[Music]
In this video, I share with you details of
how I make PowerPoint 2016 slideshows into
YouTube videos with digitally mastered audio narration.
All tools are provided free of charge to college students and comes with all current versions
of Microsoft Office 2016 software; after that, all is free,
except for a computer and your time.
Even if you do not have a computer, you can usually access one at your local library.
Students in my economics classes know of Structural Unemployment caused by people not knowing
how to use the technologies made available to them as they execute the expectations of
the jobs they trained for.
This event is one of those tactical training opportunities to take your personal Production
Possibilities Frontier to a higher level.
My demonstrations are made on a computer running Windows 10 Operating system and Microsoft
Office version 2016.
The audio demonstrated here is managed through Audacity version 2.1.0, and the videos you
see here, I created using RenderSoft CamStudio version 2.0.
These software programs also work in the Macintosh and Linux Operating Systems, except the Linux
solutions for PowerPoint and Word use OpenOffice.org Software called Presentation and a document
editor called simply Word Processor.
All of these software solutions come free of charge to you, but you need access to a
computer to manage them.
When you send your completed movie MP4 file to YouTube, that access is also provided free
of charge to you when you create a Gmail account.
Now we get started.
For this virtual presentation, you have studied your topic, cited your sources, and collected
your figures and facts.
Your report is ready for prime time, and soon your presentation will be there as well.
In this video, you will see my strategy for making a YouTube video starting after you
completed your report.
There are other methods you can use to make your presentation using different software,
this is just one way to make a really good-looking video using your voice, but not necessarily
a video of your face talking.
A great starting point for this video is an outline.
It is similar to the outline you made when you prepared your report, but in this case,
you will shorten it to include the strategies presented in Five Rules for Creating Great
Presentations.
Watch that video and get some ideas.
Watch for the link to this video at the end of this show,
just click on it when you get there.
If you used Style Sheets in your Word document, your outline can be made in PowerPoint using
that document.
This organizes your PowerPoint show to be parallel to your written report.
In MS Word you use Style Sheets as Headings 1 through 9.
Normally, headings 1, 2, and 3 are used and those land in PowerPoint nicely.
To import a Word outline into PowerPoint, start with PowerPoint open on a blank slide.
On the Home ribbon, choose from the Slides section, New Slide pull-down, Slides from
Outline.
When the Insert Outline dialog box appears, locate the Word file with style sheets deployed
and double-click it.
Experiment with these tools and make it a part of your work-flow organization.
You will become efficient and find ways to streamline your efforts.
It is worth your time, try it!
Now we transition to the narration portion of your show.
I will assume you have your show assembled and ready to make into your presentation.
My approach to these narrated shows includes making a Word file where I create a table
to capture slide numbers, slide images, and the script used for recording my audio to
be inserted into the PowerPoint show...
In order to populate the slide images from PowerPoint into the Word file, use the Save
As command and select the PNG file type.
There are several save as options, and when you select PNG file and OK, confirm it for
all slides and the images are sent to your destination selected
In Word, insert a table of 3 columns.
Give titles to the header and number slides.
Place your cursor in the image column, then click on the Insert tab to find the Picture
button left-click it once.
Navigate to the folder where the PNG files were saved and select Slide 1, either double
click it or click the Insert button.
The first slide image appears but it is too large for convenience.
Select the image with one left-click, click on the Picture Tools tab of the Format ribbon
at top-center of the screen, then on the right side of the ribbon find the Size applet to
set the width to 2 inches and touch enter.
This is the image size you need for this display.
Instead of inserting each slide and resizing it, copy this image, place your cursor into
Slide 2 position and paste it.
Then repeat this for each slide position.
Instead of using the copy and paste commands on the Home tab, use your keyboard control-V
for paste, and control-C for copy.
The arrow keys jump you from one cell to the next.
Go to the top of the document and we will change all the slide images from number 2
to the end.
There are no direct commands on the menu for what I show now, right-click once on Slide
Image 2 and on the drop-down menu select Change Picture to see the list of images you created
and double-click on Slide 2.PNG to see your image change.
Repeat this series for each slide in your show and in only a short amount of time they
will all be updated to accurate images so you can prepare your script while viewing
the images for each slide..
The Script column is where you will type your script for the video you will make.
The script is how you make sure to report your data in a conservational manner with
your audience.
This is not the place to read your report to viewers, it is where you discuss it, share
relationships in your data, and show interesting
highlights that may not be stated in your report.
Adlibbing your narration is not recommended.
Type out what you want to say, edit it a bunch, pass it on to someone who will edit for you
and use their suggestions.
I recommend writing your narration to convey one or two slides in a track.
