PowerPoint XP & Sound

Using Sound in PowerPoint

Add Sound to Animation

Add Sound to Transitions

Mouse Over/Click to Play Sound

Insert a Sound File or Play Sound from CD

Link Sound to Action Button

Record Voice Over One Slide

Create .wav file in WinXPSound Recorder

Record Voice Over All Slides

Other Sound Samples

Record Voice Over Selected Slides

PP & Multimedia Integration Workshop Files


Using Sound in PowerPoint

There are five ways sound is played in a PowerPoint slide show; automatically when slide appears, click the screen, click of the sound icon, and roll the mouse over an object or click the object. Each method handles the sound differently and is explained in detail under the desired sound application method.

PowerPoint will allow you to import sound into your slide show from an audiocassette, CD, videotape or any source that has an Audio Out connection. You will need to connect the sound source device to your computer with a cable. Connect an audio cable to Audio Out of the audio source device and Audio In into your computer sound card. This will allow you to record directly into your computer, eliminating extraneous noise. Sound can also be recorded directly into the computer through a microphone. PowerPoint does not support sound editing; therefore, what you hear is what you get. If editing is required, use an audio editing program prior to inserting it into PowerPoint or record the sound again. There are a variety of audio editing programs available to accomplish the editing task. Some are more complicated then others.

Audio Editing Software:

GoldWave

 

Adobe Audition

 

SoundEdit 16 plus Deck II (Macintosh)

 

Sound Forge (Windows)

The most commonly used sound file is the .wav file. Inserting sound into a PowerPoint slide show will require the use of a .wav (sound) or .mid (MIDI) file. The .wav format is better suited for human voice and other self-contained sounds. The .mid format is used to play digital music "samples" from your sound card's synthesizer or other MIDI instruments. The MIDI file contains other information such as pitch, volume, durration, etc. A sound file created in PowerPoint is saved as a .wav file. Some sound files are embedded as objects, while others are linked to the PowerPoint presentation. This will depend on how you insert the sound in the PowerPoint slide show.

It is important to know whether the file is an embedded object or linked when you begin to copy files to a server or another computer. An embedded sound file is incorporated into the .ppt file. The linked sound file is stored independently and will need to be copied along with the .ppt file. The file must be copied to the same folder as your PowerPoint file and then imported into the slides show. This will ensure that the correct path is defined when the file is linked. If the sound file is not copied with the .ppt file, the sound will not play. The use of linked sound files is helpful when you need to update a sound file a regular basis.

Always create a folder for your Powerpoint file and copy all sound files into that folder. This must be done before the sound file is imported into the PowerPoint show for the sound to play in your presentation. Sound files over 100KB are automatically linked to the slide. To embed a larger sound file, the default setting for linked sound must be changed. To change the default setting, go to:

Tools > Options > General (tab)

   Link sound with file size greater than 100 KB  (Increase the KB value to a desired size.)

Add Sound to a Transition

Sound is saved as an embedded object in a slide transition; the sound begins as the new slide appears. Sound effects are normally associated with transitions, but a narrative can be used as a transition sound. The narrative will begin to play after the transition is complete. If you use a sound editing program to record and/or edit .wav files, and prefer to embed a sound file as an object into your slide, then use the slide transition for your sound delivery.

To add sound to a slide transition:

    Quick Reference:  Slide Show > Slide Transition > Apply to selected slides > Modify transition - Sound > Advance slide

Instructions:

  1. Display slide in View >Normal to insert the sound clip in the slide.
  2. Select menu item Slide Show > Slide Transition to open the slide transition property options.
  3. Go to Apply to slected slides and select a transition effect.
  4. Go to Modify transition to select Speed and Sound to import sound.
  5. Click down arrow under Sound and select a sound from the menu of choices or go to Other Sound to retrieve a .wav file from a directory (a:, b:, c:, etc.).
  6. Go to Advance slide to select the action need to advance the slide. On mouse click to advance at the click of the mouse or type the time in Automatically after if you wish to automatically advance the slide after a specified period of time.

