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Posted: Tue Mar 20, 2007 1:37 pm   Post subject: How Powerpoint embeds external assets

Imagine, you create a presentation with a background music for the whole presentation.

Then, in several days, you send it to a friend and he says "Hey, there is no music inside". You open up the presentation and, indeed, no music plays.

MS Powerpoint doesn't always embed external files, it only links to this or that file. For example, you add a music from a network drive, and then network drive is switched off - as a result the music will disappear from your presentation.
The same is when you send the .ppt file.

To see it clearly, use Powerpoint option "File" -> "Prepare for CD". After you make your presentation prepared for CD burning, have a look what PowerPoint prepared. You will see that music files are separate, as well as all other external resources.

PowerPoint determines whether media files are linked or embedded in the presentation. Video files, such as .avi, .mpg, or .asf files, are automatically linked; you cannot embed video files. Similarly, all audio files, other than .wav files, are automatically linked in the presentation. You can determine whether .wav files are linked or embedded in a presentation according to the size of the file. When you set the size limit for .wav files, PowerPoint automatically embeds any .wav files below the size you specify. To set the size limit, on the Tools menu click Options, and on the General tab, type the size limit (in kilobytes) in the Link sounds with file size greater than field.

For linked objects, including linked media files, PowerPoint stores the linked file path as an absolute, rather than relative, file path. You cannot specify relative paths for linked files. However, if PowerPoint does not find the linked file in the expected path location, it looks in the same folder as the presentation to find the linked file. Placing all linked files in the same folder as the presentation that uses them should ensure that PowerPoint can find the files when needed.

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