1. Exploring Microsoft Office PowerPoint 2007
Chapter 4:
Enhancing with Multimedia
Microsoft PowerPoint 2007 is a presentation application. A presentation is a series of slides that can be shown with a computer and projector, shown as a Web page or overhead transparencies, or printed as a handout. Individual slides contain elements such as text, charts, graphics, photographs, sounds, and more. PowerPoint allows the presenter to focus on the message and content he or she wishes to communicate, while the application takes care of design and consistency.
Think about all of the presentations you have seen. Did the presenter use presentation software? Did it make the presentation more interesting? Was it easier to understand the points the presenter was making?
Robert Grauer, Keith Mulbery, Cynthia Krebs
Committed to Shaping the Next Generation of IT Experts.

2. Objectives Insert and modify a picture Use the Internet as a resource
Create a Photo Album
Set Photo Album options
Insert movies
Set movies options
Add sound
Record and play narration
The goal of chapter 4 is to add interest to PowerPoint presentations through the use of multimedia. The objectives of this chapter are:
Insert and modify a picture
Use the Internet as a resource
Create a Photo Album
Set Photo Album options
Insert movies
Set movie options
Add sound
Record and play narration

3. Multimedia Text Graphics Sound Animation Video
Multimedia, by definition, is many forms of media. All can be used to present information to your audience. In previous chapters we have addressed text, graphic objects, slide transitions and object animations. We will be focusing on photographs, sound, animations, and video forms of multimedia in our discussion of this chapter.

4. Types of Graphics Bitmap Vector image graphic
Photographs like the one shown on the right are composed of pixels. Pixels are best described as tiny dots of color placed in a grid. These bitmap images must be handled correctly to avoid pixilation. Look carefully at the pumpkin photo on the right and compare it to the vector graphic version on the left. The photograph almost looks unfocused and has jagged edges when it is enlarged. The vector graphic on the left is created with geometric formulas. When it is enlarged, the formulas are recalculated and the lines remain smooth.
When using photographs, look at them in the Slide Show view to make sure that they are clear.

5. Obtaining Images Scanning Digital camera Microsoft Clip Organizer
Microsoft Office Online
Internet
Graphics packages
All of the options listed here are viable resources for bitmapped photographs to use in your presentations. A number of different file formats produce bitmapped images. You have probably heard of the more commonly used .jpg, .bmp, gif, and .wmf formats. All of these and more can be used in PowerPoint.
Just as shapes were modified with effects and styles, photographs can be manipulated too. Photographs can be cropped. The brightness and contrast can be changed. Photographs can become interesting slide backgrounds. Manipulating photographs is the topic of the next few slides.

6. Inserting a Picture Insert Picture button
Pictures can be inserted into placeholders on the slides or anywhere else on a slide without a placeholder. The layout options for slides allow the placement of photographs in multiple positions on the slide. After selecting a layout with a photograph option, click on the Insert Picture button. The Insert Picture dialog box contains a Browse option so you can locate the photo file and insert it into the placeholder. This method centers the photograph in the placeholder and crops any portion that does not fit within the placeholder.
Another method of inserting pictures allows the photographs to come into the slide at full size. Click Picture on the Insert tab and a dialog box will open that lets you navigate to the location of the file. Once the picture is on the slide, the size and position is easily changed by dragging and cropping. This is a method that does not use a placeholder.

7. Using Picture Tools Picture Tools
Let’s face it, not all of us are professional photographers. Sometimes our pictures can use a little sprucing up. PowerPoint gives us options that can take a marginal photograph and make it better.
After selecting the photograph to manipulate, the Picture Tools will become available under the Format tab. Adjustment options, Picture Styles and Effects, Arrangement options, and Sizing tools are format tools that can improve your photographs. We will discuss these options in the following slides.

8. Brightness and Contrast
Often photographs are too dark due to incorrect lighting. Brightness, as shown on the photos on the left, can be manipulated to make the image lighter or darker. The Brightness tool is also used to make photographs into slide backgrounds, because the photos must be light enough for the text to be visible on top of them. The Brightness option allows change in 10% increments. Sliders are available for different increments with the Picture Corrections Option button.
The photographs on the right show the effects of manipulating the contrast. Contrast is the difference between the darkest and lightest areas of the photograph. Too much contrast intensifies the light areas of the photograph. Too little contrast muddies the photograph.
As you experiment with the brightness and contrast, take the time to look at the resulting images in the Slide Show view. The larger view may help you make some important decisions.

9. Cropping Images Cropping handles Cropped Original
Today’s digital cameras have high resolutions that add up to large numbers of pixels (mega pixels, in fact) which really increases the size of your presentation. Cropping photographs to focus attention on the important parts reduces the physical size of the photographs as well as the file size of your presentation. As you crop photographs make sure you aren’t deleting portions of the shot that tell the story.
Select the photograph and select Crop from the Format tab. Cropping handles will appear at the edges of the picture. Drag these inward to crop the image. When you crop a photograph, you really haven’t cut away parts at this point. If you change your mind, you can select the photograph and use the cropping tool again to reveal parts of the photograph that you might have cropped off.

10. Compression Settings
When you have selected, placed and cropped all of the photographs, you can reduce the file size of the presentation by compressing the pictures. This will permanently delete the cropped off areas of the photographs and change the resolution of the photographs for optimal printing or projection. Select a photograph in your presentation and use the Compress Pictures command. If you do not select the checkbox to apply compression to the selected picture, all pictures in the presentation will be compressed.

