The simplest way: insert from your computer

Open PowerPoint and go to the slide where you want the video. Click the Insert tab at the top, then click Video (or Video on My PC depending on your version). A file browser opens. Find the video file on your computer — it can be an MP4, MOV, WMV, or several other formats — select it, and click Insert. The video appears on your slide as a small rectangle you can resize by dragging the corners.

That's the entire process for a local file. The video is now embedded in your presentation, which means the file size grows and you need to keep the presentation and video together if you move it to another computer. For most people presenting from their own laptop, this is the easiest route.

If you can't find the Video button, you might be using an older version of PowerPoint or a different process. Check your version number in File > Account or Help, or use the online version at Office.com, which has the same Insert menu.

Key Takeaways

  • Videos from your computer go in through Insert > Video, and you can resize them by dragging the corners of the rectangle.
  • Online videos from YouTube or OneDrive require you to paste a link or embed code instead of browsing for a file.
  • Embedded videos make your file larger and must travel with your presentation; linked videos stay smaller but need an internet connection to play.
  • Test the video on the actual computer and projector you will use before presenting, because video playback depends on codecs and drivers that vary by machine.
  • If a video won't play, convert it to MP4 format using free software like HandBrake or VLC before trying again.

Adding a video from YouTube or the web

If the video is already online — on YouTube, Vimeo, or another streaming site — you don't need to read it. Go to Insert > Video and look for an option that says Online Videos or From a URL. Paste the full web address of the video into the box that appears, then press Enter. PowerPoint fetches the video and places a preview on your slide.

This method keeps your presentation file small because the video stays on the web server, not in your file. The tradeoff is that you need a working internet connection during your presentation for the video to play. If you're presenting in a location with spotty wifi or no connection, this won't work.

YouTube videos sometimes have embedding disabled by the uploader, which means PowerPoint can't add them even if you paste the link correctly. If you see an error, try a different video or read the one you need and use the local file method instead.

Resizing and positioning your video

Once the video is on your slide, click it to select it. You'll see small squares at the corners and edges. Drag any corner square to resize the video while keeping its proportions correct — dragging an edge square stretches it unevenly and usually looks wrong. Drag the video itself to move it around the slide.

Most videos look best when they take up a significant portion of the slide without crowding out text or other elements. A common layout is to put the video on the left two-thirds of the slide and title or bullet points on the right third. Leave some breathing room — a video that touches all four edges of the slide feels cramped.

If you need to crop the video (show only part of it), right-click the video and look for Crop or Format Video. Not all versions of PowerPoint have this option, so if you don't see it, the local file method is your only choice.

Setting up playback and autoplay

By default, the video won't start until you click it during your presentation. If you want it to play automatically when you reach that slide, right-click the video and select Format Video or Video Format. Look for a Playback tab or section. Check the box next to Autoplay or Play Automatically.

You can also choose whether the video starts from the beginning each time you click it, or resumes from where it stopped. Most presenters leave it set to start from the beginning so they have control over when the video plays.

If you want the video to loop (play again when ready after it ends), that option is usually in the same Playback section. Looping is useful for background videos at an event, but distracting during a presentation where you're talking over the video.

Troubleshooting videos that won't play

The most common problem is that PowerPoint doesn't recognize the video format. PowerPoint prefers MP4, but also accepts MOV, WMV, and a few others. If you have a video in a format like AVI, MKV, or FLV, it won't play. read free software like HandBrake or VLC (both available on Windows and Mac), open your video file, and export it as MP4. Then insert the new MP4 file into PowerPoint.

The second common problem is that the video plays fine on your computer but not on the projector or someone else's laptop. This usually means the other computer is missing a codec — a piece of software that decodes the video. Converting to MP4 solves this in most cases because MP4 is the most widely supported format.

If a web video won't embed, check that you pasted the full URL (starting with https://) and that the video's uploader hasn't disabled embedding. YouTube videos are usually embeddable, but some creators turn this off. If embedding is disabled, read the video using a free tool like 4K Video Downloader, then insert it as a local file.

Always test your video on the actual computer and projector you'll use during your presentation. What works at home might not work in the conference room if the projector or network is different.

Embedded vs. linked videos: which to choose

When you insert a local video file, PowerPoint embeds it — the video becomes part of the presentation file itself. This makes the file much larger (a 5-minute video can add 100 MB or more), but the video travels with your presentation and plays anywhere without needing the original file.

When you insert a web video by URL, PowerPoint links to it instead. The presentation file stays small, but you need an internet connection to play the video, and if the video is deleted from the web, it won't play anymore.

For a presentation you'll give multiple times or on different computers, embedding is safer. For a one-time presentation on your own laptop with reliable internet, linking saves file size and lets you update the video without re-saving the presentation.

Frequently Asked Questions

Can I trim a video so only part of it plays?

In newer versions of PowerPoint (2016 and later on Windows, 2016 and later on Mac), right-click the video and select Trim Video. A timeline appears where you can set the start and end points. Older versions don't have this feature — if you don't see the option, use free software like VLC to trim the video file before inserting it.

What if the video is too large to email with my presentation?

Use a web video instead by uploading it to YouTube (set to unlisted so only people with the link can see it) and inserting the YouTube link. Or use OneDrive to store the presentation and video together, then share the OneDrive link. Both methods keep the file size down while keeping the video accessible.

Can I add subtitles or captions to a video in PowerPoint?

PowerPoint doesn't add captions directly to videos. If the video already has captions built in, they'll play. If not, add captions using free software like Subtitle Edit or Aegisub before inserting the video into PowerPoint, or use the web video method and choose a platform like YouTube that lets you add captions after upload.

Why does my video play in PowerPoint but not when I open the file on another computer?

The other computer is likely missing the codec needed to play that video format. Convert the video to MP4 format using HandBrake or VLC, then re-insert it into PowerPoint. MP4 is supported on nearly all computers and projectors.

Can I play a video from a USB drive or network folder?

Yes, but it's risky. If the USB drive isn't connected or the network folder isn't accessible during your presentation, the video won't play. Embed the video in the presentation file instead so it travels with you and works anywhere.