PowerPoint Working with Visual Elements PP600

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1 PowerPoint Working with Visual Elements PP600

2 This page left blank intentionally Diocese of St. Petersburg pg. 2 5/29/2009

3 Table of Contents Working with Diagrams: An Overview... 4 Types of Diagrams... 4 Sizing Diagrams... 5 Formatting Diagrams... 5 Animating Diagrams... 5 Working with Diagrams... 6 Moving Diagrams... 7 Resizing Diagrams... 7 Diagram Formatting Options... 9 The Diagram Toolbar... 9 Adjusting the Number of Diagram Shapes...10 Adjusting the Number of Diagram Shapes: Adding Shapes...10 Adjusting the Number of Diagram Shapes: Deleting Shapes...10 Moving Shapes within a Diagram...10 Changing Diagram Style...11 Changing the Diagram Type...11 Animating Diagrams...12 Using Clip Art...13 Inserting Clip Art: Search Option...13 Inserting Clip Art: Browse Option...14 Using Text Wrap...14 Using Text Wrap: Toolbar Option...15 Moving Clip Art...17 Moving Clip Art: Mouse Option...17 Moving Clip Art: Menu Option...18 Modifying Clip Art...18 Change the order of the picture...18 Align or distribute the picture...18 Rotate or flip the piture...18 Adding to the Microsoft Clip Organizer...19 To create a new collection,...20 Using Word Art...21 Insert a WordArt Object...21 Diocese of St. Petersburg pg. 3 5/29/2009

4 Working with Diagrams: An Overview You can add a variety of diagrams to your PowerPoint presentation: Cycle, Organization Chart, Pyramid, Radial, Target, and Venn. You can use these diagrams to illustrate various concepts and to add life to documents and presentations. Types of Diagrams Cycle: Use this diagram when you want to show a process, especially one that is cyclical. Organization Chart: Use this diagram when you want to show a hierarchy. Pyramid: Use this diagram when you want to show a building relationship. Radial: Use this diagram to show how various elements relate to a central idea. Diocese of St. Petersburg pg. 4 5/29/2009

5 Target: Use this diagram to show a progression of items. Venn: Use this diagram to show areas of commonality or overlap. Sizing Diagrams When you add or change a diagram, it appears with drawing space around it, outlined by a non-printing border and sizing handles. You can use sizing commands to make the drawing area larger so you have more room to work. You can also get rid of excess space by fitting the border more closely to the diagram. Formatting Diagrams Once you have chosen a diagram, you can format the entire diagram with preset styles, or you can format pieces of it just as you format shapes. You can add text, color, fills, textures, and backgrounds as well as change line weight and style. You can use the Diagram toolbar that appears with your diagram to add elements or segments and to move them forward and backward. Animating Diagrams Along with sizing and formatting, you can also animate your diagrams to direct the audience's attention to different parts of the diagram being presented. With animation, you can control the flow of the information during the presentation. Diocese of St. Petersburg pg. 5 5/29/2009

6 Working with Diagrams Adding diagrams to your slide show can enhance its effect on your audience. Diagrams group related information and make it easier to explain throughout the course of the presentation. Diagram types include Cycle, Target, Radial, Venn, Pyramid, and Organizational Chart. Inserting Diagrams 1. From the Insert menu, select Diagram... OR On the Drawing toolbar, click INSERT DIAGRAM OR ORGANIZATION CHART 2. The Diagram Gallery dialog box appears 3. Select the type of diagram that best fits your presentation NOTE: For more information about each type of slide, refer to Click OK The diagram appears on the slide. 4. The Diagram toolbar appears. NOTE: PowerPoint offers many options for diagrams. For more information, refer to Diagram Formatting Options or Animating Diagrams. Diocese of St. Petersburg pg. 6 5/29/2009

