Inserting Graphic Images into Microsoft Powerpoint

Introduction

Microsoft Powerpoint is a program designed primarily for business users to make presentations. It is a relatively simple program to use that can easily be adapted to a variety of applications in the classroom. This document describes how to include pictures from several sources into Powerpoint presentations. While inserting sound clips, animations, etc. are not covered, the principles covered in this document apply to these types of files also. Note that this document explains features and limitations of Microsoft Powerpoint 4.0 (the version currently installed on the Stark network).

File Formats

A huge number of multimedia file formats are currently available, and the number appears to be growing. The following lists some of the more common graphics formats. Not all of these formats are directly supported by Microsoft Powerpoint 4.0. To make matters worse, the file types supported vary between machines depending on which graphics input filters have been installed. (See technical information.)

The simplest way to determine which graphics formats are supported on the machine you are using is to launch Powerpoint, create a new slide, and use the Insert Picture command (see below). Click on the arrow to the right of the "List Files of Type" box and scroll down to determine if the format you need is available. If it is not, you will need to convert your file into a format that is compatible (Windows Bitmap or TIFF are usually safe choices). The most commonly encountered formats for most users will be .GIF, .JPG, .TIF, and .BMP.

Graphic File formats recognized by Powerpoint 4.0

Common Sound and Animation formats

Converting Between File Formats

A common problem with using graphics in Powerpoint is the fact that Powerpoint may not be able to read the format that the file happens to be saved in. One simple way to correct this is to use the program "LView". This program is able to read and write a large number of different graphic file formats, making it easy to convert between common graphic file formats. This program can be found on CONTROL server at
J:\LVIEW31\LViewp1b.exe

Sources of Graphic Images

Internet
The Internet contains a huge amount of graphical information. One of the most serious problems facing users trying to incorporate these images into Powerpoint presentations is finding the right image. The search engines on the World-wide web are of enormous benefit in overcoming this obstacle, but still require a fair deal of patience, skill, and luck. While the Lycos search engine has an option to search for pictures, one can sometimes have better luck with a less restrictive search using more keywords. Learn the advanced search options on your favorite search engine(s) to limit the number of hits. For example, a "+" in front of a keyword requires that this word be present in several search engines. Likewise, a "-" may force a keyword to not be present. Most search engines also allow boolean logical operators (and, not, etc.).
Once the desired picture is found, the next step is to save this image to a file. In Netscape, the following procedure is used.
Scanner
If you already have a picture you want in a presentation from a book, overhead, photograph, etc., it is possible to scan this using the scanner in the Faculty workroom on the 4th floor of Main Hall. A procedure for doing this is located by by the scanner. Once this is accomplished, you should have a TIFF file on disk.
Windows Applications (Excel, etc.)
It is possible to Copy pictures, tables, and other information from many Windows programs and Paste these directly into a Powerpoint presentation. To accomplish this, select the desired image and copy to the Windows clipboard using either the mouse (use to right mouse button to bring up a floating menu containing a Copy command), keystrokes ( [Ctrl]-C ), or using a menu command in the application (typically Edit Copy). Once the image is copied, move to the appropriate location in your Powerpoint presentation and Paste.

Inserting a Picture from a File into Powerpoint.

Once the desired image is saved on disk, it can easily be inserted into Powerpoint using the Insert Picture command. The figures below show how this should look on the screen.

Insert Picture Menu The Insert Picture Drop-down Menu

Open File Box The Open File Dialog Box

To find the file, you will need to know its
- Filename
- Subdirectory location, and
- Disk drive

Once the image is loaded into Powerpoint, you have the option of Scaling (to change size) or Cropping (to remove excess border or unwanted sections) the picture.

To scale the picture, select the image with the left mouse button. A border should appear around the picture with small black squares on each edge and each corner. By pushing or pulling on edges, the picture will shrink or expand AND the Width to Height ratio will change (the picture will be distorted). By moving one of the corners, the size will change without affecting the aspect ratio. To keep the picture "centered", press the [Ctrl] button before moving the mouse.

To crop the picture, select the image as above. Then use the menu command Tools Crop. The cursor should change shape. Select an edge or corner and move "in" to remove unwanted area. The whole picture is still stored, so you can expand an image that was previously cropped.

Document created February 13, 1997
by Clarke Earley
Kent State University - Stark Campus
Department of Chemistry
Email: cearley