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How to skillfully use video formats in PowerPoint

How to skillfully use video formats in PowerPoint © vector_v -

As a PowerPoint user you come across the question: Which video format is the best for my presentation? There is usually no simple answer. What kind of information you want to convey to your audience is decisive in choosing the appropriate video format. Is it a presentation video about a product of your company that is available locally on your computer? Does the inclusion of an online video, for example from YouTube, provide your audience with added value in terms of information? Or would you like to share trainings, workshops or meetings with your employees in the company via Microsoft Stream? In this article we will introduce you to common video formats that you can easily integrate into your Power Point presentation. We show you how to:

  • play your online or offline video easily in your PowerPoint slide,
  • choose the appropriate multimedia file format for your presentation,
  • Use online videos in PowerPoint wisely and
  • Easily optimize and compress your online or offline video in PowerPoint.

If you use this knowledge in a targeted manner, no further technical knowledge is required for dealing with videos.

So you can easily play your online or offline video in your PowerPoint slide

As a PowerPoint user, you know the following golden rule: "A video does not replace the presentation or the speaker himself." For this reason, use online and offline videos carefully and thematically in your presentation in order to visually illustrate detailed content. Choose a video that fits your topic and doesn't take up too much time. With the help of PowerPoint, you can play it back in your PowerPoint presentation without technical expert know-how. You can find out how to do this with just a few clicks of the mouse in the following section.

How to play your video easily

  1. Click in the Normal view on your pasted video on the slide.
  2. Move the mouse about your video. The automatically appears at the bottom Media control bar.
  3. Control the playback of your video using the buttons Play or To stop

On the tab reproduction you can under Video options set the video to start when you click on it or automatically when the slide is called up.

You know how to easily play a video in your presentation. It's time to choose the right video format for your presentation. In the next section: How to choose the right video format for your presentation, you will find information about common video formats for your presentation.

How to choose the right video format for your presentation

Even if you've never edited videos as a PowerPoint user, you probably know a little about video formats. For example, that you can recognize the format of a video from the file extension of the saved recording. You may also have heard that PowerPoint easily supports popular video formats such as WMV and MP4. Are you looking for a video format that you can use properly in your presentation? In the following section we give you an overview of the most common video formats, their system requirements and possible uses.

Video files in WMV format

The video format Windows Media Video developed Microsoft. It has been the standard for incorporating video into a PowerPoint presentation for many years. Videos in this format have the file extensions WMV or WMX.

On devices with Mac OS, you need special extensions or a WMV-capable app, such as VLC Media Player, to play WMV files.

Video files in MP4 format

This video format has emerged as the new modern standard enforced. Microsoft and Apple were involved in its development.

You can download MP4 videos at Windows 10 and Mac OS as well as on Smartphones and Tablets with Android play.

Video files in AVI format

Microsoft developed the format in 1992 Audio video interleave, short AVIto enable playback of audiovisual data under Windows.

AVI files take up significantly more space than WMV or MP4.

Video files in MOV

The format developed by Apple for the Quick Time Player MOV dates from the 1990s.

In Windows 10, you can insert MOV videos into PowerPoint.

Online videos

Not only can you watch videos from YouTube insert, but also from Vimeo, and Microsoft Stream

You have chosen an online video. Would you like to know more about this video format for use in your presentation? You can learn more about this in the next section on online videos.

Here's how to use online videos in PowerPoint wisely

In addition to the ability to insert videos stored on your computer, PowerPoint also offers the option Online video at. This enables you to easily integrate videos from online platforms such as YouTube, Vimeo, and Microsoft Stream. As a PowerPoint user, you hesitate to choose this option. Right? The fact is that you are giving up some of the control over the video shown. In the following section we will teach you

  • what to look for when using an online video in your presentation,
  • which known problems can occur when inserting online videos and
  • how to stay in control by downloading online videos.

Make your own decision based on the information in the following section and weigh the requirements, problems and alternatives.

What to look for when using an online video in your presentation

Before using an online video in your presentation, check the following points:

  • Does your PowerPoint version support the desired online platform, such as YouTube, Vimeo, or Microsoft Stream?
  • Is internet available in the lecture room?
  • Is the internet connection fast enough to stream videos from the internet?
  • Can you embed the selected video?

