Including videos in your PowerPoint slides can make presentations more engaging and dynamic. This step- by-step guide will show you how to insert videos from your computer, embed online videos (like YouTube), link videos to keep file size small, and adjust playback options on both Windows and Mac. We’ll also cover supported video formats, platform differences, and troubleshooting common issues.

 

Inserting a Video from Your Computer (Windows & Mac)

You can add a video file (such as MP4 or MOV) directly into a PowerPoint slide. By default, PowerPoint embeds the video, meaning the video becomes part of the presentation file. This is convenient for portability, but it increases the file size. An alternative is to link the video, which keeps the PowerPoint file smaller by referencing the video file externally – however, linked videos can break if the video file is moved or missing. Microsoft recommends using MP4 videos encoded with H.264 video and AAC audio for the best compatibility and quality.

On PowerPoint for Windows:
  1. Select the slide: In Normal view, click the slide where you want to insert the video.
  2. Go to Insert > Video: On the ribbon, click the Insert tab. In the Media group, click the Video drop-down arrow and choose This Device (sometimes shown as Video on My PC in older versions).
  3. Pick your video file: Browse and select the video file (e.g., an MP4, MOV, etc.) from your computer.
  4. Insert the video: Click Insert. The video will appear on the slide, embedded into your presentation.

You can reposition or resize the video frame as needed.

On PowerPoint for Mac: 
  1. Select the slide: In Normal view, click the target slide for your video.
  2. Go to Insert > Video: Click the Insert tab, then choose Video > Movie from File… (In some versions, this may be labeled Video from File.)
  3. Pick your video file: In the file chooser dialog, select the video you want to insert.
  4. Insert the video: Click Insert. The video will be added to the slide. You can move or resize the video frame as needed.

Once inserted, the video is embedded in the slide. Keep in mind that embedding increases your PowerPoint file size (especially with large video files). If file size or performance is a concern, consider linking the video instead of embedding, as described next.

 

Linking to a Video File (to Reduce File Size)

PowerPoint’s Insert Video dialog (Windows) showing the option to Link to File instead of embedding. Linking keeps the presentation file smaller by not embedding the video content. Ensure the video file stays in the same folder as your PowerPoint to prevent broken links.

Instead of embedding, you can insert the video as a link. A linked video will play in your presentation but remains a separate file (the PowerPoint stores a path to it). This keeps your PPT file size small, but you must have the video file accessible whenever you play the presentation 1 . Here’s how to link a video on each platform:

  • On Windows: Follow the same steps to insert a video from your computer, but before clicking Insert, click the drop-down arrow on the Insert button and choose Link to File. This will insert a video object that is linked to the file on disk (not embedded).
  • On Mac: After selecting Insert > Movie from File…, click the Options or Show Options button in the file dialog. Then check the Link to file box and click Insert. The video will be linked rather than embedded.

 

For linked videos, it’s wise to keep the video file in the same folder as your PowerPoint presentation. This way, if you move the presentation to another computer, you can move the whole folder and maintain the link. Always test a linked video on the actual computer or projector you’ll use – if the link is broken or the file is missing, the video will not play.

 

Embedding an Online Video (YouTube and More)

PowerPoint also lets you embed online videos (such as YouTube or Vimeo) so that they play directly in your slide. The video isn’t stored in the PPT file; instead, it streams from the web during your presentation. This keeps your file size small, but you’ll need an internet connection when presenting. PowerPoint 2019, 2021, and Microsoft 365 support inserting videos from YouTube and Vimeo by URL, and some versions support other services like Microsoft Stream as well.

On Windows:
  1. Copy the video URL: In your web browser, go to the YouTube (or Vimeo, etc.) video you want to insert. Copy the video’s URL from the address bar.
  2. Insert > Online Video: In PowerPoint, select the slide where you want the video. Go to Insert > Video > Online Video…. An Online Video dialog will appear.
  3. Paste the URL: Paste the copied video URL into the dialog’s URL field. (In newer PowerPoint versions, you can also paste the embed code here, but a direct URL is usually enough for YouTube and Vimeo.)
  4. Insert the video: Click Insert. PowerPoint will add a video player object to your slide, showing a thumbnail of the video. You can resize or move it as needed.
On Mac:
  1. Copy the video URL: Copy the URL of the YouTube/Vimeo video from your browser, just as in the Windows steps.
  2. Insert > Online Video: In PowerPoint for Mac, go to Insert > Video > Online Movie… (or Online Video in some versions). A dialog will prompt you for a URL.
  3. Paste the URL: Paste the YouTube or Vimeo link (or embed code) into the URL field.
  4. Insert the video: Click Insert. The online video player will appear on your slide with a preview thumbnail. Adjust its size/position as needed.

