Advanced Elements of PowerPoint:
Music/Sound - Linked vs. Embedded files
(copied from Microsoft Help)

About music and sound in PowerPoint

You can add music and sounds from files on your computer, a network, the Internet, or Microsoft Clip Organizer. You can also record your own sounds to add to a presentation, or use music from a CD.

You insert music or sounds on a slide, and a sound icon  that represents the sound file appears. To play the music or sound, you can set it to start automatically when the slide displays, start on a mouse-click, start automatically but with a time delay, or play as part of an animation sequence. If you don't want the icon to be visible, you can drag it off the slide and set up the sound to play automatically.

If Microsoft PowerPoint doesn't support a particular media type or feature and cannot play a sound file, you can try playing it in Microsoft Windows Media Player, which is part of Microsoft Windows and plays multimedia files in PowerPoint when you insert the sound as an object.

You need speakers and a sound card on your computer to play music and sounds. To find out what's installed and what settings are in use, check the multimedia and sounds settings in Windows Control Panel.

By default, sounds are automatically linked  (linked object: An object that is created in a source file and inserted into a destination file, while maintaining a connection between the two files. The linked object in the destination file can be updated when the source file is updated.)to your file, rather than embedded in it, if they are greater than 100 KB in size. You can change this default to be more or less than 100 KB. When your presentation has linked files, you must copy the linked files as well as the presentation if you are going to be giving the presentation on another computer or upload it somewhere.

About recording a voice narration for a presentation

You might want to add narration to a presentation in the following cases:

Your computer must be equipped with a sound card, microphone, and speakers for you to record and hear a narration. You can record the narration before you run a presentation, or record it during the presentation and include audience comments in the recording.

If you don't want narration throughout the presentation, you can record comments on selected slides. When you're finished recording a narration, a sound icon  appears on each slide where you've recorded. You can either click the icon to play the sound, or set up the sound to play automatically.

Because voice narration takes precedence over other sounds, if you've inserted another sound to play automatically in the presentation, it gets overridden by the narration.

Automatic slide timings

As you record, Microsoft PowerPoint records the amount of time you take on each slide. You can choose to save these slide timings with the narration, or you can set slide timings separately. Slide timings are especially useful if you want the presentation to run through automatically. You can turn them off when you don't want the presentation to use them.

Embed or link the narration

You have a choice to either link or embed the narration.

Accompany the narration with notes

Because audience needs and computer equipment varies, consider accompanying your narration with notes. This benefits anyone who is deaf or hard of hearing or whose computer lacks a sound card. If you save the presentation as a Web page (.htm file), the notes will appear beneath each slide as it displays. If you save it as a presentation (.ppt) file, you can print out the notes and make them available to your audience.

About packaging a presentation to run on another computer

When you want to run a presentation on another computer, use the Pack and Go Wizard to put all the required files into one file and copy the file to a disk or network location. You then unpackage the file onto the destination computer or network and run the presentation.

When you package your presentation, you can include any linked files in the package, and if you use TrueType fonts you can embed them as well. Embedding fonts guarantees that the fonts will be available when you run the presentation on a different computer. (However, note that the wizard cannot include TrueType fonts that have built-in copyright restrictions.)

If you make changes to your presentation after you package it, just run the Pack and Go Wizard again to repackage it. You can package multiple presentations at once.

Including the PowerPoint Viewer

When you use the Pack and Go Wizard, you have the option of including the Microsoft PowerPoint Viewer in the package. Include the viewer if you will be running the presentation on a computer that doesn't have Microsoft PowerPoint installed. The viewer enables you to run the presentation in PowerPoint format.

To package the viewer, you must first have it installed on your computer. You can install it by using a link from the Pack and Go Wizard, after which you can package it with your presentation. If you just want to install the viewer, you can do so directly from the Microsoft Office Web site.

The viewer is not available in the Pack and Go Wizard if you're packaging password-protected presentations; these cannot be run using the viewer.

Package a presentation to run on another computer

  1. Open the presentation you want to package.
  2. If you want to copy your packaged presentation to a floppy disk, insert the disk.
  3. On the File menu, click Pack and Go.
  4. On the first wizard screen, click Next, and then select options on each subsequent screen before clicking Next.
  5. On the last screen, click Finish.



Unpackage and run a presentation on another computer

To show a presentation that you have packaged using the Pack and Go Wizard, you must unpackage it first.

  1. Insert the floppy disk or connect to the network or drive location in which you packaged the presentation.
  2. In Windows Explorer, go to the location of the packaged presentation, and then double-click Pngsetup.
  3. In the Pack and Go Setup dialog box, browse to the location to which you want to copy the presentation, and then click OK.
  4. When you are prompted, do one of the following:

    Note   The Show command is not available if the destination computer does not have Microsoft PowerPoint or the Microsoft PowerPoint Viewer installed. If you included the viewer in your package and the Show command isn't on the shortcut menu, open the presentation through the viewer. It has the filename ppview32 and is in the same folder as your presentation.


You can include the viewer when you package a presentation using the Pack and Go Wizard in PowerPoint. Or, you can install the viewer directly on the destination computer from the Microsoft Office Web site.

Note   The hyperlink in this topic goes to the Web. You can switch back to Help at any time.