how to setup videos to use in powerpoint

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How to Setup Videos to use in PowerPoint

MOUG Presentation

28 August 2002

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How to Setup PowerPoint to use Videos

MOUG Presentation

28 August 2002

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Introduction

Brian Greminger and Greg BarkerMultimedia Specialists

Video and Streaming Media Services

Computing Services

Design, implement and support video and multimedia initiatives within UMBS

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Introduction

This is not a class about editing video

We’re assuming that typically you will be handed a digital video file to place into a PowerPoint presentation

I am not a PowerPoint expert

Disclaimers

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Introduction

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Introduction

Why Use Video?

Visually Demonstrate

Emotionally Impact

Actively Engage

Technologically Impress

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Introduction

Learning how to insert video into PowerPointis a fifteen minute task...

Learning what questions to ask when, for some obscure reason, the video misbehaves...

...that takes a bit longer

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Introduction

If you’re responsible for delivering a “mission-critical” PowerPoint with video, a little background on video and computers will make your job much easier, so that’s where we’ll start

We want to provide you enough information to:

avoid the avoidable, and

quickly solve the quickly solvable

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The Formal Agenda

What is Video?

Using Computers for Playing Video

Using Video with PowerPoint

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The Real Agenda

How big is the trailer?

How big a truckdo we need?

How do we hookthe trailer up tothe truck?

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What is Video? (How big is the trailer?)

Video is recorded by camcorders in two basic flavors:

Analog – VHS, High-8, Betacam SP

Digital – Digital-8, DV, DVCAM, DVCPro, Digital Beta

Whatever the source, video must be in or converted to a digital file format for your computer to play it back

These can include the digital recording formats, but there are also specialized digital delivery formats, such as MPEG-2, Real Media, Windows Media, QuickTime, and others

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Your computer screen is a grid of dots, or pixels

To create an image on your screen, your computer has to track each pixel and control its color

An 800 x 600 screen = 480,000 pixels 16-bit color = 65,536 possible colors per pixel This also equals a lot of information!

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Moving images (full-screen video) changes this information 24 - 30 times a second!

Video also adds a “river” of sound, that has toplay back in sync with the images How frequently do we measure the river?

(22Hz, 44.1Hz, 48Hz)

How precisely do we measure at each measuring point?(8 bit = 256 poss. values, 16 bit = 65,536 poss. values)

Stereo? Double the amount of data

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Video: Huge stream of time- sensitive data for a

computer to process

DV: 720 x 480 pixels

2 channels of48 Hz 16 bit sound

6 minutes of DV = 1.3 GBs of hard drive

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Ten years ago, this was what the play-decent-quality-video-on-the-computer task looked like…

Things have improved since then,but there still are only two waysto improve video performance:

Try to shrink the trailer

Try to grow the truck

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So, how can we shrink the trailer?

1) Reduce the trailer’s overall size(640 x 480, 320 x 240, 160 x 120…)

2) Squeeze the contents of the trailer

To do this, we use software Codecs(Compression and Decompression algorithms)

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Codecs compress video in part by throwing“non-critical” information away Reduce color and sound depth (i.e. only fifteen shades of red

allowed vs. fifteen hundred)

Encode color and sound information (i.e. make the next twenty five pixels in this row the same shade of blue)

The harder you squeeze, the more quality suffers

The general goal is to find the right balancebetween a functional file size and usable quality

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One Perhaps Rather Big Gotcha...

The same codec that compressed your video needs to be installed on the playback computer, to tell it how to decompress and display the video

Different video editing systems, and delivery file formats, can use very different codecs…

So codecs (and formats) are rather like the trailer hitch...

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If your computer (and its software) doesn’t have the right codecto “hook on” to your specific video file, you won’t be ableto view it properly

Fortunately, if PowerPoint can’t recognize your video’s format / codec, it won’t let you insert the video file

Test the hookup before your deadline!

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Burning Questions?

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Using Computers for Playing Video(How big a truck do we need?)

“Hey, what’s the big deal?

My TV at homecan play video justfine, and it doesn’t require all this codec nonsense, and it’s much cheaper, too!”

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“Well...

When was the lasttime you asked yourTV to calculate your taxes?”

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One function system One standard format One quality Linear playback

Multifunction system Multiple formats Higher quality possible Non-linear playback

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To process digital video, your computer hasto manage a very complex dance betweenthe data stream and the computer’s components

Your computer’s video playback performance is determined mostly by the following components:

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Processor Speed faster is better

Screen Resolution and Color Depthmidrange generally better

Hard Drive / CD / Network Speedfaster is better

System Memory (RAM)more and faster is better

Graphics Card(Quality and Video RAM) newer / more / faster is better

Unused Room on Hard Drive none is bad

Room Projection Systemnewer is better

Other Open Applicationsfewer is better

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So, How Big a Truck Do We Really Need?

