Exploring Microsoft Office PowerPoint 2007

Exploring Microsoft Office PowerPoint 2007
Chapter 3: Enhancing with Illustrations Microsoft PowerPoint 2007 is a presentation application. A presentation is a series of slides that can be shown with a computer and projector, shown as a Web page or overhead transparencies, or printed as a handout. Individual slides contain elements such as text, charts, graphics, photographs, sounds, and more. PowerPoint allows the presenter to focus on the message and content he or she wishes to communicate, while the application takes care of design and consistency. Think about all of the presentations you have seen. Did the presenter use presentation software? Did it make the presentation more interesting? Was it easier to understand the points the presenter was making? Robert Grauer, Keith Mulbery, Cynthia Krebs Committed to Shaping the Next Generation of IT Experts. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Copyright © 2008 Pearson Prentice Hall. All rights reserved.
Objectives Create shapes Apply Quick Styles and customize shapes Create SmartArt Modify SmartArt diagrams Create WordArt Modify WordArt Modify objects Arrange objects The goal of chapter 3 is to find ways to enhance PowerPoint presentations and make them more interesting to your audience. Illustrations can call attention to important information and serve as a focal point for the slide. The objectives of this chapter are: Create shapes Apply Quick Styles and customize shapes Create SmartArt Modify SmartArt diagrams Create WordArt Modify WordArt Modify objects Arrange objects Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Shapes Shapes are visual elements that you add to presentations to provide focal points and to explain your content. Many people say “I’m not an artist. I can’t do this.” In reality, creating shapes in PowerPoint is very easy. In the slides shown here, the shapes are rectangles, circles, and combined shapes to form the starburst. There are 16 million color fill possibilities for shapes. You can create 3-D shapes and add shadows, glows, warps, and bevels. Shapes can contain text. Your imagination will help you to develop shapes that serve a purpose on your slides. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Available Shapes AutoShapes Callouts Lines and connectors Freeform Text box SmartArt WordArt While the shapes you can draw with PowerPoint are not very complex, there are quite a few ways to create shapes. Each of these will be discussed on the following slides. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Creating AutoShapes The AutoShape gallery helps you to create geometric and non-geometric shapes. Look at the gallery and you can see interesting shapes such as stars and arrows, as well as basic shapes like circles, triangles, and rounded rectangles. Think about how these shapes can be used to enhance slides. Perhaps triangles can be joined to show a hierarchy. Stars will indicate praise. Remember when you used to try to get gold stars on your spelling tests in third grade? Arrows can emphasize important parts of information in charts. Banners can contain quotes. There are even mathematical symbols. Shapes are added to your presentation by selecting the shape from the AutoShape gallery and dragging on the slide. Don’t worry if it isn’t in the correct place. You can move it as needed. Also, if it is too large or too small, that can be adjusted using the sizing handles when the shape is selected. If you want to draw perfectly round circles or squares, you constrain the shape by holding the Shift key while dragging the shape. If you are going to draw the same shape multiple times on a slide, use the Lock Drawing Mode. This method is activated by right-clicking on the shape and selecting Lock Drawing Mode. When you have drawn all of the shapes you wish, press the Esc key to deactivate the Lock Drawing Mode. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Callouts Bubbles Automatic text box
I wonder which AutoShape would be most effective? Bubbles Automatic text box Callouts are familiar to you because you see them as dialog shapes in the cartoon pages. Remember discussing focal points in the last chapter? It was suggested that people should face the text to make it seem more important. Callouts allow you to include thought bubbles or dialog in a fun way and give the impression that the person is thinking or saying what is in the callout. Callouts can be used with clip art or photographs. They can also be used to provide additional information on a chart, graph, table, or other object in the presentation. For instance, a callout could give specific information on a bar chart to show the exact number of widgets sold. Callouts automatically contain a text box for the dialog after the shape is drawn. This makes it a unique type of shape. Font styles and fills can be applied to callouts. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Adjusting Shapes Shapes are adjusted with sizing handles. Dragging a handle inward will make the shape smaller. Dragging it outward will make the shape larger. If you use the handles in the corner of the shape, the shape will maintain its proportions. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Drawing Lines and Connectors
Diagrams, such as flowcharts, often use lines or arrows to connect shapes to indicate how they relate. Lines are drawn by selecting the line shape from the AutoShape gallery. Click on the slide at the beginning of the line, drag to the end of the line, and double-click to end the line. Need a perfectly straight line? Hold the Shift key while drawing the line. Curved lines can be selected from the AutoShape gallery and applied to slides. As you drag the line, stop and click at each point where you want the line to bend. To end the curve, double click. The Scribble shape allows you to create “hand writing” lines. Connectors help you to connect the line to the shape. This puts the arrow point exactly on the shape as shown on the flowchart on this slide. If you add connectors to a shape and then later move the shape, the connector lines will move with the shape. To create connectors, draw the shapes first. Select the line shape you wish to use from the AutoShape gallery. As you move the mouse over the shapes, a red dot will indicate that you can make a connection with that shape. Click on the red dot, drag the line to the shape you wish to connect to, and click the red dot in that shape. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Using a Text Box This is a text box, modified by applying a fill.
