DOI:10.2214/AJR.06.0631
AJR 2007; 188:W374-W378
© American Roentgen Ray Society
Simple Method for Inserting Flash Movies into PowerPoint Presentations
Chun-Shan Yam1
1 Department of Radiology, Beth Israel Deaconess Medical Center, Harvard Medical
School, 1 Deaconess Rd., WCC, Room 306, Boston, MA 02215.
Received May 11, 2006;
accepted after revision September 12, 2006.
Address correspondence to C.-S. Yam
(csyam{at}bidmc.harvard.edu).
WEB This is a Web exclusive article.
Abstract
OBJECTIVE. This article describes a simple method for inserting
Shockwave Flash (Adobe) movies into PowerPoint (Microsoft) slides.
CONCLUSION. Shockwave Flash is the latest recommended file format
for presenting dynamic data sets in PowerPoint at radiologic society meetings.
Unfortunately, the standard method recommended by Microsoft for inserting
Flash into PowerPoint is cumbersome and labor intensive. The procedure also
can be intimidating for many radiologists. This article offers a solution that
entails a simple PowerPoint macro.
Keywords: movies • PowerPoint • Shockwave Flash
Introduction
Shockwave Flash (Adobe) is a relatively new presentation format used
at most radiologic society meetings, such as those of the ARRS, Radiological
Society of North America, and European Congress of Radiology. A previous
article [1] describes
step-by-step instructions for creating Flash movies from common movie clips
(i.e., Microsoft AVI Videotape and MPEG Movie and Apple QuickTime) and series
of digital images (e.g., JPEG, bitmap, portable network graphics). That
article also describes inserting Flash movies (.swf) into PowerPoint
(Microsoft) presentations.
The main advantage of using Flash in PowerPoint is the ability to embed
Flash movies into the presentation rather than linking to external files, such
as common movie clips. Unfortunately, the current process for embedding Flash
movies into PowerPoint is not as simple as adding digital images using drag
and drop or as straightforward as inserting movie clips using drop-down menus.
Instead, Flash files must be imported by means of an ActiveX control
(Shockwave Flash object). This control not only is unfamiliar to many academic
radiologists but also is cumbersome. For example, the user must manually enter
the entire system path filename (a common term for computer experts but not
intuitive or straightforward for many other computer users) of the Flash movie
into the property window of the control. The complexity and length of this
filename parameter can vary. Depending on computer configurations and
individual preferences, data files can be organized in different ways. For
example, if a Flash movie (e.g., Test.swf) is located on the desktop within
four layers of folders, the full system path of the filename can be as
complicated as C:\Documents and
Settings\User1\Desktop\Folder1\Folder2\Folder3\Folder4\Test.swf.
Currently, the maximum allowable length of combined folder and filename
components is 2,048 characters. One can anticipate that typing this lengthy
filename for a Flash movie located in a network drive within multiple layers
of folders will be absolute tedium for many computer users. In addition,
because of the allowable use of special characters (e.g., space and
underscore) and repeated folder names (e.g., C:\Documents and Settings\Dell\My
Talks\RSNA_2006\Test\Test\Test\...\Test. swf), typographic errors are common
during data entry.
Because of this complexity, many academic radiologists are disappointed
when using or attempting to use this new presentation format. However, a
closer look at the problem reveals that the real issue is the awkward user
interface of the ActiveX control rather than the Flash movie itself. For this
reason, I offer a simple PowerPoint macro solution for inserting Flash files
into PowerPoint. This macro allows users to select the Flash movie with a
user-friendly file dialog window, bypassing the ActiveX control and
eliminating the data-entry requirement. This article focuses on the use of a
macro for inserting Flash movies into PowerPoint presentations but not for
creating Flash movies. Step-by-step instructions for creating Flash movies
from digital images and converting common movie clips into Flash movies are
described in a previous article
[1].
PowerPoint Macro
Based on the simple-to-use and yet versatile scripting language Visual
Basic for Application (VBA, Microsoft), a macro allows PowerPoint users to
create a short program for automating repetitive routines and labor-intensive
tasks. An automated process based on a macro for inserting a large number of
digital images into PowerPoint has been described
[2]. A general guideline for
using macros in PowerPoint also is discussed in that article. In this article,
I discuss a PowerPoint macro in which Windows (Microsoft) system resources are
used to streamline insertion of Flash movies into PowerPoint.
