Word can hold audio and video files, but with limits

You can insert a recording into a Word document on Windows, Mac, or the web version. Word stores the file inside the document itself, so the recording travels with it when you email or share the file. However, the recording must already exist as a separate file on your computer — Word cannot record audio or video directly. You also cannot edit the recording within Word; you can only play it back or delete it.

The process differs slightly between Windows and Mac, and the web version has fewer options. File size matters too: very large recordings can make your document slow to open and difficult to email.

Key Takeaways

  • You must create or obtain the recording as a separate file before inserting it into Word — Word itself has no recording feature.
  • On Windows, use Insert > Media > Audio or Video; on Mac, use Insert > Picture > Movie from File.
  • The recording embeds inside the document, so it increases file size and may make the document harder to email or share.
  • Word can play back the recording but cannot edit it; you need separate software to trim, cut, or adjust audio or video.
  • The web version of Word does not support inserting recordings at all — you must use the desktop version.

How to insert a recording on Windows

Open the Word document where you want the recording to appear and click at the spot in the text where you want it to sit. Go to the Insert tab at the top of the ribbon, then click Media. A dropdown menu appears with two choices: Audio and Video.

Click the one that matches your file type. A file browser window opens. Navigate to the folder where your recording lives, select the file, and click Insert. Word embeds the file into the document. A small icon or player appears in the document showing that the recording is there. You can click the play button to hear or watch it.

If you want to move the recording to a different spot in the document, click it once to select it, then drag it to the new location. To remove it, click it and press Delete.

How to insert a recording on Mac

Click in the document where you want the recording to appear. Go to the Insert tab, then click Picture. A dropdown menu shows several options; click Movie from File. A file browser opens.

Find your recording file and click Insert. The file embeds into the document. A small icon appears showing the recording is there. Click the icon to play it back. The process is otherwise the same as Windows: you can drag the icon to move it or click it and press Delete to remove it.

Note that on Mac, the Insert menu does not have a separate Media option the way Windows does. The Picture menu is where audio and video both live.

What file types Word accepts

Word accepts common audio formats including MP3, WAV, M4A, and OGG. For video, it accepts MP4, MOV, WMV, and WebM. If your recording is in a different format, you will need to convert it using free software like VLC or Audacity before inserting it into Word.

The file must exist on your computer or on a network drive you can access. You cannot insert a recording directly from a website or cloud storage link; you must read it first or save it to a folder Word can see.

File size and document performance

Embedding a recording inside the document increases the file size significantly. A five-minute audio file might add 5 to 10 megabytes; a short video can add 50 megabytes or more. This matters because large documents open slowly, take longer to save, and may fail to attach to emails if your email provider has a size limit.

If file size is a concern, consider linking to the recording instead of embedding it. However, linking means the recording must stay in the same folder on your computer or network — if you move the file or send the document to someone else, the link breaks. Embedding is safer for sharing, but it creates a heavier file.

Editing and playback limitations

Word plays back recordings but does not edit them. You cannot trim the beginning or end, adjust volume, remove background noise, or cut out sections from within Word. If you need to edit the recording, do that in separate software before inserting it into the document.

For audio, free options include Audacity (Windows and Mac) or the Voice Memos app (Mac). For video, Windows includes Photos, which can trim and edit; Mac includes iMovie. Edit the file, save it, then insert the finished version into Word.

Why the web version does not support recordings

Word Online (the browser version you access through Office.com or Microsoft 365) does not have the Insert Media option. You can view and play back a recording if someone else embedded it in a document you open in the web version, but you cannot insert a new one yourself.

If you need to add a recording, read the document, open it in the desktop version of Word, insert the recording, save the file, and upload it back to OneDrive or SharePoint. This is one of the reasons the desktop version remains necessary for certain tasks even if you normally work in the browser.

Frequently Asked Questions

Can I record audio directly inside Word?

No. Word has no built-in recording feature. You must create the recording using your computer's microphone app, a voice recorder app, or dedicated audio software, save it as a file, and then insert that file into Word.

What happens to the recording if I move or delete the original file?

If you embedded the recording (the normal method), nothing happens — the recording is now part of the document and does not depend on the original file. You can delete the original file and the recording stays in the document. If you linked to the file instead of embedding it, the link breaks and the recording will not play.

Can I insert a recording from a link or cloud storage?

Not directly. You must read the file to your computer first, then insert it. Word does not support inserting from URLs or direct cloud links the way some other programs do.

Will the recording play on someone else's computer if I email them the document?

Yes, if you embedded it. The recording travels inside the document file itself. The recipient can open the document and play the recording without needing the original file. They do need Word or a compatible reader installed.

How do I remove a recording from a document?

Click the recording icon or player in the document to select it, then press the Delete key. The recording is removed and the file size of the document decreases.