Use a screen reader to insert audio or video in PowerPoint

Use a screen reader to insert audio or video in PowerPoint

Read out loud symbol with the label Screen reader content. This topic is about using a screen reader with Office

This article is for people with visual impairments who use a screen reader program with the Office products and is part of the Office Accessibility content set. For more general help, see Office Support home.

Use PowerPoint with your keyboard and a screen reader to add video and audio files to spice up your presentations. You can even record an audio file directly from PowerPoint. We have tested it with Narrator and JAWS, but it might work with other screen readers as long as they follow common accessibility standards and techniques.

Notes: 

In this topic

Add a video from network

You can add an online video from video sharing communities such as YouTube or from a video embed code.

Add an online video

  1. In the slide content area where you want to insert a video, press Alt+N, then Z, M, and V. You hear: “Online video."

  2. Press Enter. The Insert Video dialog opens.

  3. Press the Tab key until you hear: "Search," followed by the community or service name.

  4. Type your search words and press Enter. The video picker opens with the focus on the first video.

  5. Press the Right arrow key until you hear the video you want to add, and then press Enter.

Add a video from embed code

  1. In the slide content area where you want to insert a video, press Alt+N, then Z, M, and V. You hear: “Online video."

  2. Press Enter. The Insert Video dialog opens.

  3. Press the Tab key until you hear: "Paste embed code here."

  4. Paste the embed code and press Enter.

Add a video from your device

You can add a video from your PC to your presentation.

  1. In your presentation, go to the slide content area where you want to insert a video.

  2. Press Alt+N, then Z, M, and V. You hear: “Online video."

  3. Press P. You hear: "Video on my PC."

  4. Press Enter. The Windows Insert Video dialog opens, with the focus on the Documents folder. You hear: "File name, editable, edit."

  5. Navigate to the video file you want to add or type the path to the file, and then press Spacebar to select the file.

  6. To insert the video, press Alt+S.

  7. If necessary, to change the video format options, select the video, and press Alt+J, P. You hear: “Format tab.” To navigate through the submenu options, press the Tab key.

  8. If necessary, to change the video playback options, select the video and press Alt+J, N. You hear: “Playback tab.”

Add an audio file from your device

You can add audio files from your device to a presentation.

  1. In your presentation, go to the slide content area where you want to insert an audio file.

  2. To open the Insert Audio dialog, press Alt+N, then Z, M, and O. You hear: "File name, editable, edit."

  3. Navigate to the audio file you want to add or type the path to the file. To select the file, press Spacebar.

  4. To insert the file, press Enter.

  5. If necessary, to change the audio file format options, select the file, and press Alt+J, P. You hear “Format tab.” To navigate through the submenu options, press the Tab key.

  6. If necessary, to navigate to the audio playback options, select the file and press Alt+J, N. You hear “Playback tab.”

Record an audio file in PowerPoint

You can quickly record an audio file directly in PowerPoint.

  1. In your presentation, go to the slide where you want to insert an audio file.

  2. Press Alt+N, Z, M, then O, and R. You hear: “Record sound window, name, editing.”

  3. Type a name for your audio recording.

  4. Press the Tab key until you hear "Record button," and then press Enter. You hear: "OK button." The recording starts.

  5. Record the audio, and when you're done, press Enter. The recording stops and the audio file is inserted in the slide.

See also

Use a screen reader to insert and edit pictures and tables in PowerPoint

Use a screen reader to save your presentation in PowerPoint

Use keyboard shortcuts to create PowerPoint presentations

Use keyboard shortcuts to deliver PowerPoint presentations

Basic tasks to create a presentation in PowerPoint with a screen reader

Set up your device to work with accessibility in Office 365

Use a screen reader to explore and navigate PowerPoint

Use PowerPoint_1stNoVer with your keyboard and VoiceOver, the built-in macOS screen reader, to insert audio and video into your presentations.

Notes: 

In this topic

Add a video from your device or network

Add a video file in your presentation to spice it up.

  1. In the Normal view, in the slide where you want to add a video file, press F6 until you hear the currently selected tab in the ribbon.

