PowerPoint for the web, the online version of Microsoft’s popular presentation software, has recently added a new feature that allows users to insert closed captions for videos embedded in their slides. This feature is currently in public preview and will be rolled out to all users soon.
Closed captions are text-based subtitles that display the spoken words and sounds of a video. They are usually synchronized with the video and can be turned on or off by the viewer. Closed captions are different from open captions, which are always visible and cannot be turned off.
Closed captions are important for making presentations accessible to a larger audience, including people who are deaf or hard of hearing, or who speak a different language than the one in the video. Closed captions can also help viewers to understand the content better, especially if the audio quality is poor or the speaker has a strong accent.
How to add closed captions to a video in PowerPoint for the web?
To add closed captions to a video in PowerPoint for the web, users need to prepare a text-based caption file in WebVTT format with a .vtt filename extension. WebVTT is a standard format for displaying timed text tracks on web videos. Users can create a closed caption file on their own or use a caption-creation tool. To search online for available tools and detailed instructions, users can type “create vtt file” in their search engine.
Once the caption file is ready, users can follow these steps to insert it into their video:
- Select the video on the slide and click the Playback tab on the ribbon.
- Click the Insert Captions button and select the caption file or files from the computer or OneDrive.
- Click Insert and the caption file will be attached to the video.
Users can also adjust the position, size, color, and font of the captions from the Subtitle Settings menu on the ribbon or on the toolbar below the main slide in Slide Show View or Presenter View.
How to view closed captions in a video in PowerPoint for the web?
To view closed captions in a video in PowerPoint for the web, users need to turn on the Toggle Subtitles button on the toolbar below the main slide in Slide Show View or Presenter View. The captions will appear on the screen according to the settings chosen by the presenter. Users can also change the subtitle language from the Subtitle Settings menu if the presenter has added more than one caption file to the video.
What are the benefits of adding closed captions to a video in PowerPoint for the web?
Adding closed captions to a video in PowerPoint for the web has several benefits for both presenters and viewers. Some of them are:
- It makes the presentation more inclusive and accessible to people with hearing disabilities and those who speak languages other than the one in the video.
- It enhances the comprehension and retention of the information presented in the video, especially if the topic is complex or technical.
- It improves the engagement and interaction of the audience, as they can follow along and ask questions more easily.
- It boosts the professionalism and credibility of the presenter, as it shows that they care about the needs and preferences of their audience.
What are the limitations and challenges of adding closed captions to a video in PowerPoint for the web?
Adding closed captions to a video in PowerPoint for the web also has some limitations and challenges that users should be aware of. Some of them are:
- It requires a reliable internet connection throughout the presentation, as the captions are streamed from the cloud and not stored locally on the device.
- It depends on the quality and accuracy of the caption file, which may vary depending on the source and the tool used to create it.
- It may not work for some types of videos, such as online videos, live streams, or videos with DRM protection.
- It may not be compatible with some older versions of PowerPoint or Windows, or with some third-party video players or platforms.
