1/28/2009
Microsoft PowerPoint 2007 Images
2.0 hours
This workshop assumes completion of "PowerPoint: Basics" or equivalent experience. This workshop will cover Clip Art, the Image toolbar, the Drawing toolbar, graphics files, web graphics, scanning and digital cameras, video, the picture album and preparing your presentation for travel.
Table of Contents:
Illustrations 5
Picture Tools 6
Shapes and Smart Art 8
Web Graphics 10
Links 12
Templates 13
Colors 14
Video 14
Making a Photo Album 15
Getting Your Presentation From Here to There 17
Page 7
Illustrations
Illustrations (pictures, clipart, shapes, etc.) can help to reinforce meaning and points in your presentation. However, they can also be distracting for your audience and cause them to disengage from your presentation or they could even focus on the images rather than your salient points. Use judgment when inserting images.
Inserting Pictures
To insert a picture into your presentation, go to that slide in Normal View and click the Insert tab. Next, click the Picture button on the Illustrations section of the ribbon. Browse for your picture and click the Insert button.
Inserting Clip Art
To insert Clip Art into your presentation, go to that slide in Normal View and click the Insert tab. Next click the Insert Clip Art button on the Illustrations section of the Insert ribbon.
Working with Clip Art
With PowerPoint 2007 the search Clip Art function (as are many other functions) is performed in the Task Pane to the right of the screen as opposed to pop up windows with previous versions.
In the Task Pane, type in the word or phrase that best describes the image you are looking for then press the Go button or the Enter key on your keyboard. This will return (or not) a set of thumbnails for you to view and choose from. If nothing is displayed, then your search terms did not match any Clip Art. If this happens, try broadening your search terms.
You can limit your search by adding words to your search and also with the next two boxes: Search in and Results should be.
Search in allows you to include or exclude various collections on your computer or even Microsoft’s website. By default, you will search all of the collections.
Results should be includes options for searching or excluding Clip Art, Photographs, Movies and Sounds. By default, you will search all of these types of media.
Being consistent with the type of image you use in a presentation creates a professional look.
Once you have searched for Clip Art and have some results, you can insert the image into your slide by clicking its thumbnail once or by hovering your mouse on the right side of the image, clicking the drop down arrow that appears and clicking Insert.
Once you select an object to appear in your presentation, the image will be placed in the very center of the slide you are currently working with.
Moving and Resizing
The middle of the slide not often the best location, you may need to move the image. To move an image the object must first be selected. Notice in the image to the left, the object has eight small circles surrounding it. These circles are called “handles”. If they do not appear single click the image. When your mouse is inside the handles it has a four headed arrow (figure to the right). Outside of the handles the mouse is a regular white arrow pointing to the left. With the mouse inside the handles of the image, click and then drag your mouse. Notice the outline shape of a rectangle following your mouse. When you release the mouse click your image will move to that location.
You may need to adjust the size of the image once it is on your slide. Point your mouse to any of the handles of the image you want to resize (this example shows the top left circle). Best results will be achieved (no skewing of the image) if you choose a corner as opposed to a side. With the mouse pointer now a double headed arrow, click and drag the handle towards (to reduce size) or away (to increase size) from the image. Notice the rectangle instead of moving as it did when the mouse was a four headed arrow, now changes size. Release the click of the mouse when the appropriate size is achieved.
Picture Tools
PowerPoint 2007 introduces a unified method to working with pictures in the Picture Tools Format ribbon. The ribbon is sectioned off into groups of tools.
Adjust
The Adjust group provides the ability to work with your image in a variety of ways. The Brightness, Contrast, and Recolor buttons change the actual color qualities of the image. You can also compress, change and reset images.
Picture Style
The Picture Style group provides quick access to a variety of pre-built formats for your images. The arrows on the left of the main gallery scroll through the options one line at a time, while the arrow just below the scroll arrows shows you all of the options.
Arrange
This is a menu that allows you to play with the layers of objects as to which object is in front of the others. The Align tool assists with spacing and visual accuracy with regards to the placement of items on your slide. The Selection Pane can be used to help select items that might be hidden or in a place where you cannot click you mouse. The rotate tool adjust the orientation of an image.
The image to the right illustrates the use of layers. The blue boxes are in “front” while the picture of the mouse is behind and the orange squares in the “back”.
The first set of boxes is not aligned. The second set is aligned and evenly distributed.
Size
The size of the image you image can be adjusted using explicit numbers or by clicking the arrows for Height and Width. Additionally you can cut out part of your image by cropping the image.
The Size tool group is also useful for ensuring images are of uniform size, rather than relying upon the mouse.
Shapes and Smart Art
A SmartArt graphic is a visual representation of your information and ideas. You can create SmartArt graphics by choosing from among many different layouts to quickly, easily, and effectively communicate your message.
Type your information either in the Text Pane on the left or inside the Smart Art to the right. If you use the Text pane, press the Enter key after each line to create a new shape. If you want to create a subheading, use your Tab key or the Demote button on the Smart Art Tools Design tab, Create Graphic set.
You can change the Layout of your image by clicking one of the options in the Layouts section of the ribbon. If you want to move out of the general area you are currently in, click the More Layouts option at the bottom of the list to return to the main Smart Art options window.
