UNIT 4 Adding Images and Charts Sassy Shapes Clever Clips Dandy Designs Cheeky Charts Tiptop Tables Cool for School
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Let's say we were doing a presentation for the man who claims aliens stole his pet goldfish and replaced it with a potato that resembles Jessica Simpson. Maybe he's presenting his case to the police. How would graphics add to that presentation?

We'll start with adding shapes. I have many shapes to choose from, but let's use stars. That's where those aliens probably came from, you know?

Sure, Power. Run with it...

Adding a shape PowerPoint lets you add a variety of shapes to the slides of your presentation. Try adding a star shape to your slide, using the Shapes tool in the Illustrations Group in the Insert tab. 1. Click the Shapes button, point to Stars and Banners, and then click the 5-point star shape. The pointer will change into a cross. 2. Click anywhere on the slide. A star of predefined size will be inserted. 3. To make the shape larger (or smaller), drag a resizing handle. To resize the shape proportionally, hold down the SHIFT key as you drag.

I'm lovin' the star shape. But what if I need to move my shape somewhere else on the slide, to make room for a new text box?

Moving a shape Let's try moving the star to another part of the slide. 1. Place the pointer on the star. The pointer turns into a four-headed arrow. 2. Click and hold down the mouse button, then drag the star to the new location. 3. When the star is positioned where you want it, release the mouse button.

I can read Sue's face. I know she wants to jazz up that star. Is there a way to add colors and textures to the shape?

Adding color and texture to a shape First, try adding the color yellow to the star. 1. Click the star shape to select it. 2. Click the arrow beside the Fill Color button (found in the Drawing Group in the Home tab, or in the Shape Styles Group in the Format tab, or in the Formatting Menu when do a right-click), and then click More Fill Colors. A Colors dialog box appears. 3. Click the Standard tab, then under Colors, click a shade of yellow. 4. Click OK to close the Colors dialog box. 5. Shapes also have an outline by default. Change its color by following the same steps above, but you use the Shape Outline tool instead of the Shape Fill tool. The Shape Outline tool is located directly below the Shape Fill tool. Alternatively, you can pick No Outline in the Shape Outline drop-down menu options to remove the outline. Next, try adding some texture to the shape. 1. Click the star to select it. 2. Click the arrow beside the Fill Color button, then select Texture. The Texture tab appears. 3. Click on a texture you like. The texture is applied.

Wow, that star is really sweet! But we need more than that. I mean, this man had his pet goldfish stolen by aliens!! How about some art?

Okay, let's bring in a little clip art. I have lots of clip art in my library. Perhaps a picture of a goldfish will do best. You know, to give the police an idea of the poor man's loss.

Now you're talkin'. I love it!

Adding clip art You can add clip art to any slide by going to the Illustrations Group in the Insert tab, then click the Clip Art button. Try adding a fish image to your slide. 1.  Go to the Illustrations Group in the Insert tab, then click the Clip Art button. 2. The Clip Art window appears on the right side of your screen. 3. Type "fish" in the search box and click Go. 4. Clicking on an image will automatically add it to your slide. Note: Some built-in slide Layouts in PowerPoint already have placeholders for clip art. To insert clip art into one of these slides, simply click the placeholder and the clip art gallery will open.

Is there a way to resize the clip art? I think we need to make the picture of the goldfish a little smaller.

Resizing clip art Like text boxes and shapes, it's easy to change the size of a clip art image. Here's how: 1. Click the fish image to select it. 2. Place the pointer on a resizing handle. The pointer will change into a two-headed arrow. 3. While holding down the mouse button, drag your mouse inwards. This will reduce the image. If you drag your mouse outwards, you will enlarge the size of the image. 4. When the image is the size you want, release the mouse button.

What if we decide we just want a picture of the goldfish, and nothing else? You know, for identification purposes. Is there a way to crop an image so that only part of it shows?

