PPT Lesson 3

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PowerPoint 2010

Lesson 3: Working with Illustrations and other Media

Courseware #: 3246

Microsoft Office PowerPoint 2010

Microsoft®

PowerPoint 2010

© CCI Learning Solutions Inc. 2

• add graphics from a variety of sources

• manipulate graphics

• insert and modify shapes and illustrations

• manipulate illustrations, graphics and shapes

Lesson Objectives

• format illustrations, graphics and shapes

• insert and modify SmartArt

• insert and modify audio and video

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• an external graphical object that you add to a slide to illustrate a point.

• an easy way to liven up a slide and add visual appeal

• can enhance points presented in text form, making them easier to understand and making slides more attractive.

Using Pictures

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• Some slide layouts provide a placeholder for a picture (e.g. Title and Content, Two Content, Comparison, Content with Caption, and Picture with Caption)

• To add a picture to a slide with a picture placeholder, click Insert Picture from File in the placeholder.

• To add a picture to a slide with no picture placeholder, on the Insert tab, in the Images group, click Picture.

Inserting Pictures from Files

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Inserting Pictures from Files

• 3 insertion options:

Insert Picture is embedded in presentation and can only be changed by removing and re-inserting.

Link to File Picture is stored outside presentation and will be updated in presentation if picture changes.

Insert and Link Picture is embedded in presentation and linked to external file for updating.

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• Many options on Picture Tools ribbon, including:

– Brightness and Contrast

– Sharpen and Soften

– Color Saturation and Tone

– Artistic Effects

– Picture Styles, Borders, and Effect

Modifying Pictures

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Picture Corrections

• Use when picture is not quite perfect

• Sharpen blurry pictures or soften for a more subdued effect

• Adjust brightness and contrast for pictures that are too dark or light

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Picture Color

• Make picture warmer or cooler

• apply a color effect

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Artistic Effects

• Add visual interest with an artistic effect

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PowerPoint 2010


Picture Styles and Borders

• Frames, borders and effects enhance less interesting pictures

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Crop a Picture

• Remove unneeded content from a picture to focus viewer on most significant areas

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• Remove all formatting with Reset Picture

• Keep formatting but change picture with Change Picture

Reset or Change Picture

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Compressing Pictures

• Presentation can become a large file with many images

• Harder to email and copy

• Can compress images and remove cropped portions to reduce file size

• Optimize images for print, screen or email

• To compress pictures:

– click File, click Save As, and click Tools. Click Compress Pictures; or

– select a picture, then under Drawing Tools, on the Format tab, in the Adjust group, click Compress Pictures.

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PowerPoint 2010


Inserting Clip Art

• Clip Organizer contains

– drawings,

– photographs,

– sounds,

– videos; and

– other media files.

• insert into a presentation to add impact and illustrate specific concepts.

• To insert Clip Art, on the Insert tab, in the Illustrations group, click Clip Art.

• Enter search criteria and click Go

• Limit results to specific types of clip art (e.g. just photographs)

• Click result to insert

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Inserting Shapes

• Use shapes to create a diagram or illustration that visually displays data, key points or graphically illustrates complicated ideas.

• To insert shapes, use one of the following methods:

– On the Home tab, in the Drawing group, click a shape and drag the mouse cursor on the slide to form the shape, or

– on the Insert tab, in the Illustrations group, click Shapes, click a shape and drag the mouse cursor on the slide to form the shape, or

– under Drawing Tools, on the Format tab, in the Insert Shapes group, click a shape and drag the mouse cursor on the slide to form the shape.

• Hold Shift or Ctrl to draw straight lines or symmetric shapes

• Add text to a shape by typing right after creating shape

New

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Selecting and Moving Shapes

• Click on shape to select, or use Selection Pane

• Click and drag shape to reposition on slide, or use arrow keys

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Formatting Illustrations and Shapes

• Apply a Quick Style; or

• add outline, fill or effect.

• Format text within shape separately

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PowerPoint 2010


• Text or an object that you can click when viewing a slide to:– move to another slide,

– open another presentation,

– open some other type of document, such as a Word document or an Excel worksheet, or

– open a web site.

• To insert a hyperlink, select text or object, then:– On the Insert tab, in the Links group, click Hyperlink, or

– press Ctrl+K , or

– right-click and click Hyperlink.

Inserting Hyperlinks

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• if illustrations and shapes are not aligned, it can be very distracting to the audience and look unprofessional.