  2. In the ribbon, press the Left or Right arrow key until you hear: "Insert tab." Press Control+Options+Spacebar. You hear: "Insert, selected."

  3. In the Insert tab, press Tab until you hear: "Video menu button." Then press Control+Option+Spacebar.

  4. In the video menu, press the Up or Down arrow key, until you hear "Movie from file," and then press Control+Option+Spacebar. You hear the name of the currently selected file.

  5. To browse for a video file, press Tab until you hear the video you'd like to insert in the slide.

  6. Press Tab until you hear "Insert button" and press Control+Option+Spacebar.

Add an audio file

Add an audio file from a file location or quickly record one directly in PowerPoint_1stNoVer.

  1. In the Normal view, in the slide where you want to add a video file, press F6 until you hear the currently selected tab on the ribbon.

  2. On the ribbon, press the Left or Right arrow key until you hear: "Insert tab."

  3. On the Insert tab, press Tab until you hear: "Audio menu button." Then press Control+Option+Spacebar.

  4. On the audio menu, press the Up or Down arrow key, until you hear the option you'd like to choose, and then press Control+Option+Spacebar.

  5. Do one of the following:

    • To browse for an audio file in a folder, press Tab until you hear "Audio from file," and then press Control+Option+Spacebar. You hear the name of the currently selected file.

      Press Tab until you hear the name of the audio file you'd like to insert into the slide. Then press Tab until you hear "Insert button" and press Control+Option+Spacebar.

    • To record an audio file instantly, in the audio menu, press the Down arrow key until you hear "Record audio," and then press Control+Option+Spacebar. You hear: "<Default name of the recording>, Name."

      Type the name of the recording. Then press Tab until you hear "Record button" and press Control+Option+Spacebar. You hear: "Press record button." The recording starts.

      Record your audio file. When you're done, press Tab until you hear "Stop button" and press Control+Option+Spacebar. You hear: "Press stop button." Press Tab until you hear "Insert button" and press Control+Option+Spacebar.

See also

Use a screen reader to work with slides in PowerPoint

Use a screen reader to add and format text in PowerPoint

Keyboard shortcuts in PowerPoint for Mac

Basic tasks to create a presentation in PowerPoint with a screen reader

Set up your device to work with accessibility in Office 365

Use a screen reader to explore and navigate PowerPoint

Use PowerPoint_1stNoVer with VoiceOver, the built-in iOS screen reader, to add video files to spice up your presentations.

Notes: 

  • New Office 365 features are released gradually to Office 365 subscribers, so your app might not have these features yet. To learn how you can get new features faster, join the Office Insider program.

  • For touch capabilities in PowerPoint_1stNoVer, go to PowerPoint for iPhone touch guide.

  • This topic assumes that you are using the built-in iOS screen reader, VoiceOver. To learn more about using VoiceOver, visit Apple accessibility.

In this topic

Add a video from your device

Add a video file in your presentation to spice it up. You can use a video you have recorded with your device's camera, or download a video from the web. By default, videos are saved to Photos.

When using videos, pictures, clip art, or other files from the internet, it's important to respect copyright. The Filter images by license type in Bing can help you choose which files to use.

  1. Navigate to the slide content area where you want to insert a video.

  2. Swipe right until you hear "Show ribbon, button," and then double-tap the screen. You hear the name of the currently selected tab.

  3. Double-tap the screen, swipe right until you hear "Insert, tab," and then double-tap the screen.

  4. Swipe right until you hear "Insert video, button," and then double-tap the screen. The video repository in your device opens.

    If you hear "PowerPoint would like to access your videos," swipe right until you hear "OK, button," and double-tap the screen.

  5. Swipe right until you hear "Videos," followed by the number of videos in the folder. Double-tap the screen to open the folder.

  6. Swipe right until you locate the video you want. VoiceOver reads the duration and date of each video.

  7. To select the video, double-tap the screen. Then swipe right until you hear: "Choose, button."

  8. To insert the video, double-tap the screen. The focus returns to your presentation with the video selected.

Add a video from Camera

  1. Navigate to the slide content area where you want to insert a video.

  2. Swipe right until you hear "Show ribbon, button," and then double-tap the screen. You hear the name of the currently selected tab.

