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How to use the Record tab in PowerPoint?

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  • 7 min read

Have you ever wondered how to create an online lesson with video and narration for your students or colleagues or elevate your presentation with videos, screen recordings and relevant audio explanations for your audience using Microsoft PowerPoint?

With the Record tab in the newer versions of PowerPoint, 2016 onward, you can record narration and add screen recordings to your presentations. Learn how to use the record tab with all its features.


What is the record tab in PowerPoint?

Introduced in the PowerPoint 2016 version, it can add media to your slides, take screen recordings and save the entire presentation as a slideshow or export it to video.

Record tab in PowerPoint.
Record tab in PowerPoint.

How to use the record tab in PowerPoint?

The Record tab can be found on the top menu bar, also known as the ribbon. If you use a PowerPoint version after 2016 and cannot see the Record tab in your menu bar, open the PowerPoint app, navigate to the bottom left corner and tap Options. If you already have a presentation open, tap File on the top menu bar, then Options.

Open the PowerPoint Options tab.
Open the PowerPoint Options tab.

In the PowerPoint Options tab, tap Customize Ribbon. Check the box next to Record from the Main Tabs list. Once checked, you should be able to see the tab in your menu bar.

Customize Ribbon to add Record tab.
Customize Ribbon to add Record tab.

The Record tab consists of sub-categories or functions: Record, Content, Auto-Play Media and Save. Each of these sub-categories has further options and dropdowns within it. We will explore these options in the upcoming sections of this article.

PowerPoint Record tab functions - Record, Content, Auto-play Media and Save.
PowerPoint Record tab functions – Record, Content, Auto-play Media and Save.

Record your screen

Users can record their screen and embed the output into their presentation or save it as a separate media file.

  • Navigate to the Record tab on the top menu bar and click on it. Alternatively, go to the Insert tab.
  • Tap Screen Recording from the options that appear.
Tap Screen Recording.
Tap Screen Recording.
  • Drag the selection to define the area you want to record. Tap Record.
Record the selected area.
Record the selected area.
  • Once you stop the recording, it will appear on your slide.

Edit your video using the Video Format and Playback tabs.

To save it as a separate media file, right-click on the screen recording and select Save Media as.

Save the video as a separate file.
Save the video as a separate file.

Record audio

With the Record tab, you can find an option to insert audio either from your device or by recording sound in real time with the PowerPoint app.

Record your audio.
Record your audio.
  • To record sound, tap Audio accompanied by the speaker icon.
  • Tap Record Sound from the drop-down.
  • In the pop-up that appears, click the record icon.
  • Click the stop icon once done. The recorded audio will appear on the current slide.
Start your sound recording.
Start your sound recording.

Take a screenshot

The Screenshot option lets you take a snapshot of any area of your screen with the clipping tool.

  • In the Record tab, click Screenshot.
  • Click Screen Clipping at the bottom of the drop-down that appears.
  • Select the area with the clipping tool, and the resulting screenshot will appear on your slide.
Take a screenshot with PowerPoint.
Take a screenshot with PowerPoint.

You can save the screenshot by right-clicking on the image and tapping Save as Picture.

Save a screenshot as a separate file.
Save a screenshot as a separate file.

Record a video

You can record yourself narrating through the presentation, with laser pointers and other tools to highlight parts of your slide as you present.

  • Tap the Record option.
  • Choose From Beginning, or From Current Slide based on the slide you want to record narration for.
Record your video and narration.
Record your video and narration.
  • In the window that appears, click the Record icon.
  • Depending on your preference, switch on or off your video by clicking on the icons at the bottom right. If your video is on, you can see it in the bottom-right corner of the screen.
  • To record for the next slide, click on the arrows on either side of the slide.
  • Once you are done recording, click Stop.
  • The resulting recording will be added to the corresponding slides.
Recording of video and narration in progress.
Recording of video and narration in progress.

Remember that the recording stops in between slides. Start speaking once the screen changes to the next slide.

You can write a script or pointers using the notes feature in PowerPoint to deliver a smooth narration.

  • Add notes – If you added notes to each slide, click Notes to read them as you record your video and narration.
  • Add pointers – You can use the laser pointer, pen, eraser and highlighter tools to draw attention to parts of your presentation. This feature can help make the narration interactive.

You can then save the presentation as a slideshow or export it as a video. This option is especially useful when creating pre-recorded online sessions.

Also read: How to trim a video on Android?


Edit your video

Once you click on your inserted video, you will see two more options appear: Video format and Playback.

  • Video format – Edit the video’s aesthetics, size, alignment and dimension with this option.
Format your video.
Format your video.
  • Playback – With this option, you can edit the length, transition effects, and other features. Users can add captions with this option as well.
Edit your video.
Edit your video.

Save as slide show

Save the PowerPoint presentation as a slide show by clicking the Save as Show option.

Save your PowerPoint presentation as a slideshow.
Save your PowerPoint presentation as a slideshow.

To make the presentation universally accessible, you can export the file as a video.


Export as a video

Adjust animation settings so that the videos and audio inside the presentation and any supporting animation and slide transitions play exactly how you intend them to be seen by your audience.

  • Click the Export to Video option.
Export your PowerPoint presentation into a video.
Export your PowerPoint presentation into a video.
  • Preview the presentation by clicking the Use Recorded Timings and Narrations drop-down and choose Preview Timings and Narrations.
Preview the timings and narrations before creating video.
Preview the timings and narrations before creating video.
  • Adjust video and narration settings and click Create Video. You will have exported an MP4 file of your complete presentation.
Create a video of your PowerPoint presentation.
Create a video of your PowerPoint presentation.

Also read: How to add page numbers to PowerPoint?

Vanashree Chowdhury

Vanashree Chowdhury

Being a tech enthusiast, Vanashree enjoys writing about technology and cybersecurity. She is a designer and marketer by profession and is deeply passionate about working on campaigns for social issues. You can contact her here: vanashreec@protonmail.com

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