Office 2016 For Dummies (2016)

Part IV

Making Presentations with PowerPoint

Chapter 12

Adding Color and Pictures to a Presentation

In This Chapter

Using themes

Changing a background

Adding graphics

Showing movies on a slide

Adding sound to a presentation

To make your presentations look more visually appealing, PowerPoint lets you add color and graphics to your slides. Color and graphics can’t turn a worthless presentation into an informative one, but they can enhance an informative presentation and make it easier for people to watch.

For additional appeal, PowerPoint lets you add audio and video to a presentation. That way, you can make your presentation more interesting by letting people read, hear, and see information.

Applying a Theme

By default, PowerPoint displays each slide with a white background. Although you can change the colors and appearance of each slide individually, it’s much easier to change every slide in your presentation by using a theme. A theme provides predesigned colors and designs that are applied to each slide to give your presentation a uniform and professional look.

To define a theme for a presentation, follow these steps:

1. Click the Design tab.

If you click a slide in the thumbnail view and hold down the Ctrl key, you can select which slides you’ll change. If you don’t select any slide, PowerPoint will change all your slides.

2. Click the More button under the Themes group.

A menu appears, as shown in Figure 12-1.

If you move the mouse pointer over a theme, PowerPoint shows how your presentation will look.

3. Click a theme.

PowerPoint displays your chosen theme on your slides.

4. Move the mouse pointer over a theme displayed in the Variants group.

PowerPoint shows how the theme will change the appearance of your slides, as shown in Figure 12-2.

5. Click a variant.

PowerPoint displays your new theme colors.

Figure 12-1: Themes provide predesigned backgrounds for your presentation.

Figure 12-2: Variants let you modify your chosen theme.

Changing the Background

PowerPoint often creates presentations with a plain white background. While this may be fine in some cases, you may still want to spice up your slide backgrounds so they look a prettier. PowerPoint offers four ways to change the background:

· Solid fill: Creates a solid background color.

· Gradient fill: Mixes two colors that gradually fade into one another.

· Picture or texture fill: Lets you choose a picture stored on your computer.

· Pattern fill: Creates a background pattern of lines or zigzags.

Choosing a solid color background

Solid colors can provide contrast to your slides, but you have to make sure that any text or graphics that appear on your slides can still be seen. For example, if you choose a dark red background, any text or graphics on your slides should appear in light colors to make them visible against the dark red background.

To make sure that solid background colors don’t obscure your text and graphics, you can also adjust the background transparency to make the color appear darker or lighter.

To change the background to a solid color, follow these steps:

1. Click the Design tab.

If you click a slide in the Thumbnail view and hold down the Ctrl key, you can select which slides you’ll change. If you don’t select any slide, PowerPoint will change all your slides.

2. Click the Format Background icon in the Customize group.

The Format Background pane appears as shown in Figure 12-3.

3. Select the Solid Fill radio button.

4. Click the Color icon.

A pull-down menu appears, listing a palette of colors.

5. Click a color.

PowerPoint fills your slide background with your chosen color.

6. (Optional) Drag the Transparency slider left (0%) or right (100%).

The higher the transparency value, the lighter the background color appears.

7. (Optional) Click Apply to All to change the background of every slide in your presentation.

If you don’t click the Apply to All button, PowerPoint changes only the background of the currently selected slide.

If you click the Reset Background button, you can remove any background changes you made.

8. Click the Close button in the Format Background pane.

Figure 12-3: The Format Background pane lets you change the background of a presentation.

Choosing a gradient background

A gradient displays one color that gradually fades into another color, such as green to orange. To define a gradient, you can define one or more stops, transparency, and the gradient direction. Stops define where the colors in the gradient start and end. Transparency defines how opaque a color appears. The gradient direction defines how the gradient appears, such as vertically or diagonally.

To define a gradient background, follow these steps:

1. Click the Design tab.

If you click a slide in the thumbnail view and hold down the Ctrl key, you can select which slides you’ll change. If you don’t select any slide, PowerPoint will change all your slides.

2. Click the Format Background icon in the Customize group.

The Format Background pane appears (refer to Figure 12-3).

