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How to Insert Audio Files in Word for Mac

By Erin Wright

Vintage cassette tape with label "How to Insert Audio Files in Word for Mac"Last week, we inserted audio files in Microsoft Word for the PC. This week, we will insert audio files in Word for Mac. We will also look at how to play audio files inserted in Word for Mac.

Quick Links:

  • How to Insert Audio Files
  • How to Play Audio Files

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

Watch more than 100 other writing-related software tutorials on my YouTube channel.

The images below are from Word for Microsoft 365 for Mac. These steps are similar for the standalone versions of the software back to Microsoft 2016 for Mac.

How to Insert Audio Files

Important Notes about Audio Files in Word for Mac

Audio files in Word for Mac are inserted as links rather than embedded objects that become part of the document. Therefore, your readers must have access to the audio source files.

One solution is to place your Word document and audio files in cloud storage before creating the links. Then, send your readers a link from the Word document in cloud storage.

If you have access to Word on a PC and would like to embed audio files, please see “How to Insert Audio Files in Microsoft Word.”

Also note that audio files inserted in Word for Mac might not play in Word on a PC. If your readers use Word on a PC, create a regular hyperlink to the audio file in cloud storage rather than inserting it into your document using the method shown here.

  1. Place your cursor where you want to insert the audio file.
  2. Select the Insert tab in the ribbon.
Insert tab in Word for Mac 365
Figure 1. Insert tab
  1. Select the Media button.
Media button in the Insert tab in Word for Mac 365
Figure 2. Media button
  1. Select Audio from File from the drop-down menu.
Audio from File option in the Links menu in the Insert tab in Word for Mac 365
Figure 3. Audio from File option
  1. Locate and select the audio file in the dialog box.
Selected audio file in Word for Mac 365
Figure 4. Selected audio file
  1. Select the Insert button.
Insert button in the selection dialog box in Word for Mac 365
Figure 5. Insert button

The audio file should appear in your document as a speaker icon.

Speaker icon in Word for Mac 365
Figure 6. Speaker icon

How to Change the Audio File Icon

  1. Right-click or Control-click the icon.
  2. Select Change Picture from the shortcut menu.
Change Picture option in the audio file shortcut menu in Word for Mac 365
Figure 7. Change Picture option
  1. Locate and select the image you want to use in the dialog box.
  2. Select the Insert button.
Image selected in the selection dialog box in Word for Mac
Figure 8. Insert button

The speaker icon should change to your new image.

11. Save your file to save your changes.

How to Play Audio Files

  1. Double-click (or double-tap) the audio icon.

The audio should begin playing immediately.

  1. Press the Esc key to stop the audio file. Alternatively, you can click a different part of the page to stop the audio file.

Pro Tip: You can also play the audio file by right-clicking or control-clicking the icon and then selecting Play from the shortcut menu.

Play option in the audio icon shortcut menu in Word for Mac 365
Figure 9. Play option

Related Resources

How to Create a Custom Heading Style in Microsoft Word for Mac

How to Insert Headers and Footers on Specific Pages in Microsoft Word (PC & Mac)

Filed Under: Microsoft Word Tagged With: Word 365, Word for Mac

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Technical Writer and Editor Erin Wright

Hello! My name is Erin. I am a technical writer and editor who shares writing-related software tutorials on this website and on YouTube.

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