enhancing your presentation with media

Goals: This section of the PowerPoint series provides direction to add graphics, sound, and video to a presentation. The information that follows will lead to understanding issues associated with graphics and media, the insertion of graphics and media, modification of graphic size, and the use of diagram/flowchart type objects and drawing tools.

graphics 101 - background information

Powerpoint itself is a visual communication tool. The basic premise behind PowerPoint is that a presenter is able to more effectively communicate ideas through the use of visual aids.

Before adding graphics to a presentation, one should ask a few questions.

  1. Why is the image being added?
  2. What is the instructional value of the image being added?
  3. Does the graphic aid in the understanding of the content being presented?
  4. Could a graphic explain content being presented with text?

A PowerPoint slideshow may contain text, tables, graphs, organizational charts, flowcharts, video, and graphics. Graphics is the focus of this section.

graphic forms

Graphics can appear in several forms.

Clip art
Graphics that have been created by a graphical artist. These are always cartoonish in appearance. Clip art is available in PowerPoint and can also be downloaded from the Microsoft web site.
Image files
Photographic quality graphics. In most cases these graphics originated from a camera. They may have been transferred to a computer via a CD, a scanner or even an email.

An image file may be in any one of a wide variety of formats. Examples include JPEG, GIF, PNG, TIFF, or BMP. PowerPoint can display any of these file types.

graphics and accessibility

overview

PowerPoint slides may be saved as web pages. Graphics can provide a problem to web viewers that are blind or users that are reading the page with a browser that doesn't display images. The graphics can not be seen by these individuals. PowerPoint provides a way to describe graphic objects with text. This process is called adding alternative representation text or alt text.

goals

  1. Understand why alternative representation text is needed.
  2. Assign alternative representation text to a graphic.

steps

  1. Select a graphic object on the slide.
  2. Choose Format | Picture from the menu bar.
  3. Select the Web tab of the Format Picture dialog box.
  4. Enter appropriate alt text for the graphic.

other information

What is appropriate alt text? Consider the purpose of the graphic. Describe its contribution to the content. Be concise. Paragraphs of text are typically not necessary. If the graphic doesn't contribute content or convey meaning, then it can be considered decorative. In that case, the alt text field can be populated with an empty space (" ").

inserting graphical objects

overview

As mentioned earlier, PowerPoint can display either clip art or image files. This section will provide the steps for both.

goals

  1. Insert clip art.
  2. Insert image files.

steps

inserting clip art

  1. Set the slide layout to an option that allows clip art. Select the Insert Clip Art icon from the slide layout options.
    insert clip art option menu
  2. Enter a search criterion in the Search text field of the Select Picture dialog box.
  3. Select a clip art image from the gallery display. Choose OK to insert the clip art.

inserting an image file

  1. Set the slide layout to an option that provides the choice to insert an image. Select the Insert Image File icon from the slide layout options.
    insert image option menu
  2. Navigate through the Insert File dialog box to the correct image file. Select Insert.

other information

A.  Graphics can be repositioned within PowerPoint. They can be moved by clicking within the object area, then dragging with the mouse. It is also possible to place more than one graphic on a slide. Additional images can be added by choosing Insert | Picture from the menu bar. Whether it is clip art or an image file that needs to be inserted, this path will allow image placement.

B.  Often, clip art is used to add graphical touches to a presentation. There are several issues to keep in mind when using clip art. First, instructors should avoid adding images that don't help communicate content. Gratuitous graphics can be annoying to students. Be aware that clip art has problems with size and resolution. Often, clip art is in a resolution of 150 dpi, larger than necessary. In addition, the dimensions of the images can be very large -- much larger than necessary. A picture in the clip art library might be set to 150 dpi with the dimensions of 1000 X 750 pixels. An instructor may reset the image to 320 X 230 pixels in PowerPoint. Resizing, however, does not affect the actual size of the file. If resized outside PowerPoint, that image would be reduced from around 70K to around 13K.

When the cursor is placed over a piece of clip art in the Clip Art Library, it gives the original dimensions. PowerPoint makes it difficult to locate the original file from the Clip Art Library, so repurposing the graphic to appropriate dimension / resolution is difficult. So, the best method to deal with clip art files is as follows:

  1. Insert clip art into slide.
  2. Right click and choose Format | Picture.
  3. Under the Picture tab, click the Compress button.
  4. Choose the Web/Screen setting under the Change resolution box.
  5. Choose Compress pictures and Delete cropped areas of pictures boxes.
  6. Click OK. Click Apply to accept compression changes.

resizing graphics

overview

There are two areas of concern in regards to graphic size. One is the physical dimensions of the graphic. The second is the file size.

