COA Class - Adding Graphics and Audio to Powerpoint Presentations

Inserting the Graphics

Inserting graphs

Inserting audio

Scanner

Paint

Internet Graphics

Inserting Graphics

In Powerpoint there are two types of graphics you can use -- clip art that comes with Powerpoint or graphics that you find/create and save on your disk.

Inserting clip art  (from Microsoft's Powerpoint web site tutorial)

1.On the Insert/Picture menu, click Clip Art.

If this is the first time you've used clip art, PowerPoint informs you that it will take a few minutes to build your clip
art folder (gallery). It only has to be done once. 

2.Click the various categories to see what graphics and pictures are available.

3.Decide on a graphic for this slide and click it.

4.Click Insert.

Note: If you decide you want a different graphic in your presentation, all you have to do is double-click the graphic to go back to the ClipArt gallery.

Inserting files from your disk

1.On the Insert/Picture menu, click From File.  You will then be asked to locate the file on your disk. Double-click on the file to insert it into your slide.

Sizing and placing your graphic

Most likely the graphic needs to be resized and repositioned. Click anywhere on the graphic to select it. White boxes will appear at the corners and all sides when it is selected.

1.To size the graphic proportionally, move the mouse pointer over any corner box until it becomes a diagonal double arrow.

2.Drag to make it larger or smaller.

3.To reposition the graphic, click anywhere on the graphic and drag it to its new location.

Creating a pie chart (from http://www.microsoft.com/education/curric/ppt97/charts.htm)

Creating a new slide for a chart

PowerPoint 97 makes it quick and easy to create a slide layout with a chart. We will create one with some sample information about the Congress.

1.On the Insert menu, select New Slide.
2.Double-click the Text & Chart AutoLayout.
3.Click Click to add title, and type 105th Congress.
4.Click Click to add text, type Forms of Congressional Action, and then press enter.
5.Press tab, type Bills, and then press enter.
6.Type Joint Resolutions, and press enter.
7.Type Concurrent Resolutions, and press enter.
8.Type Simple Resolutions.

Now that your slide has a title and some explanatory text, you are ready to create the chart.

Creating a chart in PowerPoint 97

1.Double-click Double click to add chart.
2.In the House Organization—Datasheet window, click the first
row in the first column.
3.On the Edit menu, position the pointer on Clear, and then click
All.
4.Click the first cell in column A, and type Bill.
5.Press tab to move to column B, and type Joint.
6.Press tab to move to column C, and type Concurrent.
7.Press tab to move to column D, and type Simple.
8.Click the cell to the left of cell A1, and type Number of.
9.Press tab to move to cell A1, and type 6543.
10.Press tab to move to cell B1, and type 263.
11.Press tab to move to cell C1, and type 4344.
12.Press tab to move to cell D1, type 198.
13.Position the mouse pointer between the top of columns A and B until it changes to a double arrow, and double-click to automatically set spacing.
14.Repeat Step 13 between columns B and C, C and D, and D and E.



15.Where the chart appears on the slide, right-click Bill, and click Format Axis.
16.On the Alignment tab, move the red diamond to the top of the box, and click OK.
17.Click outside the table to return to the slide.



Changing chart type

PowerPoint 97 offers a variety of chart types to use in presentations: column, bar, line, pie, XY (scatter), area, doughnut, radar, surface, bubble, stock, cylinder, cone and pyramid. You can change the chart type before or after you have entered the data.

1.Double-click the chart.
2.On the Chart menu, click Chart Type.
3.On the Standard Types tab, click Pie, and then click and hold
Press and hold to view sample.
4.Click and view other chart types, then click Pie, and click OK.
5.Click outside the table to return to the slide.



Changing chart size

1.Double-click the pie chart.
2.On the Chart menu, click Chart Options.
3.On the Legend tab, click Show legend to cancel the
selection.
4.On the Data Labels tab, click Show label and percent, and click OK.
5.Click the text you previously entered to the left of the chart.
6.Right-click the chart, and click Format Object.
7.On the Size tab, in the Scale Height box type 165, and then click OK.
8.On the chart, click Bill.
9.On the Format menu, click Selected Data Labels.
10.On the Font tab, change font size to 10, and click OK.
11.Click outside the table to return to the slide.
12.Click and drag the chart to fit its space on the slide.
13.On the File menu, click Save.



You can customize charts in many ways, depending on the type of information you are presenting. Using PowerPoint 97, you can quickly and easily change the font, color, orientation, chart type, and patterns to present your lessons effectively and engagingly.

Animating the chart

Instead of the entire chart appearing on the slide at the same time, maybe you want each series in the chart to appear upon a mouse click. To do this...

1. Right-mouse click on the chart. Select Custom Animation.

2. On the Introduce chart elements box, select an option other than all at once. Experiment!!!

3. On the Entry animation and sound box, select an alternate option if desired.

4. When you want to see how it will work, click on Preview. Hit the OK button when you want to save your animation and try it out by viewing your presentation (run the slide show!).

