I-Series: Microsoft Office PowerPoint 2003 Chapter 4

1. I-Series: Microsoft Office PowerPoint 2003Chapter 4 Enhancing Your Presentation with Graphics

2. Chapter 4 Objectives • Identify the various types of images, their strengths, and limitations • Insert clip art images to slides • Scale and recolor objects • Add images from files to slides and backgrounds • Create and place WordArt • Build and format PowerPoint tables and import Word and Excel tables

3. Objectives – Cont. • Add organization charts and other diagrams to slides • Use Microsoft Graph to create bar charts, pie charts, and other numeric graphs

4. Effectively Using Art A vital component in any presentation is the supporting artwork

5. Understanding Picture Types • Bitmap or Raster image • Composed of series of small dots • Quality determined by size and dot density • Limited by scalability (degradation of quality) • Drawn pictures or Vector graphics • Created using calculated geometric shapes • Each shape can be edited, moved and rearranged • No degradation of quality associated with scaling

6. Drawn Object Resized drawn object Drawn object

7. Clip Art Images All Microsoft Office products share the Microsoft Clip Organizer Clip art specifically refers to the drawings contained in the media gallery

8. Clip Art added to slide Inserting Clip Art Images

9. Revealing the Media Placeholder Different media types are revealed when pausing (hovering) mouse over the media icons If a computer has an active Internet connection, the Clip Organizer will also display Clips Online

10. The Select Picture Dialog Box • Enter a key word to search for clip art • If after entering a key word, no clip art is found, try a more generic term and search again

11. Slide Layouts • Layout can be selected from the Slide Layout panel of the Task Pane • Slide layouts are grouped by the type of placeholders they contain • The groupings are • Text • Content • Text and Content • Other • Placeholders on slide can be moved and resized to accommodate material within a layout

12. Reviewing Slide Layout It is effective to choose the slide layout that matches slide content

13. Title, Content and Text Layout Slide placeholders can be moved, colored, and resized to accommodate design Images also have rotation handles making it possible to drag the image to any angle

14. Resized and rotated image Scaling an Image

15. Adjusting Image Color • Allows you to change the color of an inserted image • Is helpful when the image is appropriate but the color scheme is not • Right-click the selected image and click the Format Picture or Show Picture Toolbar option of the pop-up menu

16. Recoloring Picture The image colors can be made to better match the background by changing some or all of the picture colors

17. Inserted Image

18. Updating Image Keywords • Useful for making personal images added to the Clip Organizer searchable • Clips inserted from personal sources need to have keywords added to the clip • Some images cannot be retrieved if they do not have the appropriate keyword • Too many added keywords can slow the search response time

19. Editing Image Keyword

20. Opening File Art • PowerPoint can make use of graphics files stored in locations other than the Clip Organizer • PowerPoint interprets and can insert some file formats directly: • .emf, .gif, .jpg, .png,.bmp, .wmf • PowerPoint can use other file formats through the use of filters to convert the file to a standard file format: • .cgm, .cdr, .fpx, .jsh, .jah, .jbh, .pdc, .pct, .pcx, .wpg

21. Inserting File Images A file image is any graphic that is not stored in the Clip Organizer-use Insert Picture As long as the image is an appropriate file type it can be inserted into a presentation

22. Images inserted and positioned Image Positioning

23. Embedding/Linking Files • Images added using Insert Picture can either be embedded or linked • Click the Insert button to embed the image (no connection to the image file) • Double-clicking an embedded object and then making changes does not affect the original image • Choosing Link to File from the Insert Picture dialog box inserts a link to the image • Linked images can only be modified by updating the original file • Linked images need to be stored in a common folder for easy retrieval • Use Linked files if file size is a consideration for the presentation

24. Linking an Image When presentations with linked files are moved, the linked files must be moved too

25. Creating WordArt WordArt is a drawing object available in all Office applications It is used to create text with special effects Adds shapes, shadows, colors that are not possible with standard fonts

26. Like other drawing objects, WordArt can be copied, pasted, sized and edited The WordArt Toolbar makes it easy to format WordArt objects Working with the WordArt Toolbar

27. Multiple Copies of WordArt Objects Use the Clipboard to copy and paste WordArt objects to be used together WordArt is an effective way to add impact to a word or two on a slide

28. Saving Art Objects • Artwork, WordArt, AutoShapes with text or customized pictures that have been added to a presentation can be stored in the Clip Organizer • Copy and paste the object using the Clipboard into the desired collection of the Media Gallery • Keywords can be set for the new object so that it’s easily retrieved