Tips:

  PowerPoint Presentation

A sound file is linked to each transition within the slide show. The first two slides require the viewer to click the srceen to advance the slide, while the third slide advances automatically after three seconds.
PowerPoint Viewer 97 (free download) is required to view this example.

  PowerPoint Presentation

impatica compression (to be added)


Insert a Sound File or Play Sound from CD

PowerPoint allows you to insert .wav sound files from a directory or the Microsoft sound gallery. The sound is linked to the target slide. The sound can be played automatically or activated with a click of the sound icon. Sound saved to play automatically can be replayed again by clicking on the icon. This use of sound allows the learner to control when the audio is played or replayed. Sound files can be prerecorded using other sound recording software and inserted into PowerPoint as a linked file through this method.

To Insert from File

    Quick Reference:  Insert > Movies and Sounds > Sound from Clip Organizer > Yes - automatic play or No - click to play

Instructions:

  1. Display slide in View > Normal to insert the sound clip in the slide.

  2. Select menu item Insert > Movies and Sounds > Sound from file to insert a sound file from a directory.


  3. Options message - Select Yes if you wish to have sound play automatically when the slide opens or No if you wish to have the learner click the sound icon before the sound will play.
  4. Select the file and click OK insert audio file.

To Insert from Clip Organizer

Quick Reference:  Insert > Movies and Sounds > Sound from File > Yes - automatic play or No - click to play

  1. Display slide in View > Normal to insert the sound clip in the slide.
  2. Select menu item Insert > Movies and Sounds > Sound from clip organizer to display clips from the organizer.
  3. Options message - Select Yes if you wish to have sound play automatically when the slide opens or No if you wish to have the learner click the sound icon before the sound will play.

To Play Sound from CD

Quick Reference:  Insert > Movies and Sounds > Play CD Audio Track

  1. Display slide in View > Normal to insert the sound clip in the slide.
  2. Select menu item Insert > Movies and Sounds > Play CD Audio Track to open dialog box.
  3. Select Track - Start and End or specify length in seconds and click OK.

Tips:

  PowerPoint Presentation

A .wav file is inserted into a PowerPoint slide. The end result shows a sound icon displayed on the screen. To play the sound, the learner must click the sound icon.
PowerPoint Viewer 97 (free download) is required to view this example..

  PowerPoint Presentation

impatica compression (to be added).


Record Voice Over One Slide

PowerPoint allows you to use a microphone or any electronic recording playback device as your audio source to record sound on one slide. The sound is linked as an object, allowing the learner to click the sound icon to begin playing the sound. The audio is recorded at a default setting.

To address the needs of all learner types, a text version of the audio clip can be displayed along with the sound icon. This provides the learner the option of reading the text or listening to the audio. The use of sound is always helpful when correct word prenunciation is essential to the learning process. Additional information not visualized on the screen can also be added in the form of a sound clip..

To Record Voice Over One Slide

     Quick Reference:  Insert > Movie and Sound > Record Sound

Instructions:

  1. Display the slide in Slide View to insert the Sound file.

  2. Insert a microphone or use the built-in microphone. An external prerecorded audio source can be connected to your computer by attaching a cable from the external audio source (line out) to your computer sound card (line in).

  3. Select menu item Insert > Movie and Sound > Record Sound.

  4. The sound recorder will appear. Type in a name for your sound file in the Name dialog box.

  5. Click the round red Record button and begin speaking into the microphone or playing the sound from the electronic device (cassette player, VCR, mini disc, etc.).

  6. Click the square Stop button to stop recording. You can click the Record button if you wish to add more narration to this slide.

  7. Click the Playback button to listen to the recording.

  8. Click the OK button when you are finished recording sound for this slide.

  9. Click Cancel if you wish to delete the recording.

    Tips:

  PowerPoint Slide

A microphone was used to record the narrative on a single slide in PowerPoint. The end result shows a sound icon displayed on the screen. To play the sound, the learner must click the sound icon.
PowerPoint Viewer 97
(free download) is required to view the example.

