Instructions for Presentors - Recording PowerPoint

There are some really nice demos available for Powerpoint 2007, less for 2003. Also below are instructions for Macs.

Instructions for PowerPoint 2007

There is a really good link at the Office site including web shots.   Here is the specific section on recording but the other sections are helpful as well.  Here is a YouTube video tutorial available in the public domain.  Here is another similar YouTube video.

Instructions for PowerPoint 2003

Link to Official Office Website

When you record a narration, you run through the presentation and record on each slide. You can pause and resume recording.  To record a voice narration, you need a sound card, microphone, and speakers.

  • On the Outline tab or Slides tab in normal view, select the slide icon or thumbnail that you want to start the recording on.
  • On the Slide Show menu, click Record Narration.
  • Click Set Microphone Level, follow the directions to set your microphone level, and then click OK.  You may be asked what quality recording to use.  CD is perfect but almost any answer is fine.
  • Do one of the following:
    • Embed the narration (likely the prefered method)
      • Click OK.
    • Link the narration
      •     Select the Link narrations in check box, and click Browse.
      •     Click a folder in the list, and then click Select.
      •     Click OK.
  • If in the first bullet you selected the first slide to begin the recording on, go to next bullet. If you selected a different slide to begin the recording on, the Record Narration dialog box appears. Do one of the following:
    •     To start the narration on the first slide in the presentation, click First Slide.
    •     To start the narration on the currently selected slide, click Current Slide.
  • In slide show view, speak the narrative text into the microphone, and click in the slide to advance. Speak the narrative text for that slide, advance to the next slide, and so on. You can pause and resume the narration.
    • How?
      • To pause and resume the narration, right-click the slide, and on the shortcut menu, click Pause Narration or Resume Narration.
  • Repeat step 6 until you’ve run through the slides, and when you come to the black Exit screen, click in it.
  • The narration is automatically saved, and a message appears asking if you want to save the timings for the show as well. Do one of the following:
    • To save the timings, click Save. Your slides appear in slide sorter view, with the slide timings shown below each one.
    • To cancel the timings, click Don’t Save. (You can record the timings separately.)

Instructions for Mac

  • Open up your PowerPoint
  • Next save as the PowerPoint file you are going to narrate. Give the PowerPoint file a new name (e.g. 051510_kpuccetti_AE_SA). (Note: this new file will have audio narrations attached to it so it should be only used for this narrated project. You will want to keep a clean “un-narrated” copy of your PowerPoint slideshow elsewhere on your PC)
  • On the tool bar on top click on Slide Show > Record Narration
  • Set the sound input device and the input source.
    • If you are using the Built-in microphone, select the sound input device as Built-in Microphone and set input source to Internal Microphone.
    • If you are using an external device, such as a headset, select the name of the headset from the list for both the sound input device and input device.
  • Under the Linked Narration heading ensure that Link Narrations is unchecked.
  • Before You Click “RECORD”
    • Remind yourself to pause for a few seconds before you begin speaking on each slide. PowerPoint may cut your audio short if you do not leave enough time between the end of the audio and clicking over to the next slide.
    • The recording process will always begin at the first slide of the presentation.
    • Make sure you are in a quiet place. The microphone is very sensitive and will pick up on any background noise, including the rustling of your papers.
  • When ready to start recording narration click Record. Your presentation will be full screen and your recording is started. Present your PowerPoint by hitting the forward arrow button to move to the next slide when you are finished with it.
  • When you come to the last slide in your presentation wait about five seconds after your final words (don’t want to clip audio file) then press the escape key. At this point you will be prompted “The narrations have been saved with each slide. Do you want to save the slide timing as well?” – select Save. Click the red exit button and you will be prompted “Do you want to save the changes you made to your presentation” - select Save.
  • Narration cannot be stopped on a particular slide. If you exit a narration and go to Slide Show > Record Narration it will always start at the beginning of the presentation.

Replacing Narration on one PowerPoint slide

  • After saving your recording double click the slide where you would like to replace the audio. Highlight the speaker icon and press delete.
  • Go to Slideshow > Slide Transition and ensure that the box “Automatically after _ seconds” is unchecked and click Apply.
  • Highlight the slide that you would like to record at and select Insert > Sound and Music > Record Sound from the menu.
  • Set the sound input device and the input source.
    • If you are using the Built-in microphone, select the sound input device as Built-in Microphone and set input source to Internal Microphone.
    • If you are using an external device, such as a Headset, select the name of the headset from the list for both the sound input device and input device
  • Click on the Record button to begin recording and use either the Pause or Stop button to complete your recording. Use the Play button to play back your recording if desired. When the recording is complete, click Save. Name this recording with something easily identifiable, like the Slide number you are recording. Click “Save.” A small speaker icon, just like the one you had deleted, will appear on the slide, likely in the center. You can drag it wherever you want.
  • Left-click the speaker icon, and from the menu that pops up select “Custom Animation..” A toolbox palette will pop-up titled “custom animation”: Select the video camera on the right for “Add Media Actions” and select “Play” from the drop-down menu. At this point, in the large white box labeled “animation order” the name of the sound you recorded should appear, selected. Where it says “Start,” select “With Previous” from the drop down menu. Now click the Play button at the top left-hand corner, and it will play the narration you recorded.
  • At this point the sound will be saved into your PowerPoint so that it will play once the slide is shown. However, unlike the “Record Narration” action on the “Slide Show” menu, this slide no longer has a timing saved for it. To save the timing for this slide, make sure you are on the slide you have just added the sound for.
  • Select “Transitions” from the toolbar above your PowerPoint, or go to “Slide Show” and then select “Transitions…” from the menu.
  • Click “Options”. A box will pop-up that says “Transition Options.”
  • Under “advance slide,” “On Mouse Click” and “Automatically after ____ seconds” will be selected.
  • Keeping in mind how long your narration was, change the number of seconds before the PowerPoint will move on to the next slide. Leave at least 2 or 3 seconds for the narration to finish before moving on to the next slide. (Example: if you narration was 30 seconds total, write in 33 seconds). (This just seemed like a good idea to me.)
  • Click “Apply.”
  • To check that the narration for this slide worked: play the Slide Show. You do not need to listen to the entire presentation again—click or use the forward arrow to advance through the slides, but stop at the slide before the slide you just recorded. You need to make sure that the timing as well as the narration work properly.

Some tips for recording narration on a PowerPoint slide

  • When recording narration to a laptop there will be a built in microphone, no external microphone is necessary.
  • Try and finish your sentence before you advance your slide. If you are speaking when you change slides your audio may be clipped somewhat.