3. Select the Gradient Fill radio button.

The Format Background pane displays additional options for defining a gradient, as shown in Figure 12-4.

If you click the Preset gradients icon, you can choose from a variety of predefined gradients.

4. Click in the Type list box and choose an option such as Linear or Rectangular.

5. Click in the Direction list box and choose a direction for the gradient.

6. Click the up/down arrows in the Angle box to increase or decrease the angle.

7. Drag the Gradient stops sliders left or right.

The far-left and far-right positions of the stop-position slider define where the gradient begins and ends on the slide.

8. Click the Color icon.

A color palette appears.

9. Click a color.

PowerPoint displays your chosen color as a gradient on the current slide.

10. Click the up/down arrows in the Position text box to change the position of the gradients.

11. Drag the Transparency slider left or right.

The far-left position (0%) displays your chosen color in full strength, and the far-right position (100%) displays your chosen color to the point where it disappears from view completely (100% transparency).

12. (Optional) Click Apply to All if you want your gradient to apply to every slide in your presentation.

If you don’t click the Apply to All button, PowerPoint displays only the background of the currently selected slide.

13. Click the Close button in the Format Background pane.

Figure 12-4: The gradient options displayed in the Format Background pane.

Choosing a picture background

A picture, such as clip art or a photograph captured with a digital camera, can appear in your background. After you use a picture for the background, you can also adjust its transparency so that you can read any title or subtitle text that appears on each slide.

To add a picture background to slides, follow these steps:

1. Click the Design tab.

2. Click the Format Background icon in the Customize group.

The Format Background pane appears (refer to Figure 12-3).

3. Select the Picture or texture fill radio button.

The Format Background pane displays options for adding a picture to your background.

4. Click one of the following buttons:

· File: Retrieves a graphic image stored on your computer, such as a digital photo. When the Insert Picture dialog box appears, click the picture you want to use and then click Open.

· Clipboard: Pastes a previously cut or copied graphic image from another program, such as Photoshop.

· Online: Displays a library of clip-art images you can choose. Just type a description of the picture you want and when clip art images appear, click the one you want to use, and then click Insert.

5. Drag the Transparency slider to the left or right until you’re happy with the way the picture appears.

6. (Optional) Click in the up/down arrows of the Offset left/right/top/bottom text boxes to change the position of your picture.

7. (Optional) Click Apply to All if you want to apply your picture to every slide in your presentation.

If you don’t click the Apply to All button, PowerPoint displays only the background of the currently selected slide.

8. Click the Close button in the Format Background pane.

Choosing a pattern background

A pattern background can display lines, dots, or other types of repeatable patterns in the background of your slides. Patterns just give you one more way to spice up the appearance of a slide, so it doesn’t appear with a plain white background.

To add a pattern background to slides, follow these steps:

1. Click the Design tab.

2. Click the Format Background icon in the Customize group.

The Format Background pane appears (refer to Figure 12-3).

3. Select the Pattern fill radio button.

The Format Background pane displays options for adding a pattern to your background.

4. Click one of the available patterns.

5. Click the Foreground icon.

A color palette appears. The color you choose determines the color of the pattern lines or dots you chose in step 4.

6. Click the Background icon.

A color palette appears. The color you choose determines the color of the pattern background you chose in step 4.

7. (Optional) Click Apply to All if you want to apply your picture to every slide in your presentation.

If you don’t click the Apply to All button, PowerPoint displays only the background of the currently selected slide.

8. Click the Close button in the Format Background pane.

Adding Graphics to a Slide

Another way to spice up the appearance of your presentation is to include graphics on one or more slides. Such graphics can be informative, such as a chart that displays sales results; or they can be decorative, such as a cartoon smiley face that emphasizes the presentation’s good news.