Cropping clip art When you resize an image, you make the whole image larger or smaller. When you crop an image, you actually remove parts of the image. The following steps will show you how to crop an image. 1. Click the image to select it. Resizing handles will appear around the image. 2. In the Size Group in the Picture Tools tab (one of the Format tabs that can only access when a picture is selected), click the Crop button. The resizing handles change to crop handles to indicate the crop mode is active. 3. Place the pointer over one of the crop handles. The pointer will change into a cropping tool. 4. Holding down the mouse button, drag inwards. A part of the image will disappear. 5. When enough of the image has been cropped, release the mouse button. You can use the other crop handles to crop other parts of the image if you want. 6. Click outside the picture to turn the cropping tool off. Did you accidentally crop off too much of the image? No problem. To restore an image that has been cropped, select the image again, and then click the Crop button. Click a resizing handle and drag outwards. The cropped portion of the image will reappear.

Okay, we've got the stars where the aliens came from, and we've got a picture of the goldfish that they stole. But what about the potato resembling Jessica Simpson that they left in the fish's place? I bet you don't have that in your clip art library!

You're right, Jim. As much as I wish I had a picture of that potato, I don't. But I'm an agile program. If you can scan it, draw it, or take a picture of it with a camera, I can use it in a presentation. Anything goes. Here, let me show you.

Adding your own works of art You are not restricted to using clip art or pictures from the Clip Art gallery. PowerPoint lets you insert images from other sources. Let's say you've used a graphics program to create an amazing logo for your school, and you want to insert the logo into your PowerPoint presentation. Here's how to do it: 1. Click the Picture button in the Illustrations Group in the Insert tab. The Insert Picture dialog box will appear. 2. In the Look in box, find the drive and folder where the artwork is located. 3. In the File name box, enter the name of the file. Then click the Insert button. 4. The drawing is inserted on the slide.

Okay, but what if we're working with images and they get piled up on top of each other? Then the image you need is in the back and you can't get to it!

Oh, I hate it when that happens. That's why I have an ordering function that solves the problem. After all, if you have a picture of a pizza and another picture of some sliced pepperoni, you're going to need that picture of the pepperoni on top. Am I right?

Of course you're right. Who likes their pepperoni under their pizza? Yuck!

Layering images Sometimes you may end up with images overlapping each other on a slide. Let's say you've created a design where three different colored squares are layered on top of each other: a blue square at the back, a yellow square in the middle, and an orange square in front. You want to send the orange square to the back layer. How do you get it there? Try these steps: 1. Click the orange square to select it. 2. In the Drawing Group in the Home tab, click on the Arrange button. A drop-down menu appears. 3. From the list, click on Send to Back. Alternatively, click the Drawing Tools tab or Format tab, go to the Arrange Group and then click the Send to Back button. 4. Although the orange square has been moved to the back layer, its actual position on the slide remains the same. If you want to see it located behind the blue square, you need to actually move the orange square. To bring the orange square back to the front. 1. Click the orange square to select it. 2. In the Drawing Group in the Home tab, click the Arrange button and from the drop-down menu select Bring to Front. Alternatively, click the Drawing Tools tab or Format tab, go to the Arrange Group and then click the Bring to Front button. Note: When you have several objects layered in a slide, you might only want to move it forward or back by one layer, rather than bring it all the way to the front or back. To do this, use the Bring Forward and Send Backward options in the drop-down menu of the Arrange button. You can also access these commands by clicking the arrow beside the Bring to Front and Send to Back buttons in the Arrange Group.

One other thing... You can add shadows to shapes. It's just another cool feature I have.

This is just amazing. My producer is telling me to cut to a commercial, but I'm ignoring him. Please, tell me more!

Adding shadows to images Let's try adding a shadow to a shape using the Shadow button. 1. Click the shape to select it. 2. In the Shape Styles Group located in the Drawing Tools tab, or in the Drawing Group in the Home tab, click the arrow beside the Shape Effects button. From the drop-down menu, click Shadow. 3. Another window appears beside the drop-down list with all the style options you can choose from for a shadow. Hold your mouse over any style to see an instant preview of it on the selected shape. Click on the style you like and it will be applied.

Let's get serious for a moment. What if you need to illustrate something more boring, like a budget or something?