• Can use ruler, gridlines, and guides to help arrange shapes

Arranging Illustrations and Shapes

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• on the View tab, in the Show/Hide group, click Ruler

• units of measurement are determined by the regional settings in Windows

Using the Ruler

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Using Gridlines and Guides

• Guides are nonprinting horizontal and vertical lines you can use to align objects on your slides.

• Gridlines are a set of intersecting lines that you can display to make it easier for you to align shapes and other objects.

• On View tab, in Show group, select Gridlines or Guides.

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Visual Alignment

• When dragging one shape near another on a slide, a temporary guide appears to aid alignment

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• Align shapes and space them evenly on the slide so they don’t distract viewers

• Select 2 or more shapes, then under Drawing Tools, on the Format tab, in the Arrange group, click Align and choose one of these options:

Aligning Shapes

Align Left Align all shapes with the shape furthest left on the slide.

Align Center Center all shapes based on the center point of each shape.

Align Right Align all shapes with the shapes furthest right on the slide.

Align Top Align all shapes with the shapes at the highest point on the slide.

Align Middle Align all shapes at the middle of the slide.

Align Bottom Align all shapes with the shapes at the lowest point on the slide.

Distribute Horizontally Arrange the shapes from left to right on the slide with equal space between each.

Distribute Vertically Arrange the shapes from top to bottom on the slide with equal space between each.

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Sizing and Scaling Shapes

• resize shapes using handles (same as text boxes)

• Drag circular corner handles to retain proportions or “aspect ratio”;

• Enter specific measurements under Drawing Tools or Picture Tools, on the Format tab, in the Size group.

• By default, shapes do not resize, nor text shrink in size, as more text is added. Can change shape options to change this.

• Can increase shape size by percentages

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Rotating Shapes

• Rotate or flip shapes vertically or horizontally:

– On the Home tab, in the Drawing group, click Arrange, and click Rotate, or

– under Drawing Tools or Picture Tools, on the Format tab, in the Arrange group, click Rotate, or

– drag the Rotation handle (green circular handle) in a circular movement.

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• Shapes may overlap, but not in the right order

• Can change how shapes overlap, by moving them in this way:

Changing the Order of Content

Bring to the Front Bring the shape to the front of all shapes.

Bring Forward Bring the shape from behind the shape directly in front of it.

Send to the Back Send the shape to the back of all shapes.

Send Backward Send the shape to behind the shape directly behind it.

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• Group shapes in a completed diagram to– Prevent accidental moving of individual shapes

– More easily cut, copy, paste or move entire diagram within presentation

• Can temporarily ungroup to edit a shape, then regroup

• To group shapes, use one of the following methods:

– On the Home tab, in the Drawing group, click Arrange and click Group, or

– under Drawing Tools or Picture Tools, on the Format tab, in the Arrange group, click Group, or

– right-click the shape and click Group.

Grouping and Ungrouping Content

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• A photo album is a presentation for showing photographs

• Can add captions, adjust order and layout, and add frames.

• Can also add effects, such as transitions, backgrounds and themes.

• To create a photo album, on the Insert tab, in the Illustrations group, click Photo Album.

Inserting a Photo Album

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Insert picture from Use File/Disk to navigate to where the picture files are located.

Insert text Create a new text box to enter text or information about this picture.

Pictures in album Lists the files included in the photo album. Use the Up or Down buttons below this list to rearrange the order of the file list, or use Remove to delete a file from the list.

Preview Displays a preview of each file selected in the Pictures in album list. Use the buttons across the bottom of the preview box to adjust the rotation, contrast or brightness of the picture.

Picture Options Choose whether to have caption boxes below the pictures, such as names of people or product identifiers, or to show the pictures in black and white for a different effect.

Picture layout Choose how you want the pictures laid out in the photo album.

Frame shape Choose the shape for the frame around each picture. This field is available when you choose any option other than Fit to slide.

Theme Add a theme for the photo album.

Inserting a Photo Album

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Working with SmartArt

• Challenging to create professional or artistic illustrations from individual shapes

• Use SmartArt: pre-built illustration templates

• Easy to add text and style

Shapes Pictures ClipArt

Illustrations SmartArt

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Inserting SmartArt

• To add a SmartArt graphic to a slide with a SmartArt graphic placeholder, click Insert SmartArt Graphic; or

• to add a SmartArt graphic to a slide without a SmartArt graphic placeholder, on the Insert tab, in the Illustrations group, click SmartArt.

