How to Insert a Sound File in Word Document?

Inserting a sound file in a Word Document is a straightforward process that can be used to add multimedia content to your documents. This can be useful for providing audio instructions, narration, or feedback or making your documents more engaging and interactive. Let us explore how to insert a sound file in word document.

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How to Insert Audio Files in Word?

To access the audio playback feature, insert the audio file into your document. The process to insert the audio into your document is similar to what you would follow to insert a picture. Here’s how to insert audio in Word.

Step 1 – Open the Microsoft Word document where you want to insert the audio file.

Step 2 – Click the Insert tab in the ribbon.

Step 3 – In the Text group, click the Object button.

You will find two options – Object and Text from File. Choose Object.

Step 4 – Click the Create from File tab in the Object dialogue box.

Step 5 – Click the Browse button to locate the audio file you want to insert.

Step 6 – Word will throw two suggestions – 

1. Link to file, where it will create a link to the given audio file 

2. Display as icon, where your audio file will appear as an icon as below, embedded in your doc.

Click OK to insert the audio file.

Select the Link to file check box if you want to create a link to the audio file instead of embedding it in the document.

To play the sound file, double-click on the sound file icon.

To control how the sound file is displayed in the document:

Right-click on the sound file icon and select Format Object. You can change the sound file’s size, position, and wrapping in the Format Object dialogue box. You can also display the sound file as an icon or a player.

Tips

• Embedding the sound file in the document will increase the size of the Word document, but it will make the sound file more portable.
• Linking to the sound file will not increase the size of the Word document, but the sound file must be available on the same computer or network as the Word document when you open it.
• You can control how the sound file is played and choose to have it play automatically, manually, or when it is clicked.
• You can also add a caption to the sound file to explain it.

Why Should You Add Sound Files to Word Documents?

Adding sound files to Word documents can be a good idea for several reasons, including:

• Provide audio instructions: If you are writing a document that contains instructions, such as a recipe or a DIY project, adding a sound file can be a great way to provide additional clarity and support. Such instructions can significantly benefit people who learn better by hearing than reading.
• Give audio feedback: If you are a teacher or other professional providing feedback on written work, adding a sound file can be more interactive and engaging.
• Provide audio narration: Adding a sound file can provide narration or commentary if you create a presentation or other multimedia document.  
• Make your documents more interactive: Adding sound files can make your documents more interactive and engaging for readers. For example, you could add a sound file that plays when a reader clicks on a particular image or text passage.

Precautions to Take While Inserting Sound Files

Following precautions can be help you when inserting sound files in a Word doc -

• File Size: Inserting sound files will increase the file size of your Word document. If you intend to send it via email or share it online, ensure that the sound file is not too large. Opt for compressed formats like MP3 instead of WAV or AIFF files.
• File Format Compatibility: Ensure that the sound file format is compatible with the version of Microsoft Word you are using (e.g., MP3, WAV, WMA).
• Some older versions of Word might have trouble embedding certain formats.
• Embedding: When you embed the sound file, it becomes part of the document, increasing the document size. However, the sound file will always be available, even if the document is moved to another computer.
• Linking: If you link to the sound file, the file size remains smaller, but the sound file must always be in the exact location as the Word document. The link will be broken if the sound file is moved or deleted.
• Compatibility with Recipients: If you share the document with others, ensure they have the proper software and permissions to load the audio file. If they don't have the correct media player installed, they may be unable to hear it.
• Accessibility: Some users may be visually impaired or have a screen reader. It is always a good idea to offer alternative text or captions so they know there is sound and can work with it.
• Security Risks: Be careful when embedding sound files from unknown sources, as they might contain malicious code. Only use sound files from trusted sources.
• Consider File Compatibility Across Platforms: If you share the document with users who may not use Microsoft Word (e.g., on Mac or online), be aware that sound file handling may vary between platforms.

We hope this blog helped you understand how to insert sound files in a Word document.