There is a text box here, but it does not have a fill. This is another text box with the font formatting changed. Text boxes allow you to put text anywhere on the slide without a placeholder. This is very useful for labeling diagrams. The text box can be modified as other shapes can with effects, fills, and font formatting. To create a text box select Text Box in the Text group. Click an insertion point on the slide and begin keying the text. Using this method the text box grows as you add more text. The Enter key drops the cursor to the next line, as you would expect. An alternative method is to select the Text Box option, and drag a square or rectangle of the size you need. As you key in this text box, the text will wrap to the next line automatically when it reaches the right edge of the box. It also adds more lines, as needed, to the bottom of the text box. This text box is bordered with dashed lines. can be rotated. Text boxes Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Creating a Freeform Shape
Sometimes the AutoShapes gallery does not contain the shape you wish to use. Freeform shapes are customized shapes that can contain both curved and straight lines. The Freeform shape is available in the Lines category on the AutoShapes gallery. Click the initial point on the slide and drag for curves or click and move the mouse for straight lines. As with other lines, double-click at the end of the line or shape. When you create a closed shape, the fill will automatically appear. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Changing a Freeform Shape
1. 2. 3. 4. Editing a freeform shape is a little different than editing normal shapes. Select the shape, use the Drawing Tools Format tab to select Edit Shape from the Insert Shapes group. Select the Edit Points option. The vertexes are the black dots you see at the ends of the lines or where lines meet. Drag a vertex to a new position to change the shape. Vertex Vertex being moved Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Changing a Shape If after creating a shape, you decide you want a different shape, select the shape, click Edit Shape, then Change Shape. The AutoShape gallery will open and you may select the shape you want. The new shape will be the same size and have all of the same styles you might have applied to the first shape. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Applying Quick Styles Drawing tools Format tab Quick Style gallery The Quick Style gallery provides a combination of styles that you can apply to shapes you have created. Select the shape you wish to change. The Quick Style gallery is available in the Drawing Tools. As you move your mouse over each of the thumbnails you will see a preview of what your shape will look like with the style applied. Click on the Quick Style you like and it will be applied to the shape. If you wish to have the same Quick Style applied to more than one shape on the slide, select the shape objects holding the Ctrl key. You may also use a selection net to select multiple items. Click and drag around all of the objects you wish to include. A marquee will form around the objects that will be affected by the Quick Styles you select. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Changing Shape Fills There are many great options for filling your shapes with color. You may select a solid fill, gradient fill, texture fill, picture fill, or no fill at all. The options for filling shapes are found on the Shape Fill tab in the Shape Styles group. The Shape Fill gallery provides different color options. Theme Colors and Standard Colors are presented in the gallery, but if you don’t find one you like, you can use the More Fill Colors option to customize your fill. More options for fills will be discussed on the following slides, along with some color theory. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Fill Color Selection Selection crosshair Color shade New color selection Color model Old color selection In the More Fill Colors option of the Shape Fill gallery, you can mix colors based on two different color models. The Red Green Blue (RGB) model provides numeric values for each of the colors. You can “tweak” the colors one number at a time, if you wish. The numeric representations of the color are especially useful when you are trying to match a color exactly and know the RGB values. The number 0 in all of the color boxes will give you black. The number 255 in each of the boxes will give you white. By using the RGB color model you can create 16 million colors. The Hue Saturation Luminosity (HSL) color model works in a similar way. If you would like to select the color by using the crosshair, click on the various color choices and the color model will display the numeric values for the color selected. The Color Shade slider will give you shades of the color, which are mixtures of white or black into the color. As you work with the Color gallery, you will see the most recently selected color above the last selected color. This is useful if you are trying to create shades of the same color or if you are looking for colors that work well together. The transparency of the fill is represented by a slider and a numeric value. With 0% in the numeric value, the color is opaque, meaning you cannot see through it. At 100% transparency, you will be able to see through the shape because it will be clear. Transparency Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Texture Fills Textures such as canvas, marble, and cork can be used to fill shapes. Select the shape and then the Texture option from the Shape Fill gallery. If you don’t like the Preset textures, there is an option for More Textures and other settings to make your texture selection unique. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Changing Shape Outlines