29. Displaying Art Objects Art Objects stored in the Media Gallery

30. Saving Art Objects in a File • Depending on the number of images and the user’s organizational preferences, storing objects may be preferable to using the Clip Organizer

31. Saved and Inserted Art Objects

32. Building Tables • Tables are used for format data that do not align correctly using tabs or would look better in a grid • Tables can be built in PowerPoint, but the formatting capabilities are not as complete as in Word • Complex tables can be created in Word and either embedded or linked in a presentation • Data from an Excel workbook or Access table can be displayed on a table

33. Inserting a Table • You can insert a table from the menu or by using either the Insert Table or Table and Borders buttons on the Standard toolbar

34. Table Formatting • Each cell in a table can have its own formatting including background, border, font, and alignment

35. Exploring Slide Layouts for Tables For simple tables, choosing the appropriate slide layout is probably the simplest way to insert a table

36. Drawing Tables The pencil tool can be used to create a new table The Tables and Borders toolbar allows the creation of complex tables

37. Linking a Word Table Linked objects are not inserted into the presentation Linked tables are updated on the original file Linking reduces the size of the presentation Use linked objects to maintain one version of content

38. Graphing • Charts are used to represent numeric data graphically • Graphs can be built in PowerPoint using Microsoft Graph or imported from Microsoft Excel • PowerPoint’s Insert Chart button activates Microsoft Graph • Microsoft Graph includes: • Datasheet- composed of cells that contain data used to generate a chart • Data value- contents of a single cell, plotted on y-axis • Data series- contains all data values of one type • X-axis-displays column headings

39. Chart Types and Sub-types • Microsoft Graph supports 14 standard chart types • Examples: pie, line, column, bar • Each type has at least 2 subtypes for controlling layout

40. Adding a Chart using Microsoft Graph

41. Chart Types and Sub-types The most appropriate chart type and sub-type depends on the audience and the information contained in the chart. Using a 3-D chart improves the visual impact of charts but can be detracting when there are too many data values

42. Updating Chart Data You can update the information into the default datasheet that is created when using Microsoft Graph The gray boxes above each column and to the left of each row are control boxes that can be used to select the rows, columns or the entire data sheet As you enter data into the datasheet, it is used to generate a default chart. Use the mouse, tab key or arrow keys to move from cell to cell

43. Viewing different chart type options Customizing a Chart Simple changes to a chart include adding title and selecting another chart type or sub-type. More complex options are used to control the 3-D rotation and apply custom colors and fills to chart objects

44. To make a chart complete, add a title and axis labels using the Chart Options in the Chart menu Adding a Title and Axis Labels

45. Each chart object can be modified Fonts-size, color, type Shape Objects-fill colors, border colors Chart area-custom color, fill or pattern Customizing Chart Objects to Complete the Chart

46. Defining Other Types of Charts • PowerPoint has a collection of diagrams to support communicating complex conceptual information that is NOT based on numbers • The Insert Diagram or Organization Chart icon open the Diagram Gallery with these diagram types: • Organization chart • Cycle diagram • Radial diagram • Pyramid diagram • Venn diagram • Target diagram • The Drawing toolbar also provides shapes and connectors that can be used to build custom diagrams including flowcharts

47. The Organization Chart Basics • Organization charts are usually used to depict the organization of a company, department or project • The default chart consists of four connected rectangles for one manager and three subordinates • Sizing handles appear when a rectangle is selected but these sizing handles are often marked with an X because they cannot be used to resize the object • Clicking a chart will allow you to add text • Additional rectangles can be added to the chart by selecting an existing rectangle and accessing the Insert Shape menu of the Organization Chart toolbar • The Layout menu controls how the rectangles are organized • The Select menu assists in selecting multiple chart components

48. Select the most appropriate Content layout for the slide that will contain the chart Click the Insert Diagram or Organization Chart icon in the placeholder Select Organization Chart from the Diagram Gallery Click in chart rectangles to add descriptive text Use the Organization Chart toolbar to add to the layout Use the Layout and Design Gallery menu options to control the chart Building an Organization Chart

49. Organization Chart with Right-Hanging Subordinates It is usually easiest to build the hierarchy of the presentation and then add the text and formatting A rectangle inserted in the wrong location can be removed using either Undo or Delete The Layout option controls the orientation of subordinate rectangles in the chart This allows the freedom of setting different layouts for each branch of a chart

50. Adding Text and Formatting to an Organization Chart The Organization Chart Style Gallery provides a fast and simple way to apply formatting to the chart Each chart element can be custom formatted by right-clicking it and selecting Format AutoShape.