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Office 365

About PowerPoint

PowerPoint logoThis program was originally released in 1987 by Forethought, Inc. and was at first exclusively available for Macintosh computers. Three months after its release, Microsoft acquired the rights for approximately $14 million. PowerPoint has become a core part of the Office suite and is a globally recognized presentation program.

FSU Resources

Downloading Office

All active students enrolled in classes are eligible for free downloads of Office 365 ProPlus—including Word, Excel, PowerPoint, and more—on up to fifteen personally-owned devices: five computers, five tablets and five phones. 

For more details on how to download, visit the FSU ITS Office 365 Resource Page.

A Note About File Formats

Beginning with PowerPoint 2007, the file extension for the program changed from .ppt to .pptx. While all versions of PowerPoint will be able to open files with a .ppt format (they are backward compatible), older editions will not be able to display all of the tools and features included in a .pptx file. These glitches may cause errors either in the program functionality or within the file itself.

In Microsoft 365, you can follow this path to save a file in an older format:

File → Save As → Browse → Save as type

Quick Guides

Accessibility Tips and Features

Subtitles & Translations Transcribed Live

This feature is ONLY available in Office 365.

You can choose which language you want to speak while presenting, and which language the caption/subtitle text should be shown in (i.e. if you want it to be translated). You can select the specific microphone you want to be used (if there is more than one microphone connected to your device), the position where the subtitles appear on the screen (bottom or top, and overlaid or separate from slide), and other display options.

  1. On the Slide Show ribbon tab, select Subtitle Settings. Or, you can adjust the settings without leaving your presentation through the context menu.

    1. Slide Show or Presenter View menus > Subtitle Settings > More Settings.  

  2. Use Spoken Language to see the voice languages that PowerPoint can recognize, and select the one you want. This is the language that you will be speaking while presenting. (By default, this will be set to the language corresponding to your Office editing language.)

  3. Use Subtitle Language to see which languages PowerPoint can display on-screen as captions or subtitles, and select the one you want. This is the language of the text that will be shown to your audience. By default, this will be the same language as your Spoken Language, but it can be a different language, meaning that translation will occur. 

  4. In the Subtitle Settings menu, set the desired position of the captions or subtitles. They can appear over the top or bottom margin of the slide (overlaid), or they can appear above the top or below the bottom of the slide (docked). The default setting is Below Slide. 

  5. More appearance settings are available by clicking Subtitle Settings > More Settings (Windows).

    1. You can change the color, size, transparency, and font style of the subtitles. You can change the background to improve contrast and make text easier to read. 

For additional information on subtitles, click here.

Subtitles for Embedded Video

PowerPoint supports the playback of video with multiple audio tracks. It also supports closed captions and subtitles that are embedded in video files. 

Please Note: The closed-captioning feature in PowerPoint 2016 is only available for Office 2016 Click-to-Run installations; MSI-based installations don't have the closed-captioning feature. (To check whether Office was installed using Click-to-Run or MSI, visit this page.)

After you add a video to a PowerPoint slide, an Audio and Subtitles icon appears on the play bar of the video in Slide Show if that video has any of the following things:

  • Multiple audio tracks (in a supported format)
  • Embedded closed captions (in a supported video format)
  • Embedded subtitles (in a supported video format)

For additional information on embedded subtitles, click here

 

Notes and Presenter View

The Basics of Presenter View

Presenter view lets you view your presentation with your speaker notes on one computer (your laptop, for example), while the audience views the notes-free presentation on a different monitor. For more details on Presenter view for Windows, click here. For details on Presenter view in Mac, click hereThe features in the following list are all labeled on the image below:

  1. The slide number (for example, slide 1 of an 8-slide presentation)
  2. The slide you are currently showing to the audience
  3. The speaker's notes, which you can use as a script for your presentation
  4. Click to go to the previous slide
  5. Click to go to the next slide
  6. The elapsed time of your presentation, in hours and minutes
  7. Click to view thumbnails of all slides in your presentation
  8. The pen, laser pointer, or highlighter tool

Previous steps shown on example of presenter view

Add Speaker Notes to Your Slide

When you're creating a presentation, you can add speaker notes to refer to later while delivering the slide show in front of an audience. In presenter view, the speaker notes are visible on your monitor, but aren't visible to the audience. So the Notes pane is the place to store talking points that you want to mention when you give your presentation.

