Working with multimedia

L E S S O N 2 Working with multimedia Suggested teaching time 60-70 minutes Lesson objectives To become familiar with PowerPoint s multimedia functions, you will: a b c Insert and customize clip art by using the Picture and Drawing toolbars. Customize object animation by using the Animation Effects toolbar. Animate your presentation by inserting a movie and sound. 2-1

PowerPoint 2000: Advanced Ashbury Training a Working with graphics and multimedia what s new The following new software features are discussed in this topic: New Clip Gallery More AutoShapes Concepts > Clip art is an object or picture that has already been created and can be brought into an existing slide. Existing symbols include pictures of computers, buildings, people, and vehicles. Clip art objects are grouped in categories so they are easier to locate. After a clip art object is inserted into a slide, you can increase or decrease its size by using the mouse. Square boxes, called sizing handles, appear around a selected clip art object. You drag a sizing handle in toward the object to decrease the size and drag away from the object to increase the size. In addition to changing the size of a clip art object, you can reshape certain objects. A yellow diamond, called a reshape handle, appears within certain clip art objects. Dragging the reshape handle changes the shape of the clip art object. Scanning images PowerPoint also enables you to use scanned images in your presentations. To use scanned images, a scanner must be connected to your computer. Microsoft Editor must also be installed. Web graphics In addition to clip art and scanned images, PowerPoint enables you to include Web graphics in your presentations. Web graphics use the following file types: File extension *.gif *.jpg or *.jpeg *.png File type and description GIF files enable you to set a transparent color in the graphic. With a transparent color set, the background color or graphic is displayed through the graphic. GIFs are typically used for graphics that have few colors; for example, a company logo. JPEG images are used primarily for photo-realistic images. The JPEG file format supports many colors, but no transparency. The PNG file format is supported by the latest browsers from Microsoft and Netscape. PNG supports transparency and a large color palette. You can use any graphic located on your company s Web page in your presentations. Using a Web graphic saves time because you do not need to create company-specific graphics from scratch. 2-2

Ashbury Training Lesson 2: Working with multimedia Task A-1: Inserting and scaling clip art What you do Comments/Prompts 1. Open Multimedia Presentation (Located in the Student folder.) The presentation contains three slides with a light blue background. 2. On the Drawing toolbar, click on the Insert Clip Art button To display the Insert ClipArt dialog box. 3. In the Search For Clips text box, type weather Press R Changing the Insert ClipArt dialog box to a small window enables you to see the graphic inserted into the slide. 4. On the Insert ClipArt toolbar, click on the Change To Small Window (Ctrl+Shift+<) button To change the Insert ClipArt dialog box to a small window. 2-3

PowerPoint 2000: Advanced Ashbury Training 5. In the Pictures list box, select the Summer clip art object Click on the Insert Clip button To insert the clip art into the slide. 6. Close the Insert ClipArt dialog box (Click on the Close button.) 7. Verify that the clip art object is selected Move the clip art object to the top center of the slide 8. Resize the clip art object so that the lower border is located just above the slide s title (Click and hold the resize handle in the lower-right corner of the clip art object. Drag the handle down and to the left). Center the clip art (Drag it to the center.) Concepts > Clip art colors Clip art consists of individual graphic parts. The colors used in each part can be changed so that the clip art object s color scheme matches your presentation color scheme. You can change a clip art s color properties through the Recolor Picture dialog box. The Change box located on the Recolor Picture dialog box enables you to change colors or fills. Select Colors to display all the picture s colors including line, background, and fill. Select Fills to display all the picture s colors except line colors. When either Colors or Fills is selected, check the check box next to the color under Original to use the new color. Uncheck the check box to use the original color. 2-4

