SCAN & INSERT DOCUMENTS HIGHLIGHT INFORMATION WITH SHAPES AND CALLOUTS CREATE TIMELINES & ORGANIZATION CHARTS ADD SOUND AND VIDEO TO YOUR

Transcription

1 SCAN & INSERT DOCUMENTS HIGHLIGHT INFORMATION WITH SHAPES AND CALLOUTS CREATE TIMELINES & ORGANIZATION CHARTS ADD SOUND AND VIDEO TO YOUR PRESENTATIONS

2

3 TABLE OF CONTENTS TABLE OF CONTENTS...3 HOW TO USE THIS MANUAL...5 LESSON 1: SCANNING AND INSERTING DOCUMENTS...7 SCAN THE IMAGE...7 SAVING A SCANNED IMAGE...7 INSERTING SCANNED IMAGES...8 LESSON 2: ADDING AND FORMATTING GRAPHICS...9 INSERT CIRCLES, SQUARES AND OTHER GRAPHICS...9 INSERT TEXT BOXES...9 FORMAT GRAPHICS...10 MOVE GRAPHICS BEHIND OR IN FRONT OF TEXT...11 GROUP SEVERAL SHAPES TOGETHER...11 DRAW A CALLOUT BOX AND OTHER AUTOSHAPES...12 LESSON 3: ANIMATING TEXT AND GRAPHICS...13 SET ANIMATION EFFECTS TO TEXT...13 ANIMATE GRAPHIC ELEMENTS...13 SET ANIMATION EFFECTS TO GRAPHICS...14 LESSON 4: CREATING ORGANIZATION CHARTS...15 INSERT AN ORGANIZATION CHART...15 EDIT AN ORGANIZATION CHART...16 LESSON 5: ADDING SOUND, VIDEO TO YOUR PRESENTATION...17 INSERT MUSIC OR SOUND ON A SLIDE...17 INSERT A VIDEO CLIP ON A SLIDE...18 SET ANIMATION OPTIONS FOR SOUND OR VIDEO...18 REFERENCES...19 PowerPoint - 3

4 PowerPoint - 4

5 How to Use This Manual This manual contains a table of contents, lessons that address broad concepts as well as detailed hands-on exercises and an appendix. It has been designed for students of varying skill levels and can be used in a classroom setting or as a self study guide. Each lesson introduces a new topic and is broken down into several exercises. These exercises have numbered, step-by step instructions to guide you through a series of tasks. Within the step-by-step instructions, you ll see symbols that will instruct you to click with your mouse on certain components of a window, or to press specific keys on your keyboard. The following is a breakdown of the symbols you ll see and what they represent. What you ll see: What this means: This symbol/phrase is found at the beginning of all step -by-step instructions. File Open Ctrl + Alt + Delete OK, Apply ❶ ❷ ❸ The Save As dialog box The Look In Field The Contents Tab The Help button Words that appear in bold face, connected by an arrow ( ) represent menu options that you will need to click with your mouse. In the example to the left, click the File menu with your mouse and then choose Open from the list of options. Words that appear in bold face, inside a dark rectangle describe keyboard keys that you will need to push. Push the keys in the order they are given in the instructions. Words inside shadowed boxes represent buttons that you will see on your computer monitor as you work through the steps. You will need to click these buttons with your mouse. Small, circled numbers that appear in the numbered steps correspond with circled numbers on graphics and will guide your eye to specific areas of windows. Words or phrases that appear in italic face represent the titles or labels of dialog boxes, windows, fields and toolbar buttons. i FYI For your information sections appear frequently throughout the manual and include extra information about the topic at hand. PowerPoint - 5

6 PowerPoint - 6

7 Lesson 1: Scanning and Inserting Documents With the DA Local Area Network, your office also receives a scanner, with which you can scan pictures, maps, photographs, documents, etc. With the Case Management System, PROTECT, your scanner can be used to input mug shots of case parties. Unlike printers, the scanner is not hooked directly into your network (so that all may use it from their PC) but rather it is installed locally at one PC in your office. You ll need to decide whose PC should be used. Before using the scanner, you must of course install it. When you re ready for this, please contact the Help Desk at: for directions. Scan the Image 1) Lift the scanner cover and place the image to be scanned on the glass. The image should be positioned in the upper right hand corner, near the scanner icon. 2) Lower the scanner cover and press the green/blue button on the outside, front of the scanner. 3) You will hear the scanner begin to work. After a few seconds, the HP PrecisionScan window will appear. 4) Select Image File from the Scan To: option 5) Click the Scan button. 6) Follow the next set of instructions to save this image. Saving a Scanned Image Once the image is scanned, it must be saved before applications can use that image. 1) From the HP PrecisionScan Viewer window click the Accept button. 2) The Save As dialog box will appear. 3) Save the scanned image to a location on your network.. 4) Save as type: JPEG Bitmap (*.jpg) 5) Click Save. PowerPoint - 7

