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Learn about the advanced options available for inserting and/or linking pictures in PowerPoint 2011.

Apr 12, 2013  The last option ensures that your video links always work - this is less of a problem with PowerPoint 2011 since this version embeds any inserted videos as part of the presentation itself - we explain this further later on this page. Now, follow these steps to learn how to insert a movie (video) in PowerPoint 2011: Launch PowerPoint.

Author: Geetesh Bajaj

Product/Version: Microsoft PowerPoint 2011
OS: Mac OS X

Date Created: April 10th 2012
Last Updated: April 10th 2012

When you insert a picture on your PowerPoint slide, you are doing a task that is frequent and commonplace -- and to you, this may look like an activity that's simple. But behind this simple task, there are options you may not be aware of. You know that a picture located in any of your folders can be inserted on a slide. But, have you wondered about the relation a picture on the slide has with the original picture located in your folder? By default, PowerPoint retains no relation -- even if you delete or move the original picture file you inserted, the copy on your slide will still be retained since PowerPoint saves the picture as a part of the file it creates. However, there are options in PowerPoint that let you maintain the relation between the original picture and the inserted picture -- for example, if you make changes to your original picture, PowerPoint will update its copy on the slide!

The advantage of this approach is that you can change pictures in your folder that have the same file names, and your slides get automatically updated with newer pictures. This approach also has a disadvantage: if you rename, delete, or move the picture file you linked from, then the picture on your slide won't be there! Now that we have made you aware of the pros and cons, let us explore these options.

Whenever you bring up the Choose a Picture dialog box (see our Insert Picture tutorial), either by selecting the Home tab PicturePicture from File option -- or by clicking the Insert Picture from File button in a Content placeholder, you may typically just click the Insert button (highlighted in red in Figure 1) after selecting the picture to be inserted. But look closer -- you will find two check-boxes -- Link to File and Save with Document towards the bottom left corner of the Choose a Picture dialog box (highlighted in blue in Figure 1).
Figure 1: Choose a Picture dialog box
Let us learn how to make use of the Insert button, Link to File check-box, and Save with Document check-box to achieve the three different ways of inserting a picture on a slide in PowerPoint 2011:

1. Insert: When you just click the Insert button without selecting any of the Link to File, or Save with Document check-boxes, the picture is embedded within the presentation. This is the default option, and will save the inserted picture as a part of the presentation file. We have already explained this in our Insert Picture in PowerPoint 2011 tutorial. Do note that this option will increase the file size of the presentation, although PowerPoint 2011 does some automatic compression.
   
2. Link to File: If you want to link the picture in your folder to the slide where you place it, select only the Link to File check-box as shown in Figure 2, before clicking the Insert Button.
   Figure 2: Link to File check-box selected
   This will reduce the size of your presentation since PowerPoint only saves the path and name of your picture -- rather than saving the entire picture.Also, if the linked picture is edited outside PowerPoint, the change will get reflected within the presentation automatically as long as the file name and location is not changed for the edited picture. Conversely, if the original picture is deleted or renamed, you will see a small red X icon indicating that the linked picture cannot be displayed.
   
   Note: If the Link to File option is something you want to choose, always copy the picture used to the same folder that contains your presentation save the presentation at least once before you place the picture within your slide.
   
   
3. Insert and Link: If you want to embed the picture within the presentation, and also update the picture if it is edited or updated, then make sure that both the Link to File and Save with Document check-boxes are selected before clicking the Insert button as shown in Figure 3. Do note that the Save with Document check-box is enabled only when you select the Link to File check-box.
   Figure 3: Link to File and Save with Document check-boxes selected
   Opting for Insert and Link option will bloat the file size, especially if you are using high resolution pictures -- however if file size is not an issue, this approach does give you the best of both worlds.

See Also:

Insert and/or Link Pictures in PowerPoint 2016 for Windows
Insert and/or Link Pictures in PowerPoint 2016for Mac
Insert and/or Link Pictures in PowerPoint 2013 for Windows
Insert and/or Link Pictures in PowerPoint 2010 for Windows

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Why would you want to add a video clip within a PowerPoint slide? There are plenty of wrong reasons, and a few good ones -- let us explore the goodreasons and then show you how you can add a video clip to your slide in PowerPoint 2011 for Mac. Here are some good reasons:

1. You need to show how a machine process works, and a recorded video clip is far more simpler to insert than animating the entire sequence.
2. An important person cannot attend an event and sends his or her message as a recorded video clip -- you insert this on the first slide.
3. You want to show recorded video coverage to strengthen your point-of-view.
4. Finally, the video clip should add value to the presentation and be beneficial to your audience.