 

Notes: The video will play directly from the website within your slide, using that site’s playback controls (e.g., YouTube’s play/pause buttons). PowerPoint’s own video tools (like trim or crop) won’t apply to online videos during playback. Make sure you have a reliable internet connection when presenting, or the video may not load. Also, not all videos are allowed to be embedded – for example, some YouTube videos disable embedding. If your video fails to insert or play, verify that embedding is allowed for that video.

 

Adjusting Video Playback Options (Autoplay, Loop, Click Settings)

After inserting a video (embedded or linked), you can control how it plays during your presentation. PowerPoint provides playback options like autoplay, looping, and play on click:

  • Start settings: By default, a video in a slide will play as part of the click sequence – in other words, when you advance the slide or click during the slideshow, the video starts playing. You can change this behavior. Click on the video to select it, then go to the Video Tools – Playback tab on the ribbon. In the Start drop-down menu, choose Automatically if you want the video to play as soon as the slide appears, or When Clicked On if you want it to play only when you click directly on the video.(On Mac, these options are under the Play back tab as well, with the same names.)For example, setting a video to “Start Automatically” will have it begin without any click when that slide comes up.
  • Looping and rewinding: If you need the video to play repeatedly or continuously, enable the loop option. With the video selected, check Loop until Stopped on the Playback settings (this may appear as a checkbox labeled “Loop until stopped” on Windows, or a Loop option on Mac). This makes the video restart automatically every time it finishes, until you advance the slide. You can also check Rewind after Playing (in the Playback tab) so that the video resets to the beginning when it’s done – useful if you might revisit that slide and want the video ready to play again.
  • Other playback tools: PowerPoint’s Playback tab offers additional controls. You can trim the video to play only a part of it (set new start/end points), or add Fade In/Out effects for a smooth start/ end. There’s also an option to Play Full Screen, which will make the video expand to fill the slide when played (handy for watching a clip in full detail), and an option to Hide While Not Playing which keeps the video frame invisible until playback starts. If you want the video hidden until it plays (to avoid showing a black box or preview image), you can use hide-until-play, but remember to disable that if you need to see the video’s poster frame on the slide.

 

You can find all these settings on the Playback tab that appears when the video is selected. Adjust the options to suit your presentation flow, and be sure to preview the slideshow to test that the video behaves as expected (autoplays or waits for click, loops correctly, etc.).

 

Supported Video Formats and Compatibility

PowerPoint supports a variety of video formats, but using the right format will ensure smooth playback across Windows and Mac:

  • Recommended formats: The safest choice is MP4 video with H.264 encoding and AAC audio. This format is highly compatible on both Windows and macOS PowerPoint. In fact, PowerPoint explicitly recommends MP4/H.264 for best results. Other widely supported formats include MOV, M4V, AVI, and WMV, among others. (Note: WMV is a Windows Media Video format.)
  • Windows vs. Mac differences: While Windows versions of PowerPoint can play additional formats like WMV or older AVI codecs, PowerPoint for Mac does not* support Windows Media Video (.wmv) or Windows Media Audio (.wma) files by default. If you insert a .wmv video on a Mac, it will not play. To use such a video, first convert it to an MP4 or MOV, or use a third-party tool to add support. Similarly, certain older or proprietary video codecs might not be installed on every system. Sticking to MP4/H. 264 avoids most codec issues.
  • Cross-platform compatibility: If you plan to share the presentation with others or present on a different platform, choose a format that works on all. For example, a QuickTime MOV file might play fine on a Mac, but if it’s encoded with an unusual codec, a Windows PC might struggle (and vice versa). Using standard MP4 files ensures that your video plays on both PowerPoint for Windows and PowerPoint for Mac with minimal issues. Always test your presentation on the target machine if possible, especially if it includes video.
  • Stock videos and other sources: Newer versions of PowerPoint also offer Stock Videos (royalty-free clips you can insert) and support for formats like MKV (on Windows 10/11). These can be useful, but again ensure any video format you use can play on the system you’ll present with. If PowerPoint flags a video as incompatible or won’t play it, consider converting the video to a supported format.

