Illustrations

Clipart is ready made art that you can use in your presentations (and other documents).
Instead of having to create your own graphics you can just use these instead.
PowerPoint comes with a large collection of royalty free clip art covering a huge range of topics.
Clip art should be used to add a lighted feel to your presentation (or document).
You should not use Clip Art if you are trying to get a serious message across.


 


You can easily add charts, pictures, clip art shapes etc.
If you have a group of objects and you want to align them either on the left, middle or right of your slide.
You can use the (Draw > Align or Distribute) on the Drawing toolbar.



If you have spent a long time formatting a picture by adding shading etc
It is possible to copy the exact format and paste it to another picture or shape.
(Format > Pick up Object Style).
(Format > Apply Object Style)
alternatively use the Format Painter button


Pictures can be easily added to your slides to help clarify a point and to break up text.
(Insert > Picture > From File) A dialog box will appear allowing you to browse to the file.


PowerPoint 2003 comes with an Image Editing feature that allows you to change the resolution of an image to reduce its file size without affecting the quality of the image.
Reducing the resolution of an image is especially useful when you display the presentation as a slide show rather than printed out.
Most monitors can only display at a resolution of about 100dpi.


To compress an image display the Picture toolbar
Select the Compress button and the Compress Pictures dialog box will be displayed.
Apply To - choose whether to apply the compression to all images or just the selected one.
Change Resolution - web/screen will change it to 9rdpi
Compress Pictures -
Delete cropped areas of pictures - allows you to delete any cropped areas from your picture.




Cropping your pictures and shapes


You can't ungroup bitmap files (".bmp")


Picture toolbar - Image control button - choose greyscale


You can convert your WordArt to drawing objects if you want to animate each letter separately


To copy over a style associated with a picture / object select the picture, Choose format > PickUp object style. Click your unformatted object and select Format > Apply Object Style. You can also use the format painter.


To add additional text to a slide just click on the text button on the Drawing toolbar (big A icon) use the mouse to locate and size your text entry. To alter the font and font size, choose Format > Font


"Default for new objects" checkbox !!! Autoshapes mainly !!!


To insert a shape or picture you must be in Normal view ???


You can easily align a group of objects so that they fall into the categories of left, centre or right. First you must tell PowerPoint what kind of alignment you want to use. Click Draw (bottom left) choose align or Distribute then select the object Draw > Align or Distribute. Relative to slide


How to add text to your AutoShapes ?




The ideal size for an image

First know the resolution of the screen it will be displayed on. On the Desktop, Properties, Settings, Screen Area (typically 800*600 pixels (laptops) or 1024*768 (desktops)) If the image is smaller than full screen it needs proportionally fewer pixels. If the Image occupies a quarter of the screen then it only needs 800/4 or 200 pixels. You could use Corel Draw to produce your graphics (www.altman.com)


You can add text-anchored to shapes, just select the shape and start typing. To select very small objects use the Tab key until the correct one is selected.


You cannot Ungroup bmp files, so there is no easy way to grab part of a bmp picture.
Right-click the picture and select Recolor just select the predominant colour.


Creating perfect Squares and Circles. When creating the object for the first time hold down the shift while you draw the object. If the object has already been created hold down the Ctrl while double clicking one of the re-sizing handles.


The set transparent colour lets you specify one colour as transparent.



Creating Signs & Banners

To create a sign or banner, choose File > Page Setup click on Slides sized for list box.



You can flip or rotate PowerPoint objects, but you can't flip or rotate ClipArt or pictures from files that you insert into slides. If you want to flip and rotate ClipArt just ungroup and group to convert it to an object. To rotate an object grab a corner and rotate. To flip just select the type of flip you want to apply from the Drawing Toolbar.


Shapes or drawing objects are represented by three different objects
Shapes - used to create shapes when you want to step through all the shapes on a slide



Text anchor point - Format > Placeholder - select the textbox tab


Draw a circle that partially covers the ClipArt picture. While the circle is selected choose a bright fill colour. Choose "More Fill Colors" and select the check box "semitransparent" and choose a very light colour.




A new feature for PowerPoint 2000 is its capability to Autofit text to fit the placeholder, e.g. if you bulleted list becomes a bit too long, the placeholder is automatically re-sized




Drawing Shortcuts

Shift - Hold down shift to force lines to be horizontal or vertical.
Forces arcs and ellipses to be true circles
Forces rectangles to be square and to draw other regular shapes


Ctrl - Hold down Ctrl to draw objects from the centre rather than from end to end.