  3. Double-tap the screen, swipe right until you hear "Insert, tab," and then double-tap the screen.

  4. Swipe right until you hear "Insert picture from camera, button," and then double-tap the screen. Camera opens.

    If you hear "PowerPoint would like to access the camera," swipe right until you hear "OK, button," and double-tap the screen.

  5. Swipe right until you hear: "Camera mode, photo." To change the mode to video, swipe down with one finger. You hear: "Video."

    If you hear “PowerPoint Would Like to Access the Microphone,” swipe right until you hear "OK button," and then double-tap the screen.

  6. To start recording your video, swipe right until you hear: "Record video, button." Point the camera in the right direction, and then double-tap the screen.

  7. To stop recording, double-tap the screen. If you have moved the focus away from the Record video button, swipe right until you hear "Stop recording video, button," and then double-tap the screen.

  8. To insert the video, swipe right or left until you hear "Use video, button," and then double-tap the screen. The focus returns to your presentation with the video selected.

See also

Use a screen reader to work with slides in PowerPoint

Use a screen reader to add and format text in PowerPoint

Basic tasks to create a presentation in PowerPoint with a screen reader

Set up your device to work with accessibility in Office 365

Use a screen reader to explore and navigate PowerPoint

Use PowerPoint Online with your keyboard and a screen reader to add video files to spice up your presentations. We have tested it with Narrator and JAWS, but it might work with other screen readers as long as they follow common accessibility standards and techniques.

Notes: 

  • If you use Narrator with the Windows 10 Fall Creators Update, you have to turn off scan mode in order to edit documents, spreadsheets, or presentations with Office Online. For more information, refer to Turn off virtual or browse mode in screen readers in Windows 10 Fall Creators Update.

  • New Office 365 features are released gradually to Office 365 subscribers, so your app might not have these features yet. To learn how you can get new features faster, join the Office Insider program.

  • To learn more about screen readers, go to How screen readers work with Microsoft Office.

  • When you use PowerPoint Online, we recommend that you use Microsoft Edge as your web browser. Because PowerPoint Online runs in your web browser, the keyboard shortcuts are different from those in the desktop program. For example, you’ll use Ctrl+F6 instead of F6 for jumping in and out of the commands. Also, common shortcuts like F1 (Help) and Ctrl+O (Open) apply to the web browser – not PowerPoint Online.

  • When using pictures, clip art, or other files from the Internet, it 's important to respect copyright. The Filter images by license type can help you choose which files to use.

Add a video from the Internet

  1. In your browser, go to the video you want to add and copy the URL of the video from the address bar.

  2. In your presentation, navigate to the slide content area where you want to add the online video.

  3. Press Alt+Windows logo key, N, V, O. You hear: “Online video.” The focus moves to the text field for the video URL.

  4. In the text field, paste the video URL, and then press Enter. The video is inserted into your presentation.

  5. To play the video in the presentation, press Alt+Windows logo key, W, C. The slide show starts from the current slide with the video. Press the Tab key until you hear "Play button," and then press Enter.

See also

Use a screen reader to insert and edit pictures and tables in PowerPoint

Use a screen reader to add and format text in PowerPoint

Keyboard shortcuts in PowerPoint Online

Basic tasks to create a presentation in PowerPoint with a screen reader

Use a screen reader to explore and navigate PowerPoint

Technical support for customers with disabilities

Microsoft wants to provide the best possible experience for all our customers. If you have a disability or questions related to accessibility, please contact the Microsoft Disability Answer Desk for technical assistance. The Disability Answer Desk support team is trained in using many popular assistive technologies and can offer assistance in English, Spanish, French, and American Sign Language. Please go to the Microsoft Disability Answer Desk site to find out the contact details for your region.

If you are a government, commercial, or enterprise user, please contact the enterprise Disability Answer Desk.

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