Three common types of graphics you can add to a PowerPoint slide include

· Picture files: Includes clip art images as well as images you may have stored on your hard drive, such as photographs from your digital camera

· Charts: Displays bar, column, line, pie, and other types of charts

· WordArt: Displays text as colorful text

Placing picture files on a slide

To liven up a presentation, you can add pictures you may have already stored on your computer. To add a picture to a slide, follow these steps:

1. Click a slide (in either Normal or Outline view) to which you want to add a picture.

2. Click the Insert tab.

3. Click the Pictures icon in the Images group.

The Insert Picture dialog box appears. You may need to change folders or drives to find the picture file you want.

4. Choose the picture file you want and then click Open.

PowerPoint displays your chosen picture on the currently displayed slide. You may need to resize or move your picture.

Placing clip art on a slide

Clip art consists of drawings that come with PowerPoint. To add a clip-art image to a slide, follow these steps:

1. Click a slide (in either Normal or Outline view) to which you want to add a picture.

2. Click the Insert tab.

3. Click the Online Pictures icon in the Images group.

An Insert Pictures window appears, giving you a choice of typing a picture description to look for clip art through the Bing image-search engine, as shown in Figure 12-5.

You need an Internet connection to search for clip art.

4. Click in the Bing Image Search text box and type a word that describes the type of image you want to find.

5. Press Enter.

The window displays all the clip-art images it can find that match the descriptive word you typed in Step 4.

6. Choose the clip-art image you want to use and click the Insert button.

PowerPoint displays your chosen image on the current slide. (You may need to move or resize the image.)

Be careful when using clip art images from Internet. You may need to obtain the rights to use a particular image.

Figure 12-5: The Insert Pictures window lets you search for clip art.

Creating WordArt

WordArt provides another way to display text. Unlike ordinary text that you can format, WordArt lets you create graphically oriented text to use as headlines for added emphasis. To create WordArt, follow these steps:

1. Click the slide (in either Normal or Outline view) to which you want to add WordArt.

2. Click the Insert tab.

3. Click the WordArt icon in the Text group.

A WordArt menu appears.

4. Click a WordArt style to use.

PowerPoint displays a WordArt text box on the current slide as shown in Figure 12-6.

5. Click in the WordArt text box and type text.

WordArt text doesn’t appear when you view slides in Outline view.

Figure 12-6: A WordArt text box also displays the Format tab.

Capturing screenshots

Sometimes you may want to show an image of an actual computer screen to show how a program works, or to show what a competitor’s website looks like. If you need a screenshot, PowerPoint can import all or part of a screen.

To capture a screenshot, follow these steps:

1. Click the slide (in either Slide or Outline view) to which you want to add a screenshot.

2. Click the Insert tab.

3. Click the Screenshot icon in the Images group.

A menu appears, showing all currently open windows.

4. Click a screenshot that you want to capture.

PowerPoint displays the screenshot on the current slide.

If you choose Screen Clipping from the bottom of the menu, you can drag the mouse to select just a portion of a screen to capture and store on your slide.

Resizing, moving, and deleting graphic images

When you add graphics to a slide, you may need to resize or move them to another location. To resize a graphic image, follow these steps:

1. Click the graphic (picture, clip art, screenshot, or WordArt) that you want to resize.

PowerPoint displays handles around your chosen object.

2. Move the mouse pointer over a handle.

The mouse pointer turns into a two-way-pointing arrow.

3. Hold down the left mouse button and drag (move) the mouse.

PowerPoint resizes your chosen graphic image.

4. Release the left mouse button when you’re happy with the new size of your graphic image.

To move a graphic image, follow these steps:

1. Move the mouse pointer over the edge of the graphic image you want to move.

The mouse turns into a four-way-pointing arrow.

2. Hold down the left mouse button and drag (move) the mouse.

PowerPoint moves your graphic image.

3. Release the left mouse button when you’re happy with the new position of your graphic image.

After you add a graphic image to a slide, you may later decide to delete it. To delete a graphic image, follow these steps:

1. Click the graphic image you want to delete.

PowerPoint displays handles around your chosen graphic image.

2. Press Delete.

PowerPoint deletes your chosen graphic image.

Rotating graphics

You may want to rotate graphic images for added visual effects. To rotate images or to flip them vertically or horizontally, follow these steps:

1. Click the graphic image you want to rotate.

PowerPoint displays handles around your image along with a green rotate handle.