Normally shapes have lines at the edges. You can manipulate the color, style, and thickness of these border lines, or make them disappear completely. The Shape Outline options are available on the Drawing Tools tab. The thickness of the line is measured in points. As you can see, the weight of the lines range from ¼ point to 6 points. If you wish to have a different line weight, selecting the More Lines option will allow you to change the weight. You can change the outline even further by using Compound type outlines which combine thick and thin lines. This is especially useful for framing shapes. Dashes can also be used to form the outline of shapes. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Arrow Styles Arrows are used for calling attention to information on slides. The Shape Outline option on the Drawing Tools tab allows you to select ending styles for the arrows, such as circles, diamonds, and points. The More Arrows option allows you to modify the arrow even more by selecting the size and shape of the ending style. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Using Shape Effects Throughout this presentation we have talked about adding effects to shapes. In this slide, you can see various options for Shape Effects. Available are 3-D effects, shadow effects, reflections, glows, soft edge effects, bevels, and rotations. Each of these options are set using galleries. My advice is to experiment with the options to find the ones that will fit the needs of your presentation. Think about consistency as you apply these effects and don’t use more than a few different ones throughout your presentation. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

SmartArt SmartArt allows you to organize diagrams into one of many existing layouts. This helps you to produce professional looking slides that match the theme of your presentation. Creating SmartArt is a little different than creating shapes. In SmartArt applications, you select text that has been keyed on your slide and convert it to SmartArt. The slides shown here contain the same information, with one having the bullet points and the other the SmartArt option applied to the bullet points to produce a graphic representation. I am sure you will agree that the diagram on the right is much more interesting than the text on the left. There are more than 80 different layouts available in SmartArt. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Creating SmartArt Preview Subtypes Categories Tips Access SmartArt through the Illustrations group on the Insert tab. There are seven categories of diagrams: lists, processes, cycles, hierarchies, relationships, matrices, and pyramids. As you select each category, you will see your subtype options in that category, a preview of what the diagram will look like, and tips for how best to use the type of diagram. After selecting the SmartArt diagram, a Text pane opens for text entry. The amount of text you put in each shape will affect your diagram. The shapes should contain only the key points. The Text pane works like the Outline view in that you get a new shape every time you press the Enter; then the Tab and Shift+Tab keys increase or decrease the indent level. The font size will increase or decrease as needed to fill the shape, or the shape may expand to fit the text. SmartArt diagrams are easily modified using the same procedures as for other shapes. Shape objects can be moved around the slide by dragging. The text can be modified as if the shape were a placeholder. Shapes can be added by selecting the shape where you want the new shape to appear, moving the cursor to the beginning of the text, keying the text and pressing Enter. You may also use the Add Shape command under the Design tab of the SmartArt Tools contextual tab. Text Pane Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Changing SmartArt Theme Colors
Color schemes for SmartArt can be changed by clicking the Change Colors command to display the Color gallery. Your color choices include Primary Theme Colors, Colorful color choices, and color schemes based on Accent colors. When you click on your color choice, the SmartArt diagram changes. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Using Quick Styles with SmartArt
Style effects can be applied to your SmartArt diagrams by using Quick Styles. This will give you consistency between your diagram and other shapes in your presentation. The Quick Styles group is located on the Design tab. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Changing the SmartArt Layout