8 6) You will see a dialog box asking you: JPEG and FlashPix files do not support Color Photo Normal. This will be changed to Color Photo Best. Do you wish to continue? Click Yes. 7) Now you will get the JPEG Options dialog box. Put the Image Quality slide somewhere near the middle (a little bit Higher if a higher quality image is desired). 8) Click OK. Inserting Scanned Images Once the image is scanned and saved onto a network drive, you can then insert it into Word documents, PROTECT or PowerPoint. PowerPoint has an additional feature that allows you to insert images directly from the scanner. In doing so, you will not be saving the image to a drive for future use, but if you do not need to save the image separately, scanning directly to the presentation is quicker. The following exercise will demonstrate how to insert a scanned image into a PPT Presentation. 1) Open PowerPoint and go to the slide where you wish to insert the scanned image 2) From the Menu bar, click Insert from Scanner 3) The HP Scanner window opens. Click the Scan button. 4) You ll hear the scanner begin to run, the process will take a few seconds. 5) At the next window, click the Accept button. Clicking this button will save your image to the MS Photo Editor and also to the PPT presentation, as opposed to saving it to a drive as in previous exercises. 6) When the MS Photo Editor opens, you can view the document. 7) Minimize the Photo Editor to see your PPT presentation. The scanned image will also appear on a slide of the prentation. 8) IF the scanned image it too large to fit on one slide, you can re-size it by dragging the small white boxes that appear on the corners and sides of the image. These white boxes are called handles. With your mouse you can click, hold and drag these handles to re-size images. PowerPoint - 8

9 Lesson 2: Adding and Formatting Graphics Many times, simple graphics can be very effective at moving or leading your audience s attention to a particular area of a slide. For example, you could draw a circle around a portion of a scanned document to focus attention on it. You could also insert arrows pointing to an area you wish to highlight. If you wish to insert text into a slide, you can draw a text box and then enter text inside it. Text boxes are simply shapes into which you can enter text. The drawing toolbar contains most of the tools/buttons you ll need to insert various shapes and lines in your presentation. Insert Circles, Squares and Other Graphics The drawing toolbar contains several tools/buttons that allow you to use your mouse as if it were a pen or pencil to draw out shapes. Like all toolbars, hover your mouse over each button to see the name of that button. This toolbar is usually open by default and positioned at the bottom edge of your screen. If you need to open this toolbar manually, do so through the View menu. 1) View the slide you wish to draw on in Normal view. (choose View Slide ) 2) If necessary, open the drawing toolbar by clicking View Toolbars Drawing. 3) Click once on the Circle, Square, Line or Arrow tool on the drawing toolbar. Your insertion point will change from a single, vertical line to a cross. 4) To draw the shape click, hold and drag your mouse from one area of your slide to another. The shape will form as you drag the mouse. When you wish to finish the shape, release the mouse button. Insert Text Boxes Text boxes are simply shapes into which you can enter text. Text boxes must be drawn just like you would draw a square. The operation is the same. The only difference is that after you ve drawn the text box, you can begin typing text into it. With a square or circle, you cannot. In essence, PowerPoint placeholders are actually text boxes. PowerPoint - 9

10 1) Click the Text Box button on the drawing toolbar. 2) The insertion point changes from a single, vertical line to a cross. 3) Returning to your slide, click, hold and drag your mouse from one area to another and draw the box on your slide. 4) Release the mouse and you ll see a blinking insertion point inside the shape. Begin typing and text will automatically be inserted. Format Graphics The format of a shape refers to the look and feel of the item; the fill color, outline color and thickness of lines, for example. It can also refer to the transparency of the shape and whether background text can be seen through or is covered by it. These are important elements to understand if you intend to incorporate graphics and text within the same slide. Some tools on the drawing toolbar can remember your last choice and hold setting options for you. These buttons will have small drop-down arrows, which reveal a list of options relevant to that tool. The Fill button s drop down arrow, for example, will reveal a list of colors to choose from. Once you ve chosen a color, that color becomes the default for that button until you chose a different color. If you wish to use this same color again, simply click the main portion of the fill button and the last color you used will fill into the shape you are working with. To change the fill color of a shape 1) Click or select the item you wish to formatt, such as a circle or square. 2) Small white boxes or handles appear around the outside of the selected item. 3) On the drawing toolbar click the Fill tool s small drop-down arrow and then click a color that you wish to apply to the circle. The circle fills in with that color. 4) If you wish to change the fill color, make sure the circle is seleted first, then choose a different fill color. 5) To remove all fill color choose No Fill from the drop down list. This will create a transparent circle that allows text to show through from behind the shape. i FYI Use the same procedure above to change the LINE color of a shape. Note if fill color is set to No Fill you may need a line color in order to see the shape. PowerPoint - 10

