Microsoft® Office PowerPoint® 2003 Training

Playing sound

[Your company name] presents:

Playing sound

Course contents

• Overview: Get on top of sound

• Lesson 1: Play a sound file

• Lesson 2: Play music from a CD

Each lesson includes a list of suggested tasks and a set of test questions.

Playing sound

Learn how to play sounds in a presentation. Get them to start the way you want, play when you want, and stop when you want.

First, you’ll work with a sound file inserted on a slide.

Overview: Get on top of sound

Then, you’ll try another method: adding sound to a show by playing music from a CD.

Playing sound

Course goals

• Insert a sound file and play it continuously in a slide show

• Play a CD for a slide show and set its tracks

• Change how a sound starts, make it repeat, and hide its icon

• Guarantee that your sound will play when you present

Lesson 1

Play a sound file

Playing sound

Play a sound file

Play a sound—a short blip or music —that you insert from a file or from the Clip Art task pane.

Work with an inserted sound.

You'll learn how to:

• Start the sound

• Continue it past the current slide

• Set volume; repeat

• Guarantee linked files will play

Playing sound

Inserting the sound

Steps for inserting sound

1. On the Insert menu, point to Movies and Sounds, and select Sound from Clip Organizer or Sound from File.

Select a clip, or browse for the file.

2. The inserted sound appears as an icon in the middle of your slide.

Playing sound

Inserting the sound

Steps for inserting sound

• To hear the sound in normal view, double-click it; or right-click it and click Play Sound.

Playing sound

Starting the sound

In the process of inserting the sound, you're prompted with a message asking whether you want the sound to start automatically or when you click the mouse.

Select a way to start the sound.

Playing sound

Starting the sound

Select a way to start the sound.

• Click Automatically if you want the sound to start by itself.

–If you have no other media effects on the slide, the sound plays after the slide is displayed.

–If you already have another effect on the slide, such as an animation, sound, or movie, the sound plays after that effect.

Playing sound

Starting the sound

Select a way to start the sound.

• Click When Clicked if you want the sound to play when you click the sound icon on the slide.

–This setting is known as a trigger.

Playing sound

Continuing the sound

If the sound you’ve inserted is short and sweet, it’ll play once, starting as you’ve specified, and be over.

Setting a sound to play beyond a mouse click

Playing sound

Continuing the sound

But, if you want the sound to keep playing as you click other things on the slide, you need to specify when it should stop.

Setting a sound to play beyond a mouse click

Otherwise, it will stop the next time you click the slide for any reason.

Playing sound

Continuing the sound

You can set options that tell a sound how long to play in the Custom Animation task pane.

Setting a sound to play beyond a mouse click

Playing sound

Continuing the sound

Setting a sound to play beyond a mouse click

1. In the Custom Animation task pane, click the down arrow on the sound effect to display its menu.

2. Click Effect Options on the menu.

To specify a stop setting:

3. Set the sound to stop after the current slide, or specify the total number of slides it should play through.

Playing sound

Continuing the sound

Setting a sound to play beyond a mouse click

The default is to stop the sound on mouse click (if it hasn't yet played through). The other two options here stop it after:

• The current slide

• The number of slides you specify

Playing sound

More sound options

There's another place you can set additional sound options, such as looping (repeating) the sound or hiding its icon.

Sound Options dialog box

Playing sound

More sound options

You get there from the shortcut menu on the sound icon.

Sound Options dialog box

1. Right-click the sound icon and click Edit Sound Object.

Playing sound

More sound options

Sound Options dialog box

2.Loop until stopped repeats the sound until you stop it.

3.Sound volume opens a slider that lets you adjust volume.

This opens the Sound Options dialog box, which includes these options:

Playing sound

More sound options

Sound Options dialog box

4.Hide sound icon keeps the icon from showing during a slide show.

This opens the Sound Options dialog box, which includes these options:

5.File gives information about the sound file’s location (more details about this will follow).

Playing sound

Linked vs. embedded files

A sound file can be either embedded in a presentation or linked to it.

Look closely at the file information.

• What’s embedded: A .wav file of 100 KB or less

• What’s linked: A .wav file that’s greater than 100 KB, and all other sound files

Playing sound

Linked vs. embedded files

The file path in Sound Options shows whether the file is embedded or linked.

1. If you see File: [Contained in presentation], the file is embedded.

2. If you see a path, such as File: C:\My Sounds\LargeFile.wav, the file is linked.

Look closely at the file information.

Playing sound

Suggestions for practice

1. Insert a sound from the Clip Art task pane.

2. Loop the sound.

3. Make the sound play continuously.

4. Hide the sound icon on the slide.

5. Edit how the sound starts.

Online practice (requires PowerPoint 2003)

Note: To do the practice session, you need a computer with a sound card, CD drive, and speakers.

