The two ways to embed video in PowerPoint

PowerPoint lets you add video in two different ways: embedding the video file directly into your presentation, or linking to a video stored elsewhere. Embedding makes the file larger but means the video plays even if you move the presentation to a different computer. Linking keeps the file size down but requires the video to stay in its original location — if you move the presentation without the video file, the link breaks.

Which method you choose depends on how you plan to use the presentation. If you're presenting from your own laptop or sending the file to people who will watch it on their own computers, embedding works better. If you're uploading to a shared drive or streaming the presentation online, linking to a cloud-hosted video (like YouTube or OneDrive) is often more reliable.

Key Takeaways

  • Embedded videos live inside your PowerPoint file, making it larger but playable anywhere; linked videos stay in their original location and break if you move the file without the video.
  • To embed a video, go to Insert > Video > This Device, select your file, and PowerPoint copies it into the presentation.
  • To link a video from the web, use Insert > Video > Online Videos and paste the URL or search for YouTube content directly.
  • Video format matters — PowerPoint works best with MP4, MOV, and WMV files on Windows; Mac supports MP4 and MOV.
  • Test your video in slideshow mode before presenting, because playback can behave differently in edit mode than during an actual presentation.

How to embed a video from your computer

Open PowerPoint and click on the slide where you want the video to appear. Go to the Insert tab at the top, then click Video. A dropdown menu appears with two options: This Device and Online Videos. Click This Device.

A file browser window opens. Navigate to the folder where your video is stored, select the file, and click Insert. PowerPoint copies the video into your presentation file. A placeholder box appears on your slide showing the first frame of the video. You can resize it by dragging the corners, or move it by clicking and dragging the box itself.

Once the video is embedded, you can set it to play automatically when you reach that slide, or require a click to start. Right-click the video box and select Play Settings (or Playback on Mac). Check the box next to Play Full Screen if you want the video to fill the screen during playback, or leave it unchecked to play within the slide.

How to link to a video from the web

If your video is already on YouTube, OneDrive, or another streaming service, you can link to it instead of embedding. Go to Insert > Video > Online Videos. A search box appears.

For YouTube, type the video title or paste the full URL (the link from your browser's address bar). PowerPoint searches YouTube and shows matching results. Click the video you want, then click Insert. A preview thumbnail appears on your slide. During the presentation, clicking the video opens it in a web player.

If your video is on OneDrive or SharePoint, paste the embed code instead of the URL. Right-click the video on OneDrive, select Embed, copy the code that appears, then paste it into PowerPoint's embed code field. This method works only if everyone viewing the presentation has access to that OneDrive or SharePoint folder.

File formats that PowerPoint actually supports

PowerPoint on Windows accepts MP4, MOV, WMV, MPEG, and AVI files. On Mac, stick with MP4 and MOV — other formats may not play. If your video is in a different format (like MKV or FLV), you'll need to convert it first using free tools like HandBrake or VLC.

Video size matters too. A 10-minute video can be 500 MB to 2 GB depending on quality. Embedding a large video makes your PowerPoint file huge, which can slow down your computer and make the file difficult to email or upload. If your video is longer than a few minutes, linking to a web version is usually smarter.

Why your video might not play during the presentation

The most common reason is that you embedded the video, then moved the PowerPoint file to a different folder without moving the video file too. PowerPoint can't find the video anymore. If this happens, delete the broken video from your slide, then re-embed it from its new location.

Another reason is that you're using a video format PowerPoint doesn't recognize on your version of Windows or Mac. Test the video in slideshow mode (press F5 on Windows, or click the slideshow button) before you present. If it doesn't play in slideshow mode, it won't play during your actual presentation either.

If you linked to a YouTube video and the internet connection drops during your presentation, the video won't load. For important presentations, embed the video or read it and embed it locally. If you linked to a OneDrive video and the person viewing doesn't have access to that folder, they'll see an error instead of the video.

How to trim or edit a video inside PowerPoint

Click the video on your slide, then go to the Playback tab (Windows) or Video tab (Mac). You'll see a Trim Video button. Click it to open a trimming tool that shows the video timeline. Drag the start and end handles to cut out the parts you don't want. Click OK when you're done.

PowerPoint's trimming tool is basic — it only cuts from the beginning or end, not the middle. If you need to remove a section from the middle of the video or make other edits, trim the video in a separate video editor before adding it to PowerPoint. This also keeps your PowerPoint file smaller.

Frequently Asked Questions

Can I add a video from my phone or tablet?

Not directly. You need to transfer the video to your computer first, then embed it from there. Connect your phone to your computer via USB, copy the video file to a folder on your computer, then use Insert > Video > This Device to add it to PowerPoint.

What if the video plays but has no sound?

Check the volume on your computer and on the video player itself. Click the video during slideshow mode — a playback bar appears at the bottom with a volume slider. If the slider is muted, click it to turn sound back on. If sound still doesn't work, the video file itself may be corrupted; try re-embedding it.

Does embedding a video make PowerPoint crash?

Large embedded videos can slow PowerPoint down, especially on older computers. If PowerPoint becomes sluggish, try linking to a web version instead, or break your presentation into multiple files with fewer videos in each one. Save frequently when working with embedded video.

Can I use a GIF instead of a video?

Yes. Insert > Pictures > This Device, then select the GIF file. GIFs play automatically on most computers, though some older versions of PowerPoint treat them as static images. For reliable animation, convert the GIF to an MP4 video file first.

What happens if I email the PowerPoint to someone else?

If you embedded the video, it travels with the file — the recipient can watch it. If you linked to a web video, the link goes with it, but the recipient needs an internet connection to watch. If you linked to a OneDrive video, the recipient also needs access to that folder, or they'll see an error.