Graphics rarely come into PowerPoint in exactly the physical size that is needed. It is relatively easy to modify graphic size. The only challenge is in maintaining the height to width ratio.

Modifying file size is much more complex. PowerPoint files are known for being very large in size. The main reason for the large file size is the manner in which PowerPoint handles images that are added to the presentation. Another major contributor to these large files is the user who imports graphics that are not appropriately sized for the presentation -- thus taking up way more space than is necessary. This section will help ensure images added to the presentation are crisp, clear and compact.

goals

  1. Resize the physical dimensions of a graphic
  2. Understand the reason for reducing the dpi of a graphic
  3. Explain why an external image editor may be needed when working with graphics

steps

changing the physical size of a graphic

  1. Select the graphic.
  2. Choose Format | Picture from the menu bar. Then select the Size tab of the Format Picture dialog box.
  3. Be sure the Lock Aspect Ratio checkbox is selected. This will ensure that the width/height ratio of the graphic is maintained.
  4. Adjust the width or height settings for the graphic.
  5. Preview the graphic by selecting the Preview button at the bottom of the Format Picture dialog box.
    *Note: Changing the physical dimensions using this technique doesn't reduce the file size of the graphic.

changing the file size of a graphic

  1. Use images that have been saved at the proper resolution. PowerPoint is an application that displays content on a screen. A monitor or projector has the capacity of displaying images at 72 - 96 dpi. Images inserted into a presentation that are at a higher resolutions will be added at that original resolution. High resolution equals large file size. No greater clarity is gained by adding a high resolution image, since the screen / projector cannot really handle that data. Change the resolution of all images placed in PowerPoint to 72 dpi, using an application such as Photoshop or Fireworks. Not only will the .ppt file be smaller, but slides will load faster during the lecture.
  2. Resize images outside PowerPoint. PowerPoint makes it easy to "resize" images when inserted into the presentation. Resizing an image to a smaller dimension does not reduce the actual size of the file on the computer. Resize images outside PowerPoint, using an application like Photoshop or Fireworks. When sizing an image, consider the following perspective: A PowerPoint slide has the dimensions of 960 pixels by 720 pixels. Size images according to the amount of space it will take up on the screen.
    • An image intended to take up most of the screen will be around 700 X 650 pixels.
    • An image intended to take up half of the screen will be around 350 x 500 pixels.
    • An image intended to take up a third of the screen will be around 300 X 250 pixels.


  3. If all else fails, compress all images when saving. If images are repurposed correctly, there is no need to compress images inside PowerPoint. If at all possible, try to avoid this option, as the compression settings used are less than ideal when compressing images for web/screen resolution (96 dpi). In fact, quality is poor enough that we don't recommend using that compression setting. The next best thing would be to compress at print resolution (200 dpi). While this is larger than necessary, it will dramatically reduce presentations that have many high resolution images.
    1. When saving, choose the Tools drop-down menu in the save dialog box (top right corner).
    2. Choose Compress Pictures.
    3. Select All pictures in document from the Apply to area.
    4. Select Web/Screen or Print from Change Resolution options.
    5. Make sure Compress pictures and Delete cropped areas of pictures boxes are checked.
    6. Click OK.
    7. Click Apply to accept compression settings.
    8. Select OK.

other information

The information presented in this graphic resizing section might seem daunting. Working with an image editing application such as Photoshop or Fireworks adds another level of complexity. Please check with departmental technical support or LTDE to learn what is available and how to use these applications.

embedded vs linking graphics

overview

The techniques that have been presented thus far have resulted in embedded graphics. That means the graphics are independent of an original source file. The PowerPoint graphics can be resized or cropped within PowerPoint, yet the original graphic file remains unchanged.

The second method that can be used is to link graphics. This technique might be used if the graphic needs to remain outside of PowerPoint. A good example is an image that is too large in its physical dimensions to fit on a slide without being resized. In this case, a designer is able to create a link. Just as with a link on a web page, this link is activated by clicking with the mouse.

goals

  1. Understand why it might be advantageous to link to a graphic
  2. Create a link to a graphic
  3. Identify the risks of linking to a graphic

steps

*It is advantageous to place the graphic(s) in the same folder/directory as the PowerPoint presentation.