The Notes pane is a box that appears below each slide. (It is outlined in magenta in the picture below.) An empty Notes pane will prompt you with text that says, Click to add notes. Type your speaker notes there. If you don’t see the Notes pane or it is completely minimized, click Notes on the task bar across the bottom of the PowerPoint window.

Printing Handouts or Notes

  1. Select File > Print.
  2. For Printer, select the printer you want to print to.
  3. For Settings, select the options you want:
    • Slides: From the drop-down, choose to print all slides, selected slides, or the current slide. Or, in the Slides box, type which slide numbers to print, separated by a comma.
    • Print Layout: Choose to print just the slides, just the speaker notes, an outline, or handouts. The Outline prints only the text in the slides, without images. The Notes of a presentation show the slide and the related speaker notes below it. If you choose to print Handouts, you can print several slides on one page using a variety of layouts, some with space for note-taking.
    • Collated: Choose whether you want the sheets collated or uncollated.
    • Color: Choose whether you want color, grayscale, or pure black and white.
    • Edit Header & Footer: Select to edit the header and footer before printing.
  4. For Copies, select how many copies you want to print.
  5. Select Print.

Recording Your Screen

You can record your computer screen and related audio, and then embed it in your PowerPoint slide—or you can save it as a separate file.

  • To record and listen to audio associated with your screen recording, you'll need a sound card, microphone, and speakers.
  • Make sure there's enough disk space on your local drive to record and save your screen recording.
Record from your computer screen and embed the recording in PowerPoint
  1. Open the slide that you want to put the screen recording on.
  2. On the Insert tab of the ribbon, select Screen Recording.
  3. On the Control Dock, click Select Area (Windows logo key+Shift+A), or, if you want to select the entire screen for recording, press Windows logo key+Shift+F.
    • The minimum required version of Office for the shortcut is 16.0.7571.2072.
    • The minimum size area you can record is 64x64 pixels.
    • If you have opted to select an area, you see the cross-haired cursor. Click and drag to select the area of the screen you want to record. (If you have already done a screen recording during your current session, your prior area selection will appear on the screen. You can proceed recording that selection area, or you can click Select Area to start over.)
    • Tip:  PowerPoint automatically records the audio and the mouse pointer, so by default those options are selected on the control dock. To turn them off, deselect Audio (Windows logo key+Shift+U) and Record Pointer (Windows logo key+Shift+O).
  4. Click Record (Windows logo key+Shift+R).
    • Tip:  Unless you pin the Control Dock to the screen, it will slide up into the margin while you record. To make the unpinned Control Dock reappear, point the mouse cursor at the top of the screen.
  5. To control your recording:
    • Click Pause to temporarily stop the recording (Windows logo key+Shift+R).
    • Click Record to resume recording (Windows logo key+Shift+R).
    • Click Stop to end your recording (Windows logo key+Shift+Q) (shown below).
  6. When you are finished recording, save your presentation: File > Save. The recording is now embedded on the slide you selected in step 2. To save the recording itself as a separate file on your computer, right-click the picture on the slide that represents the recording, and select Save Media as. In the Save Media As dialog box, specify a file name and folder location, then click Save.

Save your screen recording as a separate file
  1. Right-click the video frame, and click Save Media as.
    • Tip: Ensure your disk has enough space to save the video file. Otherwise, you'll have to free up space and try again.
  2. In the Save Media as box, choose a folder, and in the File name box, type a name. 
  3. Click Save.
Additional Recording Settings

For details on changing "Start" settings, trimming video, and applying frame styles, visit this page on Microsoft's support site.

Tips from Experts

Insert an image from your computer

  1. Click where you want to insert the picture on the slide.
  2. On the Insert tab, in the Images group, click Pictures.
  3. In the dialog box that opens, browse to the picture that you want to insert, click that picture, and then click Insert.
  4. Tip: If you want to insert multiple pictures at the same time, press and hold the Ctrl key while you select all the pictures you want to insert.