Ctrl + Shift - Draw objects from the centre ensuring that they are regular.


Double Click - If you want to draw several objects of the same type, double click the button on the Drawing toolbar - e.g. block of arrows ???


You can create some interesting variations by grabbing the extra handles on these Autoshapes
SS





Vector Graphics

There are actually two different types of graphics that you can have on your computer: Vector graphics and Raster graphics.
All clip art is of the vector type meaning they can be resized without losing any quality.
Another advantage of vector graphics is that the file size is usually very small.
Clip art is typically in the format of windows metafiles (.wmf) or enhanced windows metafiles (.emf).


What is the Clip Organiser ?

The Clip Organiser is an additional program that helps you to manage clip art (and other multi-media) files on your PC.
In PowerPoint 2000 this was called the Clip Gallery but in PowerPoint 2002 was changed to the Clip Organiser.
In PowerPoint 2013 this was removed and replaced with Online clipart (Insert > Online Pictures)


Shortcut Keys

Shift - Hold down shift to force lines to be horizontal or vertical. Forces rectangles to be square and to draw other regular shapes.
Ctrl - Hold down Ctrl to draw objects from the centre rather than from end to end.
Ctrl + Shift - Draw objects from the centre ensuring that they are regular.
Double Click - If you want to draw several objects of the same type, double click the button on the Drawing toolbar.
(Alt + R) - Activates the Draw menu on Drawing toolbar.
(Alt + U) - Activates the AutoShapes menu on Drawing toolbar.


Inserting Clip Art

You can insert clip art in several different ways.
The most common methods are using a clip art placeholder or using the clip art task pane.
You can change the size, location and appearance of the clipart once it is on the slide.
If you cannot find the right piece of clip art using the Microsoft Office provided clip art there are several other places you can obtain clip art.
Many third party applications and web sites offer good clip art.


Opening ClipArt Organiser

You can actually open the ClipArt Organiser at any time since it is actually a separate application.
This can be accessed from the Start bar.
Start > All Programs > Microsoft Office > Microsoft Office Tools > Clip Art Organisr
This file can be found in the following location:
C:\Program Files\Microsoft Office 11\Office 11\MSTORE.exe


Using (Insert > Picture > From Scanner or Camera)

Assuming you have more than one imaging device connected to your computer
A list of all the devices will be displayed in the drop-down.



You can change the colour of any element of your clipart by using the (Format > Picture > ReColor)



Adding your own Art

It is possible to add your own art to the ClipArt Organiser



You can easily create a slide that contains animated clipart.
Add the clipart to the slide and ungroup it.
With all the individual pieces still selected select (Slide Show > Custom



Preview/Properties



 



Bitmaps ?

A bitmap picture is just a collection of dots that makes up a picture.
These dots are often referred to as pixels and the number of pixels used in a picture depends on the size of the picture and its resolution.
The word resolutions refers to the number of pixels per inch and most computers display 72 pixels per inch.
The more dots used in a picture the more memory the picture requires to display it.
Most clip art, charts and diagrams has 256 colours
Photographs usually have a lot more and are often referred to as True colour of 24-bit colour pictures.
You can create you own bitmaps or you can scan in actual photographs
There are several applications you can use to create and edit bitmap files including Microsoft Paint and Adobe Photoshop.


MPF and CIL Files

It is possible that you may encounter files with the following file extensions (*.mpf) and (*.cil).
Both of these file extensions are formats that Microsoft used to package and transfer clip art.
The latest format is MPF and the older format is CIL.
You can run both types of files (by double clicking) to extract the clip art and save it locally.




You can insert a clipart image or a picture on any slide even if it does not contain a placeholder. If there is no placeholder the image is placed in the middle of the slide. You can always click the Clips Online button to connect to the Microsoft gallery for more clips, sounds & movies you can download
You can add an image to the Clip Gallery, select the picture Insert > Picture > Clipart click Import clips.
You can add 3D effects to ClipArt. You can also add standard text over ClipArt pictures using the text tool (large A) and draw text outlines.
You can take a piece of clipart and ungroup it to enable you to only use a portion of the image. You can also group objects and images so they interecat as if they were one for moving or re-sizing. You can easily add borders, scaling and roating of objects. Just right mouse click over the object and select format


