Microsoft Office PowerPoint does not provide a way to embed video and audio files (with a small exception that you can embed small .wav files). OfficeOne ProTools for PowerPoint works around that limitation and allows you to embed media files into the presentation. Since the media files are within the presentation, you no longer have to worry about breaking links to the external video files when you move or copy the presentation. PowerPoint will play your files as it would normally do. OfficeOne ProTools for PowerPoint is not required for playing the video and audio files.

The process to embed media files with OfficeOne ProTools for PowerPoint is as follows:

1. Open the presentation in Microsoft Office PowerPoint. Your presentation needs to be in the new PowerPoint formats: .pptx, .pptm, .ppsx or .ppsm. Older PowerPoint file formats (.ppt, .pps, etc.) are not supported.
    
2. Add your video and audio files through the PowerPoint ribbon as you would do normally:

   1. For video files, use the Movie button from the Media Clips group in the Insert tab.

   2. For audio files, use the Sound button from the Media Clips group in the Insert tab.
       

3. Save your presentation after adding your video and audio files.
    

4. Select Embed Media button from the Tools group in the Insert tab. This button is created in PowerPoint by OfficeOne ProTools for PowerPoint:
   
    

5. Selecting this button brings up the Embed Media dialog box:
   
    

6. OfficeOne ProTools for PowerPoint always creates a new presentation with the media files embedded. Provide a new presentation file in the New Presentation box.
    

7. Select the media files that you wish to embed.
   
    

8. Click Embed button to start the embedding process. For larger files or large number of files, the embedding process may take some time. At the end of the process, OfficeOne ProTools for PowerPoint would inform you that the new presentation with embedded files have been created. You can now use this presentation without needing the separate media files.

Important Note: This feature works with Microsoft Office PowerPoint 2007 SP2. Please note that Service Pack 2 of Microsoft Office 2007 is required for PowerPoint 2007 to play the embedded videos.

Answers to Frequently Asked Questions

1. I wish to send the presentation files with embedded media in it. Does the recipient of my presentation require OfficeOne ProTools for PowerPoint?
   
   No, OfficeOne ProTools for PowerPoint is not required to be present for playing the presentation with embedded media. The embedded videos and audio files are played by PowerPoint directly.
   
   Microsoft Office 2007 SP2 is required and it can be downloaded from here. Microsoft Office 2007 SP2 was released on April 24, 2009 and it has been marked as a critical update for Microsoft Office 2007. Chances are fairly good that you would already have SP2 of Microsoft Office 2007 installed.
    

2. Which presentation formats does Embed Media Files feature support?
   
   OfficeOne ProTools for PowerPoint supports only the new PowerPoint file formats .pptx, .pptm, .ppsx, .ppsm, .potx, .potm for embedding media files. It does not support the older PowerPoint file format (.ppt, .pps). It also does not support the OpenDocument Presentation format (.odp).
    

3. What happens when you save the presentation file with embedded media files to unsupported file format?
   
   When you save the presentation to unsupported formats (.odp, .ppt, .pps, etc.), Microsoft PowerPoint removes the embedded media files from the presentation.
    

4. What about working with Microsoft PowerPoint Viewer 2007?
   
   Microsoft PowerPoint Viewer 2007 does not support the new PowerPoint file formats natively. It uses the Compatibility Pack to convert the presentation to older PowerPoint file format and then plays the older file format presentation. This effectively means that Microsoft PowerPoint Viewer 2007 is unable to play the embedded media.