It is much easier to deal with single slide audio tracks than to try to set timings with
one long audio narration.
I use a program called Audacity to record my audio narrations.
It is a free program through the GNU licensing protocols and it works in Windows, Macintosh,
and Linux programming languages.
I recommend you spend a couple hours and learn how to use this technology.
It can make you sound great, and did I mention?
It is FREE.
As we step into Audacity I will open a file I created and called Silence.
It is literally a recording of nothing for about 30 seconds on the day and in the room
where I make the recordings used for a slideshow.
We may not hear it, but background noise is always around us.
For me, it is the sound of my computer fans or even the car on the road.
Audacity uses these sounds of silence to erase
those same sounds from the audio tracks I record.
On this menu I select Recent Files, and the silence file.
Use the mouse to drag the lower edge of the bottom track down to see more band resolution.
Using the keyboard, I depress control-A for "select all".
Navigate to the Effect menu where several commands are available.
We start by using Noise Reduction.
Click the upper box and in a couple seconds the profile is interpreted.
Save the file as you close it.
Next I open an audio track recorded on the same day the silence track was recorded.
Adjust the screen display size.
Notice the tiny resolution audio track.
To see more resolution, use your mouse to click on the fractional number column at zero.
Click it as the audio track enlarges.
Scroll across the image and notice the peaks and valleys of the track, but specifically
notice the baseline image.
This is what background static noise looks like.
Control-A selects all, navigate to the Effect menu; select the Noise Reduction option.
This time, click OK at the bottom of the applet.
It takes a few seconds to remove the background noise and you see right away how the track
looks very different - cleaner.
It sounds better too!
Check this out: This is RAW audio with no touchup made, hear the background static and
low volume?
We will do better than this!
Now this is back to digitally mastered audio.
Notice the difference?
Command controls on the top of screen jump to play the track, pause it, adjust volume
and a load of additional commands.
Spend time with this program to learn how to get the biggest benefit from it for all
your uses.
I quickly repeat this process for another track, by zooming in to see more resolution,
migrate to Effects and select Noise Reduction.
My audio track is scrubbed of background noise.
At the beginning of my audio recordings I always state the slide number.
Navigate to Generate menu and select Silence.
Garbage is gone.
Remove the time stamp marker with a click on it.
Easy zoom in by holding down the Control key and rolling the mouse rotor.
Highlight - second of silence and on the keyboard type Control-C.
Got it.
Control-V to past a perfect - second silence lead in.
Now I scroll through the track and find long gaps I want to replace with 1/2 second silence.
Highlight and Control-V paste.
Finally, I find a peak on the track that goes above the 0.08 limit I am looking at.
I want to reduce that peak.
Highlight the sound, click and drag, Effect menu, Amplify command and enter negative-one
on the Amplification line, click OK.
The selection became quieter and fits better with other sounds.
Continue through the recording to repeat this De-Amplification process for the entire track..
On the dashboard GUI button collection notice the Fit Selection and Project buttons to speed
your view.
With the entire track viewed, selected and all corrections made, I reduce the size of
the image from this 0.08 zoom.
Repeat until 1.0 at the top is found.
Effect menu and select Leveler, click OK on the command applet.
In seconds Audacity will level your recording
Now on the Effects menu find the Normalize command.
Most important number here is the -1.0 which is the level of the
peak volume for the entire track.
Not more, not less, exactly -1.0, click OK.
Your audio is now consistent with a volume suitable for playing on most players.
On the File menu select Export Audio, locate destination, name it, click Save.
The information window can be filled or left blank.
This track is now a WAV file and ready for importing into PowerPoint.
The Normalize command is a huge benefit for your video so users do not have to adjust
the volume on each slide.
Volume differences become a big deal when teams provide their audio sourced from different
recording devices.
Normalize all audio tracks to the -1.0 amplitude and they will sound
as if they were all recorded together.
I show example of audio recorded in Audacity over a USB microphone.
Audio recorded on a smart phone also works.
Open the Smart Phone recording pass through a few information options, OK, and it opens
as a single-track line.
Do not be alarmed about the single track it will play fine.
Zoom into the track, use the peak selections with Effect and Amplify to -1.0 to force the
peak reductions, delete the unneeded silence, and manage your audio.
I did not record silence on the Smart Phone to erase the back-ground noise from this track,
but you can do it and if you want to use your Smart Phone like this,
then I recommend you make it happen.
When all tracks have been prepared, and each saved as a WAV file, you are ready to insert
them into PowerPoint.
The mechanics of the process start on the Insert ribbon and the Audio button where Audio
from File is clicked.
You can record your audio directly into PowerPoint
but you cannot edit out the background static noise.
