Erin Wright Writing

Writing-Related Software Tutorials

How to Insert Audio Files in Microsoft Word

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This tutorial shows how to insert audio files in Microsoft Word. We will also look at how to play inserted audio files.

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This tutorial is available as a YouTube video showing all the steps in real time.

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The images below are from Word for Microsoft 365. These steps also apply to Word 2021, Word 2019, Word 2016, and Word 2013.

Are you on a Mac? Please see “How to Insert Audio Files in Word for Mac.”

How to Insert Audio Files in Microsoft Word

Important Note: At the time of this tutorial’s publication, audio files inserted in Microsoft Word on a PC may not play in Word for Mac. If your readers will be using Word for Mac, create a hyperlink to the audio file in cloud storage rather than inserting it into your document.
  1. Place your cursor where you want to insert the audio file.
  2. Select the Insert tab in the ribbon.
Insert tab in Word 365
Figure 1. Insert tab
  1. Select the Object button in the Text group.
Object button in Word 365
Figure 2. Object button
  1. Select the Create from File tab in the Object dialog box.
Create from File tab in the Object dialog box in Word 365
Figure 3. Create from File tab
  1. Select the Browse button.
Browse button in the Object dialog box in Word 365
Figure 4. Browse button
  1. Locate and select your audio file (commonly an MP3 or WAV) in the Browse dialog box. After you make your selection, the file name should appear in the File name text box.
File name text box in the Browse dialog box in Word 365
Figure 5. Browse dialog box
  1. Select the Insert button.
Insert button in the Browse dialog box in Word 365
Figure 6. Insert button
  1. Select Link to file if you want to link to the audio file rather than embed it in your document.
Link to file option the Object dialog box in Word 365
Figure 7. Link to file option

What Is the Difference between Linking and Embedding Objects?

In Word, you can embed or link objects such as audio files, PowerPoint slides, and Excel spreadsheets.

Embedded objects:

  • Become part of the Word document.
  • Don’t require your readers to have access to the source file.
  • Won’t update when the source file is updated.
  • Increase the Word document’s file size (sometimes substantially).

Linked objects:

  • Create a link to the source file (but the source file is not stored in the Word document).
  • Require your readers to have access to the source file.
  • Can be updated automatically or manually when the source file is updated.
  • Don’t increase the file size substantially.

If you want to link an object rather than embed it but are concerned about your readers having access to the source file, one solution is to store your Word document and the source file together in cloud storage before creating the link.

  1. (Optional) Select Display as icon to display the audio file with an icon instead of just the file name.
Display as icon option in the Object dialog box in Word 365
Figure 8. Display as icon option

How to Change the Audio File Icon and Caption

  1. (Optional) Select the Change Icon button.
Change Icon button in the Object dialog box in Word 365
Figure 9. Change Icon button

10.a. Select the Browse button in the Change Icon dialog box to locate a different image stored in your computer.

Browse button in the Change Icon dialog box in Word 365
Figure 10. Browse button

10.b. Write a caption in the Caption text box to replace the audio file name.

Caption text box in the Change Icon dialog box in Word 365
Figure 11. Caption text box

10.c. Select the OK button.

OK button in the Change Icon dialog box in Word 365
Figure 12. OK button
  1. Select the OK button in the Object dialog box.
OK button in the Object dialog box in Word 365
Figure 13. OK button

12. Save your file to save your changes.

How to Play Audio Files in Microsoft Word

  1. Double-click the file name or icon in the Word document.
  2. Select the Open button in the Open Package Contents dialog box.
Open button in the Open Package Contents dialog box in Word 365
Figure 14. Open button

The audio file will play in your default media player. For most PC users, the default media player will be Groove Music or Windows Media Player (see figure 15).

  1. Use the media player’s controls to pause, stop, or close the audio file as necessary.
Windows Media Player
Figure 15. Windows Media Player

Related Resources

How to Embed Online Videos in Word for Microsoft 365

How to Insert Placeholder Text in Microsoft Word

How to Insert Copyright, Trademark, and Registered Symbols in Microsoft Word

Updated July 16, 2023