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PowerPoint 2007 Tutorial
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PowerPoint 2007 - Adding Sounds, Narration, and Music

Inserting Sounds: Using the Clip Organizer | From a File | Recording Your Own
Inserting Narration | Inserting Music

Adding multimedia such as sound and video to your presentation can be a great way to catch and focus your audience's attention when used in moderation (see the next section to learn how to add video).

PowerPoint 2007 provides some videos and sound clips that are free to use in the Clip Manager. You can also use clips from other sources, such as the Web, a CD of sound effects, or sounds you create yourself.

Note: When you add a multimedia item an icon appears on your slide. If PowerPoint is not set to automatically play the sound or video clip then clicking this icon will start it.

Whatever your source, make sure to check that there are no copyright restrictions on the audio or video you wish to use, or check with the source to get permission!


Inserting Sounds

Inserting sounds using the Clip OrganizerClip Organizer

  1. Select the slide to which you wish to add a sound.
  2. In the Insert tab, under the Media Clips group, click the arrow on the Sound button. Choose Sound From Clip Organizer... to bring up the Clip Art task pane.
  3. Use the Search Box to search by keyword (make sure Sounds is checked under Results Should Be...) and click Go to search.
  4. Click the sound to insert it, or hover your mouse over it first, click on the menu arrow that appears, and choose Insert.
  5. A pop-up box will appear asking you how you would like the sound to start in the presentation. Choose to either have it play automatically or to have it play only when clicked.
  6. A sound icon Sound Icon appears on your slide.

Inserting sounds from a file

  1. Select the slide to which you wish to add a sound.
  2. In the Insert tab, under the Media Clips group, click the arrow on the Sound button. Choose Sound From File... to bring up the Insert Sound dialog box.
  3. Find the sound file on your computer using the "Look In" drop-down. Select the file and click Ok.
  4. A pop-up box will appear asking you how you would like the sound to start in the presentation. Choose to either have it play automatically or to have it play only when clicked.
  5. A sound icon Sound Icon appears on your slide.

Recording your own sounds

PowerPoint 2007 offers different tools for recording narration.

Note: You must have a microphone attached to your computer for these instructions to work!

  1. Select the slide to which you wish to add a sound.
  2. In the Insert tab, under the Media Clips group, click the arrow on the Sound button. Choose Record Sound... to bring up the Record Sound dialog box.

    Record Sound dialog

  3. In the Name box, type an appropriate name for your sound.
  4. When you are ready click RECORD Record Sound to record the sound.
  5. When you are finished recording press STOP Stop Recording.
    Note: If you want to record more, or record in stages, you can click RECORD again after you have stopped recording to resume from where you left off.
  6. To hear your sound click PLAY Play Recording.
  7. If you are not satisfied with your recording, click Cancel and start again.
    If you are happy with the recording, click OK.
  8. A sound icon Sound Icon appears on your slide.
    Note: Unlike the last two options, PowerPoint does not automatically present you with the option to have your sound start automatically or when clicked. To change this option, select the sound icon and change the settings using the Sound Tools tab.

If you wish to change any of these settings, double-click on the CD icon and change the settings using Sound Tools tab.


Inserting Narration

PowerPoint 2007 includes special tools that make recording narration and timing your slide show a cinch. PowerPoint's narration tools are more versatile than the simpler sound recording tools, allowing you to sync your narration with your slide show.

Note: You must have a microphone attached to your computer to record narration!

  1. Select the slide from which you would like to start the narration.
  2. From the Slide Show tab in the Set Up group, click on RECORD NARRATION Record Narration.
    The Record Narration dialog opens.

