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Creating Narrated Presentations Using Microsoft PowerPoint for Mac

Creating Narrated Presentations Using Microsoft PowerPoint for Mac

Instructional Challenge

This document walks you through the steps of creating a narrated presentation to deliver content to students. The process has been developed to ensure a thoughtful design process, and an easy way of editing, recording, and updating content. It leverages the use of Microsoft PowerPoint to develop the content, Kaltura to store and caption the content, and Canvas to make content available to students.


Check Your Version of PowerPoint

These directions were written for Version 16 of Microsoft 365. There is a campus-wide version of Microsoft Office available at no cost to you. If you are running a previous version, please take a moment to update your version of Microsoft 365. Microsoft has released a new version to correct a bug that created a gap of several seconds at the beginning of videos when they were uploaded to Kaltura. You should make sure you have Microsoft PowerPoint for Mac 16.43 or higher installed on your computer.

Set Microphone / Audio Levels

  1. Make sure your headset or external microphone is plugged into your computer.
  2. Under System Preferences, select Sound, and then Input. Select the source to be used while recording.
  3. Speak into the microphone as you would when you are recording. Check the input level to make sure it isn't too soft or too loud. Use the Input Volume slider to adjust the microphone level.
  4. Return to System Preferences, and click Security & Privacy. Select the Privacy tab. Select the Microphone. Make sure the Microsoft PowerPoint box is checked. You may need to select the padlock icon in the lower-left corner to change this setting. You will need to authenticate with your computer password.
  5. Close the window

Prepare for Recording

  1. To aid in the recording process, and to refer to later in proofing the transcript, it is best to have a script written out for each slide. This will ensure that content is presented in a clear, short, and precise. As you record, you will make errors that will require you to re-record slide narration. Having content written down will make that process easier.
  2. Once the presentation script is ready, open the presentation in PowerPoint.
  3. Copy and paste the slide's script into the Notes section for each slide.
  4. Make sure the following options are selected under the Slide Show tab: Play Narrations, Use Timings, and Show Media Controls.


  1. Prior to recording audio for all of your slides, it is a good idea to check that your computer is configured correctly. To do so, select the Slide Show tab, then select Record Slide Show.
  2. Record the audio for the first slide.
  3. Press the ESC key to end the recording.
  4. From the Slide Show menu, select Play from Current Slide. You should hear the audio you recorded. If not, return to the Set Microphone /Audio Limits section above.
  5. With the audio recording confirmed, select the Slide Show tab, then select Record Slide Show.
  6. Record the audio for the first slide.
  7. If you make a mistake and need to record audio for that slide, continue recording the audio for the other slides first. After recording for slides, exit out of presentation mode. Navigate to the slide with the error. Select Record Slide Show again to re-record audio for that side. Press the ESC key when done with that slide.
  8. Select the next slide button to progress to the next slide and record the audio for that slide. Continue until audio for all slides has been recorded.
  9. Press the ESC key to end the recording.
  10. Note: Some campus users have experienced issues issuing an alternate approach by inserting audio directly into each slide instead of using the Record Slide Show feature. This approach is not the recommended approach by Microsoft for the creation of narrated presentations.

Exporting and Publishing

  1. The easiest way to make your narrated presentation available to students is to export it as a video and place it in Kaltura.
  2. Select File | Export. Select MP4 or MOV in the File Format drop-down menu.
  3. Under Quality, select Low Quality (853 x 480) to ensure low-bandwidth viewing.
  4. Make sure the Use Recorded Timings and Narrations box is selected
  5. Specify the desired location for the saved file and select Export.
  6. Select File | Save to save a native PowerPoint version of your file to use later if changes are needed.
  7. In your browser, go to Select ADD NEW  | Media Upload menu. You will be prompted to log on with your UW-Madison NetID.
  8. Drag and drop your media file into the Upload Media box.
  9. In the Name box, enter the name of the video you want students to see.
  10. In the Description box, enter a brief description of the video to help students know what the video is about.
  11. In the Usage Rights box, designate any copyright licenses you want to attribute to the content. If you want to retain copyright to yourself or UW-Madison, select None (All Rights Reserved).
  12. Determine publishing rights for the video. Private: only you can see the video. Unlisted: Media is available to anyone with a link. Published: Media will be available according to the settings for the designated Kaltura Channel.
  13. Select Save.

Making Video Accessible

Content uploaded for student use in your course needs to be made accessible. View the Making Course Video Content Accessible resource for directions.

Making Changes To Your Presentation

The process documented is designed to make updates to your narrated presentation easy. To make changes to an existing presentation, you will need to open your original PowerPoint file. Make any changes to slide text and design as needed. To update audio, review the RECORDING section to re-record changes for any slide.

Additional Resources

Keywordsnarrated presentations, PowerPoint, MacDoc ID107202
OwnerTimmo D.GroupInstructional Resources
Created2020-11-17 09:36 CSTUpdated2023-06-28 09:13 CST
SitesCenter for Teaching, Learning & Mentoring
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