Known Issues With Pasting Videos Online: How To Avoid Technical Glitches In Front Of Your Audience

  • PowerPoint 2010: YouTube videos no longer work in this version. The reason: YouTube no longer supports Adobe Flash Player, which version 2010 needs to play online videos.
  • PowerPoint 2013: You need Internet Explorer 11 to play online videos. This version is usually available on Windows 10.
  • Of fi ce for Mac: In version 2011, online videos are not supported. In version 2016, you need to install the Web Video Player add-in.

How to stay in control of downloading online videos

The tool is suitable for downloading videos from YouTube and other portals, for example YouTubeByClick. You can find the installation file on the provider's website:

  • Download your desired video.
  • Then put it as a file locally on your computer.
  • Use the command sequence Insert → Video → Video on my computer.
  • Select your desired video.

Note the license conditions of the respective provider.

You have downloaded your desired online video. This is large and you do not know whether other devices can display it optimally. What you can do in this case is explained in the next section: This is how you can easily optimize and compress your videos.

This is how you can easily optimize and compress your videos

If you use videos specifically in your presentation, you not only increase the attractiveness, but also convey additional know-how to your audience. However, if your video loads forever or if it cannot be played on another device, it will leave your audience with a negative impression. Below we explain what you can do to improve how your video plays on another device. We'll also introduce you to an easy way to reduce the size of your video's storage space. PowerPoint does it with the two functions Optimize compatibility and Compress media possible without any problems.

Optimize media compatibility: How to improve the playback of your video on another device

If your video format is not suitable for viewing on another device, PowerPoint shows the option Optimize compatibility at. If PowerPoint does not display this option, there are no compatibility problems with your file format.

Proceed as follows:

  1. Choose under File → Information → Optimize Compatibility out. PowerPoint converts all of the videos in the presentation one by one. The conversion can take several minutes.
  2. Wait until the button at the bottom right of Abort to Shut down changes.

Compress media: How to reduce the file size of your media file

If you have a memory-intensive presentation that you would like to pass on to another person, use this function Compress media.

With Compress media adjust the size of the video to that of the screen or the resolution of the projector. For modern, high-resolution devices, choose Full HD (1080p). take HD(720p)when you have to compromise between image quality and storage space. default(480p) only use in exceptional cases, as the quality is greatly reduced.

Proceed as follows:

  1. Choose over File → Information the command Compress media out.
  2. Decide on one of the three compression qualities.

Goodbye expert knowledge

In PowerPoint, playing videos in a presentation is much easier than it used to be. Special technical knowledge is no longer required to deal with video. This article teaches you simple ways

  • how to easily play your online or offline video in your PowerPoint slide,
  • how to choose the appropriate multimedia file format for your presentation,
  • how to use online videos in PowerPoint and
  • how to easily optimize and compress your online or offline video in PowerPoint.

If you use this knowledge in a targeted and careful manner, you will avoid technical glitches and increase the attractiveness of your presentation.
Do you want to deepen your knowledge of video editing? Then we recommend our practical tip: How to start your video in PowerPoint in a targeted manner. We'll show you how to create, edit, and trim videos and how to arouse interest in the audience with special video forms.
We hope that you enjoyed this article and that we were able to convey valuable know-how to you using proven examples and tips. If you have any questions about topics or new topics for us, contact us. We look forward to you.

Expert tip: How to optimize the size of edited videos and sounds afterwards

As a PowerPoint user, are you open to new ideas and helpful tools? Then you are right here. Every month we present you with useful examples, special tips and interesting excursions around PowerPoint. Do you have specific questions about PowerPoint that no article has been able to answer so far? We are happy to help you and support you with "answers from the experts".
Your editorial team

Question: I work with videos in PowerPoint, which I often cut and shorten to specific sequences. To minimize the file size, I would like to delete cropped areas when I save the file. Where can I set this up in PowerPoint?

Answer: There is no explicit setting option - as is the case with compressing images - for audio and video. But when you compress media files, PowerPoint checks for any cropped areas in the video and automatically removes them when you compress it. Figure: Compress media - when compressing multimedia files (sound or video), PowerPoint detects truncated areas and removes them.

Proceed as follows:

  1. Insert the media, edit and shorten it as you wish.
  2. Choose over File → Information the command Compress media out.
  3. Decide on one of the three compression qualities: Full HD(1080p), HD(720p) or default(480p).

Your result: PowerPoint compresses your media file and deletes the shortened areas of shortened video or audio files. Finally you will receive a message about the saved storage space.

Be sure to check the compressed results and, if necessary, undo the compression. This also works after saving. You cannot undo the media compression until you close and reopen your file.