Some points that you should consider while inserting a video clip in PowerPoint 2011 are:

1. Your presentation should have been saved at least once before inserting the video.
2. Your video clip should be in a PowerPoint friendly fileformat.
3. Preferably, copy any movie/video file you want to insert to the same folder which includes the presentation.

The last option ensures that your video links always work -- this is less of a problem with PowerPoint 2011 since this version embeds any insertedvideos as part of the presentation itself -- we explain this further later on this page. Now, follow these steps to learn how to insert a movie(video) in PowerPoint 2011:

1. Launch PowerPoint. You will see the PresentationGallery which allows you to set various attributes for your new presentation, such as a presetTheme or template. In this gallery make selections or just clickCancel to open a blank presentation with a new slide. Preferably, save your presentation. Thenchange the layout of this slide to Title andContent by selecting LayoutTitleandContent option within theHome tab of the Ribbon. This results in the slide layoutyou see in Figure 1.
   Notice that this layout has a Content placeholder that lets you add bulleted text or any of the 6 other content types in the slide -- these 6 contenttypes are indicated by the 6 buttons you see in the Content placeholder as shown in Figure 1. Click on the Insert Movie fromFile button within the Content placeholder (highlighted in red within Figure 1).
   Figure 1: Insert Movie from File button within the Content placeholder
2. If you want to add a video on a slide that includes no Content placeholder (slide with a Blank layout), select theHome tab of the Ribbon, and click the Media button within the Insert group(highlighted in red within Figure 2) -- from the drop-down gallery that appears, select the Movie from File optionas shown in Figure 2.
   Figure 2: Movie from File option selected within the Media drop-down gallery
   
   Note: You can also insert a movie clip from the MediaBrowser -- to learn more, see our Media Browser (Movies Tab)in PowerPoint 2011 for Mac tutorial.
3. Either way, you will summon Choose a Movie dialog box. Navigate to the folder where your movie to be inserted is located, andyou will see the icons or thumbnails of the movies, as shown in Figure 3. Click the movie icon you need.
   Figure 3: Choose a Movie dialog box
   
   Note: Can't see the movie thumbnails, as shown in Figure 3? Do you see a list or columns instead? It's simple tochange between the views in PowerPoint 2011. Locate the View button (highlighted in green within Figure 3), and optto view the items as icons by selecting the box with four squares (highlighted in red within Figure 4)in the View button. This will make the folder contents to show up as thumbnails. See Figure 4 for an enlarged viewof the View button.
   Figure 4: View as icons option selected within the View button
   
   Let us explore whether you want to only choose the Insert button (highlighted in red withinFigure 3, above) or even select the Link to File check-box (highlighted in blue within Figure 3,above):
   
   • Insert: When you just click the Insert button without selecting the Link to File check-box, thevideo is embedded within the presentation. This is the default option, and will save the inserted video as a part of the presentation file. Do notethat this option will increase the file size of the presentation, although PowerPoint 2011 does some automatic compression.
   • Link to File: If you want to link the video in your folder to the slide where you place it, also select theLink to File check-box as shown in Figure 5, before clicking the Insert Button. This will reducethe size of your presentation since PowerPoint only saves the path and name of your video -- rather than saving the entire video. Also, if the linkedvideo is edited outside PowerPoint, the change will get reflected within the presentation automatically as long as the file name and location is notchanged for the edited video. Conversely, if the original video is deleted or renamed, you will see message saying“Media is not found”.
     Figure 5: Link to File option
     
     Note: If the Link to File option is something you want to choose, you must ideally copy the video used to the samefolder that contains your presentation, and save the presentation at least once before you place the video within your slide.
4. Whichever option you choose (as explained above), PowerPoint will place the video on the slide as shown in Figure 6. If you haveinserted the video on the blank slide, video will be placed at the center of the slide.
   Figure 6: Video placed on slide
5. Click on the video to play, or use the Play button (highlighted in red withinFigure 6) on the Player Controls. You can also set the video to play automatically after the slide shows -- to do that select thevideo so that the Format Movie tab of the Ribbon appears. Click the Format Movie tab to activate it-- locate the Start button that is shown highlighted in red within Figure 7 -- click it.
   Figure 7: Start button within the Format Movie tab
6. This opens a drop-down list as shown in Figure 8 -- select the Automatically option as shown inFigure 8.
   Figure 8: Automatically playing mode selected
7. Save your presentation.

See Also:

Insert Video (Movie) Clips in PowerPoint 2016 for Windows
Insert Video (Movie) Clips in PowerPoint 2013 for Windows
Insert Video (Movie) Clips in PowerPoint 2010 for Windows
Insert Movies in PowerPoint 2007 for Windows
Insert Movies in PowerPoint 2003, 2002, 2000, and 97 for Windows