PowerPoint with Voice-over-slides

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1 Making the Document Accessible: PowerPoint with Voice-over-slides Voice-over-slides should include closed caption for hearing-impaired audience. This instruction consists of two parts: 1. Convert a PowerPoint file which includes voice-over-slides into a video 2. Upload the video onto YouTube YouTube provides machine-generated closed captioning. The owner of the video may also upload a transcript file into YouTube to improve accuracy. Note: Please remove any video clips embedded in the PowerPoint (excluding links to videos). Video clips should be uploaded to YouTube separately. 1

2 Part I: Convert a PowerPoint file into a MP4 video (for PC users) Open the PowerPoint file, then Go to File menu (following the blue arrow) The next screen shows settings for compressing embedded audio clips Click on Compress Media Select Internet Quality The process may take a while. When it is complete (that is, the bar on the bottom is filled with green), press Close. 2

3 Part I: Convert PPT to MP4 for PC users (continues ) Next, convert the PowerPoint to MP4 video. 1. Select Export (Arrow 1) 2. Click Create a Video (Arrow 2). Choose Internet Quality 4. Choose Don t Use Recorded Timings and Narrations (choose a different setting if you use Timings or Record Slide Show). If some slides are text-intensive, be sure to allow extra few seconds 6. Press Create Video Select a destination 8. Give the file a name 9. Be sure to choose MPEG-4 Video (*.mp4) 10.Press Save You will be taken back to the opening slide. When the status bar on the bottom (Arrow 11) is completely filled, the video is ready Locate the video on the computer. Double click to make sure it plays back with sound.

4 Part I: Convert a MAC version PPT file to QuickTime movie First, open Keynote (the Mac presentation tool). Then go to File and open the PowerPoint file. Make sure the recordings still play back. Second, from File select Export To (Arrow 1), and select QuickTime (Arrow 2). 1 2 Then press Next (Arrow ). On the following screen, choose where to save the exported file. When the Creating movie bar is filled (arrow 4), the conversion is complete. Locate the movie on the computer. Make sure the narrations play back. 4

5 Part II: Upload the converted video/movie to YouTube It is recommended you upload the video to your R-MC sponsored G-Suite. G-Suite includes most Google Apps except Gmail. To access your G-Suite, go to On the top right, select either Sign in or from the menu icon (Arrow 1), select My Account. On the Google sign-in screen, type your R-MC ; you will be taken to the R-MC single-sign-on page. There enter your R-MC and password. 1 Once you successfully sign into G-Suite, your first name initial appears (Arrow 2). Then go to YouTube.com. On the top right corner of your YouTube screen, click Upload (Arrow ). You will be asked to provide a screen name and create a channel. Next, select Unlisted (Arrow 4), so that your video will not be indexed by search engines. Upload by browsing for or drag and drop the MP4/QuickTime file to Arrow area. The video will start uploading. 4

6 Part II Upload to YouTue continues Uploading and processing the video/movie file may take a while, especially for a long video. Once completed, the status bar (Arrow 1) shows 100%, and you may press Done. Press Publish to make your video available to audience. 1 [Optional] To test the audience s view, copy your video URL, open a different web browser, then paste the URL and press Enter key. Without logging in, you should be able to watch your video. Exit out this web browser when done testing. Closed captioning will not be available immediately after the video is done and published. Depending on the video and amount of narration, it can take some time for the CC icon to show up in the control bar of the YouTube window. To check if closed captioning is ready, go back to your video upload console by: Going to your avatar on the top right (Arrow 2) Selecting Creator Studio (Arrow ) Locating the video and selecting from the Edit dropdown list Subtitles/CC (Arrow 4) 6

7 Part II Upload to Youtube continues If the cc icon (Arrow ) in the video player control bar shows up, closed captioning is ready for audience. You may make other changes, including the video title and settings. Log out your G-Suite, by going to the avatar icon on the top right. This screen shows you have successfully signed out. End of the document 7

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