Working with Media

The “DESIGN” button is missing in the Main Toolbar

No DESIGN button at the top of your Main Toolbar? This is because your conference organizer has disabled this function. They do this in order to standardize the design of each presentation at the event. They want authors and attendees to focus on content, rather than design.

Why isn’t my GIF playing?

If your GIF file is not playing or looping, it might be because the file is too large. If it’s more than 1080 pixels high or 1920 pixels wide, you’ll need to reduce the size.

There are a number of free, online tools of varying sophistication that you can use.

Here’s a simple one that will do the job:

Here’s a more sophisticated tool with additional functions:

If you have a large (in MB) GIF animation your iPoster can take a very long time to load. If so, you can also use this tool to optimize the image to reduce its size. Try a setting of 100%.

How do I add an audio file or narration to my iPoster?

Add narrations, interviews or other audio content

There are two ways to use Audio Presentations in your iPoster:

  • You can explain specific aspects of your research and include interviews or other recordings by using the INSERT AUDIO button in each of the Content boxes.

  • You can present an overview of your work or take visitors on a guided tour, by using the NARRATION button on your template’s Main Toolbar. Visitors will be able to explore your iPoster as they listen to your presentation.

    Follow these 4 steps

    1. Record your audio file. You can use your mobile device or a more sophisticated system, but we recommend using a microphone. It’s a good idea to rehearse your readings before recording and review them after you’ve recorded! Are they clear and easy to understand? Recordings should be no longer than 6 -8 minutes. 

    2. The iPoster System only accepts audio files in MP3 format. If you can’t record in MP3 format, you’ll need to convert your files to MP3. This is easy to do using one of the free on-line file-format converters.  Here is a simple one that we have tested: 

    3. Insert your audio into your iPoster 

    For Narration:

    If you want to add a general audio presentation for your whole iPoster, click on the NARRATION (in some systems it is called AUDIO PRESENTATION) button on the Main Toolbar. An upload dialogue will open up. You can either browse your computer or drag and drop the audio file into the “Choose audio file“ field.

    For Audio files within content boxes:

    In the content box place your cursor in the position you want the audio file to display. Click on the INSERT AUDIO button in the formatting menu at the top of the  Content Box. An upload dialogue will open up. You can either browse your computer or drag and drop the audio file into the field.

    4. Test your file in Preview. If you added a general audio presentation using the NARRATION button on the Main Toolbar, you will see that a button for NARRATION appears at the bottom of your iPoster. If you added a file within a Content Box, you’ll see a Play arrow.

    What size should my images be?

    The size of your images is important because it will impact the quality of your overall presentation.  Ensure that your images are as large as possible so that they have maximum impact for the end viewer.  

    The slide show window (available in some templates) has a minimum image size requirement of  960×360 pixels, but  we recommend that you insert images up to 1920×1080 pixels.

    When you look at the slide show in the condensed view any images larger than 960×360 will be cropped. However when you or an end viewer click or tap on the slide show in preview mode or at the conference, it will open up as an overlay and show all images at their full size.

    Conference participants will then be able to flick through the slideshow as they wish. Having larger images will provide a more enjoyable and better quality viewing experience for them.

    How do I create a slideshow in my iPoster?

    Some templates contain a built in slideshow content box. If you have chosen one of these templates you can click on the “Upload Image” button to add the images  that you want in the slideshow. Just remember that they should be a minimum size of 960×360 pixels and a maximum size of 920 x1080 pixels.

    We recommend inserting images at the biggest possible size (see What size should my images be?). The bigger the image the more space it will fill up on the screen when a conference participant views it. You can add up to 10 images to your slideshow by following these simple steps:

    How do I remove a video from my iPoster?

    An unwanted video can be removed from your presentation by using the ‘delete’ key on your keyboard.  Place the curser below the image and press the ‘Delete’ button. When the video is selected using this process it will have a pale blue box around it.  Pressing on the ‘delete’ button will remove the video at this point.

    How do I add tables and graphs to my iPoster?

    You can add tables and graphs  into the content boxes as images. To do this click inside a content box and use the  “Insert Image” button in the editor tool box. See below image showing the ‘insert image’ button.

    click the insert image button in the editor toolbox

    To make an image of your table or graph firstly create it in a spreadsheet, presentation, or word-processing program. Then either export it as a JPG or PNG file or take a screenshot of it. Do not try to copy and paste it directly from the source.

    Creating images of your tables and graphs will allow conference visitors to tap or click on them and expand them to their full size for easy reading. Ensure that your images are as large as possible (up to 1920×1080). See this article (What size should my images be?) for further information on image sizing in the iPoster system.

    You can also create a range of simple charts (e.g. bar, pie, line..) directly in your iPoster. Simply click into a content box then click the ‘chart’ button in the pop-up toolbox (pictured below).  Finally enter your values and labels and click ‘ok’.

    click the chart button to add tables and graphs

    Why are my images still small in preview mode?

    If your images are still small when you click on them in preview mode it’s probably because of their original upload size.

    When your images are displayed in preview mode or on the screens at a live event, they will only be as large as the file you have uploaded.

    The full display screen size is 1920×1080 pixels. Thus, if you want an image to fill the screen, you must insert an image that is 1920×1080 pixels.

    If your image is only half the size of the maximum,  (e.g. 960×540 pixels) it will fill half of the screen.

