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Guide to Hybrid & Online Learning at JMU

Using Office 365 to Create Narrated Presentations

You may want to use PowerPoint or other Microsoft Office software to make presentations for your online classes. 

The information about using Office 365 on this page includes:

What is Office 365?

Office 365 is a package that is included in your Microsoft Outlook account (also known as your JMU email account). Within Office 365 you have access to Microsoft Word, Excel, PowerPoint, OneNote, etc. These are programs that you normally have to pay for with a subscription but come free with your University provided Outlook account. 

How do I find Office 365 within my Outlook account?

  1. Log in to your Dukes account at https://dukes.jmu.edu
  2. Click on the box icon in the upper left hand corner. It is located right next to the word “Outlook”.
  3. When you click on the box, a menu will appear that lists a few of the apps available to you through Office 365.
  4. To get a full view of the apps included, click on word “Office 365 →” located directly across from the box icon in the drop-down menu. 
  5. Once you are at the Office 365 home page you will see a small list of apps.
  6. Click on the button “All apps” (highlighted below) to see all of the applications that are available to you. 


What app do I use to make a narrated presentation?

In order to make a Narrated Presentation using your Office 365 account, you need to use the App called Microsoft PowerPoint. Powerpoint allows you to create slideshow presentations with voice overlay throughout them. It also allows you to record smaller audio pieces that can be individually made and placed on each slide.

What is the difference between a narrated slideshow and inserting audio on each individual slide?

In a narrated slideshow, you will record the audio for all your slides at once. You will basically be creating a show for your audience. Your voice overlay and slide transitions will correspond directly with how you move through the slideshow while recording/creating. If you want a more fluid presentation and plan on adding voice overlay to all of your slides, then recording a slideshow is the best/most efficient way to create your presentation.

If you only want to record audio on a select few slides then the best way to do this is by adding individual audio pieces to each slide that you desire to have audio on.  

How do I insert audio on individual slides?

  1. To add audio on individual slides, start by clicking insert (located next to home in the top banner) > record audio > red circle icon to record > black square icon to end recording > insert. The image of a speaker will appear on the slide.
  2. If you click on that speaker icon then “playback” will appear in the banner. Click on playback > start: drop-down bar (located next to volume) > automatically.
  3. Clicking “automatically” will tell the sound file to play automatically when the viewer clicks to move to the next slide.
  4. If you choose “in click sequence” from the drop-down arrow then the viewer will have to click somewhere on the slide to play the corresponding audio file.
  5. If you click “when clicked on” from the drop-down menu then the viewer must click on the audio speaker to hear the corresponding audio file. “Automatically” will make your presentation the most fluid.

Can I set timed transitions from slide to slide without using the slideshow feature?

  1. Yes, you can. First, click on the “transitions'' tab in the top banner. 
  2. Within this tab you will see two options, “on mouse click” and “after”. Click on “after” and set how long you would like to stay on each slide before it automatically switches to the next one.
  3. If you want to stay on every slide for the same amount of time then you can click “apply to all”. If not, then you will need to click on each individual slide and set the amount of time you want your audience to be on this slide before it changes. If you have a recording set to play on a slide, make sure that you do not make the slide time too short and cut off your recording. 

How do I make sure that my microphone is working?

Mac computer

  1. To check and make sure that your microphone is working correctly while working on a mac, first go to system preferences (finder > applications > system preferences).
  2. From there you can search “sound” in the search bar.
  3. Click on “input”, it can be found at the top of the page that appears when you click on sound.
  4. Make sure that an internal microphone is built-in and that “use ambient noise reduction” is marked. It is also helpful to make sure that output volume is not muted. If it is muted then you will not be able to playback and hear the recording you made.

Windows computer: 

  1. To check and make sure that your microphone is working correctly while working on a PC, first click on the volume icon (in the bottom right-hand corner) > open volume mixer.
  2. Here you can adjust the volume to make sure that it is outputting at a level loud enough for you to hear.
  3. It may also be helpful to go into “playback” and make sure “speakers/headphones” is checked.
  4. Depending on the type of computer you have, you may need to plug in a microphone for usage.
  5. Here is a link that may be helpful for those using windows computers https://www.drivereasy.com/knowledge/easy-to-fix-no-sound-on-computer/

All other directions described in this document will be applicable to both windows and mac because we are using the university-provided PowerPoint account. 

How do I record a narrated slideshow?