Ashbury Training Lesson 2: Working with multimedia To recolor a picture: 1. Select the picture you want to change. 2. On the Picture toolbar, click on the Recolor Picture button. 3. Select the check box next to the color you want to change and select a different color. Task A-2: Changing the color of clip art objects q Objective: To change the colors of the Summer clip art object. What you do 1. Verify that the Summer clip art object is selected 2. On the Picture toolbar, click on the Recolor Picture button 3. In the Recolor Picture dialog box, click on the drop-down list next to the darker blue color Comments/Prompts To display the Recolor Picture dialog box. To display the colors drop-down list. Select a light gray color 4. In the Recolor Picture dialog box, click on the drop-down arrow next to dark orange To change from dark blue to light gray. To display the colors drop-down list. Select a muted yellow color 5. Click on OK To close the Recolor Picture dialog box and return to the slide. 6. Observe the Summer clip art object The colors dark blue and orange are replaced with gray and yellow. 2-5

PowerPoint 2000: Advanced Ashbury Training Concepts > Adding objects to the Clip Gallery Not only can you select objects from the Clip Gallery, but you can also add new objects. For example, you might want to have your company logo available through the Clip Gallery. The Import Clips button in the Clip Gallery dialog box enables you to add, delete, and manage your clip art objects for use within PowerPoint. To add a clip art object to the Clip Gallery: 1. Click on the Insert Clip Art button. 2. Select the tab for the type of clip art that you want to add. 3. Select a category (or create a new one) to store the clip art and then click on Import Clips. 4. Locate the folder that contains the clip art that you want to add. 5. With the clip art selected, click on Import. Task A-3: Adding graphic objects to the Clip Gallery Before you begin: The slide is in Normal view. What you do 1. Click on the Insert Clip Art button Click on Import Clips Comments/Prompts To display the Insert ClipArt dialog box. 2. In the Add Clip To Clip Gallery dialog box, follow your instructor s directions to locate and select Logo To display the Add Clip To Clip Gallery dialog box. Click on Import To display the Clip Properties dialog box. 3. In the Description Of This Clip text box, type Burke Logo 2-6

Ashbury Training Lesson 2: Working with multimedia 4. Select the Categories tab Check Favorites Check Business (You might need to scroll.) Click on OK To add the Burke logo to the Favorites and Business categories. 5. Observe the Insert ClipArt dialog box You might want to show students the Favorites and Business categories to prove that the graphic has been added to each category. The Burke logo is displayed. The Burke logo is part of both the Favorites and Business categories, and can be found by viewing either category. 6. Close the Insert ClipArt dialog box (Click on the Close button.) 2-7

PowerPoint 2000: Advanced Ashbury Training Concepts > Creating pictures You can create your own pictures by using the drawing tools supplied with PowerPoint. PowerPoint s Drawing toolbar contains buttons that enable you to create pre-defined shapes, including squares, ovals, and lines, and fill them with a color of your choice. Also included on the Drawing toolbar is an AutoShapes button that enables you to insert complex graphic shapes into a slide. Since clip art objects are a series of individual graphic objects grouped together, you can build your own clip art object by layering graphic objects and then grouping them. Layering objects PowerPoint objects automatically stack in layers as you add them to a slide. You can see the stacking order when objects overlap. PowerPoint enables you to move objects up or down within the stack one layer at a time, or you can move them to the top or bottom of the stack in one move. This enables you to draw the first object first and then move it to the bottom later. The following table explains how to layer objects. Stacking order To bring an object to the front of the stack To send an object to the back of the stack To bring an object one step closer to the front To send an object one step toward the back Menu choice Order, Bring To Front Order, Send To Back Order, Bring Forward Order, Send To Back Remind students of the ways to select multiple objects: S + click on each individual object. Choose Edit, Select All. Use the Select Objects tool to draw a selection box around all of the objects. Grouping objects If you frequently make changes to several separate objects, you can combine the objects into a group. The objects are treated as a unit and any changes you make affect the entire group. This is especially helpful if you need to move, resize, or recolor a group of objects. To group objects: 1. Select the objects that you want to group. 2. Point to the selected objects and right-click the mouse button. 3. From the shortcut menu, choose Group. You can regroup objects that were previously grouped. Select any one of the previously grouped objects, right-click on the object, and choose Regroup from the shortcut menu. If you have objects that you no longer want grouped, rightclick on the grouped objects and choose Ungroup from the shortcut menu. 2-8