2. Move the mouse pointer over the rotate handle.

The mouse pointer turns into a circular arrow.

3. Hold down the left mouse button and move (drag) the mouse.

PowerPoint rotates your graphic image.

If you hold down the Shift key while dragging the mouse, you can rotate an image at 15-degree increments.

4. Release the left mouse button when you’re happy with the rotation of the image.

Layering objects

PowerPoint treats graphics and text boxes (see Chapter 11) as objects that you can move around on a slide. If you move one object over another, it may block part of another object, as shown in Figure 12-7.

Figure 12-7: When objects overlie one another, they can obscure part of another object.

When one object covers another one, PowerPoint considers the first object to be on top and the other object (the one being obscured) to be on the bottom. By moving objects from top to bottom (or vice versa), you can create unique visual effects (or just cover up parts of other objects by mistake).

To move a graphic image to the top or bottom when layered over another object, follow these steps:

1. Click the graphic image you want to move.

The Picture Tools Format tab appears.

2. Click the Format tab.

3. Click the Bring Forward or Send Backward icon in the Arrange group.

PowerPoint rearranges the layering of your graphic images.

You can also right-click an object and choose the Bring Forward or Send Backward command.

Adding Movies to a Slide

Besides adding static graphic images, you can also add movies to a slide so that they play as part of your presentation. To get a video, you can either search for one over the Internet or look for one stored on your computer.

Searching for a video on the Internet

PowerPoint can access a library of videos over the Internet. Make sure you have an Internet connection and then follow these steps:

1. Click the slide (in either Normal or Outline view) to which you want to add a video.

2. Click the Insert tab.

3. Click the Video icon in the Media group.

A menu appears as shown in Figure 12-8.

4. Choose Online Videos.

An Insert Video window appears, as shown in Figure 12-9.

5. Click in a text box (such as YouTube) and type a description of the video you want such as “dogs,” and then press Enter.

A list of videos appears.

6. Click the video you want to place on your slide and click the Insert button.

PowerPoint displays the video on your slide. You may need to move or resize it.

Figure 12-8: The Video menu lets you choose a video on your hard drive or on the Internet.

Figure 12-9: The Insert Video window lets you search for video files over the Internet.

You won’t see the video in action until you view your presentation by pressing F5 or (if you click the video) you click the Playback tab and then click the Play icon.

Searching for video on your computer

If you’ve captured video through your computer’s web cam or through a mobile phone that you’ve stored on your computer, you may want to search for that video instead of searching for one over the Internet.

PowerPoint can use movies stored in common video formats such as AVI, MPEG, ASF (streaming video), QuickTime, Flash, and WMV files. If your movie is stored in a different file format, such as Real Video, you must convert the file before you add it to a PowerPoint presentation.

To add a movie stored on your computer, follow these steps:

1. Click the slide (in either Normal or Outline view) to which you want to add a movie.

2. Click the Insert tab.

3. Click the Video icon in the Media group.

A menu appears.

4. Choose Videos on My PC.

An Insert Video dialog box appears.

5. Click the movie file you want to add and then click the Insert button.

PowerPoint displays your video on the slide.

If you click the Play button on the Format or Playback tab, you can view your video.

Trimming a video

Before you add a video to your PowerPoint presentation, take a moment to edit it by using a video-editing program. However, you may still add a video to your presentation and suddenly realize that the video is too long. To fix this problem, PowerPoint lets you trim a video from the beginning or end.

You can trim only those videos retrieved from your computer, not videos retrieved off the Internet.

To trim a video, follow these steps:

1. Click the slide (in either Normal or Outline view) that contains the video you want to trim.

2. Click the video.

The Video Tools Format and Playback tabs appear.

3. Click the Playback tab and then click the Trim Video icon.

The Trim Video dialog box appears, as shown in Figure 12-10.

4. To trim the beginning of the video, drag the Beginning Marker to the right or click the Up/Down arrows in the Start Time box.

5. To trim the end of the video, drag the Ending Marker to the right or click the Up/Down arrows in the End Time box.

6. Click the OK button.

PowerPoint displays your trimmed video on the slide.

