Problems Adding Audio to PowerPoint?

I was having problems adding audio to Power Point using the built in recording function. It took me a while but I found a way to add audio without having all that white noise.

Recording Through Powerpoint

My problem

Question?Microsoft included the ability to record directly into a slide. I’m assuming the intent was to minimize the steps required. I just couldn’t make it work without having a fairly loud hissing in the background. I tried different head sets and different microphones. I tried different computers and different rooms. All had the same result. If that noise in the background doesn’t bother you, it’s a very convenient function that saves a lot of time. Personally, I found the result to be very unprofessional and had to find another way.

My solution

There are solutions like Audacity and other editing programs that can be used to record much cleaner sound files but there is another that is built into Windows. Sound Recorder actually does the job if you make sure to use a decent microphone and a quiet space to do the recording.

Ironically, I happened to have a Logitech microphone from an old Rock Band game that worked really well with Windows Sound Recorder.

MicrophoneRecord your sound files into a folder on your computer and then insert them into your slides. Make sure to use the insert file and not link to file. This will result in a larger file but that way the sound travels with your show. Otherwise, you need to create all files in the same drive that you will run the show from. I would suggest a USB drive if you are going to link to the files rather than embedding them into the show.

I hope that you find this useful and would appreciate any alternate solutions you may have.

Make it a great day,

Barry

P.S. What am I thankful for today? I’m thankful for people who share ideas. I’m thankful for Google. I’m thankful for Logitech.

What are you thankful for today?

Accessiblity. how accessible are you?

Accessibility is important to any business. This blog addresses a few things you need to consider when setting up your website so that more people can connect with you. We all like to think of ourselves as being accessible. Are we really?

What is accessibility?

There are many types of challenges that in past years would have been very difficult to overcome.

When I was a kid, computers didn’t exist and most people thought being accessible meant getting a wheel chair through the door. We have matured and learned there were far more barriers than just doors and desks. This discussion is about making your online presence accessible. What are some of the barriers?

  • Hearing impaired.
  • Visually impaired.
  • Colour blindness.
  • Language.

Anything that makes it difficult to access your business is a barrier!

Nearly all men can stand adversity but if you want to test his character, give him power. - Abraham Lincoln

Accessibility Tips and Tools

Hearing Impaired

When you are building your web page or doing a blog, it’s very tempting and even beneficial to add video and or audio to your site. Let’s say I’m hearing impaired. Did you add something that I can see and understand? Your audio recording describing the pictures or your video recording that contains all of the important information are useless to me. You might consider adding text or at least link to a transcription if you want me to consider your business.

Visually Impaired

Did you realize that blind people often use computers and browse the web? Many use software like NV Access to read web sites and electronic documents. Keep in mind that it is rather fast and monotone.

Think carefully about your language and be very careful with fonts, colours and sizes. Stick to sans serif fonts like Verdana or Arial so that the reader doesn’t become confused. Keep the language simple. Keep in mind that simple doesn’t mean dumbed down. Don’t be insulting.

Test your stuff with NV Access!

Colour Blindness

Sorry guys but more men than women are colour blind. You need to consider font size, colour and contrast. For example, light blue on a dark blue may be hard to differentiate for someone who is colour blind. Green on white is often very difficult. By the same token, true black on white can cause problems for some. I would recommend using something like WordPress to help minimize issues. Many templates have already been tested for proper colours and contrast. Why do more work than you have too?!

University of Minnesota has a good site with great tips. Check it out!

Language

There are a few things to consider regarding language.

  • Your reader may not use english as their first language.
  • Clients and prospects may come from all walks of life and experience.
  • Tone

When it comes to English, I consider my skills rather strong. That’s the problem! It’s hard to resist being overly verbose and using superfluous words. Translation: It’s very hard to resist using too many words that aren’t needed or are too fancy.

Resources

Here are some great resources to help you make your site and documents accessible:

  1. NV Access, a program to read electronic documents and web pages.
  2. WAVE, to read your web site and identify accessibility issues.
  3. WebAIM, a site with great advice on writing clearly and simply.
  4. Colour Blind Awareness, a site with a great explanation of challenges with colour.
  5. University of Minnesota has a great site with advice on font size and colour.

I am not perfect. Far from it but writing this helps me to focus on improving accessibility for my readers. I hope that by sharing this, I can help others who don’t know where to start.

How are you doing with accessibility?

Please share if you find this helpful and I would appreciate comments if you have suggestions for improvement.

Make it a great day,

Barry

P.S. What am I thankful for today? I’m thankful for people who care enough to share resources. I’m thankful for templates that help speed up the process. I’m thankful for GVO tools!

What are you thankful for today?

Backup solution for multiple devices including your smartphone and tablet.

 

 

Disaster Recovery: Do You GotBackup?

Disasters happen. Gotbackup can minimize the pain.

Losing Pictures

My son who is now gone. I couldn't replace this picture.

My son who is now gone.

This has probably never happened to you but I have lost years worth of precious pictures when a hard drive died.

I know, backup, backup!

Now I worry about what happens if it dies and I have forgotten to plug in my external hard drive or worse yet, the house burns down with all my computers inside. That means not only are the electronic pictures gone but the originals are lost forever. I have pictures that are almost 100 years old!

I guess I could scour family Facebook posts but the resolution would be so bad I would be lucky to get a good 3×5. That would take a lot of pictures to fill a wall.

But I #GotBackup! With Got Backup, I can reach my files from anywhere. 500GB worth of data from anywhere in the world.

Make It An Automatic Backup

Any good backup solution should be automated. In the old days, I would sell hardware solutions that required remembering to have the right tape in the machine. Yep, the machine knew if it was the wrong tape and that backup wouldn’t run. Wouldn’t it be nice to not have to think about your backup? Mine is automatic now. Thinking hurts too much!
Picture of man running with a burning computer.