7 Moving Diagrams After inserting a diagram, you may wish to move the diagram to better fit your slide. Follow these steps to position your diagram within your presentation. 1. Select the diagram to be moved 2. Position the mouse over the diagram border A four-headed arrow appears with the pointer. 3. Click and drag the diagram to the desired location 4. Release the mouse button The diagram is moved. Resizing Diagrams You may wish to manipulate the dimension of your diagram after positioning it on your slide. These steps will help you in resizing your diagram. Resizing Diagrams: Mouse Option 1. Select the diagram to be resized 2. Position the mouse over one of the sizing handles When the mouse is positioned over the handle, the pointer will change into a two-headed arrow. NOTE: To keep your diagram proportionate, use a corner handle. 3. Click and drag until you have reached the desired size 4. Release the mouse button The diagram is resized. Diocese of St. Petersburg pg. 7 5/29/2009

8 Resizing Diagrams: Diagram Toolbar Option The Diagram toolbar offers additional options for resizing diagrams. 1. Select the diagram to be resized The Diagram toolbar appears. 2. On the Diagram toolbar, click LAYOUT» select the appropriate option: Option Fit Diagram to Contents Expand Diagram Resize Diagram AutoLayout Description Decreases the size of the area around the diagram so it fits tightly around the objects of the diagram. Adds space around the diagram. Resizes the diagram, the area around the diagram, and the text. After selecting this option, the diagram can be moved by clicking a corner handle and dragging the diagram to the specific location. Positions the diagram, the area around diagram, and the text to their default positions based on the new type of diagram selected. Diocese of St. Petersburg pg. 8 5/29/2009

9 Diagram Formatting Options Along with animating your diagrams, PowerPoint allows you to format the diagrams in your slide show to change and customize them. You can do this by adding text, choosing from different colors, borders, types of diagrams, and adjusting the number of shapes your diagram uses. The following sections will show you how to adjust and personalize diagrams for your slide show. The Diagram Toolbar The Diagram toolbar provides many different tasks which will help when customizing your diagram within the presentation. The appearance of the buttons varies slightly, depending on the type of diagram you are working with. The buttons discussed here represent the buttons used when working with a Target diagram. Button Purpose Adds a shape/object to the selected diagram. Moves a selected shape backward (inward) within the diagram. Moves a selected shape forward (outward) within the diagram. Reverses the location of a selected shape. Offers more moving and resizing options. To learn more about the LAYOUT button, refer to Working with Diagrams. Formats a selected diagram with preset colors and sizes. Allows a change of style for the selected diagram. Diocese of St. Petersburg pg. 9 5/29/2009

10 Adjusting the Number of Diagram Shapes As you go through and design the slides and diagrams for your slide show, information may need to be added to or removed from the diagram. PowerPoint lets you add or delete the number of shapes your diagram contains. Adjusting the Number of Diagram Shapes: Adding Shapes 1. With the diagram selected, from the Diagram toolbar, click INSERT SHAPE An additional shape is added to your diagram. NOTE: Once inserted, additional shapes can be moved within the diagram. For more information, refer to Moving Shapes within a Diagram. Adjusting the Number of Diagram Shapes: Deleting Shapes 1. To delete a shape you just added, from the Edit menu, select Undo To delete a different shape, 2. Select the shape within the diagram 3. Press [Delete] Moving Shapes within a Diagram After adding shapes to your diagram, you may decide that a shape was inserted in the wrong location on your diagram. You can easily move any shape to another position within a diagram by simply following the following steps. 1. Select the shape to be moved 2. To move it backward, on the Diagram toolbar, click MOVE SHAPE BACKWARD To move it forward, on the Diagram toolbar, click MOVE SHAPE FORWARD To reverse the position of the shape, on the Diagram toolbar, click REVERSE DIAGRAM Diocese of St. Petersburg pg. 10 5/29/2009

