Chapter 12
IN THIS CHAPTER
Using themes
Changing a background
Adding graphics
Showing movies on a slide
Adding sound to a presentation
To make your presentations look more visually appealing, PowerPoint lets you add color and graphics to your slides. Color and graphics can’t turn a worthless presentation into an informative one, but they can enhance an informative presentation and make watching it easier.
For additional appeal, PowerPoint lets you add audio and video to a presentation. That way, you can make your presentation more interesting by letting people read, hear, and see information.
Instead of creating plain text on dull backgrounds, in this chapter you learn how to create more visually interesting presentations by discovering the unique ways PowerPoint can enhance your slides.
By default, PowerPoint displays each slide with a white background. Although you can change the colors and appearance of each slide individually, it’s much easier to change every slide in your presentation by using a theme. A theme provides predesigned colors and designs that are applied to each slide to give your presentation a uniform and professional look.
Think of a theme as a design with predesigned colors, text fonts, and text positioning on each slide. All you have to do is type text, without worrying about creating a unified visual design.
To define a theme for a presentation, follow these steps:
Click the Design tab.
If you click a slide in the thumbnail view and hold down the Ctrl key, you can select which slides you’ll change. If you don’t select any slide, PowerPoint will change all your slides.
Click the More button under the Themes group.
A menu appears, as shown in Figure 12-1.
If you move the mouse pointer over a theme, PowerPoint shows how your presentation will look.
Click a theme.
PowerPoint displays your chosen theme on your slides.
In the Variants group, move the mouse pointer over a displayed theme.
PowerPoint shows how the theme will change the appearance of your slides, as shown in Figure 12-2.
Click a variant.
PowerPoint displays your new theme colors.
PowerPoint often creates presentations with a plain white background. Although this is fine in some cases, you may want to spice up your slide backgrounds so they look prettier. PowerPoint offers four ways to change the background:
Solid colors can provide contrast to your slides, but you have to make sure that any text or graphics that appear on your slides can still be seen. For example, if you choose a dark red background, any text or graphics on your slides should appear in light colors.
To make sure that solid background colors don’t obscure your text and graphics, you can also adjust the background transparency to make the color appear darker or lighter.
To change the background to a solid color, follow these steps:
Click the Design tab.
If you click a slide in the thumbnail view and hold down the Ctrl key, you can select which slides you’ll change. If you don’t select any slide, PowerPoint will change all your slides.
In the Customize group, click the Format Background icon.
The Format Background pane appears, as shown in Figure 12-3.
Click the Color icon.
A pull-down menu appears, listing a palette of colors.
Click a color.
PowerPoint fills your slide background with your chosen color.
(Optional) To change the transparency of the color, drag the Transparency slider left (0%) or right (100%).
The higher the transparency value, the lighter the background color appears.
(Optional) To change the background of every slide in your presentation, click Apply to All.
If you don’t click the Apply to All button, PowerPoint changes only the background of the currently selected slide.
If you click the Reset Background button, you can remove any background changes you made.
A gradient displays one color that gradually fades into another color, such as green to orange. To define a gradient, you define one or more stops, the transparency, and the gradient direction. Stops define where the colors in the gradient start and end. Transparency defines how opaque a color appears. The gradient direction defines how the gradient appears, such as vertically or diagonally.
To define a gradient background, follow these steps:
Click the Design tab.
If you click a slide in the thumbnail view and hold down the Ctrl key, you can select which slides you’ll change. If you don’t select any slide, PowerPoint will change all your slides.
In the Customize group, click the Format Background icon.
The Format Background pane appears (refer to Figure 12-3).
Select the Gradient Fill radio button.
The Format Background pane displays additional options for defining a gradient, as shown in Figure 12-4.
If you click the Preset Gradients icon, you can choose from a variety of predefined gradients.
Drag the Gradient Stops sliders left or right.
The far-left and far-right positions of the stop-position slider define where the gradient begins and ends on the slide.
Click the Color icon, and then click a color in the palette that appears.
PowerPoint displays your chosen color as a gradient on the current slide.
Drag the Transparency slider left or right.
The far-left position (0%) displays your chosen color in full strength, and the far-right position (100%) displays your chosen color to the point where it disappears from view completely (100% transparency).
(Optional) To apply your gradient to every slide in your presentation, click Apply to All.
If you don’t click the Apply to All button, PowerPoint displays only the background of the currently selected slide.
A picture, such as clip art or a photograph captured with a digital camera, can appear in your background. After you use a picture for the background, you can adjust its transparency so that you can read any title or subtitle text on each slide.
To add a picture background to slides, follow these steps:
In the Customize group, click the Format Background icon.