More button Design tab Options Select diagram After creating a SmartArt diagram, display it in the Slide Show view and critically evaluate whether the diagram makes your message understandable and whether it can be read. If flaws exist, you can modify your diagram to improve it. To make modifications, select the diagram, then click the Design tab under the SmartArt Tools, click the More button in the Layouts group to display the Layouts gallery. Test the options to determine which one best solves the problem you observed. After making your selection, return to the Slide Show view to confirm that your choice improved the clarity of the message. If you decide that the type of SmartArt you originally selected needs to be changed, click the diagram, and select a new layout from the SmartArt Graphic gallery. The text you keyed will flow into the new layout. Again, look at any diagrams you change in the Slide Show view to confirm that you improved the delivery of your message. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Convert Text to SmartArt
It is even possible to convert the text you have already keyed on a slide into a SmartArt diagram. Select the placeholder for the text and click Convert to SmartArt Graphic from the Paragraph group on the Home tab. You will be shown the SmartArt gallery for the selection of the type of diagram. You can also convert text to a diagram using the shortcut menu that appears when you right-click on a text placeholder. Select Convert to SmartArt from that menu. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

WordArt Effects WordArt allows you to apply special effects to text. This calls attention to the text. It also allows text to be used as a design element on your slide. The WordArt gallery shows text styles and options for changing the alignment of the text as shown here. Text can either be created as WordArt text or converted from existing text into WordArt. The Home tab contains the WordArt option to create text in WordArt. You can insert new text into WordArt using the Insert Tab and clicking the WordArt option. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Quick Style Options in WordArt
The look of the WordArt can be modified with Quick Styles. You can also change the individual elements of fill, outline, and effects with Text Fill, Text Outline, or Text Effects on the WordArt group. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Warp Options with Transform
WordArt can convert text into a design element when the Transform options are used. The Transform option allows you to rotate text around a path, add warp options, stretch letters, angle letters, or bloat letters. In many cases this will render your text virtually unreadable, so use this for design purposes and use it sparingly in your presentation. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Modifying Objects Isolated, resized, recolored, and flipped After all of this discussion about how to modify text, it is important to note that objects such as clip art can also be modified. This allows you to isolate items, rotate and flip objects, group and ungroup objects, and recolor the clip art. Each of the objects on the right side of this slide were modified from the clip art image on the left. Pretty amazing! You can make these kinds of modifications to clip art because the images are made of a variety of shapes that can be broken apart and changed. Unnecessary parts can be deleted. Isolated, resized, and flipped Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Resizing Graphic Objects
In the last chapter, clip art was introduced as a way to enhance presentations. You modified the artwork by resizing it with the sizing handles. There is a more precise method. Select the object and click Format. The type of graphic you select will determine the actual Tools tab that opens. The Size group is always located on the far right of the tabs. Two boxes can be used to quickly change the dimensions of height, width, or both. There is also a Size Box Dialog Launcher that opens the Size and Position dialog box shown here. The exact measurements can be entered into the height and width boxes. The rotation of the graphic can be changed in one degree increments. Scaling the object means that you can increase the size in percentages instead of measurements. Note the Lock aspect ratio check box. If that is checked, the proportions of the graphic will be preserved as you enter either the desired height or width of the graphic. If the aspect ratio is not locked, you can make a person look skinny or stout in short order, but it is a distortion of the graphic that is not desirable. The object can also be cropped with unwanted parts removed using this dialog box. Consider cropping photographs to focus attention on the people in the photograph rather than displaying large amounts of background. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Flip and Rotate Objects
In the last chapter, we discussed having people on your slides face the text message as a way to make it more believable. What do you do if the person is facing the wrong direction in the photograph? You can use the Flip and Rotate option in the Arrange group to flip the object giving you the mirror image. This object was facing the other direction in the previous slide example. Rotation using the Flip and Rotate option will allow you to rotate the graphic in 90 degree increments. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Group and Ungroup Objects