That's where my graphs and charts come in. They can get across a complex idea in an eye-catching way. For example, if you want a bar graph to show how much your soccer team has been spending on equipment over the past few years, I can do that...

Adding a chart To add a chart to any slide, click the Chart button in the Illustrations Group in the Insert tab. Some slide AutoLayouts have placeholders for charts. To insert a chart into one of these layouts, just click the chart placeholder. Note: You can also import an existing chart you've already made in another program or earlier version of PowerPoint. When it's imported, it will need to be converted into the PowerPoint 2007 format if you want to change any of its data or formatting. PowerPoint 2007 will ask you this when you try to change any formatting or data. When you insert a chart, a sample bar chart will appear on your slide. At the same time, Excel 2007 opens in a split screen with the corresponding sample data worksheet. You will see sample data in the first four columns. The bars in the chart are the graphical representation of the numbers in the data sheet. Notice how a higher number in the data sheet results in a taller corresponding bar. To create your own chart, you can replace the data in the sample data worksheet with your own. Try adding a number to the chart to see how it changes the corresponding bar on the chart. 1. In the data worksheet in the Excel 2007 window, click in the first row of column A. 2. Type in the number 50, then press Enter. The corresponding bar on the chart increases in height. 3. Try adding other numbers into the data worksheet to see how they affect the bars.

After you've finished entering data, click on the Microsoft Office Button on the Excel 2007 side of the screen and select Save As. In the Save As dialog box, select a where you want to save the worksheet. Then give the worksheet a name in the File name box. Click Save. Finally, in Excel, click it's Microsoft Office button again and select Close. You're left with your updated chart in your PowerPoint slide. If you need to make any revisions to the chart data, click the chart to select it, then click on the Design tab that appears along with Chart Tools contextual tool tab. In the Data group, click on the Show Data button. Excel 2007 will open again in a split window with a worksheet containing all the table's data. Edit the appropriate cells and save. The changes made will appear in your chart.

Suppose I'm doing a chart on how our show is rated compared to the other talk shows. If I need to add a new show, can I do that?

You sure can. You can also delete information. You know, for those times when your competitors' shows are cancelled due to a lack of viewers.

Oh, Power, you're such a sweet talker.

Adding and deleting information The default chart has four sets of bars, and its data worksheet has four columns of information filled in. What if your presentation requires more than four columns/bars? It's simple. Fill in additional columns on your data sheet. 1. Go to the next empty column on the data worksheet and click inside a cell. Type the numbers 50, 60, and 70 in the first three rows. 2. Notice how a new set of bars appears in the chart. You can also remove columns or bars from your data worksheet and chart. Here's how you do it: 1. In the Excel 2007 side of the screen - the data worksheet is open - click a table cell in the column or row that you want to delete. For example, Column D. 2. Click on the Table Tools tab of Excel's Ribbon and then click on the Layout tab. Go to the Table Group. Click the downwards arrow of the Select button. Choose the Select Column (or Row) button. 3. Now go to the Rows & Columns Group which is also in the Layout tab. Click on the downwards arrow of the Delete button. 4. Click the Delete Columns button. Column D is now removed from the data worksheet and the corresponding bar also disappears from the chart. Note: If you just want to delete the data from an entire column or row, not the actual row or column, simply select the data in the column or row and then hit the Delete key on your keyboard. Change how your chart looks To make any formatting changes to the chart, click anywhere on the chart to select it. A light green frame-like border will appear around the chart. When a chart is selected, the Chart Tools contextual tool tab automatically appears. Click on this tab to make it visible. The Chart Tools contextual tool has 3 of its own tabs: Design, Layout and Format. Everything you could possibly want to alter in a chart is available in these 3 tabs from adding a title to your chart to picking out a color style.

Does it have to be a bar chart? What if I want to change it to a pie chart?

No problemo.

Speaking of pie charts, I'm getting pretty hungry. I know an all-night diner we can hit after the show. They have the best apple pie...