  1. Choose Insert | Hyperlink from the menu bar.
  2. Type the text that will display as a hyperlink in the Text to display field of the Insert Hyperlink dialog box.
  3. If needed, select the Existing File or Web Page button in the Insert Hyperlink dialog box.
  4. Browse to find the graphic to which the link will point.

other information

There is a risk in creating links. The risk appears when running the presentation. The graphic to which the link is being created must be present when the presentation is delivered. Furthermore, it must reside in the exact relational location as it was when the link was established. This is why it is important to place the graphic and the PowerPoint file in the same folder before creating this link. If this advice is followed, the presenter will be able to transfer the folder to the presentation computer without worrying whether the graphic will be present. Both the graphic and the presentation are in the same relational location to each other as they were upon creation. The importance of this concept cannot be overstated.

importing multiple images (creating a photo album)

overview

Images can be inserted into a PowerPoint presentation as a batch using PowerPoint's Photo Album tool. Photo Album is very useful for creating a series of slides that are primarily images.

goals

  1. Insert multiple images into presentation.
  2. Configure basic layout and design options using Photo Album.

steps

create a photo album

Microsoft PowerPoint creates a new presentation when you use the photo album feature. Any presentations you currently have open in PowerPoint will not be affected by this task.

  1. On the Insert menu, choose Picture | New Photo Album.
  2. In the Photo Album dialog box, add the pictures you want to appear in your photo album.
  3. To add a picture from a file or disk:
  4. Under Insert picture from, click File/Disk .
  5. Locate the folder or disk that contains the picture, click the picture file, and then click Insert.
    Note: You can select multiple pictures by holding the Ctrl key while clicking on the picture files.
  6. Repeat this step for as many pictures as you want to add to the photo album.
  7. When finished, press Create.

A new presentation file will be created in addition to any that you currently have open.

copy new photo album slides into an existing presentation

  1. In the newly created photo album presentation, select slides in the Slides tab .
  2. On the Edit menu, choose Copy
  3. Open an existing presentation
  4. In the Slides tab, click in the space below the slide in which you want the new photo album slides to be inserted.
  5. On the Edit menu, choose Paste.

other information

Under Album Layout, do any of the following:

  • If you want to select the layout of your pictures and text boxes on the slides in your photo album, select a layout in the Picture layout list. If you select Fit to slide as your picture layout, you are unable to add or change frame shapes and design templates.
  • If you want to select the shape of a frame to use with your pictures, select a shape in the Frame shape list.
  • If you want to select a design template to use for your photo album, click Browse. Then in the Choose Design Template dialog box, locate the design template you want to use, and click Select .

Note: Always use the Format Photo Album dialog box when making changes or updates to your photo album.

Source: Microsoft Office PowerPoint Help

finding graphical resources

overview

Digital images abound online. Using thought-provoking photos or images that illustrate a concept can enhance presentations. Copyright laws affect how images are used for educational purposes.

where to find online digital images

Here are some examples of online locations that contain digital image repositories:

  1. UW Digital Collections ( http://uwdc.library.wisc.edu/collections.shtml )
  2. UW Campus Photo Library ( http://photos.news.wisc.edu )
  3. American Memory – Library of Congress
    ( http://memory.loc.gov/ammem/index.html)
  4. U.S. Fish & Wildlife Service National Image Library ( http://images.fws.gov)
  5. Visible Earth – NASA ( http://visibleearth.nasa.gov )
  6. Google image search ( http://images.google.com )
  7. Creative Commons images (http://creativecommons.org/image)

how to save images from web sites

  1. Right-click (ctrl-click on Mac) on an image.
  2. Choose Save Image As...
  3. Choose location in which to save image.
  4. Press Save.

basic digital copyright information for educators

The information provided here is for informational purposes only. Specific legal advice can be obtained from UW-Madison Office of Administrative Legal Services (http://www.wisc.edu/legal/legalservices).

According to the Library of Congress:

The safest course is always to get permission from the copyright owner before using copyrighted material…When it is impracticable to obtain permission, use of copyrighted material should be avoided unless the doctrine of “fair use” would clearly apply to the situation. (1)

Explanation of “Fair Use” from the U.S. Copyright Office:

Fair use is an exception to the exclusive protection of copyright under American law. It permits certain limited uses without permission from the author or owner. Depending on the circumstances, copying may be considered "fair" for the purpose of criticism, comment, news reporting, teaching (including multiple copies for classroom use), scholarship, or research.

To determine whether a specific use under one of these categories is "fair," courts are required to consider the following factors:

  1. the purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes;
  2. the nature of the copyrighted work;
  3. the amount and substantiality of the portion used in relation to the copyrighted work as a whole (is it long or short in length, that is, are you copying the entire work, as you might with an image, or just part as you might with a long novel); and
  4. the effect of the use upon the potential market for or value of the copyrighted work.

