Teach Yourself Microsoft PowerPoint Topic 3: Photo Albums, Slide Sections & Action Buttons

Transcription

1 Teach Yourself Microsoft PowerPoint Topic 3: Photo Albums, Slide Sections & Action Buttons Last week you were introduced to Microsoft PowerPoint slide animation and printing options. This week you will find out how to create a photo album, divide a presentation into slide sections, use action buttons and also add headers and footers to your slides. Photo Albums Occasionally you may want to create a special slide show presentation of your photos from your holiday, life, business trip etc. This is easy to do using MS PowerPoint but first you need a folder containing all the photos that you want to use in your presentation. Your photos do not have to be in any particular order but it is a bit of a time saver if they are in some name order that makes sense to you perhaps by date (year, month, day Eg for 2017 Feb 27), perhaps date followed by description, perhaps date followed by city followed by image number For the following exercise, I will supply you with a folder of images that are each quite small in file-size. (Can you guess what are in the pictures?). The photos were taken in 2013, 2014 and 2015 and I have named each of them using my YYYYMMDD format plus sometimes a description. If you have your own images, then you could use these instead of using my images. They do not need to be small sized images to be used in MS PowerPoint because you will usually not be sending your final PowerPoint document over the internet. Step 1: Set Up Folder of Images Either grab the folder of 23 photos from my server folder and save them in your folder using Copy/Paste or alternatively: i. Download the compressed folder (~3.2MB) from my website using the link underneath this task s link. ii. Click the Open button: once the compressed file has finished downloading. iii. iv. Click on the Extract all button shown on the right: Save the folder of images in your server space or to your USB stick. Make sure that all the images have sensible file names. (Hint: They already do as they all start with a date structure using the pattern: YYYYMMDD.) C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\PowerPoint\learning-tasks\level-2\task3\TYMSPowerPoint3.docx Page 1

2 Step 2: Create a PowerPoint Photo Album Open PowerPoint. Choose Blank Presentation. We will choose a theme later. Click on the Insert ribbon. In the Images group click on to open the window shown on the right. Depending on where you clicked on this button you may need to click on New Photo Album. Either way you will see the window shown on the right: Click on File/Disk. Navigate to the folder containing your images: Select all of your images using Ctrl + A. Make sure that each image is selected as shown on the right. (I am viewing images as large icons but you do not have to view them this way): C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\PowerPoint\learning-tasks\level-2\task3\TYMSPowerPoint3.docx Page 2

3 Click on the Insert button. The previous window will now include file data for each photo as shown on the right: Each image is now numbered in the order they were stored in their folder. Points: 1/ If you wish, you can swap image placement positions around here by ticking the ones you want to move and then clicking on. 2/ You can also remove images from your photo album here by clicking on. 3/ Clicking on only one photo lets you rotate the photo, change brightness, change contrast using these buttons: 4/ Notice the checkbox that you can tick to change all pictures to black and white. I do not want to use any of the four features mentioned in the points above but you might like to experiment. Do not click on the Create button yet! Next, we look at the Album Layout options available here: Click on the Picture layout drop-down menu button. Chose 2 pictures. For the Frame shape choose Rounded Rectangle. Note: You get a tiny preview on the right of these two options. Don t bother with a theme here. It is easier to do that in a separate step because you cannot preview the choices by doing that here. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\PowerPoint\learning-tasks\level-2\task3\TYMSPowerPoint3.docx Page 3

4 Click on the Create button to look at your MS PowerPoint photo album so far. In Slide Sorter view your photo album should look like this: Next click on the Design ribbon. Choose a Theme that you like. Remember that most of these themes also have Variants on the theme so you have further refining choices. You can further alter Colors, Background Styles and many other options on your themes using the button which opens the Format Background page as shown on the right. Remember to click on the Apply to All button. Note: I know that this looks horrible but I was trying to prove a point that there are many possibilities here. Finally, you may want to alter the title slide: In Normal view click on the first slide. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\PowerPoint\learning-tasks\level-2\task3\TYMSPowerPoint3.docx Page 4

5 Change the title to Bert & Ernie s Photo Album and change the font attributes if you want to. Underneath this change my name to your name. Add transition effects if you like. Give some/all of your pictures different borders and other effects if you like. Save your photo album slide show with a sensible name. Note: You can always add more photos at a later stage by following these steps: Normal view Insert ribbon Photo Album Edit Photo Album File/Disk. button Add photos and make any other desired changes Click on Update. Slide Sections If you have a large number of slides in your PowerPoint presentation and you are using Office 2013 or later, then you can organise your slides into logical sections to make your presentation easier to navigate. Sections can be collapsed or expanded in the slide navigation pane and each section can be given a name making it easy to understand what slides are contained within them. To demonstrate slide sections you will use the Bert & Ernie photo album that you just created. I took the photos in 2013, 2014 and 2015 and the years will be used for the logical section heading names. We will be altering the album layout because some slides contain photos that cross over from one year to the next: Make a copy of your Bert & Ernie PowerPoint photo album giving it a different sensible name. (I named my copy: Sectioned Bert & Ernies Photo Album.) Open up your copy in MS PowerPoint. Follow these steps: Normal view Insert ribbon Photo Album Edit Photo Album. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\PowerPoint\learning-tasks\level-2\task3\TYMSPowerPoint3.docx Page 5