Click the Audio button, locate the WAV file you created, when it arrives, you click and
drag it into an unused space on the slide...
This part is VERY IMPORTANT for your show.
With the audio track selected find the Audio Tools, Playback tab, Hide During Show, Start
automatically, and Play Across Slides.
Select the Animation tab and the Animation Pane to see the Animations on this slide.
The audio track is at the bottom of this list and it needs to be at the top.
Manually click and drag it there.
Narration happens as your visual animations progress.
Click on the Transitions tab, check the length of your audio track, and set the Advance Slide
time to about 1 second longer than the audio track length.
It is the time used as this slide will advance to the next.
Make sure On Mouse Click is not selected.
While on the Transitions ribbon select your slide screen transition effect...
Animations on the show direct how and when lines of text appear, which images become
active on the show and where they move.
Mild animations call attention, too many distract from the message you deliver.
Make them meaningful and convey your intended message.
Transitions are how each slide moves into the next slide.
There are a lot of options available on the ribbon, use combinations that are not a distraction
from your message.
Experiment with these options, find a set that works for you.
This is the tab is where slide automatic advances are set
and how the slide transitions to the next.
Make sure slides advance in unison with your audio narration
with this Slide transition timing.
Spend time on each slide, make the show one slide at a time.
You think you are ready to go, but you need to watch your show on your own screen.
It must play completely without you clicking on anything after From Beginning is selected.
Make sure it is ready for prime time.
When your show is ready, Save As MP4.
This option only became available with MS Office version 2016.
Before this software release, the Windows Media Video, WMV, was the best option.
Now, MP4 has taken that position to make better video and audio quality combinations.
Select the destination and click Save.
It will take time for your computer to make your video.
Generally, my computer, with settings like I have demonstrated here, takes about as long
as the completed video lasts.
I recommend you do not use your computer for anything else when it makes your MP4 file.
Let it work.
When the file is completed, watch your video!
Make sure it is everything you want it to be.
If you are a Macintosh user this would normally be where you export your video to a MOV file.
In one of the updates to Macintosh PowerPoint software in 2015, there was a bit of an error
and the videos all come out as MOV files without audio.
In the 2016 release, Microsoft and Windows did not get it right again.
I have a super-simple fix for this case, save your MAC PowerPoint file as a PPTX file saved
to a USB drive...
Put that USB disk in a Windows computer with PowerPoint 2016, open it and go to the Info
ribbon, click the Optimize Media Compatibility button.
It takes some time, but even this show of 19 slides took only 90 seconds.
Once it completes, watch the on-screen Slide Show: Start Slide Show, From Beginning.
Watch it all and it will align the differences between your MAC and Windows machines for
fonts, audio tracks, and transitions.
You might have to make some adjustments, or it might play perfectly.
I have done this with MAC users for years and when I used Office 2010 it generally took
less than 15 minutes to convert a MAC file to a Windows file.
In Office 2016, the transitions have completed in about a minute.
It is not a problem.
You can make it happen.
You don't even need to admit to others that you used a Windows machine to make your MAC
work to make a video. Shhh...
When ready to post your video to YouTube you
will open your account automatically created for you when you created your g-mail account.
This YouTube account is used for training videos I make.
Click the Upload button, see the submission portal, click and drag your MP4 file to the
drop-point.
Uploading starts and you can find the Pull-Down label where Public, Unlisted and Private options
are shown.
Public means anyone can see it, Private means only you and selected users can see it, but
Unlisted means people you share the link with can see it and play it.
Advanced Settings allows you to enter Recording Date and other settings.
Back on the Basic Info you can enter a brief introduction about your video, a title, and
even tag words.
Under the Upload Status you will see that your link address is already displayed.
You can copy it now, or later.
This video showing here still has about 20 minutes to complete, but you need to give
it the time stated or the video will not display.
When it is up, watch your video again on YouTube!
You can send the URL for your video to those you want to see it.
The Description you wrote and its title will be seen by everyone viewing it.
I hope you see from this video a theme repeated in Resource Analysis training series of Tech
Tools for Learner Success, about sharing with you ways to increase personal technical abilities
with everyday events like a presentation made into a YouTube video.
You will most likely use this technology in several events in your life.
This can be one of many useful tools you embrace from this experience.
Make it count.
This video is about 25 minutes long.
It took me 55 hours to complete.
Normally it would have taken about 25 hours, but the CamStudio videos took more time.
After it is on YouTube, closed captioning becomes the next augmentation.
The link for that one will appear on this channel - Follow it.
Five Rules for Creating Great Presentations shows on the screen right now,
click to follow it...
[Music]
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