Do you know that it is fairly easy to add audio files in Microsoft Word? You don’t have to install any plugin or any third party software to insert music, mp3, wav or other audio files in Word documents as Microsoft Office comes with an in built tool which will let you insert an audio recording or an audio podcast in a word document.
There are a couple of situations when you may want to add audio files in Word documents.
For example: you might be preparing a project report and need an easy to way to insert a voice narration in your report. Or you may be playing with an audio narration speech and have prepared a text transcript of the voice narration. It makes perfect sense to include the audio narration in the word document you have prepared, so that your readers can simultaneously listen to the audio file and read the text transcript in the document you have prepared.
In this short tutorial, we will learn how to insert audio clips in Word documents and make them more useful and interactive to your readers.
Using Microsoft Word Object Tool To Add Audio Files In a Document
Here are the steps that needs to be done in order to add audio files in Microsoft Word:
1. Open Microsoft Office and click on the insert tab from the office Menu Bar. In the far right of the application window, select “Object”.Then select ‘Browse” and insert the audio File, as shown below:
Note: This process works only in Microsoft office 2007 and Microsoft Office 2010 so if you are using an older version of Microsoft Office, please consider downloading Microsoft Office or upgrade Microsoft Office to it’s most current version.
2. You may link to the original audio file or display it only as an icon. When someone double clicks the audio file icon embedded within the word document, Windows media player will launch and the audio file will be played.
This is indeed a very easy way to add Mp3 or music files to Word documents and let your readers listen to them without having to find the Mp3 on your hard drive. This is ideal for presentations in colleges or office.
Please note that the audio property of the document will be lost if you do any of the following things:
1. You change the location of the document or the location of the audio narration.
2. If you email the document to someone else, he will not be able to listen to the embedded audio podcast or content. You will have to email him both the document and the audio file and the person has to add the file to his document, once he has downloaded your document from the email message. This may sound a bit complex for novice users but unfortunately, this is the only known work around.
Here are a couple of more tips on Microsoft Word which we think you would enjoy reading:
Using Office Clip Art to Insert Sound in Word Documents
Another great way to add audio files in Word documents is to use the clip art option of Microsoft Word. Following are the steps involved:
1. Click on the insert tab from the office menu bar and select clip art
2. In the right hand task pane scroll down and click on “Organize clips”
3. You are now in the collections pane of Microsoft office clip art window and if this is the first time you are using it, you will have no collections defined in the Clip art section.You will have to create a collection of your audio files that are present in your computers hard drive.
4. Simply drag and drop all the Mp3’s or wav files in the Clip art window to create your own audio collection in Microsoft Word.
5. From file menu, click on “New Collection” and give your collection a relevant name
5. Right click on the collection you just created and select “collection properties”.
6. Set the path of the audio file in your collection . Note that you can add as many files as you want, not just a single Mp3 or Wav recording.
When you are done, click “OK”
7. That’s it. Now you will be able to see your audio files in the clip art collection.
8. Right click the file you want to add to your Word document and select “Copy”. Next, simply paste it anywhere on the document and you are done with it.
The audio or music file can be played by simply clicking the clip art audio icon that appears on the document. Please note that if you change the location of the audio file, the audio property will be broken and won’t work as described.
Do you have any suggestions or questions regarding handling audio files in Word documents or PowerPoint presentations? Please share your ideas in the comments section.