  PowerPoint Presentation

impatica compression (to be added).


Record Voice Over All Slides

PowerPoint allows you to record a continuous narrative over all the slide in your slide show. Advancing the slides while recording the narration will set the timing, synchronizing the slide to advance at the appropriate time. The sound can be embedded or linked to the slide show. The Record Narration dialog screen provides a box to click if you want to link the file. Embedded sound objects become part of the .ppt slide show file. If you plan to update the sound on a regular basis, it will be easier to link the sound file to the slide show. The sound icon is only visible in the Slide View mode and is transparent in the Slide Show mode.

Limit the slide show to managable lengths. This recording feature does not offer the learner the option to control the sound, it automatically plays and advances the slides when the slide show begins. If the learner wishes to review a small segment of a lengthy slide show, the chances of reviewing the complete show will decrease. Some learners prefer control over their learning and should be considered when you prepare a self-contained slide show.

To Record Voice Over All Slides

    Quick Reference:  Slide Show > Record Narration > Set Microphone Level or Change Quality (if needed)

Instructions:

  1. Display slide in View > Normal to insert the sound clip in the slide.

  2. Insert a microphone or use the built-in microphone. An external prerecorded audio source can be connected to your computer by attaching a cable from the external audio source (line out) to your computer sound card (line in).

  3. Select menu item Slide Show > Record Narration - Set Microphone Level to check or adjust your microphone level.
  4. The Settings automatically default to Telephone Quality. To change the quality, open the options under Name. You are able to improve the file to Radio quality (22,050 Hx, 8 Bit, Mono), or CD quality (44,100 Hz, 16 Bit, Stereo). Selecting Attributes offers customization of sound settings. Begin with Radio Quality and customize the quaility by increasing or decreasing the Attributes settings.
  5. The narrration can be imported as an embedded object or a linked object. PowerPoint will embed the sound file as an object unless it is specificed to link or if the file is larger than 100KB. To improve the performance of a long sound clip, link the sound file. Check the Link narration in box and click Browse to target the file folder. Copy the sound file to the same folder as your PowerPoint file is stored to ensure functionality.
  6. Click OK to begin recording your narration.
  7. Advance the slides as you record the narration.
  8. Click Yes to save the timing or No if the timing is not required for your presentation.
  9. Click Yes if you wish to review the timing in your slide show.

    Tips:

  PowerPoint Presentation

The narrative was recorded through a microphone placed in front of a TV monitor speaker. As the narrative was played from a VHS videotape, the mouse was clicked to activate the effects or advance the slide. There were problems with the timing on the third slide. PowerPoint has a difficult time imprinting the advance command when a large segment of audio is being recorded. The audio recording sounds hollow, picking up the hiss from the monitor.
PowerPoint Viewer 97 (free download) is required to view this example.

  PowerPoint Presentation

The narrative was recorded through a direct cable connect. A RCA/mini cable was connect to the VHS player and computer; RCA to audio-out of the VHS player and mini to audio-in on the computer (audio card is required). As the narrative was played from a VHS videotape, the mouse was clicked to activate the effects or advance the slide. There were problems with the timing on the third slide. PowerPoint has difficulty imprinting the advance command when a large segment of audio is being recorded. This audio recording is cleaner than the previous example. Using this process eliminates extraneous noise that may be picked up during the recording process.
PowerPoint Viewer 97 (free download) is required to view this example.

  PowerPoint Presentation

impatica compression (to be added).


Record Voice Over Selected Slides

There are times when the recording process doesn't go well and you will need to rerecord the narration over one or two slides. Instead of rerecording the complete slide show, you can limit the recording to specific slides. The range of slides must be specified in Slide Show - Set-up Show. You may need to record several segments if you don't wish to rerecord the complete range of slides. Maintain the same distance from the microphone as you did during the previous recording. This will minimize the variation in the quality and comsistancy of the recording.