Changing the type of chart The default chart in PowerPoint is a bar chart. If you think your information would be better as a different type of chart, you can change the chart type. The following steps show you how to convert the bar chart to a pie chart: 1. Click the chart you want to change. A light green frame-like border will appear around the chart. Click on the Design tab underneath the Chart Tools tab. 2. In the Type Group, click on Change Chart Type. The Chart Type dialog box appears. 3. In the Chart Type list, click Pie, and you will be shown the Pie chart styles you can choose from. Select a style and then click OK. The information in your data sheet will now be displayed in a pie chart.

Those charts sure bring numbers to life.

Yes, it's much easier to see relationships between numbers when they are in a picture form.

Hey, do you have anything to make a list exciting? Make my album list as hot as the artists sound?

You bet. It's called a SmartArt graphic. You use them to add life to your lists, see relationships between ideas, organize your thoughts, or create flow for a project's outline.

Wow, it's gotta be really smart if it can organize Jim's thoughts.

Adding a SmartArt graphic Lists too boring? No one's paying any attention to what you're trying to convey? Then you can make people take notice by changing ordinary text into a SmartArt graphic. As a chart is used to transform numeric data into a visual aid, a SmartArt graphic does the same thing for text such as lists. A SmartArt graphic can be simple or complex. SmartArt offers a wide range of shapes, designs, layouts and color schemes. Of course, if you don't like an element of a built-in SmartArt graphic, it's color scheme for example, PowerPoint makes it easy for you to do changes. You can convert existing text on a slide into a SmartArt graphic, or you can pick a SmartArt graphic first and then add your text to it. Follow these steps to create a List style SmartArt graphic for your slide. 1. In the Illustrations Group in the Home tab, click on SmartArt. The Choose a SmartArt Graphic Dialog box will appear. 2. The list on the left is all the SmartArt types you can choose: List, Process, Cycle, Hierarchy, Relationship, Matrix and Pyramid. We're doing a list, so click on List. The List styles you can choose from will be shown in the middle area of the dialog box. When you select one, a description of it will be given in the right hand area. 3. Choose a List style and then click OK. The SmartArt graphic is added to your slide. 4. You'll notice that the SmartArt graphic is already selected; there's a light green frame-like border around it. You can now add your text. You can click on [Text] and start typing, or you can click on the arrows on the left side of the border to open the Text Pane. With the Text Pane open, click on [Text] and start typing. When done, click on the X to close the Text Pane. 5. Have more points in your list than you do boxes? Adding more is easy. With the Text Pane open, place your cursor at the beginning of a bullet and hit enter. A new box is added above. If you place your cursor at the end of a line of text and hit enter, a new box is added below. Add your style to the SmartArt graphic You now have a SmartArt graphic with your text entered into it on your slide, but it's still rather plain looking. With the tools available, the only limit to what it can look like is your imagination. Whenever the SmartArt graphic is selected, the SmartArt Tools contextual tool appears with its 2 tabs on the Ribbon: Design and Format. You use the SmartArt Tools to make all your formatting and style changes. Just as you've done with shapes and text boxes already, you can move and re-size the SmartArt graphic. What's a little different though, is that you can even move and re-size the individual text shapes within the SmartArt graphic too. It's done the same way. You click on one of the text shapes to select it. The dashed border with re-sizing handles appears. Now you can re-size or move the text shape. To make precise changes in size of a shape or the whole SmartArt graphic, there is the Size tool in the Format tab you can use. Note: Since a SmartArt graphic is made up of shapes, you can apply all the tools used with a shape: Shape Fill, Shape Outline, Shape Effects and Change Shape. To quickly alter the color and style of a SmartArt graphic, use the SmartArt Styles and Change Colors tools in the Design tab. There are lots of built-in color themes and styles to choose from. With the tools in the Format tab in SmartArt Tools you can change a built-in color theme or style to create exactly what you want. You can also change the format of the text using the Font Group in the Home tab, as well as how it looks by using the tools in the Format tab in SmartArt Tools: Text Fill, Text Outline, Text Effects and WordArt. Finally, you might decide the layout you originally chose isn't quite right. In the Design tab in SmartArt Tools, go to the Layout Group. Click on the downwards pointing arrow and all the layout options will appear. As usual, hold your mouse over a layout to see an instant preview on the SmartArt graphic. Click on a layout and it will be applied. Convert existing text to a SmartArt graphic Converting text you already have, such a bullet list, to a SmartArt graphic is simple to do. Follow these steps to change a bullet list to a SmartArt graphic: 1. Click on the list to select it. 2. Click on the Home tab if you are not already there. Then, in the Paragraph Group, click on the icon in the bottom right corner. This is the Convert to SmartArt Graphic tool. 3. When you click the Convert to SmartArt Graphic tool, you are given a selection of SmartArt graphics to choose from in a drop-down window. Hold your mouse over a layout to see an instant preview of how your list will look as that SmartArt graphic. Click on the layout you want, and it will be applied. If you want more SmartArt to choose from, click More SmartArt Graphics at the bottom of the window and the Choose a SmartArt Graphic dialog box will open. 4. Your list is a SmartArt graphic. Now you can use the SmartArt Tools to format the graphic to how you want it to look.