Keep in mind that even in an educational setting, it is not fair use to copy for a "commercial motive" or to copy "systematically," that is, "where the aim is to substitute for subscription or purchase." No factor by itself will determine whether a particular use is "fair." All four factors must be weighed together in light of the circumstances. (2)

References

resources

using the drawing tools

overview

There are several reasons why drawing tools are needed in PowerPoint. First, the use of arrows or shapes may be helpful in highlighting important areas of visuals. A second application is in the creation of flowcharts or diagrams. The PowerPoint drawing tools aren't comparable to the drawing tools available in a professional graphic arts software package, but they are quite usable.

goals

  1. Draw basic shapes including rectangles, ovals, and lines.
  2. Format shape color.
  3. Format shape line thickness and color.
  4. Draw using Autoshapes.

drawing with basic shapes

The Drawing toolbar will most likely display near the bottom of the PowerPoint interface. If the Drawing toolbar isn't visible, select View | Toolbars from the menu bar. Select the Drawing toolbar. The basic drawing shapes are the line, arrow, rectangle, and oval tools.

steps

  1. Select the appropriate basic shape.
  2. Move the mouse to the slide area. Click and drag to draw a line or shape.
    *Holding the Shift key while dragging will constrain the shape to a square, circle, or a straight line.
  3. Resize the shape using the handles located on the outside of the shape.
  4. Color the shape by selecting the Fill Color icon on the Drawing toolbar. Likewise, format line color, line thickness, and line type by using the icons on the Drawing toolbar.

drawing using autoshapes

Autoshapes are unique figures generated within PowerPoint. Examples include a smiley face, star, banner, block arrows, flowchart objects, and cartoon-like callouts.

callout shape examples

steps

  1. Select the AutoShapes button from the drawing toolbar.
  2. Explore the AutoShapes categories.
  3. Select the option to insert the chosen autoshape.
  4. Resize the Autoshape using the resizing handles at the edges of the shape.
  5. Assign color to the shape using the Fill Color icon.

other information

It is challenging to get multiple objects to align properly. The Draw button on the drawing toolbar provides the ability to align multiple objects to have the same top, bottom or middle points. It also allows for aligning multiple objects to the same left or right most points. Remember that selecting multiple objects can be completed using the Control (CTRL) key while clicking.

inserting diagrams and flowcharts

overview

PowerPoint provides tools that allow for the creation of simple flowcharts and organizational diagrams. The diagram types available are:

  • organizational chart
  • cycle diagram
  • radial diagram
  • pyramid diagram
  • venn diagram
  • target diagram

diagram options

Each of these diagrams provides yet another visual tool to present information.

goals

  1. Insert a diagram type
  2. Populate a diagram with information

steps

  1. Choose a slide layout that allows for the insertion of a diagram.
  2. Select the Insert Diagram or Organizational Chart symbol.
  3. Pick a diagram type from the Diagram Gallery.
  4. Click the Insert Text placeholders to enter content into a diagram.

other information

The diagrams can be modified. Modification works just as it does with the PowerPoint drawing tools. Select the object to modify, then use the Drawing toolbar to change fill color, line color, line type, etc. It is also possible to add additional diagram components. Right click on the diagram after placement. Choose the Insert Shape option. Likewise, it is possible to delete shapes.

multimedia 101 - overview of digital audio and video concepts

overview

Experiencing audio and video clips can be a powerful learning experience for students. Before multimedia clips can be incorporated into a PowerPoint presentation, the media needs to be in digital form.

goals

  1. Understand the basic process of obtaining digital media files
  2. Understand the differences between streaming and downloadable media
  3. Exposure to common media formats
  4. Awareness of campus resources for digital media

supported video formats in powerpoint

Microsoft PowerPoint has the ability to play some video files embedded within a presentation, and others only by linking to a file. If the file is not supported, it may be possible to link to the video as described under "Hyperlinking to a video clip" in Microsoft PowerPoint - Adding Video.

  • avi
    • Supported
  • flv (Flash) :
    • Flash is not natively supported, but can be accomplished with the aid of directions from Macromedia
  • mov (QuickTime) :
    • Supported up to version 3 on PC
    • Subsequent versions not supported on PC
    • All versions supported on Mac
  • mpg
    • MPEG1 is supported
    • MPEG2 is not supported on PC or Mac
  • rm (RealMedia):
    • Not Supported on Mac or PC
  • wmv (WindowsMedia):
    • Supported on PC
    • Not supported on Mac

steps

How are digital audio and video files created?

Digital media is created in two different ways:

  1. Record media directly into a digital format. Some examples include digital video cameras or a microphone connected to a computer.
  2. Convert analog media into digital format. Media such as videotapes and audiocassettes are in analog format. Converting this media into a digital format requires special hardware (to convert) and software (to compress and save).