For a video on how to do this and more with images in PowerPoint, click here.

Insert an image from the web

"Online Pictures" button under "Insert" tab

  1. Click where you want to insert the picture on the slide.
  2. On the Insert tab, in the Images group, click Online Pictures.
  3. In PowerPoint 2013, Type what you're searching for in the Bing Image Search box and press Enter. Or on newer versions, ensure Bing is showing on the left in the drop-down list of sources to search. In the box, type what you are searching for, and press Enter.
  4. By clicking the funnel icon in the search box, you can use the Size, Type, Color, Layout, and licensing filters to adjust the results according to your preferences.
    Creative Commons images under funnel icon
  5. Click the picture you want to insert, and click Insert.
    • Tip: After you insert a picture, you can change its size and position. To do so, right-click the picture, and click Format Picture. You can then use the Format Picture tools that are on the right of your slide.

Inserting From or Linking to YouTube

In PowerPoint for Office 365 or PowerPoint 2019, you can insert an online video from YouTube or Vimeo on a slide. The video plays directly from the website, and it has the site's controls for playing, pausing, volume, and so on. The PowerPoint playback features (Fade, Bookmark, Trim, and so on) don't apply to online videos.

Note: Because the video is stored on a web site, rather than in your presentation, you must be connected to the internet in order for the video to play.

  1. In your web browser, locate the video you want.
  2. Copy the URL of the web page from the Address bar of your browser.
  3. Switch back to PowerPoint and select the slide where you want to place the video.
  4. On the Insert tab of the ribbon, select Video > Online Video.
  5. In the Online Video dialog box, paste the URL you copied in step 2.
  6. Select Insert.

If a video is inserted successfully, you can play it either in Normal view or Slide Show. 

  • A Play button appears on the video in Normal view.
  • In Slide Show, you can interact with videos just as you would in a web browser.
  • By default, videos from YouTube and Vimeo play in "click sequence." You can play the video without having to click the Play button. Just tap the spacebar to advance to the next step in your click sequence.

Note: Not all online videos from these sites are allowed to be embedded. You should check on the video site to find out if a certain video can be embedded. 

Adding or Deleting Audio

You can add audio, such as music, narration, or sound bites, to your PowerPoint presentation. To record and hear any audio, your computer must be equipped with a sound card, microphone, and speakers. For a video about these features, click here

Add audio from your computer
  1. Select Insert > Audio.
  2. Select Audio on My PC.
  3. In the Insert Audio dialog box, select the audio file you want to add.
  4. Select Insert.
Record audio
  1. Select Insert > Audio.
  2. Select Record Audio.
  3. Type in a name for your audio file, select Record, and then speak.
    • Note: Your device must have a microphone enabled in order to record audio.
  4. To review your recording, select Stop and then select Play.
  5. Select Record to re-record your clip, or select OK if you're satisfied.
  6. To move your clip, select and drag the audio icon to where you want it on the slide.
  7. If you’re using more than one audio file per slide, we recommend putting the audio icon in the same spot on a slide to find it easily.
  8. Select Play.

For help converting files into alternate formats, visit this page on Microsoft's support site.

Supported Video File Formats

File Format

Extension

Windows Video file (Some .avi files may require additional codecs)

.asf

Windows Video file (Some .avi files may require additional codecs)

.avi

MP4 Video file*

.mp4, .m4v, .mov

Movie file

.mpg or .mpeg

Adobe Flash Media**

.swf

Windows Media Video file

.wmv

*Only PowerPoint 2013 and newer versions.

**Adobe Flash isn’t available in Office on a Windows RT PC.

 

Audio file formats for Windows

File format

Extension

AIFF Audio file

.aiff

AU Audio file

.au

MIDI file

.mid or .midi

MP3 Audio file

.mp3

Advanced Audio Coding - MPEG-4 Audio file*

.m4a, .mp4

Windows Audio file

.wav

Windows Media Audio file

.wma

*Only PowerPoint 2013 and newer versions. 