11 Changing Diagram Style Color schemes and borders are automatically applied when you choose the slide design you want. One way to change the color and border of your diagram is to choose another slide design. However, AutoFormat offers a few additional color options for your diagrams as well as numerous border designs. 1. With the diagram selected, from the Diagram toolbar, click AUTOFORMAT The Diagram Style Gallery dialog box appears. 2. From the Select a Diagram Style list, select the desired style A preview of the changed diagram appears to the right of the list. 3. To apply the new design, click OK To keep the original design, click CANCEL Changing the Diagram Type If you find that the diagram you have chosen does not fit the information you are trying to convey, PowerPoint gives you the option of changing the type of diagram without having to recreate the entire diagram. For example, you can change your diagram from Target to Pyramid. 1. With the diagram selected, on the Diagram toolbar, click CHANGE TO» select the new diagram you would like to have in the slide show The diagram is changed on the slide. NOTE: You can select a new design as many times as you want until you find the one suitable for your slide. Diocese of St. Petersburg pg. 11 5/29/2009

12 Animating Diagrams Animation refers to the movement and/or sound accompanying text or diagram shapes as they are introduced or exited from the presentation. Using animated diagrams can enhance your presentation and draw viewer attention to important parts of the diagram. NOTE: Prior to adding animation, create and format your diagram. For more information, refer to Working with Diagrams or Working with Diagrams: An Overview. For more information on animation, refer to Using Animation. 1. Open your presentation 2. From the Slide Show menu, select Custom Animation... The Custom Animation task pane appears. 3. Select the diagram to be animated 4. In the Custom Animation task pane, click ADD EFFECT» select the appropriate animation effect Your selection appears in the Custom Animation task pane. 5. From the Start pull-down list, select when the effect will occur 6. From the direction pull-down list, select the direction the effect will occur from 7. From the Speed pull-down list, select the rate in which the effect will occur. 8. Click OK NOTE: The choices available will vary according to the type of diagram you are animating. Diocese of St. Petersburg pg. 12 5/29/2009

13 Using Clip Art You can use Clip Art to add pictures to your document and make it more dynamic, colorful, and creative. You can obtain Clip Art from the Microsoft Clip Organizer and by importing it from the Web. Inserting Clip Art: Search Option 1. From the Insert menu, select Picture» Clip Art... The Clip Art task pane appears. 2. In the Search for text box, type keywords related to the Clip Art you desire 3. Click GO In the Results section, a list of images appears. 4. Click the image you want to insert The Clip Art is now inserted into the document. 5. OPTIONAL: Repeat steps 2-4 as necessary Diocese of St. Petersburg pg. 13 5/29/2009

14 Inserting Clip Art: Browse Option 1. From the Insert menu, select Picture» Clip Art... The Clip Art task pane appears. 2. Under the Results section, click Office Collection CLIPS... The Microsoft Clip Organizer dialog box appears. 3. In the Collection List section, click the plus sign before Office Collections A list of Clip Art categories appears. 4. Select a category In the right half of the window, a list of Clip Art appears. HINT: A plus sign indicates subfolders (more specific categories). 5. Move the pointer over the desired piece of Clip Art Click the arrow next to the Clip Art» select Copy 6. Return to the document you are creating by closing Microsoft Clip Organizer 7. From the Edit menu, select Paste The Clip Art appears in the document. Using Text Wrap NOTE: The text wrap feature is available only in Word and Publisher. Diocese of St. Petersburg pg. 14 5/29/2009

15 By default, Clip Art is inserted in Word documents as In line with text. Before you can move or reposition it, you must change the wrapping style. The text wrap feature also allows you several options for positioning your Clip Art image in or around text. Using Text Wrap: Toolbar Option 1. Select the Clip Art image The Picture toolbar appears. NOTE: If the Picture toolbar does not appear, from the View menu, select Toolbars» Picture. 2. On the Picture toolbar, click TEXT WRAPPING The Text Wrapping pull-down list appears. 3. From the list, select the appropriate Text Wrapping option: a. In Line with Text: the image is placed on the same line as the surrounding text b. Square: text is wrapped squarely around the image c. Tight: text is wrapped closely and completely around the image d. Behind Text: the image is placed behind the text e. In Front of Text: the image is in front of the text, blocking the text from view f. Top and Bottom: the image is placed between lines of text g. Through: text is wrapped closely around the image h. Edit Wrap Points: you can select where you want the text to wrap around the image OPTIONAL: To deselect the Clip Art, click somewhere else in the document Diocese of St. Petersburg pg. 15 5/29/2009