Standard Method for Inserting Flash into PowerPoint
The standard method for inserting a Flash movie (*.swf) into a
PowerPoint presentation is discussed for demonstration purposes. The ActiveX
control (Shockwave Flash object) for inserting a Flash movie is installed in
most newer operating systems, such as Windows 2000 and Windows XP. This
control is compatible with PowerPoint 2000, XP, and 2003. If it is not
available, however, either in the system or at the PowerPoint application, the
control can be restored with installation of a fresh copy of the Flash player.
This Flash player is available as a free download at the Adobe (formerly
MacroMedia) Website [3]. A
similar free download, MacroMedia Shockwave Player, is available at the same
Website but is not required for this application. The differences between
these two players are documented on the Adobe Website
[4].
After launching PowerPoint, open a new presentation in the normal slide
view. A Flash movie can be embedded with the standard method shown in
Table 1
[5]. Detailed instructions for
using this standard method for inserting Flash movies into PowerPoint have
been described elsewhere
[1].
The Alternative Solution: A PowerPoint Macro
The user steps involved in the standard method for inserting Flash into
PowerPoint presentations are cumbersome and labor intensive. This lengthy
process can be simplified with a PowerPoint macro. The macro contains six
individual functions: five automated actions and one user step
(Table 2). A PowerPoint
template containing this macro can be downloaded from this online article
(SWF_into_PPT.ppt, 26 kb). Because this template already contains the macro,
radiologists can use it directly without programming. A simple demonstration
appears later.
For experienced PowerPoint users, detailed information for automating the
ActiveX control and invoking the Windows file dialog utility is documented at
the VBA scripts. These scripts can be viewed with the VBA editor within
PowerPoint by selecting Tools then Macro and Visual Basic Editor from the menu
(or pressing the Alt and F11 keys). The scripts are annotated according to the
individual functions listed in Table
2.
Macro Security Settings
Because they contain VBA scripts, macros can be programmed for a wide range
of applications, including malicious computer viruses, which can harm
computers by altering the basic system information or accessing personal data.
To prevent such viruses from running automatically, Microsoft has implemented
a security checkpoint. To set the security level, select Tools then Macro and
Security from the menu, and then choose one of the following four options at
the Security Level tab (Fig.
1). With Very High, a macro can be run only if the user digitally
signs and marks it as a trusted macro. (A signed macro is one with a valid
digital signature provided by a certified Internet agent such as
www.VeriSign.com
[6,
7]). With High, a macro can be
run only if it is digitally signed and has user permission. With Medium, an
unsigned macro can be run only with user permission. With Low, any macro can
be run without user permission.
The security level can be adjusted according to the application. Very High
and High provide strong security to prevent unsigned or untrustworthy macros
from running in PowerPoint. Medium provides an alternative for running
unsigned macros with user permission and is appropriate for running macros on
an occasional basis. Low allows any macro to run without any security and is
generally not recommended, but it is sometimes useful to program developers.
Because the macro provided in this article is designed for academic use, it is
not necessary that it be digitally signed. Setting the security level to
Medium should be appropriate for this application. If the security level is
set to Very High or High, the macro described in the following demonstration
will not run. Users also must restart PowerPoint for changes in the security
setting to take effect.
Demonstration
Although this demonstration was prepared with PowerPoint 2003 and Windows
XP Professional (SWF_into_PPT.ppt), the essential steps can be applied to
other operating systems (e.g., Windows 2000) and PowerPoint versions (e.g.,
PowerPoint 2000 and XP). Also for this demonstration, a sample Flash movie (a
scrollable cine loop of 50 axial CT images) was prepared. This sample Flash
movie can be downloaded from the online version of this article (CT_Cine.swf,
1.7 Mb). (Note: The scrolling feature of this movie was created using Flash
ActionScript. The process for creating this scrollable Flash movie will be
provided in a future article.)