The Format Background pane appears (refer to Figure 12-3).
Select the Picture or Texture Fill radio button.
The Format Background pane displays options for adding a picture to your background.
To apply your picture to every slide in your presentation, click Apply to All if you want.
If you don’t click the Apply to All button, PowerPoint displays only the background of the currently selected slide.
A pattern background can display lines, dots, or other types of repeatable patterns in the background of your slides. Patterns just give you one more way to enhance the visual appearance of a slide.
To add a pattern background to slides, follow these steps:
In the Customize group, click the Format Background icon.
The Format Background pane appears (refer to Figure 12-3).
Select the Pattern Fill radio button.
The Format Background pane displays options for adding a pattern to your background.
Click the Foreground icon.
A color palette appears. The color you choose determines the color of the pattern of lines or dots you chose in Step 4.
Click the Background icon.
A color palette appears. The color you choose determines the color of the pattern background you chose in Step 4.
To apply your picture to every slide in your presentation, click Apply to All if you want.
If you don’t click the Apply to All button, PowerPoint displays only the background of the currently selected slide.
Another way to enhance the appearance of your presentation is to include graphics on one or more slides. The graphics can be informative, such as a chart that displays sales results, or decorative, such as a cartoon smiley face that emphasizes the presentation’s good news.
Three common types of graphics you can add to a PowerPoint slide follow:
To liven up a presentation, you can add pictures you may have already stored on your computer. To add a picture to a slide, follow these steps:
In the Images group, click the Pictures icon.
The Insert Picture dialog box appears. You may need to change folders or drives to find the picture file you want.
Choose the picture file you want and then click Open.
PowerPoint displays your chosen picture on the currently displayed slide. You may need to resize or move your picture.
Clip art consists of drawings available on the Internet. To add a clip-art image to a slide, follow these steps:
In the Images group, click the Online Pictures icon.
An Online Pictures window appears, giving you a choice of typing a picture description to look for clip art through the Bing image-search engine, as shown in Figure 12-5.
You need an Internet connection to search for clip art with the Online Pictures command.
Press Enter.
The window displays all the clip-art images it can find that match the descriptive word you typed in Step 4.
Choose the clip-art image you want to use and then click the Insert button.
PowerPoint displays your chosen image on the current slide. (You may need to move or resize the image.)
Be careful when using clip-art images from the Internet. Ideally, look for images clearly identified as in the public domain. Otherwise, you may need to obtain the rights to use a particular image by contacting the owner of the image.
WordArt provides another way to display text. Unlike ordinary text that you can format, WordArt lets you create graphically oriented text to use as headlines for added emphasis. To create WordArt, follow these steps:
In the Text group, click the WordArt icon.
A WordArt menu appears.
Click a WordArt style to use.
PowerPoint displays a WordArt text box on the current slide, as shown in Figure 12-6.
Click in the WordArt text box and type text.
WordArt text doesn't appear when you view slides in Outline view.
Sometimes you may want to include an image of a computer screen to show how a program works or to show what a competitor’s website looks like. If you need a screenshot, PowerPoint can import all or part of a screen.
To capture a screenshot, follow these steps:
In the Images group, click the Screenshot icon.
A menu appears, showing all currently open windows.
Click a screenshot that you want to capture.
PowerPoint displays the screenshot on the current slide.
If you choose Screen Clipping from the bottom of the menu, you can drag the mouse to select just a portion of a screen to capture and store on your slide.
When you add graphics to a slide, you may need to resize or move them to another location. To resize a graphic image, follow these steps:
Click the graphic (picture, clip art, screenshot, or WordArt) that you want to resize.
PowerPoint displays handles around your chosen object.
Move the mouse pointer over a handle.
The mouse pointer turns into a two-way-pointing arrow.
Hold down the left mouse button and drag the mouse.
PowerPoint resizes your chosen graphic image.
To move a graphic image, follow these steps:
Move the mouse pointer over the edge of the graphic image you want to move.
The mouse turns into a four-way pointing arrow.
Hold down the left mouse button and drag the mouse.
PowerPoint moves your graphic image.
After you add a graphic image to a slide, you may later decide to delete it. To delete a graphic image, follow these steps:
Click the graphic image you want to delete.
PowerPoint displays handles around your chosen graphic image.
Press Delete.
PowerPoint deletes your chosen graphic image.
You may want to rotate graphic images for added visual effects. To rotate images or to flip them vertically or horizontally, follow these steps:
Click the graphic image you want to rotate.
PowerPoint displays handles around your image along with a green rotate handle.
Move the mouse pointer over the rotate handle.
The mouse pointer turns into a circular arrow.