What is streaming media?

Streaming is a method for delivering audio or video across a network or the Internet. Streamed files are not downloadable by the user; rather, the user experiences streaming media in a way similar to a television broadcast. As soon as the data is delivered and viewed, the media player discards it. No media files are stored on the user's computer.

What is downloadable media?

Audio and video content can be delivered to users in a downloadable manner. This is a process where the actual media files are sent to the user's computer and saved on the computer. Once the media file has been fully downloaded, the user no longer needs a connection to any server. The audio or video file can be played “offline” from the user's computer.

Common digital media formats:

Format

Extension

Comments

RealMedia

.rm, .ra, .ram

Proprietary format from RealNetworks

QuickTime

.mov

Proprietary format from Apple

Windows Media

.asf, .wma, .wmv

Proprietary format from Microsoft

MPEG

.mpg, .mp4

Variety of formats created by a standards working group

 

other information

More digital media resources:

recommendations for using multimedia

  1. Use only content that helps enhance or explain content. Excessive multimedia elements may entertain, but more often, they are seen as annoying.
  2. Make sure multimedia elements behave appropriately. Size, volume control, brightness and other elements should be tested.
  3. Practice delivering a presentation using the computer and projector to be used in class. Each audio and video clip requires special players, as well as sound hardware (sound card, speakers, etc.). All of the required components must be working and configured properly. In addition, some computers are not able to display video on the screen and on the projector at the same time. A preliminary test will highlight any issues that need to be resolved before class.
  4. Have a backup plan in case the media content does not display.

adding sound

Sound clips come in a variety of formats, including .WAV (the standard Windows audio format), .MID (MIDI), .AIFF, and .MP3. Some formats require special players and setup. Sound files can be added in the following ways:

  1. Choose Insert | Movies and Sounds | Sound From File. PowerPoint inserts a small speaker icon that can be positioned anywhere on the screen. When clicked, PowerPoint will play the sound element.
  2. Create a link or action setting for a graphics (or text) object in one of three ways.

1 - playing sound with no control

Create an action setting for an object on the screen (graphic or text).

drop down menu of insert sound

  1. Select the object, then choose Slide Show | Action Settings.
  2. In the Action Settings dialog box, check the Play Sound box, and from the list, choose a PowerPoint sound clip, or Other Sound ... to select a sound file. PowerPoint uses the default media player (e.g., Windows Media Player, Winamp, RealPlayer, etc.). However, Windows Media Player will not display any controls for pausing, rewinding, etc. when a clip is played.
  3. The sound plays from start to finish.

2 - playing sound with hyperlinks

Create a hyperlink to the desired sound file.

  1. Choose Insert | Hyperlink.
  2. Click the Existing File or Web Page option at the left of the dialog box, then click the Browse for File button at the right.
  3. Locate the file and click OK.

3 - playing sound with controls

Powerpoint window describing to play movie or click to play movie.

To ensure the player controls are displayed when playing a sound clip, create an Action Setting that runs the player and file.

  1. Select the object.
  2. Choose Slide Show | Action Settings, and then click the Run radio button.
  3. In the text box, type the name of the player followed by a space and the name of the file to be played. Note: Windows may not know where these files are located, so include the full path name. For example:
    c:\program files\windows media player\wmplayer.exe
    c:\my documents\soundfile.wav

    *Note:Linked audio clips are not part of the slide show, so make sure the file is available (i.e., on the local hard drive) when the slide show is played.

embedded vs. linked sound files

When a sound file is added to a presentation it can be linked to the .ppt file or embedded into the .ppt file -- depending on the size of the clip. This preference can be controlled under the Tools | Options | General tab. The largest sound clip that can be embedded into the .ppt is 50,000 kb (50 MB).

adding video

Video clips come in a variety of formats. The standard Windows format is the .AVI format. With the appropriate players, QuickTime (.MOV) and other video formats can also be played. Video files can be used in the following two ways.

1 - embedding a video clip

  1. Choose Insert | Movies and Sounds | and Movies from File.
  2. Choose the video file. PowerPoint places a blank black box on the screen, which can be moved and sized as appropriate. The advantage to this method is that the object becomes part of the slide show, and is a bit easier to start up. When the object is played, however, no controls to stop, start, end, fast forward, etc. are presented.

2 - hyperlinking to a video clip

  1. Create a link or action setting for a graphics object can be created. The methods are the same as those used for sounds (see preceding section). Note that linked video clips are not part of the slide show, so make sure the file is included (i.e., on your local hard drive) when the slide show is played.

resources

Study of various tools used to convert PowerPoint to the Web