Adding and Modifying Multimedia Elements

In terms of visual content creation, so far, we have learned about some of PowerPoint’s features that leverage AI and others that help us use graphical elements instead of text and bullet points. It is now time to level up your presentation game even more by learning how to include multimedia elements.

Adding multimedia elements will help make your presentations more impactful by providing content variety while making some topics easier to learn about via short videos rather than long text explanations.

In this chapter, we will discuss the following topics:

• Inserting and formatting videos
• Inserting and formatting audio
• Using the Cameo feature
• Inserting a screenshot or screen recording for a demo
• Creating a video file or GIF from a presentation

Technical requirements

Most topics discussed in this chapter don’t require having a Microsoft 365 (M365) subscription, the tools and features having been introduced in previous versions of PowerPoint. I will identify when a feature is in M365 only. Also, be aware that since the subscription version of PowerPoint is being updated on an ongoing basis, it is possible that some features don’t look exactly the same in your version of the application.

Inserting and formatting videos

Inserting videos into your presentations can sound like a daunting task, the main reason usually being that many users feel lost with all the formats available and compatibility issues with the PowerPoint version they are using. So, let’s start by defining the supported file formats.

Supported video file formats

There used to be so many variables to choosing a video file format in PowerPoint! The supported file format was highly dependent on the Microsoft Office version installed, if we were using Windows or Mac, which version of the operating system was installed, and which device the presentation would be viewed on. The good news is that we can reduce the complexity of that list with modern versions of PowerPoint (2016, 2019, 2021) and Office 365 (O365).

Warning

If you are still using Office 2010, this version stopped being supported in October 2020, opening up your computer to major security risks. And if you are still using Office...

Inserting and formatting audio

Using audio in your presentation can be very useful in some circumstances, but I often hear users feel lost with all the formats and compatibility issues, as we discussed for videos previously. Again, let’s start by defining the supported file formats.

Supported audio file formats

Since versions and compatibility issues are very similar between audio and video, I won’t repeat the introduction I did in the video section. I will again refer you to the Microsoft article discussing video and audio formats in the Further reading section. If you want to make sure audio files included in your presentation will play on most devices and are supported by most operating systems, here are three formats you can look for:

• The .mp3 format is supported on Windows, macOS, iOS, and Android
• The .mp4 format is supported on Windows, macOS, and iOS
• The .wav format is supported on Windows, macOS, and Android

Again, I am skipping many...

Using the Cameo feature

We must keep finding new ways to engage our audiences, and using the Cameo feature could be interesting in some situations. At the time this book was written, it was available in the desktop version of PowerPoint with an M365 license, and in the preview version of PowerPoint Live in Teams. In short, Cameo allows you to embed a live camera feed into your slides. I see the value of adding presenter proximity when presenting virtually, or in a large venue where some people in the audience might not see you clearly. It could also be used to focus a camera on a sign language interpreter, which is a great way to be more accessible and inclusive.

To access the feature, you need to click on the Insert tab (1) and go to the far right of the ribbon to click on the Cameo button (2). It automatically adds a camera object (3) in the lower-right corner of the slide and might also open the Designer pane (4) to suggest design ideas that include a camera feed (Figure 7.20...

Inserting a screenshot or screen recording for a demo

Sometimes it is much easier to show an image of an application or website than try to explain everything with words. That is when you should be going to the Insert tab (1) to use the Screenshot feature (2) (Figure 7.22):

Figure 7.22 – Using the Screenshot feature in PowerPoint

• After clicking on the Screenshot button, the Available Windows section (3) shows you a list of all the active windows on your computer. If you take the time to open the exact application, document, or website you want to grab a capture from before you use the feature, inserting the capture is as simple as clicking on the preview you want to include on your slide.
• The Screen Clipping option (4) will allow you to grab a specific area with your mouse cursor. Here are the steps:
  • Open the window from where you want to grab a specific portion to include in PowerPoint and place the PowerPoint window on top of it.
  • When you...

Creating a video file or GIF from a presentation

After creating your presentation, it might be a good idea to reuse it in a video format that is easy to view on many platforms while making it more difficult to reuse parts of your content. It could also be done so that you have a video clip to insert back into a presentation. As you can see, the possibilities are endless, and it is easy to create.

Exporting a presentation as a video

When you are done creating your presentation, or the small set of slides that you need to have a video for, you need to click on the File tab to view what is called the Backstage view (Figure 7.25):

Figure 7.25 – PowerPoint’s Backstage view to create videos

• First, click on the Export menu (1) on the left so that you have access to the Export pane (2).
• Then, click on Create a Video (3) to access the settings. The export process will keep everything you have included in your presentations. If you are...

Summary

In this chapter, we discussed how to add and modify multimedia elements such as videos, audio files, screenshots, and screen recordings, and export a file as a video or GIF that can then be inserted back into your presentation file.

You now have enough knowledge about the tools and features to start using more media elements in your presentations. When you have the feeling it will take a long time to create graphic elements to show a process or explain your idea clearly, stop and think about using other types of media that will help the audience understand your concept more quickly.

We have added one more building block for more engaging and impactful presentations. And remember that even though there is a lot of creative content available in Microsoft’s Stock Images library, you can always create your own with your own smartphone. But if your need is for a big marketing campaign, then it might be wiser to hire professionals to create relevant videos.

In the...

Further reading

• Microsoft article on supported video and audio file formats: https://support.microsoft.com/en-us/office/video-and-audio-file-formats-supported-in-powerpoint-d8b12450-26db-4c7b-a5c1-593d3418fb59
• Tips for improving audio and video playback and compatibility in PowerPoint: https://support.microsoft.com/en-us/office/tips-for-improving-audio-and-video-playback-and-compatibility-in-powerpoint-a3458b91-684a-4104-9a3f-697967a34755
• Are you having video or audio playback issues?: https://support.microsoft.com/en-us/office/are-you-having-video-or-audio-playback-issues-e0a94444-8ea7-4a00-974b-6ad0d6edc4b1#codecs
• Support article on inserting a video from a website: https://support.microsoft.com/en-us/office/insert-a-video-from-youtube-or-another-site-8340ec69-4cee-4fe1-ab96-4849154bc6db?ui=en-us&rs=en-us&ad=us#OfficeVersion=Newer_versions