Web Graphics
Images can be copied or saved from websites and then used in your PowerPoint presentations (and for other purposes as well). You will want to consider Copyright issues when you do this. If you plan on using an image from someone’s website, the least you would want to do is to give them credit. In addition, you should email the site (look for the webmaster’s email address) and ask if they mind if you use the image.
Images on the web are usually optimized for the web. This means that while the image looks good at the original size, but when you resize the image it looks grainy (see images to the right). Try not to resize images you copy from the web.
Internet Explorer gives you the option to Copy or Save images you find on the web. If you plan on using the image you find only for your current presentation, go ahead and Copy the image. If you plan on using the image for other purposes as well (Word document, email attachment…) then you may want to save the file.
For the purposes of this manual/workshop we will look at two sources. Google images, which searches the web for image files and IStockPhoto, a commercial source for royalty free graphics that cost about $1 each.
Google images can be found at: http://www.google.com/imghp or from http://www.google.com and click the Images link above the search text box (see image above).
Type in your search phrase and if Google finds any results they will be displayed in a grid format with metadata that includes the name if the website, the dimensions of the image, the file size of the image, the picture format and the web address the image comes from (see image to the right).
Similar to when you do a web search on Google, there may be multiple pages of results; click on either the number or the Next link at the bottom of the page (see image at right).
To copy an image for use in PowerPoint, you’ll first need to click the image. This will usually take you to a split screen with Google information in the smaller frame up top and the actual web page below. You can navigate to the actual web page to find copyright and contact information. If in the top frame you see the link “See full-size image” click it to see a bigger version of the image. This is of better quality than the thumbnail or resized picture on the webpage. If Google reports that the page cannot be found, you can try clicking the “See full-size image” link. Otherwise you can copy the thumbnail (it will most likely be a very small and low quality image).
From here, right mouse click the image and click “Copy”. Switch back to PowerPoint and “Paste”. The image will appear in the middle of your slide—you can move and/or resize it.
Links
http://training.health.ufl.edu/ppt/links.aspx
Templates
http://training.health.ufl.edu/handouts/Templates/ppt/default.aspx
http://identity.ufl.edu/
Colors
RGB / 245 / 102 / 53
Web / #F56635
HSV / 212 / 255 / 137
RGB / 0 / 63 / 137
Web / #003F89
HSV / 209 / 134 / 183
RGB / 87 / 137 / 183
Web / #5789B7
HSV / 26 / 195 / 255
RGB / 225 / 127 / 53
Web / #E17F35
Video
Video can be incorporated into your PowerPoint presentation. One thing to remember is that although images and sounds are usually embedded into PowerPoint (you do not need to save images and bring them with you in order for the images to show up in PowerPoint. Video files are linked. If the video file is not reachable when you present, you will only see the first frame of the video.
Video Formats
PowerPoint can natively play mpeg and wmv video. This means that the video will play within your presentation and no external player will pop up as with QuickTime or RealMedia.
Once you have your video file, copy it to the same location your presentation resides. Next, click the Insert tab > Media Clips group > Movie > Movie from File. Navigate to the video file and double click it. The next dialogue box that opens will ask how you want the movie to start in the slide show. Click the “When Clicked” button.
The first frame of the movie will be displayed in the middle of the slide. When you go into the slideshow view, and navigate to this slide, the first frame will show up. When you put your mouse over the image, it will turn into a hand. When you click the image, the video should play.
When you place the video on the slide, do not resize it. Doing so will distort the quality of the video. Always test your presentation when you are presenting on a different computer than what you created it on. If the video doesn’t play when you click it (while you are in presentation view, not the normal view) then this means that either the file is humongous or that PowerPoint cannot find the video file. Make sure the video is in the same folder or location that the presentation is. If not, copy it there and re-insert it in the presentation.
After the video plays, click the mouse to move to the next slide. Clicking the mouse before the video is done or pressing the Escape key will stop/pause the video. Pressing the Escape key again will exit the presentation. After the video has played, if you point to the image (which will be the last frame of the video) and click, the video will play again.
Making a Photo Album
PowerPoint has a built in feature that will take a folder or folders of images and create an entire presentation based on those images.
First prepare your folder of pictures removing unwanted images or adding desired images. It is easier to deal with one folder rather than using the PowerPoint interface to add and remove images from a variety of folders. Also, consider creating separate albums for images in Landscape mode and Portrait mode—the photo album will automatically crop images that do not fit well on the slide.
Once your folder is ready, open PowerPoint and click on the Insert tab > New Photo Album…
The photo album option box opens. Click the File/Disk button on the top left. Navigate to your prepared picture folder.
If you want all of the pictures in the folder, press CTRL+A to select all the images and then click the Insert button.
The selected images will populate the Photo Album option box..
With images loaded, you can either
· Go out and get more images ()
· Add pictures from a scanner or camera ()
· Insert text boxes on any or all pictures ()
· Reorder, remove, rotate, and adjust lighting.:
You can also decide what type of layout you would like for the album.
Once your album is set up, press the Create button. If you need to edit your Photo Album, click on the Insert tab > Photo Album > Edit Photo Album.
Getting Your Presentation From Here to There
A presentation with images and video poses the problem of large file sizes and multiple files (for video).
Put all files in one location. Do not create a separate folder for presentations and for video; put both in the same place. For instance, if you are creating a CD, create a folder on your computer with a descriptive name and put your presentation and video in that folder. Then burn them to the CD with that folder intact.