11 Move Graphics Behind or In Front of Text Sometimes you may want to layer several shapes or you may have a shape that you wish to move behind or in front of existing text. Start by drawing the shape as usual, then apply an order formatting. 1) Select (click once) the graphic you wish to format. 2) Handles will appear around the shape to indicate it is selected. 3) Right click on the shape and choose an option from the Order menu. Group Several Shapes Together If you have several shapes on a slide that you wish to move at the same time or apply the same formatting to, grouping them as one object will save you time. When you group several graphics, they become one graphic and act as one unit. You may also un-group when you wish to work with them separately. The trick to grouping more than one graphic is to select more than one. Use both your mouse and keyboard to do this. 1) Select the first graphic you wish to group. 2) Hold the Shift key on your keyboard 3) Select another graphic. 4) Continue holding the Shift key until you have selected all the graphics you wish to group, then release the key. 5) With all graphics still selected right click and choose group. (you must right click on at least one of the selected items) 6) You will then see one set of handles encircling all the items. They are now one graphic. i FYI You can also use the Selection tool on the drawing toolbar to draw a selection marquee around several objects. This is the alternate to selecting with your mouse, one item at a time. PowerPoint - 11

12 Draw a Callout Box and other AutoShapes The drawing toolbar also contains buttons that will create more complex shapes such as callouts, stars, 3-D boxes, and arrows. The AutoShapes button is where you ll find these options. 1) Click the AutoShapes button to reveal a menu of drawing shape options. Click one item 2) The insertion point changes from a single, vertical line to a cross. 3) Returning to your slide, click, hold and drag your mouse from one area to another and draw this shape. 4) Formatt this shape as you would any other, adding or removing fill and line color. i FYI Text boxes can also be used as callouts to magnify particular areas of difficult to read material. PowerPoint - 12

13 Lesson 3: Animating Text and Graphics The phrase animation effects describes how text or other elements of a slide appear on that slide during a presentation. Slide elements can appear from the top of the slide, bottom, left, right. You could also adjust the speed at which they enter the slide fast, medium or slow. In the case of video or audio, animation can determine when this element begins to play - on a mouse click or automatically. Set Animation Effects to Text A common animation effect is to have bulleted text appear on the screen one bullet at a time. If all your bulleted text is in the same text box, one animation effect will affect the entire list. 1) Go to Slide Sorter view. (From the menu bar, click View Slide Sorter) 2) Select a slide you want to create text effect for. 3) From the Text Preset Animation dropdown list, choose a desired animation type. 4) To view these effects, run the slide show, clicking the mouse or pressing the spacebar to move forward. Animate Graphic Elements If you have a slide containing several elements text boxes, placeholders, lines, shapes, etc you can make each of these elements appear on your slide in a specific order or all at one. To make each appear separately, you must apply an animation effect to each element. The animation effect indicates when and how the element will appear. You can change timing settings by clicking Custom Animation on the Slide Show menu. 1) In Normal view, select the video or sound icon you want to set options for. 2) Choose Slide Show Custom Animation. 3) From the Custom Animation window, click the Timing tab. The elements of your slide will be listed in the slide PowerPoint - 13

14 objects without annimation field in the lower left area of the window. 4) To animate an object, select it and then click the Animate radio button to its right. 5) Further choose when you wish apply the animation effect, on mouse click orautomatically after X seconds 6) This object will appear in the Animation order field at the top left corner of this window. To change the animation order, click the up/down arrows to reposition items. Set Animation Effects to Graphics Once you ve chosen to animate a graphic element, the Effects tab of the Custom Animation window will allow you to choose how you wish to animate. 1) Click the Effects tab of the Custom Animation window. 2) In the Animation Order field, select an item. 3) In the Entry animation and sound drop down field, make your selections from the dropdown lists. 4) In the After animation field, you can choose whether you d like the graphic element to dim after it has entered the screen. 5) In the Introduce text area you can decide whether you want your text to come onto the screen one letter at a time, one word at a time or all at once. 6) Click the Preview button to see the settings you have chosen before returning to the presentation. 7) Click OK to save and return to your presentation. PowerPoint - 14