After downloading these two files, open the PowerPoint template
(SWF_into_PPT.ppt) with the desktop PowerPoint application. A convenient way
to do this is to double-click on the template file itself. When the template
is launched, a security warning dialog box may appear, prompting permission
for enabling the macro function (Fig.
2). Click on Enable Macros to allow this option. The template
contains a single slide with instructions for running the macro
(Fig. 3). Press the Alt and F8
keys to begin, choose Insert_Flash from the list box, and then click Run to
continue (Fig. 4). In a file
dialog box, select a Flash movie and then click Open to finish
(Fig. 5). The Flash movie
appears in a new PowerPoint presentation
(Fig. 6). If the Run button is
grayed out (not active), the macro security level is most likely set to Very
High or High. Lower the security level to Medium as discussed earlier, and
restart the demonstration (SWF_into_PPT.ppt). The original PowerPoint template
closes after the Flash movie is embedded and transferred to the new
presentation, and the changes are not saved. There are two advantages to this
step. First, the original PowerPoint template remains intact. Second, the
newly created presentation contains no macro functions, eliminating the
security issues that arise when public computers, such as conference room
computers, are used for presentations
[2].
Unlike common movie clips (e.g., AVI, QuickTime, and MPEG), the Flash movie
is embedded into the PowerPoint presentation but not linked to the external
source file. With this advantage, the embedded Flash movie can be transferred
between PowerPoint slides and presentations in the same way that digital
images are transferred (i.e., copy-and-paste and drag- and-drop). Because the
Flash movie is physically part of the presentation file, presenters do not
have to worry about the issue of missing file links so common to movie clips.
In addition, the Flash movie can be resized and repositioned with simple
click-and-drag mouse actions.
Limitations
The ActiveX control (Shockwave Flash Object) for inserting a Flash movie
into PowerPoint is available only for PC, not Macintosh, systems. This general
cross-platform issue involves use of ActiveX components in most applications,
including all Microsoft Office products. Similarly, PowerPoint presentations
created on PC systems with embedded Flash movies will not work on Macintosh
systems. Therefore, one of the requirements for using MacroMedia Flash in
electronic PowerPoint presentations at radiologic society meetings is the PC
format.
Users are required to lower the security level to medium to run this macro.
Although this setting provides minimum safety for preventing malicious viruses
from running automatically, users should reset the security level to higher
settings after using this macro
[2,
7]. In addition, this article
describes the use of a particular macro for inserting a Flash movie into
PowerPoint presentations but not general guidelines for developing macros.
These guidelines have been discussed previously
[2].
Conclusion
Because of its enriched animation functions and embedding capability,
MacroMedia Flash is recommended as the standard tool for creating digital
animations for PowerPoint presentations at radiologic society meetings.
However, the method recommended by Microsoft for inserting Flash into
PowerPoint presentations is cumbersome and labor intensive. This article
provides the simple solution of a PowerPoint macro—freeware available
for download in this online article. With this macro alternative, embedding
Flash movies into PowerPoint is as simple as inserting common movie clips.
References
- Yam CS. A solution for using dynamic data sets in electronic
presentations. AJR 2006;187
: 584
[web]W218-W226
- Sistrom C, Honeyman-Buck J. A simple method for importing multiple
image files into PowerPoint. AJR 2004;182
: 1591-1596[Abstract/Free Full Text]
- Adobe. Solutions and products. Get Adobe Flash Player. Available
at:
www.adobe.com.
Accessed January 18, 2007
- Adobe. The difference between the Macromedia Flash and Shockwave
Players. Available at:
www.adobe.com/cfusion/knowledgebase/index.cfm?id=tn_15508#4.
Accessed January 18, 2007
- Microsoft. Play a Macromedia Flash animation in PowerPoint.
Available at:
office.microsoft.com/en-us/assistance/HA010348071033.aspx.
Accessed January 18, 2007P
- Digital signature. Wikipedia. Available at:
en.wikipedia.org/wiki/Digital_signature.
Accessed January 18, 2007
- Wilcox C, Khor SM. The Office security settings in depth. Available
at:
http://office.microsoft.com/enus/help/HA010872991033.aspx?pid=CH011545211033.
Accessed January 7, 2007
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Abstract
Introduction
