Appendix B. How To: Screen Capture. Crop in PowerPoint. Improve Picture Quality. Compressing Pictures

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1 Appendix B How To: Screen Capture 1. Open a copy of your resume, lesson plan or any file you wish to Screen Capture. 2. On the top menu change the 100% to about 50% so the entire page is visible on the screen. 3. Press the button in the upper right of the keyboard marked Prt Sc. This puts a picture of your screen on your clipboard. 4. Return to PowerPoint and select the slide you would like the Screen Capture to appear on. Select paste from the Edit menu or use the short cut of depressing the Control (Ctrl) button and the V button on the keyboard simultaneously. See Crop in PowerPoint to trim the picture. Crop in PowerPoint 1. Click on the graphic to select it. 2. A Menu like this should appear on your screen Figure 1 If it does not appear, go to the View menu, select Toolbars and then picture. 3. Select the crop tool from the tool bar, place it over the square handles on the sides of the graphic and remove the unwanted parts of the graphic. 4. Clip anywhere on the slide to end the crop. Improve Picture Quality 1. Click on the picture to select it. 2. A Menu like this should appear on your screen. If it does not appear, go to the View menu, select Toolbars and then picture. Figure 2 Watermark or remove color Change contrast Brighten or darken 3. From the Tool bar select the needed function to improve or change your picture. Compressing Pictures 1. To compress all the pictures in a PowerPoint, make sure a picture is selected. 2. Click Compress Pictures button and Figure 4 will appear. Figure 3 1

2 3. From the Compress Pictures box select the following options: All Pictures in document, Web/Screen, Compress pictures, Delete cropped areas of pictures, and click Ok. 4. A Compress Pictures box may appear on your screen, click Apply as shown in figure 5. Figure 5: Compress Pictures Figure 4: Compress Pictures Create Buttons in PowerPoint 1. A ready made sound button is available under Slide Show pull down menu, select Action Buttons, select the blank button, and draw the button. 2. The actions settings box will automatically appear. Select the slide you wish to link to from the Hyperlink To: pull down menu or cancel the box and link it later. 3. The color of the button can be changed using the paint bucket in the Draw toolbar. 4. Text can be added by right mouse clicking the button and selecting Add Text. 5. Any button, graphic or picture can be made into a link using the following technique. Right click the button, graphic or picture and select Action Setting. Then follow the directions above. Add Sound Files to PowerPoint: Sound can be added in several ways. 1. Linking sound through the Insert menu To link sound to a slide, go to the Insert pull down menu, select Movies and Sounds and Sound from File. PowerPoint will accept most sound files including.wav,.mp3,.mid and.au. Locate the sound on the hard drive. (Place the sound file in the folder with the PowerPoint prior to inserting). A horn will appear on the slide. A message will ask if you wish to play the sound automatically, say yes if you wish the sound to play when the slide appears. If the sound plays automatically the horn can be hidden behind a picture of graphic or moved off the slide. The sound is linked to the PowerPoint. Be sure to keep the sound file in the same folder with the.ppt file. Several sound files can be linked and played in any order using the Custom Animation task pane. (See figure 6). This use of sound works well with larger sound files since the linking process does not enlarge the size of the PowerPoint file. 2

3 2. Embedding Sound using a sound button A ready made sound button is available. Under Slide Show pull down menu, select Action Buttons and click once on the sound button. The button must be clicked on to make the sound play. The actions settings box will automatically appear. Check the box near the bottom that says Play Sound. Select a sound from the pull down menu or find one on your hard drive by selecting Other Sound from the menu. The sound file is now part of the PowerPoint and need not be kept in the folder. This works well for shorter recordings. Each embedded sound enlarges the size of the PowerPoint file. Any button, graphic or picture can have a sound linked to it using this technique. Right click the button, graphic or picture and select Action Setting. Then follow the directions above. (Only.wav files can be embedded in this way) 3. Embedding Sound through the Slide Transition (Only.wav files can be used) If you wish the sound to play automatically when the slide comes up and do not want a button or horn: go to the Slide Show pull down menu, select Slide Transition. Use the Sound option in the Slide transition window. Select the sound or go to Other Sound and add a.wav file from the hard drive. If the Loop until next sound is checked the sound will replay throughout the presentation. The sound is embedded and is part of the PowerPoint. It need not be saved in the folder. LIMITATION - With Office XP animates in a different way than previous versions of PowerPoint, this method of adding sound has limitations. If a movie is played on the same slide, the embedded sound will stop when the movie begins. 4. Embedding sound through an animated picture or graphic (Only.wav files can be used) If you wish to have sound play with a picture or graphic that is animated, right click the graphic or picture and select Custom Animation and Figure 6 will appear to the right of you slide. Select an effect from the Add Effects menu at the top. Click on the pull down menu for the effect and select Effect Options. Sound can be added under Enhancements in this box. Select a sound from the sound pull down menu or find one on your hard drive by selecting Other Sound from the menu. The sound file is now part of the PowerPoint and need not be kept in the folder. Figure 6: Custom Animation 3

4 Add Video to a Slide 1. Adding video through the Insert pull down menu. Go to the Insert pull down menu, select Movies and Sounds and Movie from file. Find the movie (.avi) file you wish to have on the slide and select it. The first frame of the movie will appear on the slide. It will ask if you wish to play the video automatically say yes if you wish the movie to play when the slide appears. Say no and you will have to click once on the movie to make it play in Slide Show format. To further animate the video, right mouse click on the movie and select Custom Animation. Select an effect from the Add Effects menu at the top. Click on the pull down menu to make changes in the video animation. Figure 8: Custom Animation of Video 2. Using in a Button to play a movie A video can be attached through a video button. PowerPoint will open separate software to play the movie over the top of your slide. This is not recommended for the portfolios. Go to Slide Show pull down menu. Select Action Buttons, the video button, and draw the button. The actions settings box will automatically appear. Click Hyperlink to and from the pull down menu select Other File. Find the video you wish to have play. The video is linked to the PowerPoint. Keep the movie (.avi or.mov) file in the same folder with the.ppt file or the video will not work. Make a Picture or Graphic a Link 1. Right click on the graphic or picture 2. Select Action Settings 3. From the box click on Hyperlink and select the slide or file type you wish to link the picture to. If it is not a slide, URL, or Other PowerPoint, use Other File. 4. Click OK to finish. 5. Be sure linked files are in the same folder with the Portfolio PowerPoint when linking. Figure 9: Action Settings Box 4

5 Use the Planning Sheets available on the web site: 1. Select the projects you wish to use, 2. Decide what technology may need to be added (sound, video, pictures), 3. Determine the navigation buttons needed, 4. Draw out the look of the slides in the box and write the kinds of technology and other information next to the slide. 5. Identify the Skill you are addressing with your project. 6. Include reflective statements by each project. Set up Slide Timing for a Group of Slides 1. If a group of slides needs to be timed separately because of audio or picture displays, the easiest way to time the group is to select Set Up Show from the Slide Show Menu (See Figure 10). Insert the slide numbers you wish to time in the dialog window on the right (See Figure 10). Under Advance slides click Using Timings, if present. Click OK. 2. Select Rehearse Times from the Slide Show Menu. Proceed through the slides at the pace needed using the arrow in the Rehearsal box shown in Figure 11. The times will be recorded and can be saved onto the slides automatically when finished. These timings can also be changed at any time by going back into the Slide Transition. Figure 10: Set Up Slide Show Figure 11: Rehearse Times 3. DO NOT put timing on the last slide in a series. The automatic movement will stop on the last slide of the group. 5

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