Access Files From Anywhere

Backup your files to an off site secure storage facility and you can recover from anywhere. Many of us have specialists do the recovery work, especially when it involves our business files. Imagine your technician being able to log into your account and recover years of accounting data that you thought was lost. CRA or IRS(Canada Revenue Agency or Internal Revenue Service) will be much happier and just having the data when they call may prevent an audit because you were able to answer their questions.

3D-Women-Question-02Imagine being at the office and realizing you needed a file that is in your documents folder on the computer at home. Not that it ever happens to me!

No problem, just log into your GotBackup site and download it! If you want to, get the package that allows you to share files with friends and co-workers. It’s just as secure as the bank. I would still password the more sensitive stuff on an individual basis.

Take a look at Got Backup. You might even make money preventing disaster!

Make it a great day,

Barry

P.S. What am I thankful for today? I’m thankful I learned to keep a good backup before it was too late. I’m thankful for GVO. I’m thankful for opportunity.

What are you thankful for today?

Microsoft Office: Are you using the right tool for the right job?

Many of us love to hate #Microsoft.  The reality is they dominate the office productivity software market and we need to figure out how to get along.  Once you understand what each component does, the relationship improves drastically.  You can then apply most of the concepts to other suites like Open Office or Corel Office Suite if that’s your druther.

Using the right component for the right job saves time and, in the end, saves you money.  Learn to get along!

Man holding his head surrounded by question marks.Tools Covered Today

  • Outlook
  • Word
  • Excel
  • Access
  • PowerPoint

Microsoft has created a complete suite of tools to meet the needs of most office environments.  There are versions available for home and student use that have become more affordable today.  Check with your local software retailer.

Outlook

Man with list of check marks in a column beside him.Managing Email can be quite a chore.  Whether the problem is multiple accounts or just volume in one account, #Outlook can be your friend.  We need to remember that Outlook is only a tool.  You still need to put best practices in place to make it effective.

Outlook can poll all of your email accounts but better still, there are functions within Outlook that help you to stay more organized.  For example, you can create multiple calendars to organize different areas of your life or you can work in one calendar and use colours and flags to prioritize.  

For email, I like to set up separate folders and then create rules to sort the mail.  First into a folder for the account it comes from and then into a file structure just like you would have used paper files in your cabinet or on your desk in the “old days”.

word

Microsoft Word is very powerful and very tempting to use when other programs may be more appropriate.  Stick to Word for letters.  Conveniently, Word 2010 has great accessibility checking tools and will save as an Adobe Acrobat file.

Don’t get too fancy.  Not everyone has 20/20 eyesight.  There are issues with colour, size and more to consider.  In many cases, there may be a legal requirement to ensure your documents are accessible.  I recommend Verdana, in a high contrast colour, because the font is native in most devices including the iPhone and iPad.  Even Unix understands Verdana.  Because it is a sans serif font, Verdana is one of the easiest for most people to see.

Tables are difficult for electronic readers and don’t calculate nearly as well as Excel.  Make sure you apply headings and fonts appropriately.

When you are creating something for publication, like an advertisement or flyer, use Microsoft Publisher.  I’ll cover that one another day.

Excel

Cartoon man holding percentage sign.Although Excel can be used to manipulate data, it’s primary function is mathematical.  You can use Excel to gather data and then create fancy equations to tell a story.  Excel also does a great job of creating graphs and charts that can then be inserted into Word documents.  Remember to take the time to understand things like your local Accessibility Acts.

One of the issues with using Excel for data is that the sheets can become so wide, it’s difficult to print on one sheet.  You may have to hide columns or rows and find other creative ways to change how the sheet looks on paper.  By all means, use Excel to collect your data if that’s easier because of the calculations. Once that’s done, it’s time for Access!

Access

I have a bias.  This is one of my favourite programs for mining and presenting data.

Access has the ability to make of an Excel spreadsheet as a source for data.  You can either link to or import the sheet.  I recommend importing the data into a new table.  This way, you can have multiple users in the database working simultaneously using forms and filters.  If you link to the Excel sheet, only one person can manipulate the data and it has to be done on the sheet itself.

powerpoint

Picture asking why does it matter?This one is a lot of fun for people with creative minds!  Infographics are all the rage on social media these days.  Powerpoint is a great way to create infographics!  Powerpoint is really meant for creating visual presentations.  Be careful to avoid too much text, it’s distracting.  Make effective use of bullets with graphic support on the slides and put your words into the notes.

It’s tempting to make slides very busy and full of  pictures.  Remember, the focus is supposed to be on you and your message.  The slides are just prompts and a way to satisfy the “visuals” in the group.   You can print the slides with notes for handouts.

Powerpoint comes with some pre-formatted backgrounds for templates but allows you to change them and use your own images.  Once on a slide, you will see there are options for headers, inserting graphics etc.

For accessibility purposes, the same rules for documents in Word apply.  Colour, font, alt descriptions and so on.  Accessibility is a whole separate topic and I recommend you take the time to learn.

summary

Most office suites have similar functions to the components in Microsoft Office.  The reality is that if you understand the Microsoft tools, you will be way ahead of most applicants for positions in an office environment.  It’s time well spent.

Understanding the different tools and their appropriate applications will make you the star in your office.  You will be more productive and time efficient.  To a manager, that means time and money.

 

Make it a great day!

Barry

P.S.  What am I thankful for today?  I’m thankful for the time I spent working in a computer sales and service company.  I’m thankful for the time I ran my own business and learned the marketing side of things.  I’m thankful for my time as an administrative assistant where I am able to apply all of these skills.

What are you thankful for today?