    Quick Reference:  Slide Show > Set-up Show > Show slides (specify - From and To)
                                  Slide Show > Record Narration - Set Microphone Level or Change Quality (if needed)

Instructions:

  1. Display slide in View > Normal to insert the sound clip in the slide.

  2. Insert a microphone or use the built-in microphone. An external prerecorded audio source can be connected to your computer by attaching a cable from the external audio source (line out) to your computer sound card (line in).

  3. Scroll through the slides and delete the sound icon from all slides you plan to rerecord audio.

  4. Select menu item Slide Show > Set-up Show.

  5. In the Show slides category, specify the slide or slide range you wish to rerecord (From:__ To:__) and set Advance Slides: Mannually or Using Timing, if present. To confirm the selections, click OK.

  6. Select menu item Slide Show > Record Narration.

  7. Click OK to begin recording the narration.

  8. Advance the slides as you record the narration.

  9. Click Yes to save the timing or No if the timing is not required for your presentation.

  10. Click Yes if you wish to review the timing in your slide show.

  11. Go back to Slide Show > Set Up Show - Show slides and specify All to review all slides and click OK.

    Tips:


Add Sound to Animation

Sound can be added to any animated effect as an embedded object on a slide; the sound begins when the mouse is click to load the new animation. Only one sound file can be embedded into each animation effect, but multiple effects can be used on one slide. Each object or grouped object can be animated; therefore, a sound file can be embedded into the slide for each animated effect that appears on the screen.

Adding a narrative to an animated effect provides the view with a point of focus and a narration that will elaborate on what is being highlighted. This linear approach to presenting information can be effective, but should be limited to single concepts. Too much information may overwhelm the viewer and would not provide random or easy access to information. The viewer may be reluctant to review the slide show again if it takes another twenty minutes to review a two-minute segment within the slide show. Create short single concept rather than lengthy complex slide shows.

    Quick Reference:  Slide Show > Custom Animation > Add Effect > Effect Options > Sound

Instructions:

  1. Display the slide in Slide View.

  2. Select menu item Slide Show > Custom Animation.

  3. Select an object and go to the Custom Animation Menu, Add Effect >Entrance to apply an effect that will bring up the object.
  4. Under Start, select On Mouse Click.
    • Open arrow under object one and select Effects Options. Open Sound arrow and select the sound file.
  5. To animation and narrate automatically, click arrow under Start and select After Previous for each object.

   Tips:

  PowerPoint Presentation

A wav file is linked to each animation within this slide show. This is a linar presentation of effects linked to .wav files that were recorded in Windows 95 Sound Recorder.
PowerPoint Viewer 97 (free download) is required to view this example.

  PowerPoint Presentation

impatica conversion (to be added).


Mouse Over or Mouse Click to Play Sound

Sound can be linked to an any object on the slide. The command to play the sound is determined by the action selected, Mouse Over or Mouse Click. The learner will need to roll the mouse over the object to play the narrative if Mouse Over is selected. Be careful when selecting this option, the learner may need to roll over multiple Mouse Over objects before getting to the one desired. This will activate the narrative connected to each object and may create a very confusing situation. The Mouse Click feature works better in situations where multiple objects are linked to a sound file.

Linking sound to specific elements of an image can be used to clarify the content within the image. This technique is ideal when creating instructional materials used to support exploratory learning.

    Quick Reference:  Slide Show > Action Settings > Mouse Click Tab or
                                   Slide Show > Mouse Over > Play Sound

Instructions:

  1. Display the slide in Slide View to insert the Sound file.

  2. Click the object to which you want to link sound. Small boxes will appear around the object.

  3. Select menu item Slide Show > Action Settings.

  4. Select the Mouse Over tab if you wish to play the sound when the mouse is rolled over the object.
    Select the Mouse Click tab if you wish to play the sound after the object is clicked.