15 Lesson 4: Creating Organization Charts Organization charts can be used in a PowerPoint presentation to demonstrate complex familiar and/or business relationships. In some cases, the relation between the defendant and victim can be more easily shown in a picture than explained in words. An organization chart could be created using a series of manually drawn text boxes and lines. PowerPoint however, also includes an automatic organization chart feature that may save you some time. Insert an Organization Chart When you create or modify an organization chart in your presentation, the organization chart menus and toolbars replace the PowerPoint menus and toolbars. Use these tools to create the chart. When you ve finished, return to the PowerPoint presentation. 1) In Normal view, display the slide you want to add an organization chart to. 2) Choose Insert Picture Organization chart. OR If you are working with a slide layout that contains an organization chart text box, simply double click in its center. 3) A separate Organization Chart window opens. Use the toolbars and menus here to design your chart. 4) To add more levels to your chart, first click a placeholder on the chart, and then click the type of relationship you wish to create to that selected item; subordinate, co-worker, manager, etc. 5) To return to PowerPoint, click File Exit and Return to Presentation on the Organization Chart menu bar. i FYI PowerPoint comes with a slide layout that includes a placeholder for an organization chart. To use this layout, click Slide Layout on the Common Tasks toolbar, click the Organization Chart layout, and then click Apply. PowerPoint - 15

16 Edit an Organization Chart If you wish to edit an organization chart, you may do so at any time. Simply double click the object and you ll be taken back to the Organization Chart window which contains all the tools you ll need for editing. 1) From Normal view, double-click the organization chart. 2) The Organization Chart window opens, use the tools and menus to modify the chart. 3) To return to PowerPoint, click File Exit and Return to Presentation. PowerPoint - 16

17 Lesson 5: Adding Sound, Video to Your Presentation Adding an audio or video clip to your PowerPoint presentation eliminates the need for more than one multimedia presentation system in the courtroom. You don t need a television and VCR, or a tape cassette player. The same tool you use to present your text arguments is the one you also use for sound and video evidence. You can insert a music, sound, or video clip on a slide where you want it to play during a slide show. By default, the sound or video starts when you click its icon during the presentation, but you can change this setting so that the clip begins at other times. You ll need a sound card on your PC to play audio clips and video clips containing sound. By default, all attorney LAN workstations have sound in place. Insert Music or Sound on a Slide Before a sound clip can be inserted, it must first be saved to your PC or network in digital format. 1) In Normal view, display the slide you want to add music or sound to. 2) Choose Insert Movies and Sounds Sound from file. 3) The Insert Sound window opens. Locate the sound you have previously saved, then double-click it. You may also single click the file and clidk the OK button. 4) A sound icon appears on the slide. Double click it to begin playing the audio. i FYI By default, the sound will start when you click the sound icon during a slide show. To change how you start a sound click Action Settings on the Slide Show menu. PowerPoint - 17

18 Insert a Video Clip on a Slide Before a video can be inserted, it must first be saved to your PC or network in digital format. 1) In Normal view, display the slide you want to add the video to. 2) Choose Insert Movies and Sounds Movie from File 3) The Insert Movie window opens. 4) Locate the previously saved video, and then double-click it. You may also single click the file and then choose the OK button. 5) The video file appears on your slide. When you run the slide show, clck the video clip icon to begin its play. Set Animation Options for Sound or Video By default, the sound or video file will start when you click its icon during the presentation. You can, however, change this setting so that the clip begins at other times. For example you can set a sound or video to play automatically when you begin a slide containing that audio or video file. You can change play settings by clicking Custom Animation on the Slide Show menu. 1) In Normal view, select the video or sound icon you want to set options for. 2) Choose Slide Show Custom Animation. 3) From the Custom Animation window, click the Timing tab. The elements of your slide will be listed in the slide objects without annimation field in the lower left area of the window. 4) To animate an object, select it and then click the Animate radio button to its right. 5) Further choose when you wish to apply the animation effect, on mouse click orautomatically after X seconds 6) This object will appear in the Animation order field at the top left corner of this window. To change the animation order, click the up/down arrows to reposition items. PowerPoint - 18

19 REFERENCES Fangmann, Lisa. DA Support Center, Bureau of Justice Information Systems, Division of Technology Management, Department of Administration, State of Wisconsin, MS PowerPoint Help was frequently referenced in creation of this manual. Radermacher, Teresa. DA Support Center, Bureau of Justice Information Systems, Division of Technology Management, Department of Administration, State of Wisconsin, PowerPoint - 19

20 District Attorney Information Technology Wisconsin Department of Electronic Government 101 East Wilson Street, 8th Floor Madison, WI DA IT Support Center Hours: Mon - Fri, 8:00 AM 5:00 PM Help Desk/Main Line: Fax: