McGraw-Hill/Irwin The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. Microsoft PowerPoint 2002 Lesson 4 Strengthening Your Presentation

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 2 McGraw-Hill/Irwin Skills for Lesson 4 Adding Clip Art Editing Clip Art Inserting a Picture from File Inserting a Chart Customizing the Datasheet Changing a Chart's Type Setting Chart Options Formatting Chart Elements Adding Transition Effects Timing Slide Transitions Annotating slides Navigating during a Slide Show

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 3 McGraw-Hill/Irwin Adding Clip Art More than drawn objects can be included into a spreadsheet Clip art –Ready made pictures –Wide variety of subjects –More detailed than AutoShape figures

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 4 McGraw-Hill/Irwin Adding Clip Art Click on Insert, then Picture, then ClipArt Insert Clip Art task pane appears

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 5 McGraw-Hill/Irwin Adding Clip Art Enter keyword, then click on Search Findings show on scrollable results pane business

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 6 McGraw-Hill/Irwin Adding Clip Art Scroll through pictures –Note Screen Tip with information about each picture Click on desired picture

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 7 McGraw-Hill/Irwin Adding Clip Art Clip art inserts into slide –Slide converts to Title- Text-Content layout –Clip art may be adjusted with sizing handles or moved by dragging

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 8 McGraw-Hill/Irwin Editing Clip Art Even though Clip Art pictures have dimensions and colors pre made, they can be –Resized –Repositioned –Reformatted Picture toolbar used to alter Clip Art characteristics

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 9 McGraw-Hill/Irwin Editing Clip Art Use Automatic Layout Options button to revert layout to Title-Text Optionally use Grid button to show Grid Drag picture to desired location Click Format Picture button on Picture toolbar for Format dialog box

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 10 McGraw-Hill/Irwin Editing Clip Art Format Picture dialog box Specify height, rotation and width Specify scale and aspect ratio Use percentages to set height, width Original size noted, use Reset to return to original sizes

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 11 McGraw-Hill/Irwin Editing Clip Art Results of edited Clip Art inserted and relocated on slide

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 12 McGraw-Hill/Irwin Editing Clip Art Choose Recolor Picture button on Picture toolbar Recolor Picture dialog box allows changing of any/all of the colors used in the Clip Art Original colors Click box of desired color to replace original Specify to what extent colors may be changed; line, background, fill

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 13 McGraw-Hill/Irwin Editing Clip Art Result of Editing the Clip Art

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 14 McGraw-Hill/Irwin Inserting a Picture from File Graphics in a presentation need not be limited to clip art Pictures created by other applications may be inserted Digital pictures from other sources may be inserted –Art files on disk –Pictures from digital cameras

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 15 McGraw-Hill/Irwin Inserting a Picture from File Click Insert, Picture, then From File Insert Picture dialog box appears Choose picture from list –Note preview Click Insert

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 16 McGraw-Hill/Irwin Inserting a Picture from File Picture appears in slide Click Crop button to activate feature Drag Crop tool at cropping handles Picture now positioned and cropped

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 17 McGraw-Hill/Irwin Inserting a Chart Certain kinds of information best presented via certain kinds of media Often numeric data and statistics best presented graphically with charts Charts may be embedded in a slide –Still possible to alter data –Alter appearance of chart

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 18 McGraw-Hill/Irwin Inserting a Chart New Slide button will add a Title and Text slide Use Slide Layout task pane to choose Title and Chart slide Double click chart placeholder –Launches Microsoft Graph

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 19 McGraw-Hill/Irwin Inserting a Chart Datasheet with default data appears –Accompanying default graph displayed

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 20 McGraw-Hill/Irwin Inserting a Chart Datasheet contains rows, columns, cells, data labels Data from a column or row are data series

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 21 McGraw-Hill/Irwin Customizing the Datasheet The inserted chart must be edited –Resulting chart will reflect your data Data sheet window always available –Data can be edited as often as necessary

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 22 McGraw-Hill/Irwin Customizing the Datasheet Change Datasheet –Change labels –Change numeric entries

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 23 McGraw-Hill/Irwin Customizing the Datasheet Observe results of updated chart Column heights represent numeric data from Datasheet Data labels appear in Legend and on horizontal ( X ) axis

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 24 McGraw-Hill/Irwin Changing a Chart's Type Default chart type is Clustered Column in a 3-D style Chart type may still be altered, even after creation Reasons for changing –Represent data more effectively –Interact better with other slide elements

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 25 McGraw-Hill/Irwin Changing a Chart's Type On Menu bar click Chart, then Chart Type Chart Type dialog box appears –Choose general type –Sub type Note View Sample button Click OK to verify choice

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 26 McGraw-Hill/Irwin Changing a Chart's Type Clustered Bar Chart with 3-D visual effect

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 27 McGraw-Hill/Irwin Setting Chart Options Components of a chart include –Titles, gridlines, data labels, legend Chart Options dialog box gives control –Where components appear (if at all) –Characteristics of the components Include components mainly for clarity of communication –Not just for fanciness