6 In the Album Layout section choose 1 picture as shown on the right: Next click on the Update button. Notice that you have an extra slide at the end. Delete it. Question 1. Why did you have the extra slide at the end? Save the changes. Select the slide that will be the first one at the start of a section. In our case this will be slide 2 with the first photo of Bert & Ernie in the front garden. Follow these steps: Home ribbon Slides grouping Add Section:. Notice that slide 2 now has a heading: Untitled section above it. Right-click on Untitled section. Choose Rename. Type: 2013 in the Section name textbox: Select the slide that will start the second section. In our case this will be slide 5 with Bert on a cushion looking out over the King valley near Myrtleford. Repeat the process above typing 2014 for the section name. Select the slide that will start the third section. In our case this will be slide 8 with Bert and Ernie walking the creek path at Darebin parklands. Repeat the process above typing 2015 for this section name. You can collapse or expand any section by clicking on the triangle that precedes the section name. To collapse or expand all sections, right-click on any section name and choose Collapse All or Expand All from the menu. Notice that you can also move entire sections up or down here as well as delete entire sections of slides. Action Buttons An action button is a shape that you can place on a slide that does something when you either click on it or move over it. This button for example could alter the flow of your presentation: jump to the start/end/certain slide number in your presentation, playing another MS PowerPoint presentation, or going to a website, or running some other software application, or playing a sound file You will experiment with adding two action buttons to slides: one to go to my website and another to go back to the start of the presentation. To add an action button, you need to be in Normal view. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\PowerPoint\learning-tasks\level-2\task3\TYMSPowerPoint3.docx Page 6

7 If your first section is collapsed, then expand it so that you can see slide 2. In the Home ribbon Drawing grouping Shapes box:, click the More button ( ) to reveal all of the possible shapes that you can use including the Action Buttons which are at the bottom of the drop-down list as shown on the right: Choose Action Button: Blank ( ) on the bottom-right. Stretch out this shape on the right side of the slide as shown below: Do not worry about the exact placement of your button. You can move it about and resize it later. Click on the Hyperlink to radio button and choose URL from the drop-down list. Type in the pop-up box as shown on the right: Click on OK to open up the Action Settings window shown on the right: Tick the Play Sound: checkbox as shown and choose an appropriate sound. (If your computer does not have speakers, then you will need headphones to hear the sound when you run your MS PowerPoint.) Click on OK. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\PowerPoint\learning-tasks\level-2\task3\TYMSPowerPoint3.docx Page 7

8 Next format the action button so that it looks like a button: Format ribbon Shape Styles group More downarrow Choose a button-like format for your button. (You could even edit the shape using in the Insert Shape group so that it has rounded corners.) Right-click on the button and choose Edit Text: Type in something along the lines of Gerry s website. Double-click anywhere away from the button (twice fast). Your button should now be deselected and look like this: If you have set your MS PowerPoint show to run automatically using pre-set timing, then I think you should turn that off on this slide otherwise you may not have sufficient time to click on your button before the presentation flips over to the next slide: Transitions ribbon Timing group Tick as shown:. Save your additions and changes. Test your presentation to make sure your button is working as expected. Skills Check 3a 1. Add a new action button on the last slide that restarts the presentation at slide Include a sound effect on the button. 3. Save your additions. 4. Test your presentation to make sure your second button is working as expected. 5. If you have that working, add a stop button to the last slide to end your presentation. Repeat steps 2, 3 & 4. Question 2. Explain what you did to have point 5 working beautifully. Did you stop your final slide from automatically stopping your presentation? C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\PowerPoint\learning-tasks\level-2\task3\TYMSPowerPoint3.docx Page 8

9 Adding Slide Footers, Date and Slide Number You can add the following information to the bottom of each PowerPoint slide: A footer often used to show your name, the presentation title or copyright information. The date can show either the date the presentation was last saved or the current date. The slide number. Note: You cannot add headers to MS PowerPoint slides unless you change the Slide Master. (See further below.) Follow these steps: Click on the Insert ribbon. In the Text group, click on to open up the window shown below: Tick the Date and time checkbox Fixed to show the date that you last saved your PowerPoint photo album rather than have it change every time you look at the presentation. Include the word Created before the date as shown on the right: Tick the Slide number checkbox. Tick the Footer checkbox. Add the footer text: Bert & Ernie Photos. Tick Don t show on title slide as the first slide already has this as the title. Add this information to all of the slides by clicking on Apply to All. Save the additions. View your presentation to make sure slides are laid out as expected. Note: If you did want to remove footer information from one or more of your slides: Select these slides using Ctrl + click with your left mouse button all the slides you want to select. Move to the Insert ribbon Text group. Click on the Header & Footer button. Clear the check boxes for information you do not want shown then click on Apply. Have you backed up all your work at the end of this lesson to your USB thumb drive? Have you been saving your work to the network s server every 10 minutes? Show your MS PowerPoint document to Mr Kruyer for assessment. Due Dates: All questions from this task should be completed by next week s class. C:\Users\GerryKruyer\Documents\TAFE\microsoft\ms-office\PowerPoint\learning-tasks\level-2\task3\TYMSPowerPoint3.docx Page 9