Microsoft Office Reference Guide

Mar 26, 2004

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Update ideas come from various sources. I have a PowerPoint course online and a student had an interesting question about PowerPoint's ability to play audio CDs as background, and the Package to CD feature. She tried to package the audio CD with the presentation to send it out, but it didn't work.

Figure1047

The obvious solution would be to include a separate audio CD disc with the presentation, but that would be costly and confusing to the recipient. The problem is twofold:

First the audio CD tracks are not "true" PC music files that can be easily inserted into PowerPoint or packaged with it.

The CD disc may show up in Windows as a different drive letter on different machines, and in any case, the CD player cannot access a folder in which PowerPoint packaged files are stored.

The solution would be to first turn the audio CD tracks into actual music files — for which we could use Windows Media Player or any of several music ripping tools.

Figure1048

In this case I will create a desktop folder called Music Presentation, and make sure that my selected tracks are ripped into that folder in MP3 format.

Figure1049

When I select the track(s) I want I might also check out their length or duration and begin to think about how they might work with how long I expect to show the slides with which they will be shown.

With the music ripped and the PowerPoint file saved, it might take us some moving around to get all of the files in the same folder; the ripped music goes into a subfolder under the artist name. It's very helpful to put everything in the same folder.

Figure1050

But now we're ready to use the music as real sound files in PowerPoint. We can click Insert > Movies and Sounds > Sound from File, and select one of the tracks we ripped as an MP3 file.

Figure1051

You could simply have the music play automatically; since it is linked to the slide as soon as the slide is advanced, it will stop playing. But let's use a click sequence and see what options that may give us so we'll choose When Clicked.

This puts a speaker icon into the slide, which we can drag to an invisible area; if we open Custom Animation we see that this icon will play the sound when clicked. Of course if it's off screen (since it's so ugly) there will be nothing to click.

Figure1052

If you read our series on Advanced Animation Techniques you may know what to do next.

To control the music, we will want some triggers — and with this simple slide we can use the title for that purpose.

To do this we need to select the Effect Options for the sound file in the Custom Animation Task Pane.

Figure1053

In the Timing tab we'll change the trigger for the event to be the title of the slide on a click. We also need to change the actual trigger for the music to be With Previous (when the title is clicked to appear, the music will be triggered).

Figure1054

In the Effect tab we can allow the music to play over a series of slides, as we did with the audio CD.

Figure1055

Now remember that everything is still set to a click command, so if we package this presentation the user will have to know how to start the music.

We just need to add a click event for the Title to appear, which will start the music.

Figure1056

We could use the Custom Animation Task Pane to set the event to begin With Previous, which would mean as the slide begins. But if we want to fine tune the entire show, we can use the Slide Show > Rehearse Timings feature.

This enables us to go through the presentation in real time and click to show bullets and start the music, and advance our slides. When we finish the slide show, we can save our timings with the show.

Figure1057

In any case, whether we want to have our action including the music happen automatically or on a click, we are now ready to package the presentation with the linked music files. Click File > Package to CD.

Use the package options to copy the file(s) to a local folder, and click Yes to the question about including linked objects.

Figure1058

The result is a folder with the presentation, the music file(s) and the PowerPoint viewer and autorun options for buring the package to a CD.

Figure1059

If you want to fine tune your options you can include other presentations or files, or password protect the package, in the additional options panel.

Figure1060

But in any case you have successfully exported audio CD tracks to play in a coordinated fashion with a packaged PowerPoint show.

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