How to Insert and Format Videos in Microsoft PowerPoint

Edited 3 weeks ago by ExtremeHow Editorial Team

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Microsoft PowerPoint is a powerful tool for creating engaging and professional presentations. One way to make your presentations more dynamic is to include videos. Videos can help illustrate your points, keep your audience engaged, and provide visual interest. In this guide, we'll walk you through the process of inserting and formatting videos in Microsoft PowerPoint. Whether you're embedding a local video file or inserting a file from online sources, this guide will tell you everything you need to know.

1. Inserting video into PowerPoint

There are several methods available to insert a video into PowerPoint, depending on which version you are using and where the video is located (online or on your computer). The steps are simple, and they can be divided into inserting from a file, from an online platform, and from a web page. Let's explore each method.

1.1 Insert a video from your computer

Inserting a video saved on your computer is simple. Follow these steps:

1. Open your PowerPoint presentation where you want to add the video.
2. Go to the slide where you want the video to appear.
3. Click the Insert tab in the main menu ribbon at the top of the PowerPoint window.
4. Look for the media group, and then click Video.
5. Select Videos on my PC (or Videos on my Mac if you're using a Mac).
6. A dialog box will appear. Browse to the location where your video file is stored, select the video file, and then click Insert.

The video will then be embedded directly into your slide. You can resize and move it around as needed.

1.2 Uploading videos from online platforms

You can also insert videos directly from online platforms like YouTube by following these steps:

1. Go to the slide where you want to insert the video.
2. Click the Insert tab from the menu ribbon.
3. Select Video, and then select Online Video.
4. If you have the URL of the online video you can paste it in. Alternatively, you can search directly from the Insert dialog box.
5. Once you find the video, select it and click on the Insert button.

The video will appear on your slide, ready for formatting.

1.3 Embedding a video using a webpage

Sometimes you might want to insert a video using an embed code, just like you would embed a video on a web page. Here's how you can do that:

1. Get the embed code from the video platform (such as YouTube).
2. In PowerPoint, go to the slide where you want to add the embedded video.
3. Click the Insert tab.
4. Select Video and then Online Video.
5. Paste the embed code into the corresponding box.
6. Click Insert to add the video.

It's important to note that you need an active internet connection to play videos inserted from online sources. Videos embedded this way are not part of the presentation file, so if you share the presentation, the recipient will need an internet connection to view the video.

2. Formatting your video

After inserting the video, the next step is to format it to suit the aesthetic of your presentation and make sure it plays properly. PowerPoint offers several formatting options, which we'll discuss below.

2.1 Resizing and positioning the video

You can resize and position your video to suit your layout or emphasis needs:

• Resize: Click the video to select it. Drag any of the resize handles (the small circles at the corners of the video frame) to increase or decrease the size.
• Positioning: Click on the video and drag it to the desired location on your slide. You can also use the arrow keys on your keyboard for precise positioning.

2.2 Adding video effects

Enhance the look of your video with video effects:

1. Select the video in your presentation slide.
2. Go to the Format tab under Video Tools (this appears after selecting the video).
3. Choose from various video shapes, borders, effects, and transformations available in the Video Styles group.

2.3 Customizing playback options

PowerPoint allows you to control how videos play in your presentation:

• Start options: Set the video to start automatically when the slide opens or is clicked (on mouse click).
• Looping: To loop a video, click on the Playback tab, check the Loop Until Stopped option.
• Trimming: Define the start and end time of your video, cut out the parts you don't want. Go to Playback and choose Trim Video, then adjust the slider or input time for start and end.

2.4 Adding bookmarks and captions

Bookmarks can help you navigate or trigger animations during your slideshow:

1. Play the video until you reach the point where you want to add the bookmark.
2. Pause the video and click Playback in the ribbon.
3. Click Add Bookmark to mark this point.

To add captions that improve accessibility:

1. Select the video, then go to Playback in Video Tools.
2. Click Insert Captions and choose the appropriate caption file for your video.

3. Working with video files

Understanding the types of video files and knowing how they interact with PowerPoint is essential for a seamless presentation experience. Here are some tips:

3.1 Supported formats

PowerPoint supports a variety of video formats, including MP4, MOV, and WMV. However, MP4 is recommended due to its compatibility and compression, which ensures good quality and small file size.

3.2 Reducing file size and optimizing playback

To make sure your presentation runs smoothly, especially on other computers:

• Compress the video: Click the File tab, choose Info, then Compress Media and select the quality you want.
• Optimize Compatibility: In the same Information view, PowerPoint will notify you if any files need optimization for compatibility. Click to make them compatible.

3.3 Troubleshoot video problems

If you experience problems with video playback, try these solutions:

• Make sure the original video file is accessible or included in the presentation package if sending elsewhere.
• Update your video drivers or try converting the video to an MP4 file.
• Check if you have the required codecs installed.

4. Conclusion

Inserting and formatting video in Microsoft PowerPoint adds a lot of value to your presentations by improving engagement and understanding. Whether you're a professional making a corporate pitch or a teacher presenting a lesson, knowing how to effectively integrate video content can make your presentation more impactful and memorable. With the knowledge gained from this guide, you can now confidently insert, format, and present video in your PowerPoint slides, tailoring multimedia content to your presentation needs.

As technology continues to evolve, incorporating a variety of media types will become even more intuitive and accessible. Practice these steps and explore more of the features PowerPoint has to offer, and you'll be creating multimedia presentations that will engage and inform your audience in no time.

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