Ashbury Training Lesson 2: Working with multimedia Task A-4: Creating pictures for your presentation q Objective: To create your own pictures, you will add multiple graphic objects to a slide, layer them, and group them together. Before you begin: The file Multimedia Presentation is open. Slide 1 is displayed. Grouping objects What you do 1. Move to Slide 2 of Multimedia Presentation 2. On the Drawing toolbar, click the Autoshapes button and choose More AutoShapes 3. Select the Miscellaneous category Comments/Prompts To open the More Shapes dialog box. To display several miscellaneous shapes. 4. Click on the Cloud clipart To select it. 5. Click on the Insert Clip button 6. With the cloud selected, change the color of the cloud to gray To insert the clipart into the slide. (Click on the Fill Color button and select gray.) 7. Resize and move the cloud so that it covers the sun 8. On the Drawing toolbar, click on the AutoShapes button Choose _Basic_Shapes Lightning_Bolt_ The mouse pointer changes to a crosshair. 2-9

PowerPoint 2000: Advanced Ashbury Training 9. Draw a Lightning Bolt AutoShape over the cloud so that the lower half of the lightning bolt is below the cloud 10. Change the color of the lightning bolt to yellow 11. Right-click on the lightning bolt Choose _Order Send_To_Back_ (Click on the Fill Color button and select yellow.) To display the shortcut menu. The lightning bolt is now under the cloud. Since each graphic object is located on its own layer, you can send objects to the front or back. 12. Verify that the lightning bolt is selected Press and hold the S key Click on the cloud To select both the lightning bolt and the cloud. Demonstrate to students that the cloud and lightning bolt are one object by moving it. 13. Right-click on the cloud Choose _Grouping Group_ 14. Save the file as My Multimedia Presentation To display the shortcut menu. The two graphic objects are now grouped as one graphic object. 2-10

Ashbury Training Lesson 2: Working with multimedia b Concepts > Working with animation Animation is creating the illusion that an object is moving, thereby generating greater interest in that object. In PowerPoint, you can animate text and other objects by creating an animation slide, which displays bullet points or objects one at a time, along with accompanying effects. You can generate immediate interest in a presentation by animating its title. To use animation effects, display the Animation Effects toolbar by either clicking on the Animation Effects button; choosing View, Toolbars and selecting Animation Effects; or by right-clicking on a toolbar and choosing Animation Effects. Once an effect has been added, you can view it by clicking on the Slide Show View button. If your computer is equipped with a sound card and speakers, you will have the added effect of hearing sounds associated with the different visual effects in the Animation Effects toolbar. For example, the Typewriter Text Effect is accompanied by the sound of a typewriter typing, and the Drive-In Effect is accompanied by the sound of screeching tires. Assigning animation effects To make an object appear as though it is moving, assign animation effects to that object. Depending on the effect you want to achieve, you might want to group the object, or ungroup the object and have parts move in succession. For example, you might want a thunder cloud to cover the sun. To assign an animation effect: 1. Select the object to be animated. 2. On the Animation Effects toolbar, click on the Custom Animation button. 3. On the Effects page, in the Entry Animation And Sound drop-down list, select the effect you want. 4. Click on OK. 2-11

PowerPoint 2000: Advanced Ashbury Training Task B-1: Animating objects on a slide q Objective: To animate objects on a slide, you will change the Custom Animation options. Before you begin: The file My Multimedia Presentation is open and Slide 2 is displayed. What you do Comments/Prompts 1. Right-click on any toolbar To display the toolbar shortcut menu. Choose _Animation_Effects_ M A sound card is needed for students to hear sounds. Move the Animation Effects toolbar over the outline pane 2. On Slide 2, click on the slide title 3. On the Animation Effects toolbar, click on the Animate Title button 4. On the Animation Effects toolbar, click on the Camera Effect button To display the Animation Effects toolbar. To be able to view the slide pane. (To select it.) To make the slide title drop in from the top of the slide during a slide show. To make the selected text appear as though a camera shutter is opening during a slide show accompanied by the sound of a camera click. 2-12