Remember the hot dog, hamburger and shake from a few slides ago? These objects were ungrouped and manipulated in different ways. In this slide, one of the dinosaurs has been broken away from the other parts of the graphic. Notice the sizing handles? This portion of the graphic can be moved, resized, rotated, and regrouped with other objects. Since clip art is usually made up of a group of shapes, it can be broken apart. In order for this to work, the graphic must be a vector graphic. Vector graphics are created with software that stores the graphic information as geometric formulas. These files can easily be edited and layered. They also take much less storage space than their cousins, the bitmaps. Bitmaps are made up of individual pixels and they cannot be broken apart in the same way. This also means you can’t easily isolate Grandma Rose from a family photo since photographs are not vector graphics. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Recolor Pictures The color of photographs and clip art can be changed to convey a different feeling or to compliment your color scheme. The Recolor Picture option was used to turn the clip art graphic on the top left of the slide to the color shown below. The Recolor gallery contains options for changing the Color Modes when the graphic is selected. The photograph on the top right has been recolored into a Sepia color. Other color choices you can make for photographs are Grayscale, Washout, or Black and White. The Washout is useful for fading a photograph to be used as a background or creating a watermark. Dark and Light Variations are also available on the Recolor gallery. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Set Transparent Colors
The Recolor gallery also contains the Set Transparent Color control. In the graphic on the left, white was selected as the color to make transparent. The artwork on the right shows the resulting image where the photograph under the frame shows through the transparent portion of the clip art graphic. Cool! One of the things that makes the framed photograph image “work” is the ability to order the elements. The frame is in front of the photograph. The next slide details how this is accomplished. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Arranging Objects Selection pane The top object in this slide is really a circle, square, and triangle all stacked or ordered on top of each other. The square is on the first layer. The circle is on the middle layer. The triangle is on the topmost layer. Objects can be arranged in a stacking order or aligned in relationship to other objects on the slide using the Selection pane in the Arrange group of the Drawing Tools tab. Select the element you need to arrange, and select the option from the Selection pane. Notice that the square is selected in the bottom graphic and is ready to be arranged. Options for arranging are Bring to front, which brings the element to the top layer, Bring forward, which moves the element one layer up, Send backwards, which moves the element one layer back, and Send to the back, which puts the element on the bottom layer. The square will have to be sent to the back to make the top and bottom graphics match on this slide. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Aligning Objects Gridlines Ruler Align/ Distribute options Snap check box Spacing Objects can be aligned on slides with the help of rulers, grids, and guides. Rulers allow you to make precise measurements on your slide. A grid is a set of non-printing lines which will not show when the presentation is displayed. Use the View tab and click the checkbox for Gridlines and/or Rulers. Change the spacing between the gridlines if you want them to be closer or further apart. The Grids and Guidelines dialog box, available under the Drawing Tools Align tab, allows you to make changes to the grid. You can change the size of the grid by adjusting the Spacing. By default, objects snap to gridlines or ruler measurements as you move them around the slide. This is helpful as an alignment tool. You can also turn off this feature if you wish. If you just want to turn off the snap while you are moving one object, hold the Alt key as you drag. Objects can be precisely aligned using the Align feature. Select the objects to align, click Align on the Drawing Tools tab, and choose the way you want the objects to align on the slide or in relationship to each other. Another Align feature is to distribute objects evenly over a given area. This puts an equal amount of space between each object. You can distribute the objects horizontally or vertically. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Using Guides Guides can also be helpful for aligning objects on the slide. Guides are different than grids, because you can decide where to position guides. You can also decide how many guides you wish to use. The guides are accessed by selecting the check box on the Grid and Guides dialog box, as shown in the previous slide. You move the guides by dragging them to the position you desire. To add additional guides, press Ctrl while dragging. These guides will only be seen as you design the slide. They do not show in the Slide Show view. Copyright © 2008 Pearson Prentice Hall. All rights reserved.

Exploring Microsoft Office PowerPoint 2007

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