1. As big as we can get!

2. Big enough to do the job – how big is the trailer?

Newer computers (less than a year or two old) can generally do the job for most video, but it alsodepends on the size of the video

The only way to know is to test the computer –with the video!

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General Tips To Get The Best Performance...

Bring your own truck, not just the trailer You can’t easily predict or control the quality

or configuration of supplied computers

Get your trailer as close to the truck as possible Get the video onto the computer’s hard drive if you

can – this can avoid all sorts of issues with CD and network speed

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General Tips To Get The Best Performance...

Unload unnecessary stuff from the truck Close down unneeded applications; don’t overlook

those little widgets in the taskbar Make sure you have additional unused room on the

hard drive

Test the truck and trailer before you have to deliver

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Burning Questions?

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Using Video with PowerPoint(How do we hook the trailer up to the truck?)

PowerPoint can deliver the following digital video formats

.avi, .mov, .qt, .mpg, mpeg, .asf, and .wmv

The format and codec used to create the video have to be ones PowerPoint can use!

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There are many ways to insert video into PowerPoint; we will cover three approaches -

1. The “Use the Clip Organizer” Approach

2. The “Keep All The Files In One Place” Approach

3. The “PowerPoint Can’t Handle It” Approach

PowerPoint never embeds video files into the presentation, it always links them, so you will have to keep track of where your video files are...

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The “Use the Clip Organizer” Approach

The Clip Organizer is a database tool that is part of Office XP

It can scan your computer to locate all media files (pictures, sounds, animated gif “movies”, video “movies”), and keep track of them for you

It also gives you an easy way to insert them into PowerPoint

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Select “Insert / Movies and Sounds / Movie from Clip Organizer”

This opens a sidebar (Task Pane) where you can search based on keywords or other criteria, and view thumbnails of different files

You can also open the Clip Organizer interface by selecting “Clip Organizer” at the bottom of this Task Pane

If you’ve not already done so, it will prompt you to scan your computer and build the database

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If you want, right-click on a thumbnail and select “Preview/Properties”

This brings up a window where you can see the file’s properties, including its path (important!)

You can simply drag and drop the thumbnail onto the slide, and drag it into position

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If you need to move the presentation to a different computer, use “File / Pack and Go”

This will open a wizard to assist you on packaging your presentation

Be sure to select “Include Linked Files”

You can also use a different approach...

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The “Keep All The Files In One Place” Approach

Create a separate folder for each presentation

Create your PowerPoint file in that folder

Physically copy the video files into that folder

Use the “Insert / Movies and Sounds / Movie from File” method to insert those video files into that PowerPoint

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Select “Insert / Movies and Sounds / Movie from File”

This opens a dialog box where you can browse tothe folder and video file

Select the video clip and click “OK”

When it’s time to transfer the presentation, you can grab the whole folder, and you don’t have to worry (as much) about where the parts are...

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The “PowerPoint Can’t Handle It” Approach

This approach is useful when:

1. PowerPoint can’t play the video file, but your Windows Media Player/RealPlayer/QuickTime player can, AND

2. You don’t have the time to get the source video re-encoded into a format PowerPoint can play, AND

3. Playing the video is more important than a seamless presentation

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Highlight some text or an object, and select “Insert / Hyperlink”

A dialog box will open - use this to either navigate to the file, or enter the hyperlink directly

The file can be local, on the network, or on the web

Select the file, and click “OK”

When you click on that text / object,the associated player will open in front of PowerPoint, and try to play the video

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Some General Network Link Caveats –

If you link to a file on the network or the web, you’ll have to have network access to play the video

The speed of your network connection (Ethernet, Dial-up modem) will be a big factor in how well your video will play

If you’re on the road, especially, the speed you getmay not be the speed you want

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Tweaks and Special Effects

You can animate the arrival of the video on the slide (appearance)

You can automatically start video playback as slide appears, or you can require a mouse click

You can resize the video object, once it’s inserted

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Distributing Your Presentation

Chances are pretty good you won’t be able to fit the presentation folder with video files onto a floppy disk...

You may need to use a ZipDrive, burn a CD, or use network file space to transfer the presentation folder onto the playback computer

Don’t forget to test performance, and, of course,make sure the PowerPoint versions match!

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The Real Agenda

How big is the trailer?

How big a truckdo we need?

How do we hookthe trailer up tothe truck?

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The Takeaway(What we hope you got out of this...)

You understand why video can be such a big “trailer,” and a bit about what tricks we use to make the trailer an easier load to haul

You understand a bit about the codec “trailer hitch” issues, and you have a checklist for how to“tune” the “truck” for bettervideo playback

You know there’s more than one way in PowerPoint to hook them up, and you have a sense of which approach to use in which situation

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Anything Else?

Burning (And Other) Questions?

how to setup videos to use in powerpoint

Documents

screen video

support video

videousing video

video performance

digital video file

computer screen

setup powerpoint

digital betawhatever