Ashbury Training Lesson 2: Working with multimedia 5. On the Animation Effects toolbar, click on the Custom Animation button To display the Custom Animation dialog box. 6. Under Check To Animate Slide Objects, check Group 3 (Title 2 is also checked.) 7. Verify that the Effects tab is selected In the Entry Animation And Sound drop-down list, verify that Fly is selected 8. In the entry point dropdown list, select From Bottom 9. In the sound drop-down list, select Explosion 10. Click on Preview To preview the animation in the preview window. Practice Task 1. Animate the title text so that it, too, plays an explosion sound. 2. Preview the slide animation. Concepts > Changing animation order You can change the order of your animations to control when each object will be displayed on the screen. In the Custom Animation dialog box, click on the Preview button to display the order. To change the order of animation: 1. Under Animation Order, select the object you want to change. 2. Click on the Up Arrow button to move the object up in the order, or click on the Down Arrow button to move the object down in the order. 2-13

PowerPoint 2000: Advanced Ashbury Training Setting timing By default, the animation effect will take place each time you click the mouse button. In the case of the thunder cloud, you will need to click the mouse button to view the animation. To produce a smoother flow for the animation, you can set the timing to occur automatically. You can also control the number of seconds between events. To set the timing, select the Order And Timing tab in the Custom Animation dialog box. Task B-2: Changing animation order and timing Before you begin: Complete the Practice Task at the end of Task B-1. What you do Comments/Prompts 1. Verify that the Custom Animation dialog box is displayed If the Custom Animation dialog box is not displayed, click on the Custom Animation button or choose Slide Show, Custom Animation. Select the Order & Timing tab 2. In the Animation Order list, select Group 3 Click on the Move Up arrow To move Group 3 to the top of the animation order. 3. Under Start Animation, select Automatically 4. In the time box, click on the up arrow twice To set the time to 2 seconds. The cloud object will automatically be animated 2 seconds after the text is displayed. The preview does not accurately show the animation time. 5. Click on the Preview button To display the order of the animated objects. 2-14

Ashbury Training Lesson 2: Working with multimedia Practice Task 1. Animate the Title 2 object so that it is automatically displayed after 2 seconds. Close the Custom Animation dialog box. (Click on OK.) 2. View the slide animation. (Click on the Slide Show button.) After the animation is finished, right-click and choose End Show. 2-15

PowerPoint 2000: Advanced Ashbury Training c Concepts > By default, the Movie and Sound Galleries are not installed with PowerPoint. Inserting movies and sound Multimedia can be sound, music, video clips, or animations that you can add to your slide shows to generate increased interest and to improve your ability to communicate a message. PowerPoint includes movies and sounds in a gallery, similar to the Clip Art Gallery. Choose Insert, Movies And Sounds, Sound From File. A list of sounds will be displayed from which you can select. When you insert a video or sound clip, it appears on the slide as an icon. The sound or video starts when you click on its icon during a slide show. Once you have the music or video clip inserted, you can set options for how it will play during a slide show. To change options for music or video: 1. Select the music or video icon you want to change. 2. Choose Slide Show, Custom Animation, and then select the Multimedia Settings tab. 3. Select the options you want, or click on More Options. 4. When you are finished, click on OK. You need a sound card installed on your computer to be able to play music and sounds. To find out what you have installed, check the Multimedia and Sound categories in the Windows Control Panel. Task C-1: Inserting a movie into a presentation Before you begin: Complete the Practice Task at the end of Task C-2. The file My Multimedia Presentation is open. What you do 1. If necessary, close the Animation Effects toolbar Comments/Prompts (Click on the Close button.) 2. Move to Slide 3 of the presentation 3. Choose _Insert Movies_And_Sounds Movie_From_File _ To display the Insert Movie dialog box. 4. Follow your instructor s directions to locate the file Burke 2-16