 

Troubleshooting Video Playback Problems

Even after following the steps, you might encounter issues where a video doesn’t play as expected. Here are some common problems and how to address them:

  • Video will not play at all: If a video is inserted but refuses to play in PowerPoint, the file might be in an unsupported format or codec. Ensure the video is in a PowerPoint-friendly format (preferably .mp4 with H.264/AAC). If not, use a converter (like HandBrake or VLC) to save it in a compatible format. Missing codecs on the computer can also cause this – installing the needed codec or converting the video will fix the issue. Also, if you linked the video, double-check that the video file hasn’t been moved or renamed since you inserted it. A broken link will cause the video to appear as a placeholder and not play.
  • Online video not playing: If an embedded YouTube/Vimeo video isn’t working, first verify that you have an internet connection. Then double-check the URL or embed code you used. An easy mistake is copying the page URL when the platform requires a specific embed code, or vice versa. Try copying the video’s URL again (or use the embed code method) and reinsert the video. Make sure the video is actually allowed to be embedded by its owner (some videos won’t play in third-party sites). Testing the link in a web browser beforehand can help confirm it’s the correct video and is playable. If PowerPoint still refuses to insert the online video, ensure your Office is updated to the latest version, as support for some online video features may require recent updates.
  • “No video, only audio” or a black box: This can happen if the video’s codec isn’t supported (PowerPoint can sometimes play the audio track but not the video). Again, the remedy is to convert the file to a standard codec. Another possibility is that the video object is set to “Hide While Not Playing,” meaning you won’t see anything until you actually start playback. To fix this, select the video, go to Playback tab, and ensure Hide While Not Playing is unchecked. This way the video frame (or a poster image) is visible on the slide in slide show mode before you play it.
  • Video plays on one monitor but not in Presenter View: If you are using Presenter View (where one screen shows your slides to the audience and another shows your notes), videos can behave differently. On Windows, clicking the video’s play button in the Presenter View window will not start the video – you need to move your mouse to the presentation screen (the one the audience sees) and click the video there to get it to play. Essentially, in Presenter View, the click to play the video must happen on the slide itself, not on the presenter’s console (where that click would just advance the slide). On Mac, embedded videos in Presenter View can be unreliable in some older versions of PowerPoint. If you run into trouble on a Mac, try clicking the video directly on the projection screen, as with Windows. If it still won’t play, a workaround is to link the video (so it opens in a web browser or media player) or turn off Presenter View entirely. You can disable Presenter View and use mirrored displays so that what you see is the same as the audience – this avoids the two-screen issue and often makes video playback simpler. The downside is you won’t have your private notes, but it may be worth it if videos are central to your talk. Always test your slideshow with any videos in the actual presentation setting to iron out these issues in advance.
  • Large video file causing lag: High-resolution or long videos can bloat your PowerPoint file and may cause slides to switch sluggishly. If you need to keep the video embedded, you can use PowerPoint’s Compress Media feature to reduce the video’s size. Go to File > Info > Compress Media, and choose a quality setting (Presentation Quality, Internet Quality, or Low Quality). This will create a smaller version of the video inside your presentation. “Presentation Quality” tries to maintain quality while reducing size; “Internet Quality” will downgrade to 720p which often is a good balance; “Low Quality” will shrink it significantly (suitable for email or older machines). After compression, verify that the visual/audio quality is still acceptable and that the video plays through correctly.

 

By following these instructions, you should be able to confidently include videos in your PowerPoint presentations on both Windows and Mac. Remember to use compatible formats, decide between embedding or linking based on your needs, and tweak playback options to get the desired behavior (auto- play, loop, etc.). With a bit of preparation and testing, you can ensure your videos run smoothly and make your business or educational presentation more impactful and engaging.