Hold down the left mouse button and move the mouse.
PowerPoint rotates your graphic image.
If you hold down the Shift key while dragging the mouse, you can rotate an image at 15-degree increments.
PowerPoint treats graphics and text boxes (see Chapter 11) as objects that you can move around on a slide. If you move one object over another, it may block part of another object, as shown in Figure 12-7.
When one object covers another one, PowerPoint considers the first object to be on top and the other object (the one being obscured) to be on the bottom. By moving objects from top to bottom (or vice versa), you can create unique visual effects (or just cover up parts of other objects by mistake).
To move a graphic image to the top or bottom when layered over another object, follow these steps:
Click the graphic image you want to move.
The Picture Tools Format tab appears.
In the Arrange group, click the Bring Forward or Send Backward icon.
PowerPoint rearranges the layering of your graphic images.
You can also right-click an object and choose the Bring Forward or Send Backward command.
Besides adding static graphic images, you can also add movies to a slide so that they play as part of your presentation. To get a video, you can either search for one over the Internet or look for one stored on your computer.
PowerPoint can access a library of videos over the Internet. Make sure you have an Internet connection and then follow these steps:
In the Media group, click the Video icon.
A menu appears, as shown in Figure 12-8.
Choose Online Videos.
An Insert Video window appears, as shown in Figure 12-9.
Click in the Search YouTube text box and type a description of the video you want, such as dogs, and then press Enter.
If you have copied a video embed code from an online video, you can paste it in the Paste Embed Code Here text box.
A list of videos appears.
Click the video you want to place on your slide and then click the Insert button.
PowerPoint displays the video on your slide. You may need to move or resize it.
If you’ve captured video through your computer’s web cam or through a mobile phone that you’ve stored on your computer, you may want to search for that video instead of searching for one over the Internet.
To add a movie stored on your computer, follow these steps:
In the Media group, click the Video icon.
A menu appears.
Choose Videos on My PC.
An Insert Video dialog box appears.
Click the movie file you want to add and then click the Insert button.
PowerPoint displays your video on the slide.
If you click the Play button on the Format or Playback tab, you can view your video.
If you add a video to your presentation, you may realize that the video is too long. To fix this problem, PowerPoint lets you trim a video from the beginning or the end.
To trim a video, follow these steps:
Click the video.
The Video Tools Format and Playback tabs appear.
In the Editing group, click the Trim Video icon.
The Trim Video dialog box appears, as shown in Figure 12-10.
Click the OK button.
PowerPoint displays your trimmed video on the slide.
To enhance the appearance of a video, you can modify its brightness, contrast, and color. Modifying one or more of these options can correct flaws in a video or just create unique visual effects that may make your video more memorable.
To change the color of a video, follow these steps:
Click the video that you want to format.
The Video Tools Format and Playback tabs appear.
In the Adjust group, click the Corrections icon.
A menu appears, letting you choose different brightness and contrast settings, as shown in Figure 12-11.
In the Adjust group, click the Color icon.
A menu appears, letting you choose different color settings.
To make your video appear even more visually interesting, PowerPoint lets you modify the shape of the video. Instead of appearing as a boring rectangle, your video can appear with shadows, in shapes such as a triangle or an arrow, or surrounded by a frame.
To format the shape of a video, follow these steps:
Click the video that you want to format.
The Video Tools Format and Playback tabs appear.
To add an effect to your video, such as a shadow:
If you click a style in the Video Styles group, you can choose a predefined appearance for your video.
Sound can be as simple as a sound effect (such as a woman screaming to wake up your audience in the middle of your presentation) or a recorded speech from the CEO, explaining who has to take a 25-percent pay cut and who gets a golden parachute for life.
If you already have music, sound effects, or a speech stored as a file, such as an MP3 file, you can add it to your presentation. To add an audio file stored on your computer, follow these steps:
In the Media group, click the Audio icon.
A menu appears.
Choose Audio on My PC.
An Insert Audio dialog box appears.
Click the audio clip you want to place on your slide, and then click the Insert button.
PowerPoint displays your audio clip as an audio icon, which won’t appear during your presentation. However, you may want to move the audio icon on your slide so you can edit and view the rest of your slide.
For greater flexibility, PowerPoint lets you record audio directly from your computer’s microphone (if you have one, of course). Recorded audio lets you or someone else (such as the CEO) make comments that you can insert and play into your presentation.
To record audio for your presentation, follow these steps:
In the Media group, click the Audio icon.
A menu appears.
Choose Record Audio.
The Record Sound dialog box appears, as shown in Figure 12-14.
Click the Stop button and then click OK.
PowerPoint displays your recording as a horn icon on the slide.