    Record Narration dialog

  3. If you have not recorded narration before, click on SET MICROPHONE LEVEL... The Microphone Check dialog opens.Microphone Check
  4. Follow the instructions in the Microphone Check dialog box. PowerPoint will automatically adjust the microphone volume as you speak the text. You can also adjust the slider manually.
    When you are finished with the mic check, click OK.
  5. OPTIONAL: If you would like to adjust the sound quality of your recording, click on the CHANGE QUALITY... button on the Record Narration dialog to bring up the Sound Selection dialog.
    Create your own sound quality settings by choosing an option from the Attributes pull-down menu and save it as a custom format using Save As..., or use one of the preset sound formats under the Name pull-down menu.
  6. Click OK in the Record Narration dialog box to begin recording.
  7. A Slide Selection dialog appears.
    • To begin recording on the current slide choose CURRENT SLIDE.
    • To begin recording on the first slide choose FIRST SLIDE.
    The Slide Show will start automatically.
  8. Narrate your slides just as if you were presenting to an audience, clicking your mouse to advance the slide show.
    Note: The recording will automatically end when you reach the last slide.
    • To pause the recording, right-click on the slide and click PAUSE NARRATION.
    • To end the recording without having to click all the way to the end of the slide show, right click the slide and click END SHOW.
  9. Once you have finished recording a dialog will appear to inform you that your narration has been saved with the appropriate slides, and asking if you would like to save the slide timings.
    • To save the slide timings click SAVE. This will allow you or the viewer to simply play the slide show without needing to click to advance.
    • To save only the narration and discard the slide timings click DON'T SAVE. The narration will stop until the slide show is advanced manually.
  10. A sound icon Sound Icon appears on the bottom right of your slide.

If you wish to change any of the sound settings, double-click on the CD icon and change the settings using Sound Tools tab.


Inserting Music

PowerPoint 2007 allows you to play sounds or music from a CD during a presentation. You can choose which track or piece of a track you want to play and can decide whether it starts automatically or when clicked.

NOTE: You can set the CD options without a CD in the drive, but to play a CD during a presentation there MUST be a CD in the computer that you are presenting on!

  1. Insert CD AudioSelect the slide from which you would like the music to start.
  2. In the Insert tab, under the Media Clips group, click the arrow on the Sound button. Choose Play CD Audio Track... to bring up the Insert CD Audio dialog box.
  3. To start and end the CD at a certain track, in Start/End at track under Clip selection:
    • Type the track number in the spaces provided
      OR
    • Use the arrows beside the number to change the track number.
  4. To start and end the track at a specific point, in the space provided in time...seconds under the Clip selection section:
    • Type the start and/or ending time in the spaces provided
      OR
    • Use the arrows beside the number to change the track time.
  5. If you want your clip selection to play continuously from beginning to end, in the Play Options section check the box beside Loop until stopped.
  6. To adjust the volume click on the button beside Sound Volume Sound Icon and use the slider to adjust the volume levels.
  7. When you are done adjusting the sound options, click OK.
  8. A pop-up box will appear asking you how you would like the sound to start in the presentation. Choose to either have it play automatically or to have it play only when clicked.
  9. A CD icon CD Icon appears on your slide.

If you wish to change any of these settings, double-click on the CD icon and change the settings using CD Audio Tools tab.

Inserting Continuous Music Across A Group Of Slides
Changing Music After A Set Number Of Slides

PowerPoint 2007 allows you to play music while the slideshow is displaying. You can choose to have a certain piece of music playing for the first X slides and then change to another piece of music.

  1. Go the the slide where you want the sound to begin playing

  2. Choose Insert, Movies and Sounds, then click Sound From Clip Organizer (or Sound From File) to insert the sound. If you don't want the sound icon to appear in the slide show, drag it just off the slide.

  3. Say yes when asked if you want the sound to play automatically. If you are not asked this, don't worry, the next steps will let you set that (or double-check the settings if you were asked and said yes.)

  4. Right-click the sound's icon and pick Custom Animation from the popup menu. The Custom Animation pane will open and your sound file should be listed.

  5. Click the arrow directly to the right of the sound icon to pull down the various options.

  6. Select Effect Options, and on the Effects tab, click the radio button beside Stop Playing after XXX slides. Put 999 in the box so the track will play throughout all your slides, even if you go back and forth among slides. PPT considers each transition a "slide," so you want to put a large number in there.

  7. Now check the settings in the Timing tab. To play automatically, the timing should be set to Start After Previous with a 0-second delay. Click OK to close the dialog box.


Need help? Email me! varvarak@mail.med.upenn.edu
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