Multimedia: Audio and Video

What it is

Multimedia in PowerPoint refers to audio and video content embedded in or linked from your presentation. This includes recorded videos, audio narration, sound effects, and music. When made accessible, multimedia enhances presentations for all users.

Accessible multimedia includes captions for video, transcripts for audio, and proper controls that work with assistive technologies.

Why it matters

Multimedia accessibility ensures everyone can access your content:

• Deaf or hard of hearing: Need captions to access audio information
• Blind or low vision: Need audio descriptions of visual content
• Cognitive disabilities: Benefit from both visual and text alternatives
• Non-native speakers: Captions help understand spoken content
• Noisy environments: Captions allow viewing without sound

Government accessibility standards require captions for pre-recorded audio and video content.

Captions

What captions are

Captions are text versions of spoken words and important sounds synchronized with video. They appear on screen as the video plays, allowing deaf or hard of hearing users to follow along.

How to add captions to embedded video

PowerPoint supports WebVTT (.vtt) caption files for embedded videos.

Steps for Windows, Microsoft 365

1. Insert your video: Insert → Video, select your file
2. Click on the video to activate video tools
3. Go to Playback tab → Insert Captions → From File
4. Browse and add a WebVTT (.vtt) captions file
5. Play the video to ensure captions display correctly

Note: Keep caption files in the same folder as your video, and ensure captions are synchronized with audio.

Creating caption files

WebVTT (.vtt) format

WebVTT (Web Video Text Tracks) is the standard format for PowerPoint captions:

WEBVTT

00:00:00.000 --> 00:00:03.000
Welcome to today's presentation on accessibility.

00:00:03.000 --> 00:00:07.000
We'll cover key techniques for inclusive design.

Free methods to create captions

Auto-generated captions:

• YouTube: Upload video (can be unlisted), auto-generate captions, edit for accuracy, download VTT file
• Microsoft Stream: Upload video, enable auto-captions, edit, download VTT file

Manual creation:

• Use any text editor to create a .vtt file following the format above
• Add timestamps and corresponding text for each caption
• Save with .vtt extension

Caption best practices

• Include all spoken words word-for-word
• Identify speakers when multiple people speak: [John]: "Hello"
• Describe important sounds: [applause], [music playing], [door slams]
• Keep captions to 1-2 lines at a time
• Synchronize captions accurately with audio
• Use correct spelling and punctuation

Transcripts

What transcripts are

Transcripts are text documents containing all spoken content and important sound information from audio or video. Unlike captions, transcripts are separate documents that users can read at their own pace.

When transcripts are required

• Audio-only content: Required for podcasts, narration, recorded speeches
• Video with audio: Transcripts complement captions
• Complex content: Allow users to review detailed information

What to include in transcripts

• All spoken content word-for-word
• Speaker identification when multiple speakers
• Important sounds: [applause], [music], [laughter]
• Visual descriptions if relevant: [shows chart of Q4 results]

How to provide transcripts in PowerPoint

Method 1: Speaker notes (recommended)

Include the full transcript in PowerPoint speaker notes so it travels with the presentation and is accessible to screen readers.

1. Click in the Notes pane below the slide
2. Paste or type the complete transcript
3. Format for readability with paragraphs and speaker labels

Method 2: Separate document

Provide a separate accessible document (Word or PDF) with the transcript:

• Create a Word document with the transcript
• Ensure the Word document is accessible
• Provide link or include with presentation files

Method 3: Text on slides

For short audio clips, consider including the transcript directly on slides:

• Add a text placeholder with the transcript
• Clearly label it as "Transcript:"
• Keep text formatting accessible (sufficient size and contrast)

Presenting with PowerPoint Live

What PowerPoint Live is

PowerPoint Live is a feature in Microsoft Teams that allows presenters to share presentations with automatically generated live captions. Audience members can view slides on their own devices with captions in their preferred language.

Benefits of PowerPoint Live

• Automatic captions: Live spoken words are captioned in real-time
• Translation: Captions can be translated to different languages
• Individual control: Each viewer controls their own slide view
• Accessibility features: Viewers can use their own assistive technologies
• Mobile friendly: Works on phones and tablets

How to use PowerPoint Live

1. Start a Microsoft Teams meeting
2. Click Share button
3. Select PowerPoint Live
4. Choose your presentation file
5. Enable Live captions in the meeting controls
6. Present normally - captions appear automatically

Best practices for PowerPoint Live

• Speak clearly and at a moderate pace for better caption accuracy
• Enable captions at the start of your presentation
• Inform attendees they can view slides on their devices
• Test the feature before important presentations
• Have a backup plan if technology fails

Embedding multimedia

Embed versus link

Embedded media: Video or audio file is inserted into the presentation file

• Pros: Everything in one file, works offline, no internet needed
• Cons: Large file size, may not play on all devices

Linked media: Presentation links to online video (YouTube, Vimeo, Stream)

• Pros: Small file size, captions built into platform, updates automatically
• Cons: Requires internet, links may break, platform must be accessible

How to embed video

1. Go to Insert → Video → This Device
2. Select your video file
3. Click Insert
4. Add captions as described above
5. Test playback

How to embed audio

1. Go to Insert → Audio → Audio on My PC
2. Select your audio file
3. Click Insert
4. Add transcript to speaker notes

How to link to online video

1. Go to Insert → Video → Online Video
2. Paste the video URL (YouTube, Vimeo, etc.)
3. Click Insert
4. Verify captions are available on the platform

Accessibility checklist for embedded media

• Video has captions or caption file included
• Audio has transcript in speaker notes or separate document
• Media controls are accessible (play, pause, volume)
• Media doesn't auto-play
• File formats are widely supported (MP4 for video, MP3 for audio)