Playing sound

Test 1, question 1

Before you choose to hide the sound icon on a slide, be sure of the following: (Pick one answer.)

1. You've set the sound to loop properly.

2. That the sound is set to play by trigger.

3. That you won't need the sound icon to be available to play the sound.

Playing sound

Test 1, question 1: Answer

That you won't need the sound icon to be available to play the sound.

OK, that might’ve seemed obvious, but it's easy to forget details like this. Set the sound to start automatically. Or, if it's set to play by mouse click, be sure it's not a triggered click, or that you have another trigger, like an action button, that you can click.

Playing sound

Test 1, question 2

If your sound file is linked to the presentation rather than embedded, what should you do to ensure it will play when you present on another computer? (Pick one answer.)

1. In the Sound Options dialog box, look for the file information that says [Contained in this presentation].

2. Update the path to the linked file in the Sound Options dialog box.

3. Be sure to copy the linked file into the same folder as your presentation.

Playing sound

Test 1, question 2: Answer

Be sure to copy the linked file into the same folder as your presentation.

The simplest way to do this is to use Package for CD on the File menu. This bundles all your presentation files to a CD or folder.

Playing sound

Test 1, question 3

If you have a long-playing sound and you want it to play across all the slides in a show, what option do you set? (Pick one answer.)

1. In the Sound Options dialog box, set the sound to loop until you stop it.

2. In the options dialog box opened from the Custom Animation task pane, set the sound to stop After x slides, and then select the total number of slides.

3. In the options dialog box opened from the Custom Animation task pane, set the sound to stop After current slide. It will resume when you click to the next slide.

Playing sound

Test 1, question 3: Answer

In the options dialog box opened from the Custom Animation task pane, set the sound to stop After x slides, and then select your total number of slides.

Assuming the sound's duration is long enough to play over all your slides, it will play continuously.

Lesson 2

Play music from a CD

Playing sound

Play music from a CD

You’ve got the perfect CD to play as background music; how do you make it play with your slide show?

Play your favorite music with a slide show.

Find out how to:

• Play the CD with a self-running presentation

• Play the CD only at the start and end of the presentation

Playing sound

Play music from a CD

Good news: A CD won’t affect the file size of the presentation.

Play your favorite music with a slide show.

But remember: You have to bring the CD along when you present.

Playing sound

Setting up tracks

You'll see the options shown in this picture.Set up CD tracks from

the Play CD Audio Track command.

To set up tracks:

• Insert your CD into the CD drive of the computer. On the Insert menu, point to Movies and Sounds, and then click Play CD Audio Track.

Playing sound

Setting up tracks

The settings shown mean that this CD would start at track 1 and stop at the end of track 10, which you might want for a self-running show.

Set up CD tracks from the Play CD Audio Track command.

Playing sound

Setting up tracks

Set up CD tracks from the Play CD Audio Track command.

1. The first track's playing time starts at zero.

2. The last track's ending time measures only that track's length, not the length of the whole CD.

As the picture shows:

Playing sound

Setting up tracks

You need to tell PowerPoint when to stop it, similar to what you did when you inserted a sound file.

The practice session steps you through this.

Set up CD tracks from the Play CD Audio Track command.

Though you’ve selected which tracks to play, the CD doesn’t play through all the slides automatically.

Playing sound

Suggestions for practice

1. Set up tracks for a self-running show.

• Select tracks in the Insert CD Audio dialog box

• Select the slides to play through using the Custom Animation task pane options

2. Play music at the start and end of a show that will be presented.

Online practice (requires PowerPoint 2003)

Note: To do the practice session, you need a computer with a sound card, CD drive, speakers, and a CD.

Playing sound

Test 2, question 1

Besides speakers, a CD-ROM drive, and a sound card, what's an indispensable item for your presentation if you're playing music from a CD? (Pick one answer.)

1. Popcorn and candy.

2. The CD itself.

3. Your presentation. It's got the CD icons in it, so just start it and your tracks will play.

Playing sound

Test 2, question 1: Answer

The CD itself.

The music won't play without the inserted CD.

Playing sound

Test 2, question 2

Track 3's total playing time is 03:30. How would you set up the track if you wanted the CD to start 1 minute into the track and end 30 seconds later? (Pick one answer.)

1. Starting track: 3; starting time: 00:00. Ending track: 3. Ending time: 01:30.

2. Starting track: 3; starting time: 01:00. Ending track: 3. Ending time: 00:30.

3. Starting track: 3; starting time: 01:00. Ending track: 3. Ending time: 01:30.

Playing sound

Test 2, question 2: Answer

Starting track: 3; starting time: 01:00. Ending track: 3. Ending time: 01:30.

The ending time equals the number of seconds of play plus the time you set the track to start.

Playing sound

Quick Reference Card

For a summary of the tasks covered in this course, view the Quick Reference Card.