Adding a sound to a Powerpoint presentation (from Powerpoint help screens)

1    In slide view, display the slide you want to add music or sound to.
2    On the Insert menu, point to Movies and Sounds.
3   There are four sound options that you may want to use:

• To insert a sound from the Clip Gallery, click Sound from Gallery, and then double-click the sound you want.
• To insert a sound from another location, click Sound from File, locate the folder that contains the sound, and then double-click the sound you want.
• To record a sound in Powerpoint, click the Record Sound, click on the red circle, speak into the microphone and click the square when finished. (NOTE: You must have a microphone plugged in to your sound card to do this--some PCs have built-in mics)
• To play a track from a CD in your presentation,

1. In slide view, display the slide you want to add a CD audio track to.
2. On the Insert menu, point to Movies and Sounds, and then click Play CD Audio Track.
   
   
   
   3    Select the track and timing options you want, and then click OK. A CD icon appears on the slide. Note You don't need to insert the CD in the drive to set this up.

When you have inserted the sound, a sound icon appears on the slide.

By default, the sound will start when you click the sound icon during a slide show. To change how you start a sound,  for example, by positioning the mouse over the icon instead of clicking it, click Action Settings on the Slide Show menu.

There are two types of action settings -- a mouse click and a mouse over. If you want to click on the sound for it to play, click on the tab you wish to use and then click on the circle next to Object action.

Scanner

A scanner is used to bring images and/or text from printed sources into a digital format. When you use a scanner, you need to first decide what you are going to do with the image/text. For example, if you intend to use a program to convert the scanned text into word processing text, the program that does the translation (OCR) may have specific settings that you must use. If you are concerned with images, which we are today, there are other considerations to acknowledge. These considerations include where and how you are going to use the image. These questions may decide whether to use colors (and how many to use), the resolution to use and how to save the image when you are finished scanning.

For the sake of this exercise, let’s say that you will be scanning in an image to use in a Powerpoint presentation. Remember, you must adhere to copyright laws when you use images that you didn’t create! When  we scan in the image, we will attempt to make the file as little as possible. Since the more colors we use, the larger the file, let’s try to scan the image in using 256 color, then 32-bit color and then, if we have to, millions of colors.

The first thing you do when you get ready to use a scanner is to open up the scanner program. For our scanner in the lab, we use a program called Epson Scan! II.  When you run the program, you will go to the FILE/ACQUIRE menu item. A screen will come up describing your scanning options.

Place the picture that you wish to scan on the scanner bed and try to scan it in preview (button on bottom right of screen) mode, using each of the settings . When you have an image in the mode that you prefer, then scan the image and save it to your diskette (save it as a .bmp file). You can select portions of the image by clicking on the image, holding down the mouse button, and dragging a square around the portion you wish to select. Then, re-scan the image.

If you want to make changes to the image, use the Paint program (see below).

Paint 

Paint is a drawing program that comes with Windows 95. There are more sophisticated programs, but, for many circumstances, Paint is sufficient to do basic editing of graphics, as long as the graphic is in .bmp format. As you may have already seen, there are ways of converting graphics files from other formats into .bmp.

I use Paint primarily to make minor changes to   graphics and to edit screen shots of programs to use in documentation. Did you know that in Windows programs, you can copy an image of the screen to the clipboard by hitting the Print Screen key (next to F12)? Let’s try it. Run Netscape. When the main screen appears, hit the Print Screen key. Then, start up the Paint program (Start/Accessories/Paint) and go to Edit/Paste. If it asks you to resize the image, say Yes (or OK)). What do you see?

Let’s say you were writing documentation about the toolbar in Netscape. You can use one of Paint’s tools to select out the toolbar and then, you could copy and paste it into a Word document. (That’s what I did with this document!)

The toolbar in Paint has some similar tools to what you see in Photoshop. There are two ways of selecting an image (the top two tools). You can either draw multiple lines around an object or draw a square around the object. After you have selected something, you can use the paint can tool to "fill’ it with another color. You can erase with the erase tool (it erases with white), and you can choose a color out of the image with the eyedropper. The magnifying glass is used to zoom in on an image. Do this now. Do you see the pixels? Remember, .bmp uses dots of colors, called pixels, to represent the image. You can zoom in on a portion of an image and individually change these pixels. Try it! Then, zoom out and see what you did!

The pencil, paintbrush, and spray painter allow you to draw freehand on the screen. The A tool is for text and the other tools are other aids to use in drawing.

Now, take the image of the screen that you have pasted into Paint. Select just the top toolbar and copy it with EDIT/COPY. Then, go to FILE/NEW (don’t save the current document) and EDIT/PASTE. Then, see if you can color over two of the tools by selecting the same color and drawing over the tool. Then, copy one of the individual tools and paste it over one of the erased tools.

If you have extra time, explore the other features of the program.

Internet Graphics - .gif and .jpg

Go to www.yahoo.com. Click on Computers and Internet and then on Graphics (you will have to scroll down to see this pick).

Now, go to Clip Art and click on the Clip Art Universe (Many free backgrounds, icons, dividers, animated gifs and more for you to use on your page.) From here, click on Pictures and Computers and find the picture of the psychedelic CD-Rom.

Click on the picture with your right mouse button. One of the options is "SAVE IMAGE AS". Select that option and save the image on your diskette.

Now, click on your BACK button and take a moment to look at the other types of graphics on this page. Take a look at each category of graphics. QUESTION: When would you use each type of graphic?

IF YOU HAVE TIME:

Go to http://mpfwww.jpl.nasa.gov/mgs/msss/camera/images/index.html . Choose one of these images. How are they different from the images at the Clip Art Universe?