You want to capture a video of your screen to include in a presentation. PowerPoint includes a built-in screen recording tool that lets you record any part of your screen without leaving the application. This feature works on Windows 10 and Windows 11 and does not require additional software. This article explains how to use the screen recording feature in PowerPoint to capture videos, including how to control recording settings and embed the video directly into a slide.
Key Takeaways: Using the PowerPoint Screen Recording Tool
- Insert > Screen Recording: Opens the recording dock with controls for selecting area, audio, and pointer recording.
- Windows + Shift + R: Keyboard shortcut to start or stop recording without using the mouse.
- Windows + Shift + Q: Stops a recording in progress and inserts the video onto the current slide.
What the PowerPoint Screen Recording Feature Does
The screen recording tool in PowerPoint captures video and audio from your computer screen and inserts the resulting video file directly into the active slide. This feature is available in PowerPoint 2016, PowerPoint 2019, PowerPoint 2021, and Microsoft 365 versions of PowerPoint for Windows. It is not available in PowerPoint for Mac or the web version of PowerPoint.
Before using the tool, ensure your microphone is connected and configured in Windows Sound settings if you want to record audio narration. The recording area can be any rectangular region of your screen, including the full screen. PowerPoint stores the recorded video as an embedded media file in the presentation, which increases the file size. You can trim the video, add bookmarks, and apply video styles after recording.
Steps to Record Your Screen With PowerPoint
- Open the slide where you want the video to appear
Click the slide in the thumbnail pane on the left side of the PowerPoint window. The recorded video will be inserted on this slide. - Go to Insert > Screen Recording
Click the Insert tab on the ribbon. In the Media group, click Screen Recording. The recording dock appears at the top of the screen. The dock includes buttons for Select Area, Audio, Record Pointer, and Record. - Select the area to record
Click the Select Area button on the recording dock. Your mouse cursor changes to crosshairs. Click and drag to draw a rectangle around the area you want to record. You can also press Windows + Shift + A to start area selection. To record the full screen, press Windows + Shift + F after opening the recording dock. - Turn on audio and pointer recording if needed
On the recording dock, click the Audio button to toggle microphone recording on or off. When the icon has a gray background and a slash, audio is off. Click Record Pointer to show or hide the mouse cursor in the recording. Both options are on by default. - Start recording
Click the Record button on the dock, or press Windows + Shift + R. A three-second countdown appears before recording begins. Perform the actions you want to capture on your screen. The recording dock minimizes during recording. - Stop recording
Move your mouse to the top of the screen to reveal the recording dock. Click the Stop button, or press Windows + Shift + Q. The recording stops and the video is inserted onto the current slide. - Save the presentation to keep the video
Press Ctrl + S to save the presentation. The recorded video is embedded in the file. To export the video separately, right-click the video on the slide and select Save Media as.
Common Mistakes and Limitations to Avoid
Screen recording button is grayed out
The screen recording button is unavailable in PowerPoint for Mac, PowerPoint for the web, and older versions of PowerPoint. If you see a grayed-out button, you are using a version that does not support this feature. Upgrade to a Windows version of PowerPoint 2016 or newer, or use a third-party screen recorder.
Recording does not capture audio
If the recorded video has no sound, check that the Audio button on the recording dock was toggled on before recording. Also verify that your microphone is working in Windows: go to Settings > System > Sound > Input and test your microphone. PowerPoint does not capture system audio from your speakers, only microphone input.
Video file size is too large
Screen recordings are saved as MP4 files with high bitrate. To reduce file size, trim the video after insertion. Click the video on the slide, then click the Playback tab and click Trim Video. Drag the start and end markers to remove unnecessary footage. You can also compress the video by clicking File > Info > Compress Media.
Recording area includes the PowerPoint window
If you select an area that includes the PowerPoint window, the recording dock and slide thumbnails will appear in the video. To avoid this, minimize PowerPoint before recording or select an area that excludes the application window. Alternatively, use Windows + Shift + F to record the full screen and switch to the application you want to capture.
| Item | PowerPoint Screen Recording | Third-Party Screen Recorder |
|---|---|---|
| Availability | Windows only, PowerPoint 2016 or newer | Windows, Mac, Linux |
| Audio capture | Microphone only | Microphone and system audio |
| Output format | MP4 embedded in slide | MP4, AVI, MOV, and others |
| Editing after recording | Trim, add bookmarks, apply styles | Full video editor with cuts and effects |
| File size control | Compress Media feature | Bitrate and resolution settings |
You can now capture screen recordings directly inside PowerPoint and insert them into your slides without switching to another tool. After recording, try using the Playback tab to add a fade duration or set the video to start automatically during the slide show. For advanced editing, right-click the video and choose Save Media as to export the MP4 file for use in a video editor.