Microsoft Office PowerPoint 2003 Training

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Microsoft Office PowerPoint 2003 Training
Your company name presents

• Playing sound

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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.
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Overview Get on top of 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, youll work with a sound file inserted on
  a slide.

Then, youll try another method adding sound to
a show by playing music from a CD.
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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

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Lesson 1

• Play a sound file

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Play a sound file

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

• You'll learn how to
• Start the sound
• Continue it past the current slide
• Set volume repeat
• Guarantee linked files will play

Work with an inserted sound.
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Inserting the sound

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

Steps for inserting sound
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Inserting the sound

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

Steps for inserting sound
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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.
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Starting 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.

Select a way to start the sound.
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Starting 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.

Select a way to start the sound.
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Continuing the sound

• If the sound youve inserted is short and sweet,
  itll play once, starting as youve specified,
  and be over.

Setting a sound to play beyond a mouse click
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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.

Otherwise, it will stop the next time you click
the slide for any reason.
Setting a sound to play beyond a mouse click
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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
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Continuing the sound

• To specify a stop setting

• In the Custom Animation task pane, click the down
  arrow on the sound effect to display its menu.
• Click Effect Options on the menu.

Setting a sound to play beyond a mouse click

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

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Continuing the sound

• 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

Setting a sound to play beyond a mouse click
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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
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More sound options

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

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

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

• Loop until stopped repeats the sound until you
  stop it.
• Sound volume opens a slider that lets you adjust
  volume.

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

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

• File gives information about the sound files
  location (more details about this will follow).

Sound Options dialog box
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Linked vs. embedded files

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

• Whats embedded A .wav file of 100 KB or less
• Whats linked A .wav file thats greater than
  100 KB, and all other sound files

Look closely at the file information.
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Linked vs. embedded files

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

• If you see File Contained in presentation, the
  file is embedded.
• If you see a path, such as File C\My
  Sounds\LargeFile.wav, the file is linked.

Look closely at the file information.
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Suggestions for practice

• Insert a sound from the Clip Art task pane.
• Loop the sound.
• Make the sound play continuously.
• Hide the sound icon on the slide.
• 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.
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Test 1, question 1

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

• You've set the sound to loop properly.
• That the sound is set to play by trigger.
• That you won't need the sound icon to be
  available to play the sound.

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Test 1, question 1 Answer

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

OK, that mightve 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.
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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.)

• In the Sound Options dialog box, look for the
  file information that says Contained in this
  presentation.
• Update the path to the linked file in the Sound
  Options dialog box.
• Be sure to copy the linked file into the same
  folder as your presentation.

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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.
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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.)

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

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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.
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Lesson 2

• Play music from a CD

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Play music from a CD

• Youve got the perfect CD to play as background
  music how do you make it play with your 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

Play your favorite music with a slide show.
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Play music from a CD

• Good news A CD wont affect the file size of the
  presentation.

But remember You have to bring the CD along when
you present.
Play your favorite music with a slide show.
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Setting up tracks

• 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.

• You'll see the options shown in this picture.

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

• As the picture shows

• 1. The first track's playing time starts at zero.
• The last track's ending time measures only that
  track's length, not the length of the whole CD.

Set up CD tracks from the Play CD Audio Track
command.
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Setting up tracks
Though youve selected which tracks to play, the
CD doesnt play through all the slides
automatically.

• 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.
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Suggestions for practice

• 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
• 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.
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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.)

• Popcorn and candy.
• The CD itself.
• Your presentation. It's got the CD icons in it,
  so just start it and your tracks will play.

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Test 2, question 1 Answer

• The CD itself.

The music won't play without the inserted CD.
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Test 2, question 2

• Track 3's total playing time is 0330. 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.)

• Starting track 3 starting time 0000. Ending
  track 3. Ending time 0130.
• Starting track 3 starting time 0100. Ending
  track 3. Ending time 0030.
• Starting track 3 starting time 0100. Ending
  track 3. Ending time 0130.

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Test 2, question 2 Answer

• Starting track 3 starting time 0100. Ending
  track 3. Ending time 0130.

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

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

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USING THIS TEMPLATE

• See the notes pane or view the full notes page
  (View menu) for detailed help on this template.