 

For help converting files into alternate formats, visit this page on Microsoft's support site.

 

Supported Video File Formats 

(For PowerPoint 2016 for Mac, PowerPoint 2019 for Mac, and PowerPoint for Office 365 for Mac)

File Format

Extension

AVI movie (Some .avi files may require additional codecs)

.avi or .vfw

MPEG-4 movie

.mp4, .mpg4

Apple MPEG-4 movie

.m4v

MPEG movie

.mpg, .mpeg, .mpe, .m75, .m15

MPEG-2 video

.m2v

MPEG-2 Transport Stream

.ts

QuickTime movie

.mov or .qt

DVI movie

.dif

 

Supported Audio File Formats

(For PowerPoint 2016 for Mac, PowerPoint 2019 for Mac, and PowerPoint for Office 365 for Mac)

File format

Extension

AIFF Audio file

.aiff or .aif

AU Audio file

.au or .snd

MP3 Audio file

.mp3 or .mpga

MP2 audio

.mp2

MPEG-4 Audio file

mp4 or .mpg4

Waveform Audio file

.wav, .wave, .bwf

Audible.com audio

.aa or .aax

Apple MPEG-4 audio

.m4a

Advanced Audio Coding - MPEG-2 Audio file

.aac or .adts

Apple CoreAudio format

.caf

Ringtone

.m4r

AC-3 audio

.ac3

Enhanced AC-3 audio

.eac3, .ec3

Windows Media files (.wmv, .wma) aren't supported on PowerPoint 2016 for Mac or PowerPoint for Office 365 for Mac. However, if Flip4Mac is installed on your Mac and you already have a .wmv or .wma file inserted on a slide, PowerPoint will offer to convert it in place to an .mp4 or .mp3 file. Read the Flip4Mac download page to see if this plugin supports your version of macOS.

 

Supported Video File Formats

(for PowerPoint for Mac2011)

File Format

Extension

AVI movie

.avi, .vfw

DVI movie

.dif

MPEG movie

.mpg, .mpeg, .mpe, .m75, .m15

MPEG-2 video

.m2v

MPEG-2 Transport Stream

.ts

MPEG-4 movie

Apple MPEG-4 movie

.mp4, .mpg4

.m4v

QuickTime movie

.mov, .qt

Windows Media Video file*

.wmv*

* Windows media format (.wmv) requires a that you install a plugin named Flip4Mac for playback on macOS. Read the Flip4Mac download page to see if this plugin supports your version of macOS.

 

Supported Audio File Formats

(for PowerPoint for Mac2011)

File format

Extension

AC-3 Audio

Enhanced AC-3 audio

.ac3

.eac3, .ec3

Apple Lossless Audio

.m4a

AU audio

.au, .snd

Audible.com audio

.aa, .aax

Audio Interchange File Format

.aif, .aiff, .aifc

QuickTime Movie Sound^

.mov, .moov, .qt

Core Audio File

.caf

MPEG Audio Layer-2

.mp2

MPEG Audio Layer-3

.mp3, .mpga

MPEG-4 Audio

.mp4, .mpg4, .m4a

Ringtone

.m4r

Windows Media Audio*

.wma, .asf

Windows Waveform Audio file

.wave, .wav, .bwf

^QuickTime Virtual Reality (QTVR) files, which also have a file extension of .mov or .qt, don't play in a PowerPoint for Mac 2011 presentation.

* Windows media format (.wmv) requires a that you install a plugin named Flip4Mac for playback on macOS. Read the Flip4Mac download page to see if this plugin supports your version of macOS.

The following tables describe the file formats that are supported in PowerPoint.

Extension

Format Name

Description

.bmp 

Device Independent Bitmap 

A slide that is saved as a graphic for use on web pages. 

.emf 

Enhanced Windows Metafile 

A slide that is saved as a 32-bit graphic (for use with Microsoft Windows 95 and later versions). 

.gif 

GIF Graphics Interchange Format 

A slide that is saved as a graphic for use on web pages. 