  5. Select Play Sound and arrow to select a sound from the menu.

  6. To insert a sound file, select Other Sound and a file directory will appear. Find the .wav file you wish to insert and click OK.

  7. To highlight the object after the mouse action and before the sound is played, select Highlight Click.

    Tips:

  PowerPoint Presentation

PowerPoint Viewer 97 (free download) is required to view this example.

  PowerPoint Presentation

impatica compression (to be added).


Link Sound to an Action Button

There are twelve button shapes available in PowerPoint. They represent common symbols and are easy to identify. The color, size and shape of these buttons can be modified in PowerPoint. The buttons are objects; therefore a sound file can be linked to a button. Within the selection of buttons, there is a button specifically designed for sound.

The slide can be designed to operate exclusively through the use of buttons. This approach may be useful in some situations. Buttons standardize the display of specific actions that will appear on the screen, providing the learner random access to available functions of the slide show.

    Quick Reference:  Slide Show > Action Button - (select button) > Click Slide >
                                   Mouse Over or Mouse Click > Play Sound

Instructions:

  1. Display the slide in Slide View to insert the Sound file.

  2. Find the slide you wish to insert the Action Button.

  3. Select menu item Slide Show - Action Button and click on the Sound action button.

  4. Click the screen to display the action button.

  5. Select the Mouse Over tab if you wish to play the sound when the mouse is rolled over the button.
    Select the Mouse Click tab if you wish to play the sound after the button is clicked.

  6. Select Play Sound and arrow to select a sound from the menu.

  7. If you wish to insert a sound file, select Other Sound and a file directory will appear. Find the .wav file you wish to insert and click OK.

  PowerPoint Presentation

PowerPoint Viewer 97 (free download) is required to view this example.

  PowerPoint Presentation

impatica compression (to be added).


   Tips:


Create a .WAV File in Win95 Sound Recorder

Windows 95 has a very basic sound recorder that can be used to create .wav files. The recorder displays the volume level during the recording and allows you to save the file in any folder. The file can be inserted into PowerPoint any time after it has been recorded.

Instructions:

  1. Click on Windows XP Start button and go to Programs > Accessories > Entertainment > Sound Recorder.

  2. Plug a microphone into your computer.

  3. Click on the round record button and begin speaking into the microphone.

  4. Click the square stop button to stop the recording.

  5. Click the play button to play the recording.

  6. If you wish to delete the recording, select File - New and click No to save changes.

  7. Click the record button and begin speaking into the microphone to record again.

  8. To save the file, go to file and select save as... and type the file name and specify the directory you wish to store the file.

  9. Now you are ready to insert it into your PowerPoint Slide Show.

    Tips:

Other Sound Samples

 

PowerPoint Presentation
Transparent
Objects


Lines
Visible

 

There are two types of sound that appear on this slide. The transition sound begins as the slide loads and the mouse click sounds are assigned by the action settings. The transition is set-up to activiate the opening sound file, create a dissolve effect, and begin the transition on the click of a mouse. The Mouse Click sound is embedded into transparent objects that were created on the screen. A line was draw around specific areas of the map to create an object. the object was assigned a transparent fill and line value, and linked to the sound file. There are a total of seven transparent objects linked to sound files, the state of Hawaii, Alaska, New York, Pensylvainia and Virginia, and the western and northeastern region of the Uniteded states. These sound files provide feedback to the learner in an interactive environment.
PowerPoint Viewer 97 (free download) is required to view this example.

 
PowerPoint Presentation

A sound file is embedded into the transition of each slide. The second slide has three additional sound files embedded in the animation effects, which is set-up under Slide Show - Action Settings.
PowerPoint Viewer 97
(free download) is required to view this example.

 
PowerPoint Presentation

impatica conversion (to be added).

Revised: 9/29/03


Academic Technology
 •  Instructional Development Center  •  idc@vcu.edu