Embedding audio and video into your PowerPoint presentations can make them more engaging and memorable for your audience. However, technical issues can arise that prevent these media files from playing properly. This step-by-step guide will teach you how to troubleshoot and resolve common audio and video playback problems in PowerPoint.
Step 1: Check Media Compatibility Settings
The first thing to check is whether your media files are in a format supported by PowerPoint. Go to the File tab > Options > Advanced. Under the “Playback” section, click “Optimize compatibility” and check for incompatible media.
PowerPoint supports common formats like MP3, WAV, and MP4. But older formats like RealAudio or QuickTime may need to be converted before adding them to PowerPoint. The optimization tool will flag any incompatible media it finds.
Step 2: Update Outdated Media
If your presentation contains media embedded from an older version of PowerPoint, the playback functionality may be outdated. Go to File > Info > Convert to upgrade the media and embed it properly for today’s PowerPoint version.
Upgrading converts the media to take advantage of improved playback capabilities in the latest PowerPoint releases. This often resolves playback issues.
Step 3: Check Audio Settings
Go to the Windows Sound settings (right-click speaker icon in system tray > Sounds). Under the Playback tab, check that the correct speakers/headphones are set as the Default Device.
Also go to Sound > App Volume and Device Preferences. Make sure the volume slider for PowerPoint is turned up and not muted. This resolves cases of media playing visually but having no audio.
Step 4: Link Media Files Locally
Instead of embedding large media directly into PowerPoint, link to external media files saved locally on your computer. This reduces file size and can improve performance.
To link a file rather than embed it, go to Insert > Media > Audio/Video from File. Select the “Link to File” checkbox before inserting the media.
Step 5: Reboot Computer and Test Playback
After trying the above steps to optimize settings, reboot your computer to clear any memory issues. Then reload the PowerPoint presentation and test playing the audio/video. A system reboot restarts hardware drivers and clears processes that may be interfering.
Step 6: Convert Media to More Compatible Formats
If your media files are in older, less compatible formats, try converting them to newer standards like MP4 video and AAC audio. There are many free online converters available. Then re-insert the media into PowerPoint.
Converting to universally compatible formats like MP4 and AAC resolves the majority of playback issues in PowerPoint presentations.
Step 7: Repair Corrupted Media Files
In some cases, the media file itself may have become corrupted or damaged. Use a video repair tool like Wondershare Repairit to fix corrupt media files that won’t play properly in PowerPoint.
Repairing damaged media often gets them playing correctly again. Just make sure to re-insert the fixed files back into your presentation.
Step 8: Embed Media Directly into PowerPoint
Instead of linking to external media files, try embedding them directly into the PowerPoint file itself. Go to Insert > Media > Audio/Video from File and deselect the “Link to File” checkbox when inserting them.
Embedding media ensures the files and PowerPoint stay together. There are no broken links or missing files when transferring the presentation between computers.
Step 9: Upgrade Hardware Drivers
Outdated graphics, audio, and video drivers can also disrupt media playback in PowerPoint. Go to Windows Device Manager, expand the Sound, Video and Game Controllers section, right click each applicable driver, and select Update Driver.
This will automatically fetch the latest official drivers from Windows Update and install them. Updated drivers optimize stability and performance.
Step 10: Upgrade to Newer Version of PowerPoint
If all else fails, upgrading to the latest version of Microsoft Office may be required to resolve persistent media playback issues. Newer Office versions integrate better media support and hardware acceleration.
Try a free trial of Office 365 to test if media plays correctly in the latest PowerPoint before committing to an upgrade or reinstall. Cloud-based Office 365 also receives more frequent updates.
Following these 10 steps should help diagnose and correct most causes of videos, gifs, and audio not playing in PowerPoint properly. Pay special attention to media format compatibility, file corruption, and hardware acceleration settings when troubleshooting playback issues.