  1. Click on the app labeled “powerpoint” found under the list of Office 365 apps (refer to question 2 - How do I find Office 365 in my Outlook account? for a more detailed explanation of how to get here). 
  2. After PowerPoint opens, click on “new blank presentation”.  
  3. The app will open and you should see a variety of options appear at the top of the screen (file, home, insert, design, transitions, animations, review, view and help). 
  4. To the right of the word “help” you should see “tell me what to do” and “open in desktop app”.
  5. You want to click on “open desktop app”.
  6. You have to open the app on your desktop in order to view all the options available through slideshow. While in outlook some of the options are hidden (including record slideshow). 
  7. Once you have opened the app on your desktop you are able to create/design your presentation in any way that you’d like or upload one previously created (file > open > click file). 
  8. Once your presentation is complete and you are ready to create it into a slideshow, click on the “slide show” tab.
  9. If you want to include all of your slides in the slideshow presentation then you will not need to adjust anything within the settings. All of the default settings are good to be left as they are.  
  10. Are there certain slides you do not want to include in your presentation? Use Custom Show. 
    1. Under the slide show tab, you will see a few different options. Pick "Custom Show (Custom show > Custom Slide Show > + (add)
    2. You can then click “record slide show” to begin recording. 
    3. Click on the show you just saved.
    4. In the pop-up menu, under the “slides” section click on the “custom show” drop-down arrow.
    5. To make this adjustment appear while you record your slideshow, you will need to hit “setup slide show” (located right next to “custom show”).
    6. You can select the ones that you want to appear in your slideshow, click “add” and then hit “OK”.
    7. Custom Show is helpful if you decided that there are certain slides you would not like to include in your presentation.

I have opened “record a slideshow” - what’s next? 

  1. After you click “record slideshow”, automatically the screen below appears

  2. TIP: On your computer, you may not see your current slide in the large box located under the heading “current slide”. This is a little confusing while making your slide show because located directly next to the red box you see an image of the slide that will appear next. Do not get this confused while you record your slideshow. The slide you are recording voiceover on will be outlined with a thin red border in the array of slides displayed at the bottom of the screen. You can also add notes to help guide you in the speaking part of your presentation if that is helpful. 
  3. In the upper left-hand corner, you see the time. In the middle of the large red screen you see the time again and the label “current slide”. The timer in the left corner is recording the overall time of your entire slideshow. The timer in the center records the time you are on each individual slide.
  4. ‚ÄčOnce you open the “record your slideshow” screen the recording automatically begins. It will open and start at whatever slide you were previously clicked on when you hit “record slideshow” so be sure you are clicked on your beginning slide when you open the recorder. 
  5. PowerPoint will not record anything that you say as you click the arrow to flip from one slide to the next so be sure to stop talking during that transition.
  6. You must progress throughout your whole PowerPoint if you want it all to appear in your finished slideshow.
  7. You can end the show by clicking “end show” in the upper left-hand corner. 

How do I save my presentation so I can work on it later?

  1. Click file > save as > type in the name of your project > select where you would like to save your project on your computer > save.
  2. Tip: Before saving it is important to check on what file format you are saving the presentation as. If you want to continue working on this presentation in the future, save it as “PowerPoint Presentation (pptx)”. Saving it in this format allows you to reopen your project and continue working on it later. 

How do I export my completed presentation? 

  1. To save/export a completed presentation you first make sure that your PowerPoint is saved as a presentation.
  2. Then you will click on file > export > file format > MP4. For quality, you want to mark presentation quality for the highest quality video to be exported.
  3. All other settings are fine in their default. Doing this ensures that audio and slides can stay together. 



 

How do I upload my PowerPoint presentation recordings in .mp4 to Canvas?

Canvas supports video and audio submissions and uploads. To upload a PowerPoint Presentation recording as an assignment submission or to a group in Canvas, follow the same steps you would normally follow to upload or submit any other file:

  1. Navigate to the JMU Canvas Portal
  2. Navigate to the assignment or group where you would like to upload your recording. 
  3. Click the “Submit Assignment” button. 
  4. In the submission dialog box, select “Choose File.” 
  5. Navigate to the folder where your recording is saved.
  6. Select the file you want to upload and click “Open.”
  7. Check that the correct file was uploaded.
  8. Click the “Submit Assignment” button to finish.

You are unlikely to run into any issues with video length or file size in Canvas. In the rare case that you do, please contact your instructor with ample time for them to help you resolve this issue before the due date.

More resources for using Office 365