Amazing as ever, Power. My album list will dress to impress if I use one of your SmartArt graphics.

Thanks, Jim. Wait to you see how I can transform an ordinary table.

You can also create tables and spreadsheets. It's just another way to display information in PowerPoint.

A table. We'll need that to eat our apple pie on.

Jim, snap out of it. This is important. The show's not over yet...

Adding a table Let's try adding a table to your slide. 1. Click the Table button in the Tables Group in the Insert tab. 2. Select a table with a certain number of columns and rows from the grid in the drop-down list that appears, or click on Inert Table from the drop-down list. From the Insert Table dialog box, choose the number of rows and columns you want for your table. 3. Click OK and the table is inserted into your slide. The table is already in edit mode, as indicated by the light green frame-like border around it. You will also notice in the Ribbon that the Table Tools contextual tool has appeared. Click on the Table Tools tab to activate it. Table Tools has 2 tabs: Design and Layout. You use these tools to format your table and to edit content. Next, you will type information into the table. 1. Click inside the first column of the first row. 2. Type the word January. 3. Press the TAB key on your keyboard. The insertion point is now in the second column of the first row. 4. Type the word February. 5. Press the TAB key to move to the next column, and type the word March. Navigation Tips: To move to a previous column in a row, press SHIFT + TAB. You can also move around the table by simply clicking where you want to move to, or by using the arrow keys on your keyboard. After you've finished typing, click outside the table to exit edit mode.

And let me guess... I bet you can resize the cells as easy as resizing a text box.

Gee, do I have to give you a prize if you're right?

Adjusting the height and width of cells A cell is the box that is formed in a table where a row and a column intersect. Each cell holds a unit of information. In PowerPoint you can adjust the height and width of the cells. The following steps will show you how to adjust the height and width of cells in your table. 1. Click anywhere in the table to enter edit mode. 2. First, try making the cells in the first column narrower. (a) Place the pointer on the gridline between the first and second column. The pointer will change into a two-headed arrow. (b) Click and drag the gridline to the left. The cells become narrower. (c) Click and drag the gridline to the right to make the cells wider again. 3. Now, make the cells in the first column taller. (a) Place the pointer on the gridline between the first and second rows. The pointer will change into a two-headed arrow. (b) Click and drag the gridline downwards. The cells become taller. (c) Click and drag the gridline upwards to make the cells shorter again.

And just like we did with our text boxes, is there a way to spice up a table?

Sue, I think you're catching on to this. Pretty soon you'll know more about me than my mom.

Jazzing up your table When you exit the edit mode, you see the table the way it will look in your presentation. Before you format the table, it looks pretty plain. Try jazzing up your table as follows. 1. Select the table by clicking on it in order to enter edit mode. The Table Tools contextual tool appears in the Ribbon. Click on the Design tab below Table Tools. The Groups in the Design tab have the tools for layout styles, changing borders, changing colors as well as the WordArt tools for text, such as Text Effects. 2. Other formatting features of a table are changed by using the Layout tab in Table Tools such as adding/deleting cells, cell size, alignment and table size. 3. Using the tools in these 2 tabs, change the look of your table. If you don't like what you've done, you can always undo a step, or even clear all the formatting you've done. In the Table Styles Group in the Design tab, click on the downwards pointing arrow. In the drop-down list that appears, select Clear Table.