Figure 12-10: The Trim Video dialog box.

Coloring a video

To spice up the appearance of a video, you can modify its brightness, contrast, or color. Modifying one or more of these options can correct flaws in a video or just create unique visual effects that may make your video more memorable.

To change the color of a video, follow these steps:

1. Click the slide (in either Normal or Outline view) that contains the video you want to trim.

2. Click the video that you want to format.

The Video Tools Format and Playback tabs appear.

3. Click the Format tab.

4. Click the Corrections icon in the Adjust group.

A menu appears, letting you choose different brightness and contrast settings as shown in Figure 12-11.

5. Click a brightness and contrast option.

6. Click the Color icon in the Adjust group.

A menu appears, letting you choose different color settings.

Figure 12-11: You can adjust the brightness and contrast of a video.

Formatting the shape of a video

To make your video appear even more visually interesting, PowerPoint lets you modify the shape of the video. Instead of appearing as a boring rectangle, your video can now appear with shadows, in shapes like a triangle or arrow, or with a frame around it.

To format the shape of a video, follow these steps:

1. Click the slide (in either Slide or Outline view) that contains the video you want to trim.

2. Click the video that you want to format.

The Video Tools Format and Playback tabs appear.

3. Click the Format tab.

4. Click the Video Shape icon in the Video Styles group.

A menu appears, letting you choose a shape to format your video, as shown in Figure 12-12.

5. Click the Video Border icon in the Video Styles group.

A color palette appears, letting you choose a color for your border. If you click the Weight or Dashes option from this color palette, you can choose a border thickness and style, such as a dotted line.

6. Click the Video Effects icon in the Video Styles group.

A menu appears, letting you choose from different effects such as Shadow or Rotation, as shown in Figure 12-13.

If you click a style in the Video Styles group, you can choose a predefined appearance for your video.

Figure 12-12: The Video Shape icon menu lets you choose unusual shapes.

Figure 12-13: The Video Effects icon menu lets you choose unique appearances.

Adding Sound to a Slide

Sound can be as simple as a sound effect (like a gun firing to wake up your audience in the middle of your presentation) or a recorded speech from the CEO, explaining who has to take a 25-percent pay cut and who gets a golden parachute for life.

PowerPoint can use audio files stored in common formats such as AIFF, MIDI, MP3, and WAV files. If your audio file is stored in a different file format, such as Real Audio, you have to convert the file before you add it to a PowerPoint presentation.

Adding audio from a file

If you already have music, sound effects, or a speech stored as a file, such as an MP3 file, you can add it to your presentation. To add an audio file stored on your computer, follow these steps:

1. Click the slide (in either Normal or Outline view) to which you want to add an audio file.

2. Click the Insert tab.

3. Click the Audio icon in the Media group.

A menu appears.

4. Choose Audio on My PC.

An Insert Audio dialog box appears.

5. Click the audio clip you want to place on your slide and click the Insert button.

PowerPoint displays your audio clip as an audio icon that won’t appear during your presentation. However, you may want to move the audio icon on your slide so you can edit and view the rest of your slide.

To hear your audio file, click the audio file to display a Play button underneath. Then click the Play button.

Recording audio

For greater flexibility, PowerPoint lets you record audio directly from your computer’s microphone (if you have one, of course). Recorded audio lets you or someone else (such as the CEO) make comments that you can insert and play into your presentation.

To record audio for your presentation, follow these steps:

1. Click the slide (in either Normal or Outline view) to which you want to add an audio file.

2. Click the Insert tab.

3. Click the Audio icon in the Media group.

A menu appears.

4. Choose Record Audio.

The Record Sound dialog box appears, as shown in Figure 12-14.

5. Click in the Name text box and type a description for your recording.

6. Click the Record button and start talking.

7. Click the Stop button and click OK.

PowerPoint displays your recording as a horn icon on the slide. You may want to move this audio icon to keep it from obscuring part of your slide.

Figure 12-14: The Record Sound dialog box.

The audio icon that represents an audio file won’t appear when you show your presentation.