16 4. Using Text Wrap: Quick Menu Option 5. Right click the Clip Art» select Format Picture... The Format Picture dialog box appears. 6. Select the Layout tab 7. In the Wrapping style section, select the appropriate style 8. Click OK The text is wrapped. Diocese of St. Petersburg pg. 16 5/29/2009

17 Moving Clip Art You can easily move Clip Art from one location to another on your page. Moving Clip Art: Mouse Option 1. Select the Clip Art you wish to move by clicking it once 2. Drag the Clip Art to the desired location on the page 3. Release the mouse button The Clip Art is moved to the new location. NOTE: If you are not satisfied with the results, on the toolbar, click UNDO Diocese of St. Petersburg pg. 17 5/29/2009

18 Moving Clip Art: Menu Option Word and Publisher: 1. For more precise positioning, including text wrap options, access the Advanced options: 2. Select the Clip Art 3. From the Format menu, select Picture... The Format Picture dialog box appears. 4. Select the Layout tab 5. In the Layout tab, click ADVANCED Choose the Picture Position or Text Wrapping tab as appropriate 7. Make the appropriate changes 8. Click OK 9. Click OK Modifying Clip Art You can modify Clip Art by using the features on the Drawing toolbar. Select the Clip Art you want to modify. On the Drawing or Picture toolbar, click the appropriate button Change the order of the picture Align or distribute the picture Rotate or flip the piture Diocese of St. Petersburg pg. 18 5/29/2009

19 Adding to the Microsoft Clip Organizer You can add to the Microsoft Clip Organizer by importing files that are saved on a floppy disk or hard-drive. To add Clip Art from the Web, see Importing Clip Art from the Web. 1. From the Insert menu, select Picture» Clip Art... The Clip Art task pane appears. 2. Under the Results section, click ORGANIZE CLIPS... The Microsoft Clip Organizer dialog box appears. 3. From the File menu, select Add Clips to Organizer» On My Own... The Add Clips to Organizer dialog box appears. 4. Using the Look in pull-down list, navigate to the drive and/or folder containing the file you want to add 5. Select the file you want to import (add) 6. Click ADD TO... The Import to Collection dialog box appears. 7. Select the desired collection in which your file should appear OR Diocese of St. Petersburg pg. 19 5/29/2009

20 To create a new collection, 1. Click NEW... The New Collection dialog box appears. 2. In the Name text box, type a name for the collection 3. Under the Select where to place the collection section, select the folder to contain the collection 4. Click OK A new category is added. 5. Click OK 6. Click ADD The Clip Art is now added to the collection. a. Right click the Clip Art» select Edit Keywords... The Keywords dialog box appears. b. In the Keyword text box, type a keyword c. Click ADD The keyword now appears in the Keywords for current clip scroll box. d. Repeat steps b-c for each keyword 7. When finished, click OK Diocese of St. Petersburg pg. 20 5/29/2009

21 Using Word Art Insert a WordArt Object To insert a WordArt object, follow these steps: 1. On the Insert menu, point to Picture, and then Click WordArt. Or click the WordArt button on the Drawing toolbar. Or click Insert WordArt on the WordArt toolbar. Note If the WordArt toolbar or the Drawing toolbar are not displayed, point to Toolbars on the View menu, and then click Drawing or WordArt 2. In the WordArt Gallery dialog box, double-click the style that you want. 3. In the Edit WordArt Text dialog box, type your text and select the font and size that you want. 4. Click Bold or Italic to make all the text bold or italic. 5. Note You cannot apply bold or italic to only a selected part of the text. 6. In the Edit WordArt Text dialog box, click OK. Your text is inserted into the document. Diocese of St. Petersburg pg. 21 5/29/2009

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