There are various ways to make a PowerPoint presentation more engaging. One of these is to record the slides with audio commentary. The slides can then be presented either as a video or as a regular PowerPoint presentation.
The process is similar across different PowerPoint versions and can therefore be easily adapted. Instructions for older versions are also available on the Microsoft support page. Creating a video in PowerPoint is thus no problem even in older versions.
The following section explains in more detail how to create videos in PowerPoint.
1. Preparing the recording - screencast and video in PowerPoint
First, the slideshow to be edited must be opened. You can add audio to either the entire presentation or just a portion of it. If you only want to add audio to a portion, all other slides must be hidden.
The top menu bar should contain one of the following options: "Slide Show," "Record," or "Record Slide Show." If none of these buttons are present, the corresponding ribbon menu must first be activated. This can be done under "Settings" or "Options."
Furthermore, you should check whether the additional hardware is working. Make sure that the microphone and camera are functioning and optimally configured. PowerPoint also requires permission to access the hardware. Otherwise, no audio linked to PowerPoint can be created. This access must be granted in the system settings of the respective device.
Once these points are completed, you have taken the first steps towards creating a video in PowerPoint.
2. Creating the recording using the "Screencast" function in PowerPoint
Now the recording can begin. To do this, select the previously described menu item "Slide Show" , "Record" , or "Record Slide Show ". The window may look slightly different depending on the version, but the function is the same.
Selecting the menu item starts recording directly in some versions. In others, recording must be started with an additional click. After starting the recording, regardless of the method used, the audio commentary can be recorded.
A PowerPoint presentation consists of several slides. The recording process follows this same principle: it records slide by slide. The transitions between slides are not recorded.
No speaking should take place during these interludes, as these parts will not be audible later. The slide transition should therefore be fully completed before recording can begin. With a little practice, this is easily manageable.
The following additional settings are available when recording the audio commentary. Recording can be stopped at any time using "Pause Recording." Recording resumes with the "Record" tab. Pressing the ESC key ( "Quit" on Mac) permanently ends the recording. If any changes are needed after that, the recording must be recreated from scratch.
During the presentation, further emphasis can be added. This is done using the pen, highlighter, and laser pointer options. These function just like in real life and are ideal for highlighting individual aspects or adding notes to the topic being discussed.
In some versions, it's also possible to save these highlights after the recording is finished. They will then be automatically included in the slides the next time the recording is opened. This allows the recording to be used together with the prepared slide set. Another option is to additionally record a webcam video. However, this is not possible in all versions.
3. Editing the screen recording in PowerPoint
Once the recording is complete, a small speaker icon or video image appears on the edited slides. This indicates that the slide has been overlaid with a recording. The recordings are linked to their respective slides, as text was recorded for each slide.
This allows for editing of individual slides. For example, the recording can be deleted if it's not satisfactory. A new recording for the corresponding slide can then be made using the method already described.
This allows you to edit individual slides without having to create a completely new recording. Minor recording errors can thus be easily corrected.
After deleting the recording, a new audio commentary for the selected slide can be created via the "Insert", "Audio" or "Media" tab.
4. Record screen areas as video
PowerPoint also offers the option to record selected screen areas as a video. This function is helpful if you want to demonstrate certain work processes or to explain applications in a more vivid and tangible way.
You can also start screen recordings via the "Recording" tab. Then select the "Screen Recording" option. The window that appears will display everything that is running on your desktop besides PowerPoint.
There you can define the desired selection area. The subsequent screen recording will then only show the actions performed within the previously defined area during the recording. Therefore, make sure the area is large enough.
You can now start, pause, or stop recording via the screen recording menu. Additionally, there's an option to record not only the screen but also the audio signal during recording. This allows you to comment on and explain your actions simultaneously.
To make the menu bar visible again during screen recording, simply move your mouse to the top of the screen.
5. Shortening videos in PowerPoint
After creating a video, you can shorten it if it's too long. To do this, simply right-click in the video frame and then select "Trim".
When watching the video, simply press pause at the point where you want to cut it.
If you want to shorten the beginning of the video, you must select the starting point during the shortening process. This will display a double-pointed arrow. If you do this, simply drag the arrow to the desired starting position. The video will then start at the selected point.
To shorten the end of the video, follow the same procedure. First, click on the endpoint of the video. Then, drag the two-pronged arrow to the desired end position. Finally, confirm the action with "OK".
Shortening the videos is easy with a single click. However, you should pay close attention to ensuring that the video is shortened at the correct point and that the audio commentary is not cut off at an inconvenient moment (for example, mid-sentence).
6. Exporting the PowerPoint presentation as a video
After recording, you can export it as a video. To do this, select either the "Recording" or "File" tab. Under "Recording," you can select "Export as Video." Under "File," you then need to select "Export." Both functions work the same way; only the name varies from version to version.
After selecting the correct tab, the recording of your presentation must be saved as a video. To do this, select the appropriate format under "File format." This could be, for example, "MP4" or "MOV." Before exporting, you can also adjust further settings, such as the video quality.
7. Publication of the video
After recording and exporting the video, it just needs to be shared with others.
The video can be published on platforms such as YouTube, Vimeo, or Microsoft Stream. To do this, during an open presentation, select "Publish to Stream" under "Recording." Then, choose a title for the video and add a description. Further options will then be configured. Once this is complete, click the "Publish" button.
A status bar is located at the bottom of the PowerPoint window. This bar displays the progress of the video upload. Once the upload is complete, a message appears. This message also allows you to switch directly to video playback in Microsoft Stream, where you can verify that the upload was successful.
Conclusion: Easily create videos in PowerPoint
Creating videos and audio commentaries in PowerPoint is simple and straightforward. These simple functions have a dramatic impact on the presentation, making it much more engaging with audio commentary and allowing it to be delivered even without a live presenter.
There are minor differences between the various PowerPoint versions. For example, the selectable tabs and menu items often have different names. This can easily lead to confusion; however, recording a video or audio commentary is possible in all common PowerPoint versions.
Here are some more tips for recording videos correctly:
To modify a recording, only the relevant slide needs to be adjusted. The order of the slides can also still be changed; no new recording is necessary.
You should pause your speech briefly at both the beginning and end of each slide. This ensures smooth transitions and also prevents comments between slides (where no recording is taking place) from being cut off.
- Recording comments is only possible in the desktop versions of PowerPoint, not in the web versions.
- The video size can be adjusted and edited. This is done in the editing view.
- Recording is easiest on PCs with a touchscreen that also have their own webcam.
- Before starting the recording, you should check that the PowerPoint version has been set up correctly.
- It is possible to record multiple takes per slide. This is particularly useful for slides with additional highlights.
- To create a smooth transition between slides, simply record a few seconds of complete silence. This allows you to manage the slide changes without losing any of the commentary.
For the best quality, an external microphone and webcam should be used. Of course, the integrated components are also suitable for recording. However, for truly professional video, external components are significantly better. When using a stylus for freehand input, the noise from the stylus can be reduced to an absolute minimum.
After recording the first slide, you should play back the recording as a test. This allows you to check the recording and make any necessary adjustments to the audio and video settings. You should definitely check this before performing the complete recording.