• Select type of SmartArt shape closest to content (can easily change after entering text)

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Diagram Types

List Show non-sequential information.

Process Show steps in a process or timeline.

Cycle Show a continual process.

Hierarchy Create an organization chart.

Hierarchy Show a decision tree.

Relationship Illustrate connections.

Matrix Show how parts relate to a whole.

Pyramid Show proportional relationships with the largest component on the top or bottom.

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Using the Text Pane

• Text pane is like a bulleted list: associates text with a SmartArt shape.

• Use and to move through entries in pane

• Use Tab and Shift+Tab to demote and promote entries

• Use Enter for more entries

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• Under SmartArt Tools, on the Design Tab, you can:

– Change Colors

– Select a SmartArt Style, including 3D effects

– Change the diagram type

– Reset the SmartArt graphic back to the original design

Using SmartArt Styles

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PowerPoint 2010


Adding or Removing Shapes

• Can add or remove text in Text pane; or

• Under SmartArt Tools, on the Design tab, in the Create Graphic group, click

– Add Shape

– Add Shape After

– Add Shape Before

– Add Shape Above

– Add Shape Below

• Click shape and press Delete to remove

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Converting Text to SmartArt

• Can easily select text already in a placeholder or text box and convert to a SmartArt graphic

• Click the text placeholder, and then on the Home tab, in the Paragraph group, click Convert to SmartArt Graphic, then select a layout

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• Converting SmartArt to shapes or text allows you to create a custom design not available as a SmartArt, or simply remove the SmartArt

• Under SmartArt Tools, on the Design tab, click Convert, then Convert to Text or Convert to Shapes.

• Can no longer be edited as SmartArt

Converting SmartArt to Text or Shapes

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Using Sounds

• Begin or end presentation with music

• Use sound effects with animation

• Play sounds directly related to presentation content

• To insert a sound from a file, on the Insert tab, in the Media group, click Audio.

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• Under Audio Tools, on Playback tab, adjust sound options:

– Trim start and end of sound

– Fade sound in or out

– Raise or lower volume

– Loop until stopped

Using Sounds

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Using Movies

• Could use movies to:

– Play a speaker not in attendance

– Demonstrate products or deliver training

• Movies are desktop video files with formats such as AVI or MPEG and file extensions such as .avi, .mov, .mpg, and .mpeg

• To insert a movie from a file, on the Insert tab, in the Media Clips group, click Video.

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PowerPoint 2010


• Under Video Tools, on Playback tab, adjust movie options:

– Trim start and end of movie

– Fade movie in or out

– Raise or lower volume

– Adjust start to play automatically

– Play full screen

– Loop until stopped

Using Movies

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• Under Video Tools, on Format tab, adjust movie border style or frame or other visual effects (similar to effects on pictures and clip art)

Using Movies

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PowerPoint 2010


Lesson Summary

• add graphics from a variety of sources

• manipulate graphics

• insert and modify shapes and illustrations

• manipulate illustrations, graphics and shapes

• format illustrations, graphics and shapes

• insert and modify SmartArt

• insert and modify audio and video

Microsoft®

PowerPoint 2010


Review Questions

1. What is a benefit of linking to a picture rather than inserting a picture on a slide?

2. How do you change a shape from an oval to a rectangle without removing the oval and inserting a rectangle?

3. How do you quickly remove all illustration effects from a picture?

4. How do you remove parts of a picture?

5. How do you hide or show the guides?

6. How do you insert clip art?

7. What is the difference between Bring to the Front and Bring Forward?

8. What is a benefit of grouping shapes?

9. Why are SmartArt graphics used in presentations?

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PowerPoint 2010


Review Questions

10. How do you demote bulleted text in the Text pane when creating a SmartArt graphic?

11. How do you convert text to a SmartArt graphic?

12. How do you quickly remove SmartArt graphic formatting?

13. How do you change the layout of SmartArt graphics?

14. How do you add a shape before another shape in a SmartArt graphic?

15. How do you delete a shape in a SmartArt graphic?

16. How do you quickly change the colors of a SmartArt graphic?

17. How do you insert a sound from the clip organizer?

18. How do you modify a sound to play across all slides?

PPT Lesson 3

Education

Transcript of PPT Lesson 3