    We recommend that your images are at least 600 pixels wide for a better quality viewing experience. However, don’t try to make your image any bigger than the original. This will only cause it to be blurry and hard to read. Try to find an original image that is larger.

    When it comes to images,  bigger is indeed better. The larger your image (photograph, table, diagram) the more detail you can show and the better quality your end result will be. See our FAQ ‘What size should my images be?’ for more information on image sizing.

    How do I resize or align an image in a content box?

    To resize or align an image in a content box you will firstly need to click on it.  Clicking once will give you a dashed edge around the image.  You can then grab the bottom right corner and drag to resize.

    click on the image and drag the corner boxes to resize

    To align an image left or right of the text double click on it, then go to the image info tab. Choose either left or right alignment then click ‘ok’. 

    choose left alignment in image info tab to align image to the left choose right alignment in image info tab to align image to the right

    If you want text to flow around the image, first adjust the size of the image, then align the text left or right. You can even add vertical and horizontal space around the image, as shown below. This adds space between the image and the text. 

    adjust the image size before aligning the text around italign the text and add Hspace and Vspace as requiredend result of text aligned around an image

    For more detailed information on how to upload an image into the iPoster editor please see the section titled ‘Adding Content’ in our quick guide

    How do I add a video (public or unlisted) to my iPoster?


    You can add an unlisted or a public video to your online poster session via either Youtube or Vimeo. Follow the below steps. 


    1. Upload your video to Youtube or Vimeo, and then copy the URL.

    2. Open the content box where you want the video to play and place your cursor where you want it added.

    3. Click the ‘Insert Media’ button on the editing toolbar.

    Click the insert video button to add a video (public or unlisted) to a presentation


    4. The ‘media embed’ window will open. Enter your video URL in the URL field and click “OK”.

    add the video URL in the URL box and click ok.


    The video will automatically size to fit in the content box.  It will play full-screen when visitors click on the video player’s full-screen button.


    If you want to keep your video private, but still show it in your presentation, you will need to change your Privacy setting to “Unlisted” or “Hide”.

    An “unlisted” video is a different type of private video. “unlisted” means that only people who know the link to the video can view it. An unlisted video will not appear in any of YouTube’s or Vimeo’s public spaces (such as search results, your channel, or the browse page).


    Here’s what you do in YouTube:

    1. Sign into your YouTube Account

    2. Go to your My Videos page

    3. Select the video which you’d like to make an unlisted video. 

    4. Click the Edit button to access the video’s settings.

    5. Go to the Privacy section of the page. There you’ll see the option to mark your video as “Private”, Unlisted”, or “Public”. Select Unlisted.

    6. Click the Save Changes button. Once you’ve done this your video will be an unlisted video.

    Here’s a quick video tutorial on how to upload a new video to Youtube as ‘Unlisted’: upload an unlisted Youtube video


    Here’s what you do in Vimeo:
    Click Settings under your video on the video page, then click the Privacy tab. You will see a range of privacy options. Choose Hide this video from .



    Test this using Preview on the Main Toolbar.


    For more information on adding images to your online poster session please visit our quick guide: iPoster Editor Quick Guide

    For more information on adding audio to your online poster session please visit our FAQ: How do I add an audio file or narration to my iPoster?


    Can I upload a PowerPoint or PDF poster directly to my presentation?


    There is no function to upload a PowerPoint or PDF poster directly into your presentation.
    But there’s good news: While you can’t upload a PowerPoint or PDF directly, you can transfer the source content over from other documents. Many – if not most – of our authors have their source content in PowerPoint, PDF,  Keynote or Word documents. They simply pick a template that works for the way their presentation is organised, and then transfer the content into the content boxes. Follow this method to upload elements from a  powerpoint, PDF or other type of document. 

    Enter your texts and images separately.


    You can copy and paste text from your source, directly into a content box.


    All images should be inserted using the Insert Image tool, which you will  find on the toolbar of each content box.

    Upload images from a powerpoint or PDF by clicking the 'insert image' button.

    IMPORTANT: Images must be in JPG, PNG or GIF format
    . When inserting images, remember that images will expand to their full size when tapped by visitors or by you during your presentation. So, make sure your images are as large as possible – up to 1920 x1080 pixels. And if possible, use the original images for best quality. If they are not available, take screen shots of your images, but zoom in before you take them so that, again, they are as large as possible.

    Treat diagrams, charts, tables, etc the same way
    . Either export them from their source program as JPG or PNG, or take a screen shot. Make them as large as possible, and then import them into your content boxes. That way they will expand to make it easy for your visitors to view them.

    Remember that an iPoster or iPresentation can contain so much more than an upload of a  PDF or Powerpoint, so try to take advantage of this by including:


    • Videos
    • Sound files
    • Links to dynamic external information (e.g. online data sets, visualizations, etc…)
    • As much content as you feel is necessary to present your research with the detail it deserves. There are no content limits.  As soon as you exceed the apparent physical space of a content box, it will scroll.

    One last tip.

    As you proceed, save your progress then check your work by clicking on the Preview button. You’ll get a close approximation of how your presentation will look on the HD screens, and can test all of the functionality: content boxes and images expand when clicked, videos play correctly, external links connect, etc…


    Be sure to view our tutorials, which will give you a broad overview of the how to create your presentations.

    Our Editing Quick guide will explain all of the editing tools.