Is a picture really worth 1,000 words? That depends on the image. Some may be worth only 10 words, while others might be enough to inspire an entire set of encyclopedias. In any case, if you add images to your PowerPoint presentation, it's going to make your information more valuable and a lot more interesting for your audience. Images not only add important visual info to your presentation, they also give your audience a necessary break from looking at big blocks of text. Where do you get images? CD-ROMs A good source for images is the royalty-free images found on the hundreds of CD-ROMs now available. To explain what is meant by the term "royalty-free," here's a little background info. The majority of images are "owned" by someone - usually an artist, a photographer or a company. That is, these people or companies own the copyright on the image. You need to get special permission to reproduce these images, and you may also be asked to pay a fee for using them. With "royalty-free" images, you don't need to get special permission or pay a fee. Instead, you can just use the image as you like - although it's always wise to read the fine print on any of these CDs. Royalty-free CDs feature all varieties of subjects, from exotic vegetables to African jungle animals. Many of these affordable CDs - about $40 U.S. - include thousands of different clip-art drawings and/or photo images. It's also possible to buy individual images on the Internet for about $10 U.S. each. Depending on how many you want to use, it may be cheaper to buy the entire CD. Use Google and search for "royalty free images" and you will find a list of sites.   The World Wide Web It's very easy to grab an image from the Internet - but it's a good idea to get permission before you reproduce it. You'll want to make sure your students understand the importance of respecting original work. Some web authors will state clearly their images are not to be used in any manner whatsoever. Others may allow their images to be used for educational purposes if proper credit is given. If your students are going to use this type of content in their presentations, include a unit discussing plagiarism and creating bibliographies. It's also up to you to set a good example. E-mail the Webmasters to ask for permission to use specific content - and tell them why your students want to use it. Chances are, they will be flattered when they find out how much you like their work. Just include your name and your school - and be prepared to wait a few days for a reply. Try saving this picture by following these instructions: 1. Position your cursor over the picture. 2. Click your right mouse button. A pop-up menu will appear. 3. Select Save Picture As in the pop-up menu. The Save Picture window will appear. 4. Type a name for the image into the Save Picture window and find a directory to store it in. 5. Click the Save button. Adding clip-art to the PowerPoint ClipGallery PowerPoint's ClipGallery comes with a big selection of images for you to choose from. You can also add more images - free of charge - by downloading them from the Microsoft site. All you have to do is complete an on-line registration form and follow the instructions provided. To add clip-art images to the PowerPoint ClipGallery: 1. Make sure you are connected to the Internet. 2. In PowerPoint, click the Clip Art tool in the Illustrations Group in the Home tab. 3. Select the "Clip Art on Office Online" link in the Clip Art task pane. This will automatically open your Web browser and take you to the Clip Art section of Microsoft Office Online. 4. Search the collections for images you want. Click on the thumbnails to see the larger version. When you decide on a Clip Art you want, you can click the copy this item to your clipboard icon beneath the thumbnail. You can then paste the Clip Art into PowerPoint 2007. To actually download clip art to your computer, you need to do a few steps. First click the check box underneath the thumbnail. The Clip Art is added to the Selection Basket in the menu pane on the left side of the web page. Add as many more clips as you want to your basket. When finished, click Download items. 5. A new window opens up with the available saving options. Pick which option best suits you and then click the Download Now button. Click OPEN if you are asked, "Do you want to open this file?" 6. The Clip Art is then downloaded and automatically saved to your computer in the Downloaded Clips folder in the My Collections folder in the Collection List in the Microsoft Clip Organizer of PowerPoint 2007. 7. The downloaded Clip Art is immediately available now in PowerPoint 2007. In the Clip Art task pane you can click Organize clips... link to open the Microsoft Clip Organizer and edit your clips. Note: you can also download pictures, sounds and animations from the ClipGallery Live site.