PowerPoint 101: How to Add Video to PowerPoint (and When to Use GIFs Instead)

There are two primary forms of motion in PowerPoint: animations, and embedded motion files. We’ve already talked about how to add animations to PowerPoint, so today we’re going to focus on the other half of the equation: how to add video to PowerPoint, and when an animated GIF might be the better choice.

Whether you're polishing a high-stakes presentation or just need to drop in a quick video clip, this PowerPoint 101 guide will help you choose the right file format and avoid common pitfalls.`

How to add video to PowerPoint

Playing video files in PowerPoint is a feature that’s been around for three decades, but because of the way that video formats have evolved and how the program itself has changed, the feature still keeps a lot of people guessing. Here are a few things to know about using video in PowerPoint.

Use the right video format

Not all videos play nicely in PowerPoint. Some file types work on a PC but fail on a Mac, and vice versa. We recommend using .mp4 or .m4v formats for the best compatibility across platforms.

What to avoid:

• .wmv (Windows only)

• .mov (Mac-focused, inconsistent across versions)

Pro tip: Check Microsoft’s full list of supported formats if you're unsure.

Videos make your file big, quickly

There was a time when you could choose to link a video or have it embedded in the file itself. In the current version of PowerPoint, the video file is embedded by default. This means the video file becomes part of the PowerPoint file when you save it, but this also makes your file size large. This can quickly become a problem for people who are sharing their PowerPoint file digitally.

If you are running into problems with overly large files as a result of videos, we recommend using the Compress Pictures function in PowerPoint.

You can find it under the File menu. Our preference is for the "On-screen (160 ppi)" setting.

Take advantage of PowerPoint's video editing tools

The most recent version of PowerPoint offers a robust number of built-in video editing options. Some of the most useful things you can do are:

• Trim video length

• Choose the starting frame

• Fade in/out

• Adjust contrast or brightness

• Loop video or set it to play automatically/on-click

One of our favorite new video editing features in PowerPoint is the ability to crop a video down, meaning you can remove the pesky black bars around your video or trim it down to fit inside the frame of a design element, for example.

PowerPoint Video Pro Tip: layer objects over video and have them animate in

Want to level up your motion? A pro move is to layer different visuals to create a dazzling scene. Try this:

• Add a looping video as a background

• Overlay text, shapes, or icons

• Use animation to fade or slide elements in while the video plays

You can also try having it animate in at the same time and setting it on a delay. Just keep in mind that you should pick a video that isn’t too busy or your audience will strain to follow what's happening on your busy slide.

When to use animated GIFs in PowerPoint

In general, the use case for GIFs is highly specific, but they can be a safer and sometimes better choice in certain situations. Here are a few things to consider if you are planning to use GIFs in PowerPoint.

In PowerPoint, GIFs are treated as images

The difference between a video and a GIF may seem obvious, but it’s worth a little explanation.

Essentially, PowerPoint treats GIFs as images, even though they have motion. Because of that, you can use all of the image editing tools in PowerPoint that you might use for static images on GIFs as well.

GIFs play automatically and loop by default

If you are adding a GIF, this is probably what you are looking for, but be aware that, by default, any GIF in PowerPoint will start playing as soon as you move to the slide, and it will continue playing on loop until you move on.

One other note on GIFs: in a previous animation article we reference having a movie file play on the first slide while your audience files in and sits down. GIFs are particularly good for this application, as they loop on their own and don’t generally cause any file size issues.

GIFs don’t have the same file format issues as videos

If you’re going to be working cross platform or are concerned about file size, GIFs can be a great alternative to videos. Additionally, when a video file format isn’t supported it simply shows up as a black box. GIFs don’t have that problem.

GIFs are not always very efficient

There is a reason most GIFs you’ve are short clips: GIF files get very large, very fast. That makes them best used for small, looping applications.

When to use videos vs. GIFs in PowerPoint

Both videos and GIFs can be excellent additions to a PowerPoint, and there are specific situations that each is best suited for.

Use Case	Choose Video	Choose GIF
Need full playback control	✅	❌
Need motion without controls	❌	✅
Want to layer content	✅ (with care)	✅ (simpler overlays)
Need compatibility across OS	✅ (.mp4 preferred)	✅ (universally safe)
Concerned about file size	❌ (can get large fast)	✅ (if short and compressed)

Once you learn when to use each, adding motion to your PowerPoints will be fast, easy, and highly effective!

Conclusion

If you wan more information on motion in PowerPoint, check out our Animation 101 page for a full introduction, or browse the full guide in our Presentation Design 101 hub.

Want to step up your presentation game?

Explore more of our expert resources on presentation visuals, storytelling, and PowerPoint best practices:

• Presentation Design 101 – Learn the basics of slide design that make the biggest impact

• Presentation Training – Tips to become a more confident, persuasive presenter

• Storytelling – Craft narratives that connect with any audience

• Presentation Design Tips – From layouts to colors, get smarter about slide visuals

About the author

Danielle John is the founder of VerdanaBold. She has more than 25 years as an award-winning designer and creative lead, directing the visual expression and production of thousands of high-value new business pitches, C-level presentations and internal presentations for major global brands. When she's not busy at VerdanaBold, she can be found antique shopping and spending time with her husband and two kids.