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 28 McGraw-Hill/Irwin Setting Chart Options Click on Chart, and Chart Options to get Chart dialog box Add titles in Titles tab

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 29 McGraw-Hill/Irwin Setting Chart Options Change legend options in Legend tab Note legend now on bottom of preview according to option chosen

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 30 McGraw-Hill/Irwin Setting Chart Options Chart with new options specified

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 31 McGraw-Hill/Irwin Formatting Chart Elements Improve chart by working with individual elements Aspects of a chart to modify –Text, colors, textures, organization Select whole chart or individual elements to modify Purpose of formatting –Improve appearance –Call attention to specific data

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 32 McGraw-Hill/Irwin Formatting Chart Elements Double click on chart Click on Category Axis labels Click on Italics button Click Format on menu bar, then Selected Axis –Format Axis dialog box appears –Choose Font tab

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 33 McGraw-Hill/Irwin Formatting Chart Elements Choose desired font characteristics –Font –Style –Color –Size

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 34 McGraw-Hill/Irwin Formatting Chart Elements Reformatted Category Axis labels and Legend

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 35 McGraw-Hill/Irwin Formatting Chart Elements Click on one of data bars, then Format, and Selected Data Series Format Data Series dialog box appears Set Options Dist between data markers Dist between data categories Depth of chart relative to width

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 36 McGraw-Hill/Irwin Formatting Chart Elements Chart with depth change

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 37 McGraw-Hill/Irwin Formatting Chart Elements With data series selected, click Format Data Series button Select Fill Effects, then Texture tab Other textures also available Choose texture, click OK

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 38 McGraw-Hill/Irwin Formatting Chart Elements Texture applied to data series marker

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 39 McGraw-Hill/Irwin Adding Transition Effects Slide transitions –Add visual interest –Make presentation more professional Transition for individual slides may be specified Possible transitions –Move slides off in different directions –Fade in and/or out –Dissolve into one another

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 40 McGraw-Hill/Irwin Adding Transition Effects Specify Slide Sorter View

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 41 McGraw-Hill/Irwin Adding Transition Effects Click on Slide Show, then Slide Transition Transition task pane opens Set effect to apply to one or all slides Specify speed, sound to accompany Set action to advance slide

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 42 McGraw-Hill/Irwin Adding Transition Effects Slow, Uncover Up transition applied to all slides

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 43 McGraw-Hill/Irwin Adding Transition Effects Select specific slides Specify transition desired Note Screen Tip verifies selection

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 44 McGraw-Hill/Irwin Adding Transition Effects Slide Sorter toolbar features –Hide slide –Rehearse timings –Summary Slide –Notes button –Transition –Design –New Slide

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 45 McGraw-Hill/Irwin Timing Slide Transitions Possible to control the amount of time slide spends on screen Adjust for time of content slide Provides speaker with more time to explain Provides audience with more time to read, absorb content –Courtesy –Professionalism

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 46 McGraw-Hill/Irwin Timing Slide Transitions Click on Slide Transition button Open Slide Transition task pane Click the Automatically box –Note the 00:00 timing value –Set to 5 (seconds) –This means selected slide will advance after displaying for 5 seconds in a show

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 47 McGraw-Hill/Irwin Timing Slide Transitions In Slide Sorter view, click on one or more slides to select Specify the automatic advance and the timing –timing will apply to all slides selected

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 48 McGraw-Hill/Irwin Annotating Slides During presentation of a slide show –May wish to halt and answer questions or elaborate on a point –May wish to circle or underline that point PowerPoint has a pen feature for –Drawing –Annotating Also possible to pause presentation and temporarily override the transition timing

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 49 McGraw-Hill/Irwin Annotating Slides Click on Slide Show, then Set Up Show In Set Up Show dialog box, choose Pen Color

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 50 McGraw-Hill/Irwin Annotating Slides When slide show runs, move mouse around –Pop-up menu icon shows in bottom left Click on menu icon –Then Pointer Options –Choose the Pen option

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 51 McGraw-Hill/Irwin Annotating Slides Mouse pointer changes to pen –Make annotations 

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 52 McGraw-Hill/Irwin Navigating during a Slide Show Possible need to display slides not in sequential order –Jump back to previous slide –Jump past one or more slides Several ways exist to show slides out of order –No need to restart whole slide show

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 53 McGraw-Hill/Irwin Navigating during a Slide Show During slide show run, right click anywhere on screen for Slide Show short cut menu –Same as clicking on icon at bottom left Choose the Go command for Slide Navigator dialog box Click on desired slide –Click on Go To button

The Interactive Computing Series © 2002 The McGraw-Hill Companies, Inc. All rights reserved. 54 McGraw-Hill/Irwin Navigating during a Slide Show Also possible to use By Title option from sub-menu of Go option Choose desired slide from list of titles