                                                “insert picture from file/disk”

                                             3. Choose the images you want to insert into your
                                                PowerPoint presentation. (Tip: Hold down your
                                                control key to select multiple images).

                                             4. Hit “Create” and the images will be placed into
                                                PowerPoint on consecutive slides. You can add
                                                transitions or text as needed.

Compressing Images in a Presentation

If you are using several images in your presentation and want to decrease the size of your file.
PowerPoint 2003 makes it easy to compress images and reduce your file size without compromising
the quality of your images. Go to Format>Autoshape and choose the pictures tab. Then select

Next in the compress pictures dialog box which appears, select all pictures in document and
web/screen. You will get a warning about reducing the quality of your images but don‘t worry you
won‘t really notice any difference.

‗Package    for CD

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Package for CD creates a copy of your presentation in a folder or CD that is completely self-sufficient -
it embeds fonts, relocates linked files and also includes the Viewer. It burns a complete presentation
for you using your CD burner.

Create CD

        1.   Open presentation
        2.   Go to file > package for CD.
        3.   Name CD to be burned.
        4.   Select files to be burned.
        5.   Insert blank CD in drive.
        6.   Select Copy to CD.

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Jun Wang Jun Wang Dr
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