Ashbury Training Lesson 2: Working with multimedia 5. Double-click on the file Burke Click on Yes To make the movie play automatically in the slide show. 6. Resize the movie clip to a size of your choice Center the movie clip under the title The movie may look distorted in Normal view. Explain to students that the movie will look better in Slide Show view. 7. Right-click on the movie object Choose _Play_Movie_ To preview the movie. Concepts > Adding text to a slide Text boxes enable you to insert text anywhere on a slide. This feature is particularly helpful if you want to label objects on a slide or you want to create a slide that does not conform to one of the 24 AutoLayouts. In addition, you can move and reshape a text box. There are two kinds of text boxes. You can create a text box to add text that does not wrap, or create a text box to add text that does wrap. To add text that does not wrap, click on the Text Box button and click where you want to add the text and start typing. To add text that does wrap, click on the Text Box button and drag to where you want to add text and start typing. 2-17

PowerPoint 2000: Advanced Ashbury Training Task C-2: Adding text to a slide q Objective: To add text to a slide, you will create a text box. What you do 1. On the Drawing toolbar, click on the Text Box button 2. Move the insertion bar below the center of the slide Comments/Prompts The mouse pointer changes to an insertion bar. Click the mouse button 3. Type Visit the Sunny Side of the Street 4. Select all of the text located in the text box 5. Change the font size to 36 To create a text box. To add the text to the slide. (Triple-click on the text, or click on the object border.) (Click on the Font Size button.) Apply bold Apply a shadow (Click on the Shadow button.) 6. Save the presentation Concepts > Background sounds Background sounds are useful if you need to create a mood while displaying a slide. Background sounds are different from object sounds in that they are not associated with objects on the slide. A background sound s properties can be set so that the sound loops a specified number of times (or indefinitely) while a slide is displayed. 2-18

Ashbury Training Lesson 2: Working with multimedia Task C-3: Inserting a background sound Before you begin: Slide 3 of My Multimedia Presentation is displayed in Normal view. What you do 1. Choose _Insert Movies_And_Sounds Sound_From_File _ 2. Follow your instructor s directions to locate the file Bird Double-click on Bird Comments/Prompts To display the Insert Sound dialog box. (In the Student folder.) To insert the sound into the slide. Click on Yes To play the sound automatically. 3. Observe the sound object inserted into the slide The sound object is a graphical representation of the sound file inserted into the slide. 4. Right-click on the sound object To display the shortcut menu. Choose _Custom_Animation _ To display the Custom Animation dialog box. 5. Verify that the Multimedia Settings tab is selected Next to While Playing, select Continue Slide Show To display the Stop Playing options. Next to Stop Playing, select After Current Slide 6. Click on More Options Under Play Options, check Loop Until Stopped Click on OK To display the Sound Options dialog box. To play a loop of the sound while the slide is displayed. To close the Sound Options dialog box and return to the Custom Animation dialog box. 2-19

PowerPoint 2000: Advanced Ashbury Training 7. Select the Order & Timing tab If necessary, under Start Animation, select Automatically Click on OK 8. View the slide in Slide Show view Click the mouse button Click the mouse button To save the settings and return to the slide. (Click on the Slide Show button.) To end the slide show. To return to Normal view. Practice Task 1. Move to Slide 1. View the entire presentation as a slide show. (Click on the Slide Show button.) 2. Save and close the presentation. 2-20

Ashbury Training Lesson 2: Working with multimedia ( Practice Unit for Lesson 2 In this activity, you will create a presentation and insert and animate clip art. 1. Create a new presentation. 2. Select the Blank AutoLayout. 3. Insert a text box at the bottom of the slide. 4. In the text box, enter the text Our New Animated Logo 5. Insert a clip art object of your choice into the slide. 6. Scale the clip art object to fit in the top center of the slide. 7. Animate the clip art object so that it enters the slide from the right side of slide. 8. Add a sound of your choice to the animation. 9. View the slide show. 10. Save the Presentation as New Logo 11. Close the presentation. 2-21

PowerPoint 2000: Advanced ) Wrap-up for Lesson 2 a What modifications can you make to clip art? Answers might include: scaling clip art to another size, changing the color of a clip art object, or changing clip art to a drawn object by ungrouping it. b What options does PowerPoint include that enable you to create animation? You can control the order and timing of animation. In addition, you can dictate the number of times animation will loop. c Describe the difference between a background sound and an animation sound. A background sound is not associated with an object on a slide. 2-22