.jpg 

JPEG File Interchange Format 

A slide that is saved as a graphic for use on web pages. 

.mp4 

MPEG-4 Video 

A presentation that is saved as a video. 

.odp 

OpenDocument Presentation 

A format that can be opened in presentation applications that use the OpenDocument Presentation format, such as Google Docs and OpenOffice.org Impress. Users can also open presentations in the .odp format in PowerPoint. Some information might be lost when users save and open .odp files. 

.pdf 

PDF 

Portable Document Format, a PostScript-based electronic file format that was developed by Adobe Systems. It preserves document formatting and enables file sharing. 

.png 

PNG Portable Network Graphics Format 

A slide that is saved as a graphic for use on web pages. 

.pot 

PowerPoint 97-2003 Template 

A template for PowerPoint 97 to Office PowerPoint 2003 presentations. 

.potm 

PowerPoint Macro-Enabled Template 

A template for PowerPoint 2019, PowerPoint 2016, PowerPoint 2013, PowerPoint 2010, and Office PowerPoint 2007 presentations that contain macros. 

.potx 

PowerPoint Template 

A template for creating new PowerPoint 2019, PowerPoint 2016, PowerPoint 2013, PowerPoint 2010, and Office PowerPoint 2007 presentations. 

.ppa 

PowerPoint 97-2003 Add-In 

A PowerPoint 97 to Office PowerPoint 2003 add-in. 

.ppam 

PowerPoint Add-In 

An add-in that stores custom commands, Visual Basic for Applications (VBA) code, and specialized features. 

.pps 

PowerPoint 97-2003 show 

A presentation that always opens in Slide Show view instead of in Normal view. 

.ppsm 

PowerPoint Macro-Enabled Show 

A slide show that includes macros. 

.ppsx 

PowerPoint Show 

A presentation that always opens in Slide Show view instead of in Normal view. 

.ppt 

PowerPoint 97-2003 Presentation 

The default PowerPoint 97 to Office PowerPoint 2003 format. 

.pptm 

PowerPoint Macro-Enabled Presentation 

A presentation that contains Visual Basic for Applications (VBA) code. 

.pptx 

PowerPoint Presentation 

The default PowerPoint 2019, PowerPoint 2016, PowerPoint 2013, PowerPoint 2010, and Office PowerPoint 2007 XML-based file format. 

.pptx 

PowerPoint Picture Presentation 

A PowerPoint 2019, PowerPoint 2016, PowerPoint 2013, PowerPoint 2010 or PowerPoint 2007 presentation where each slide is converted into a picture. Saving a file as a PowerPoint Picture presentation reduces the file size, but some information is lost. 

.pptx 

Strict Open XML Presentation 

An ISO strict version of the PowerPoint Presentation file format (.pptx). 

.rtf 

Outline/RTF 

A presentation outline that is saved as a text-only document that provides smaller file sizes and the ability to share macro-free files with other users who might not have the same version of PowerPoint or the operating system. Any text in the notes pane is not saved with this file format. 

.thmx 

Office Theme 

A style sheet that includes definitions of a color theme, font theme, and effect theme. 

.tif 

TIFF Tag Image File Format 

A slide that is saved as a graphic for use on web pages. 

.wmf 

Windows Metafile 

A slide that is saved as a 16-bit graphic (for use with Microsoft Windows 3. x and later versions). 

.wmv 

Windows Media Video 

A presentation that is saved as a video. PowerPoint 2019, PowerPoint 2016, and PowerPoint 2013 presentations can be saved at High Quality (1024 x 768, 30 frames per second); Medium Quality (640 x 480, 24 frames per sec); and Low Quality (320 X 240, 15 frames per second). 

The WMV file format plays on many media players, such as Windows Media Player. 

.xml 

PowerPoint XML Presentation 

The XML format that is supported in PowerPoint 2019, PowerPoint 2016, PowerPoint 2013, PowerPoint 2010, and Office PowerPoint 2007. 

.xps 

XPS Document 

XML Paper Specification (XPS), an electronic paper format for exchanging documents in their final form. 

Tutorials

Further Reading

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