Inserting Flash Movie Into Powerpoint - Swfintoppt

04_06_0631_Yam.fm — 3/1/07

Yam Flash Movies in PowerPoint

Computers • Computers in Radiology

Simple Method for Inserting Flash Movies into PowerPoint Presentations Chun-Shan Yam1 Yam C-S

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. hockwave 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

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Keywords: movies, PowerPoint, Shockwave Flash DOI:10.2214/AJR.06.0631 Received May 11, 2006; accepted after revision September 12, 2006. 1Department of Radiology, Beth Israel Deaconess Medical

Center, Harvard Medical School, 1 Deaconess Rd., WCC, Room 306, Boston, MA 02215. Address correspondence to C.-S. Yam ([email protected]). WEB This is a Web exclusive article. AJR 2007; 188:W374–W378 0361–803X/07/1884–W374 © American Roentgen Ray Society

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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

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Flash Movies in PowerPoint TABLE 1: Standard Method for Inserting Flash Movies into PowerPoint Presentations Step

Process Description

Action Type

1

Select View then Toolbars and Control Toolbox from the top menu.

User action

2

In the Control Toolbox, click on the More Controls icon.

User action

3

Select Shockwave Flash Object from the drop-down list.

User action

4

Close the Control Toolbox.

User action

5

Using the left mouse button (click-and-drag), draw the control onto the slide.

User action

6

Using the right mouse button, click on the control to bring up the context menu.

User action

7

Select Properties from the menu.

User action

8

At the Movie box, type the full-path filename for the Flash movie.

User action

Inserting an ActiveX Control

Configuring the ActiveX Parameters

At the Embed Movie box, choose the option True.

User action

10

9

Close the Properties window.

User action

11

Select View then Slide Show to play the Flash movie.

User action

TABLE 2: Macro for Inserting Flash into PowerPoint Step

Process Description

Action Type

1

Select the Flash movie using a Windows file dialog.

User action

2

Create an ActiveX control at the PowerPoint template.

Automated

3

Configure the movie filename and other parameters at the ActiveX control.

Automated

4

Copy the completed ActiveX control to the new presentation.

Automated

5

Close the original PowerPoint template.

Automated

6

Start the slide show to test the Flash movie.

Automated

Note—In this macro, only one user action is required (file selection). All other steps are automated by the Visual Basic for Application (VBA) scripts. A complete source code for this macro is available at the PowerPoint template (SWF_into_PPT.ppt) in this online article. Detailed information for configuring and invoking the system resources to utilize the Windows file dialog is documented at the annotated VBA scripts.

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 laborintensive 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.

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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 applica-

tion. 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.

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Yam Fig. 1—Screen capture shows PowerPoint 2003 security window.

Fig. 2—Screen capture shows security warning window that appears when PowerPoint template (SWF_Into_PPT.ppt) is launched.

Fig. 3—Screen capture shows PowerPoint template (SWF_Into_PPT.ppt) with instructions for running macro.

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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).

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Flash Movies in PowerPoint Fig. 4—Screen capture shows macro window in PowerPoint.

Fig. 5—Screen capture shows Select Flash Movie dialog window for file selection.

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 dragand-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].

Fig. 6—Screen capture shows embedded Flash movie running in new PowerPoint presentation.

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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

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Yam 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 1. Yam CS. A solution for using dynamic data sets in electronic presentations. AJR 2006; 187:584

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[web]W218–W226 2. Sistrom C, Honeyman-Buck J. A simple method for importing multiple image files into PowerPoint. AJR 2004; 182:1591–1596 3. Adobe. Solutions and products. Get Adobe Flash Player. Available at: www.adobe.com. Accessed January 18, 2007 4. 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

5. Microsoft. Play a Macromedia Flash animation in PowerPoint. Available at: office.microsoft.com/ en-us/assistance/HA010348071033.aspx. Accessed January 18, 2007P 6. Digital signature. Wikipedia. Available at: en. wikipedia.org/wiki/Digital_signature. Accessed January 18, 2007 7. Wilcox C, Khor SM. The Office security settings in depth. Available at: http://office.microsoft.com/enus/help/HA010872991033.aspx?pid=CH0115452 11033. Accessed January 7, 2007

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