9. Video and Audio

Content: Online Videos, Subtitles, Audio Description and Full-Text Alternatives, Transcripts.

9.1 Online Videos

Videos are embedded as online videos rather than as objects (an internet connection is required for playback).

Further information

What does this mean?
Instead of inserting videos into presentations as standalone files, videos are played via the internet during the presentation. This means that playback does not rely on an uploaded file, but on a link to the video’s online source.

As a result, an active internet connection is required to play the video. In PowerPoint presentations, the video is therefore not embedded as a separate file, but linked as an online video.

Why is this important?
This method of embedding videos is important for users who operate both the presentation and the video using only the keyboard. By using online videos, they can control playback without having to use external video players, additional files, or mouse interactions.

In addition, using videos as separate files can increase file size considerably. This can make access, sharing, and transfer more difficult. Linking to online videos reduces the file size of the presentation, making it easier to access and distribute.

How can you implement/check this?
To embed videos as online videos in PowerPoint, you can proceed as follows, depending on your software:

1. On the Insert tab, in the Media group, select Video. Then select Online Video....
2. Paste the copied URL into the dialogue box.
3. Click Insert.
4. The video will be added to the slide.

Alternatively:

1. Click Insert in the menu bar.
2. Select Video and then Online Video.
3. Enter the video URL or search for a video on online platforms such as YouTube or Vimeo.
4. Select the desired video and click Insert.

9.2 Subtitles

Embedded online videos containing relevant audio content include subtitles on the video platform.

Further information

What does this mean?
Embedded online videos in PowerPoint presentations that contain relevant audio content should include subtitles. These subtitles are usually available on the video platform from which the video originates. They present the relevant audio content of the video in written form.

Embedded online videos in PowerPoint are videos inserted directly into a presentation so that they can be played during the presentation. Instead of adding the video as a separate file attachment or providing only a link to an external video, the video is embedded or linked for playback within the presentation context.

Why is this important?
Subtitles are important because some users primarily take in video content visually, may not be able to hear, may not have audio output available, may not have German as their first language, or may wish to copy or search the content of the audio track. Subtitles enable these users to understand the content of the video regardless of their hearing ability, language skills, or access to audio output.

In addition, subtitles provide a visual representation of spoken content and therefore support understanding and comprehension.

How can you implement/check this?
Within PowerPoint, subtitles can only be created manually using an external WebVTT subtitle file. Instructions for this can be found in the WebVTT Subtitle File Guide.

In addition, automatically generated subtitles can be displayed via YouTube.

9.3 Audio Description and Full-Text Alternatives

Embedded online videos containing relevant visual content include an audio description or a full-text alternative that conveys this content.

Further information

What does this mean?
Embedded online videos in PowerPoint presentations that contain relevant visual content should be provided with audio descriptions or full-text alternatives. Audio description conveys visual information during pauses in dialogue if that information is not already included in the main audio track. A full-text alternative provides a complete description of all relevant visual information, such as actions, expressions, and other visual details.

Why is this important?
Audio descriptions and full-text alternatives enable users to understand the visual content of a video regardless of their sight or whether they have access to a screen. They are therefore particularly important for users who primarily access video content auditorily, who cannot see or cannot see well at the time of use, or who do not have a monitor available.

An audio description or a full-text alternative is especially important if tasks or questions relate directly to visual content in the video. These can only be answered if the visual information is either perceived visually or described in an accessible form.

How can you implement/check this?
To check whether embedded online videos contain audio descriptions or full-text alternatives, the following steps can be taken:

1. Go to the slide containing the video.
2. Start playing the video.
3. Check whether an audio description or a full-text alternative is available during playback. This may be provided as an additional audio track or as text displayed on or alongside the screen.

Audio description is usually provided as a separate accessible video or audio track in a separate player and must generally be created outside PowerPoint. It should be linked to the video or indicated by a note next to it.

A full-text alternative, by contrast, should be provided in detail on subsequent PowerPoint slides or be accessible via a link to an external document.

9.4 Transcripts

Embedded audio clips include a transcript, for example as text on the slide, in the notes, on a separate slide, or via a link to an external website.

Further information

What does this mean?
Embedded audio clips in PowerPoint presentations should be accompanied by a transcript. The transcript can be provided as text on the slide itself, in the notes, on a separate slide, or via a link to an external website. It contains the full text of the audio clip so that users who prefer to access the content visually can read and understand it.

A transcript is a written record or text document that reproduces the content of spoken audio or video. It contains the full text of the spoken words in order to make the content accessible to all users.

Why is this important?
Users who prefer to access audio content visually, who cannot hear at the time of use, who do not have audio output available, who do not have German as their first language, or who wish to copy or search the content of the audio clip all benefit from a transcript. A transcript enables these users to understand and access the content of the audio clip regardless of their hearing ability, language skills, or access to audio output.

How can you implement/check this?
To insert a transcript for embedded audio clips in PowerPoint, you can follow these steps:

1. Go to the slide on which you want to insert the audio clip.
2. Select the Insert tab in the PowerPoint menu bar.
3. Click Audio and select Audio on My PC or, on a Mac, Audio from File.
4. Select the desired audio clip and click OK.
5. Insert the full text of the audio clip either on the slide itself, in the notes, or on a separate slide. Alternatively, add a link to an external website where the transcript is provided.
6. Make sure that the transcript is clear and easy to read and that it accurately reflects the entire content of the audio clip.

To check whether embedded audio clips include a transcript, proceed as follows:

1. Open the PowerPoint presentation.
2. Go to the slide containing the audio clip.
3. Check whether a transcript is available as text on the slide itself, in the notes, on a separate slide, or via a link to an external website. This can be determined by reviewing the presentation and its associated notes or links.