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In PowerPoint 2010 Essential Training, author David Diskin demonstrates how to engage an audience with images, video, sound, charts, and diagrams in professional presentations. The course also covers a variety of methods to share presentations with others, and provides comprehensive tutorials on how to design presentations that successfully deliver a quality message. Exercise files accompany the course.
The few photos that we currently have in our presentation, though great photos, need a little bit of help to fit in. Let's take the photo on slide number two, for example. We're going to spice this up. When a photo is selected, whether it's one you imported from your own collection or one you downloaded from Microsoft Office online, you'll see the Picture Tools Format tab appear in the Ribbon. Before we learned how to resize and move your photo, but now I'm going to show you how you can apply a variety of changes to the photo, such as color adjustment, artistic effects, frames, shadows, 3D angles and more, even cropping.
Again, with my photo selected, I'm in the Picture Tools Format tab. Let's start with the Adjust group, and look at the Corrections pulldown gallery. This gallery is broken down into two sections: Sharpen and Soften, and Brightness and Contrast. Watch what happens to our photo as we hover over the Sharpen and Soften options. Here we are softening the photo, and here we are sharpening it. It's almost like we're blurring the photo or un-blurring it. Brightness and Contrast is a little bit easier to understand. Here, we have a photo now adjusted for a little bit of brightness, a little bit of contrast, and a lot of brightness, and a lot of contrast.
You can see how PowerPoint 2010 makes this a very easy feature to control. Now, we'll move on to the Color pulldown menu. This is broken down into three sections, with a few extra options at the bottom. Color Saturation controls how much color appears, taking your color from grayscale all way up to full- color, or even too much color. Color Tone controls what we call the temperature of your photo, and can make photos look colder or warmer. By the way, if it's a photo that you've taken, and the lighting wasn't quite right, you might try just adjusting the temperature to be a little bit warmer, and you'll see that photo turn out to be a lot better.
Recolor gives us some very interesting effects. As you can see from the thumbnail previews, it's going to either grayscale our image, sepia tone our image, provide a variety of washout and black and White features, as well as tint the image, kind of like grayscale, but with a different color. If you don't like the choices available to you here, More Variations will give you even more options to change the color tinting on your image. Artistic Effects give us a wide variety of interesting styles to apply to our image, for example, Blur, Pencil Sketch, Glowing Edges, and a Light Screen.
This applied with some creative cropping, enlarging, and even use of the background features, can make for very interesting graphics in PowerPoint. Let's move on to Picture Styles. Picture Styles allow us to change the border, shadow, and other features associated with the picture. To start with, we can pull down from this gallery. As I hover over these options, you'll see how many of the different settings for the picture are changing, including the shape, border and 3D perspective. But we can change these settings manually as well, using the Picture Effects pulldown menu.
You may recall some of these effects earlier in the chapter when we discussed WordArt: There is Shadow, Reflection, Glow, Soft Edges, Bevel, and 3D Rotation. We can also manually adjust the border, changing the color of the border, the weight or thickness of the border, and the style, including dashes and solid lines. There are still a few more options under Picture Tools Format that I haven't covered, and those will be coming soon.
Once we've got our photo looking exactly the way we want, we can copy it to other photos in our presentation using the Format Painter. I'll select the formatted photo, return to the Home tab, and click Format Painter, found in the Clipboard group. Now, I'll advance to slide number 13 where we have another photo that we want to format the same way. Notice how my pointer currently looks like a mouse pointer with a Format Painter Brush. When I click on this new picture, all of the formatting settings from earlier are applied to this one.
As for slide number 1, we're going to do something a little bit different. On slide number 1, I'd like to demonstrate cropping. Here, we have a really nice photo of a single olive. With his photo selected, I'm going to click on the Picture Tools Format tab, and then the Crop button found in the upper right-hand corner. This changes the handles that you normally see on the edges to crop handles. I'm going to pull the picture in just a little bit to the right, and a little bit from the left to crop out portions of the image that we don't want to see.
Notice how PowerPoint shows us the original image darkened out, just in case we want to ever go back to what it was before. A new feature of PowerPoint 2010 is the ability to move the cropped area left and right or up and down in the area that I had created. Once I'm satisfied with the way that this picture has been cropped, I'll simply click away from the picture to return back to normal. Now, to make things interesting, I'm going to take my photo, move it to the upper left-hand corner of the screen, and make it very, very large.
At this point, I'll use Picture Effects to turn on some Soft Edges. Then with my photo selected, using Picture Tools Format tab, I'm going to send this particular object to the back. In other words, I'm going to send it behind the text that appeared earlier. See what a difference some effects can make? Now, don't go too crazy with this feature. Consistency is important, and most of the photos in your presentation should be formatted the same. But have fun, and experiment, and make those pictures look great.
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Create a Video – This feature converts your presentation into a .WMV file (video) which you can then upload to your own website, YouTube, Facebook, or just about anywhere else. If you upload it to a site like YouTube which permits embedding, you can then copy-and-paste the embed code directly into your own website. It will play when users click the Play button, much like you’ve probably seen on blogs and other websites. This feature includes your voice narration, slide advance timings, and video that you may have included.
Save to Web – This feature uploads your presentation to SkyDrive, a free file-hosting service by Microsoft that you can use for collaboration. You’ll need a Windows Live account first, but once you log in you can create folders and upload files directly from within PowerPoint 2010. Once uploaded, you can provide a public link to the presentation file which can then be added to your website. The presentation will open in visitors’ browsers with forward and back buttons, and they do not need a Windows Live account to view it.
Create PDF/XPS Document – By saving your presentation as a PDF, you can upload the PDF to your website and link to it. Most users will be able to load and watch the PDF presentation, and can advance slides manually. Note that this feature does not permit video, sound, animation, or transitions.
PowerPoint Viewer - A fourth option is to save your presentation as a Show (you’ll find this under the “Save As” menu) which creates a PPSX file. PowerPoint Shows are just like regular presentation files, except PowerPoint opens up in presentation mode to the first slide, and when finished it closes completely. The PPSX file can be uploaded to your website, and linked to. Users with PowerPoint 2007 or later will be able to open the presentation and watch it. For users without PowerPoint 2007 or later, you can provide a second link to the free Microsoft PowerPoint Viewer which they can then install on any Windows machine and watch your presentation.
The first three options discussed above can be started by choosing “Save and Send” from Backstage View (the File menu). Then choose the appropriate option based on your preference.
Note that if your organization has a SharePoint server, and your audience is limited to those with access to SharePoint, you may choose to “Save to SharePoint” instead for an easy, feature-rich solution.
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