Displaying Images

When you include graphics and images into a presentation it is important that the image is the correct size.
If you are going to display the presentation as a slide show on a laptop or video projector then you need to know the video resolution of the monitor that you will be using.
You can find out what the video resolution of a monitor is by right clicking on the desktop and selecting Properties. Select the Settings tab.
Large monitors may be 1024 by 768 and smaller ones may be 800 by 600.
The size of your image needs to be proportional to the area of the screen that it will occupy.
If the image will be displayed on the whole screen, then it need to be the same size as the screen (e.g. 1024 pixels by 768 pixels).
If the image is only going to be displayed on a third of the screen then the image needs to be (1024 / 3) by (768 / 3) pixels in size.



Adding graphics - common file extensions

Windows Bitmapbmp, bmz, rle, dib
Computer Graphics Metafilecgm
Corel Drawcdr, cdt, cmx, pat
AutoCAD 2-Ddxf
Enhanced Metafileemf
Encapsulated Postscripteps
Windows Metafilewmf, wmz



The ideal size for an image
First know the resolution of the screen it will be displayed on.
On the Desktop, Properties, Settings, Screen Area (typically 800*600 pixels (laptops) or 1024*768 (desktops))
If the image is smaller than full screen it needs proportionally fewer pixels.
If the Image occupies a quarter of the screen then it only needs 800/4 or 200 pixels.
You could use Corel Draw to produce your graphics (www.altman.com)



You cannot Ungroup bmp files, so there is no easy way to grab part of a bmp picture.
Right-click the picture and select ReColor just select the predominent colour.
Creating perfect Squares and Circles. When creating the object for the first time hold down the shift while you draw the object. If the object has already been created hold down the Ctrl whiledouble clicking one of the re-sizing handles.
The set transparent color lets you specify one colour as transparent.


Adding a Title

After you have finished your organisation chart you can add an additional textbox to your diagram which can include a title.
Select the textbox icon on the Drawing toolbar and click on the slide to insert a new textbox.
Enter the title for the organisation chart.
Select the textbox and select (Edit > Cut).
Select the organisation chart and select (Edit > Paste) to paste the textbox inside the organisation chart.
You can then drag the textbox to its correct position.


If you do not paste the textbox inside the organisation chart the title will not be moved when you moved the organisation chart.
(In Word you can just drag the textbox over the organisation chart ??)



Organisation charts always start off with 4 boxes
An organisation chart is a graphical representation of the structure for a corporation, committee or operation. These charts are useful when you need to portray a relationship. When you insert an organisational chart you are embedding a chart, Insert > Picture > Organisation Chart. These charts are composed of boxes connected to one another by lines. After you have finished File > Exit and Return to Presentation.
If you make a mistake you only have the one chance to undo it
There are four types of individual relationships: Manager, Co-worker, Subordinate and Assistant. When a box is selected for editing, you will see four lines available to insert information. Each line is a field that contains information for the name, title and two comments. If you don't use all the field labels they won't be displyed. Press the Tab key to move to the next field. If you need to add several new position boxes to an existing box click the position box more than once.
You can zoom in for a closer look. To click a box click it once and it can be moved


Using Visio

Visio is a separate program which has been specifically written for creating organisation charts




Zooming In

If you are working on a complicated organisation chart the following shortcut keys might be useful
F9 - Size to the window
F10 - 50% of the actual window
F11 - actual size
F12 - 200% of actual size


Animated Diagrams

It is possible to animate the individual items of a diagram by switching the AutoLayout off.
Once the AutoLayout has been removed you can select and manipulate the individual items of a diagram.


Important

You cannot flip or rotate clipart that has been inserted from files. Although you can ungroup the object and regroup the shape to convert it into a PowerPoint shape.
Inserting large pictures (or images) will dramatically increase the file size of the presentation. You should always open your picture or image in a graphics applications first and reduce the size of the image.


You cannot flip or rotate clipart that has been inserted from files. Although you can ungroup the object and regroup the shape to convert it into a PowerPoint shape.
Clipart and most pictures that are available from the internet are copyrighted. Do not use any clipart or graphics that you do not have permission for.
It is possible to apply 3D effects to clip art objects. Ungroup the object first before apply 3D formatting.
In addition to picture and clipart you can also work with sound and video.
If you want to know more about the copyright around the Clip Art graphics please refer to the microsoft.com website.


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