11. Applying Picture Styles
Picture Style gallery
Picture buttons
Picture Styles really enhance photographs and make them more interesting to the audience. They add a professional feel to the presentation. The pictures can be framed with white, just like real photographs. The edges can be softened. Shadows can be applied. There are 3-D effects which make it appear as if the photographs are popping off the screen. Many other effects are possible.
Select the photograph to begin applying the effects. The Picture Styles gallery gives you some idea of what the effects will look like before you select them. The Picture Shape button changes the overall shape of the photograph. The Pictures Border button offers opportunities to change the border color, weight, or dash style. The Picture Effects button (my favorite) adds shadows, reflections, glows, soft edges, and 3-D effects.

12. Creating Photo Backgrounds
The photograph on the left was used to create the background to the slide on the right. The photograph is placed on the background with the Background group on the Design tab. The Background Styles option in the Background group allows you to select a photograph file, or use an image from the Clipboard or Clip Art. When the Format Background dialog box opens, you will select the radio button for Picture or texture fill. The buttons for loading the artwork will appear. You manipulate the photo by making tiling and transparency changes. If the photograph is not large enough to fill the background of the slide it will tile. This means that multiple images will repeat across the background. Sometimes this works. Other times it is very distracting. Be sure to change the transparency, otherwise it will be very hard to read text on top of the background. After you have completed the steps to set a background photograph, check the Slide Show view to make sure the text shows on top of the photograph.

13. Using the Internet as a Resource
The Internet is a great resource for all sorts of things that help you build a presentation. Research can be completed to add to your information. Quotations can be found to provide the audience with sage advice or a little chuckle. Photographs and other graphic resources are available. Sounds and videos are being posted on the World Wide Web in astonishing numbers.
The Internet can be used in two ways in your presentation. You can set hyperlinks to Web sites that you can click and visit (if you have an Internet connection) during your presentation. The ImageAfter link on this slide would take you to a resource for copyright free images. The second way to use the Internet is to download multimedia, including photographs and Clip Art, to your local computer for use in your presentations. The photograph on this slide is an example of that technique. You can copy and paste photographs from the Internet, or right-click the photograph and use the Save As option on the shortcut menu to save the file to your hard drive or other storage device.

14. Research on the Internet
Keyword
Reference
sources
Microsoft offers you research capability through its Research Service. The Research option is available on the Review tab. Enter a keyword into the Search box and select the reference you wish to use. Possible resources include a dictionary, thesaurus, and the Encarta Encyclopedia.
Results

15. Copyright Exclusive rights Fair use Derivative works Display
Distribution
Performance
Reproduce
Fair use
Amount of work
Intended use
Timeliness
Length of use
Copyright is probably one of the most misunderstood laws. There is a common assumption that anything on the Web is free of copyrights. This is just not true. As a matter of fact, the majority of the material on the Internet is copyrighted. Copyright protection applies to written or artistic work that is in a fixed format. There are five exclusive rights granted to copyright holders. They have the right to create derivative works, such as writing a screen play from a novel. They may control how their work is displayed. The copyright holder can make decisions about how the work is distributed and by what channels. They can decide whether to allow performance of the work. They also have exclusive rights to the reproduction of the copyrighted material. Copyright holders can sue people and companies that violate their rights.
Everything on the Internet should be considered protected by copyright law unless the site says it is in the public domain. Government Web sites are in the public domain. Check out the NASA Web site for some fantastic astronomy photographs.
People always try to argue that their use of copyrighted material falls under fair use standards. Often this is not the case. Fair use is determined by using four tests. The first is what proportion of the work is being used? Generally 10% or less is considered fair use. The intended use of the work also comes into play. Educational, nonprofit uses, and critical review for commentary are acceptable intended uses. Another test is how soon the material will be used after it is discovered. The idea here is that if you have enough time to ask for permission to use the material you should ask. The final test is the length of time the material will be used. If it is going to be used in one class, and not school term after school term, it is generally considered fair use.
One thing about the Internet that assists people with copyright issues is that it is easier to communicate with the copyright holders because “contact us” addresses are often included on the Web site. My rule of thumb is that if at all possible, contact the copyright holder and request permission. My experience has been positive in most cases. The authors generally allow you to use the material with no cost or low cost if you ask.

16. Microsoft Media Elements
Photographs
Clip Art
Fonts
Sounds
Animations
Video
Microsoft provides a large amount of media through the Microsoft Office Online. Microsoft multimedia elements are protected by copyrights. By using the Help menu, you will be able to find what uses are prohibited. Microsoft wants to give you a fair amount of latitude in using the graphics, but they also want to protect their copyrights. It is worth some time to look at the short list of what is not approved.

17. Photo Albums
Up to this point we have been discussing the use and manipulation of photographs one at a time. This can take quite a bit of time if you have many photographs to process. PowerPoint has a Photo Album feature that makes the processing of photographs much faster. When using this option, the images you select will be arranged on album pages based on the responses you make. The next slide will show you what the Photo Album options are.

18. Setting Photo Album Options
New Text Box
button
Rotate, Brightness,
Contrast
Move
arrows
The Photo Album option is available in the Inset tab, Illustrations group. The dialog box contains all of the settings you will make to create your Photo Album. Selecting the photographs is as easy as navigating to them on your disk drive or flash drive and selecting them. You can move the picture files up or down in the order with the move arrows. Multiple images can be selected with the use of the Shift key or the Ctrl key. If you need to rotate the photographs, use the rotation buttons to move the photograph in 90 degree increments. You can make modifications to the brightness and contrast in this dialog box. The photographs can also be set to display in black and white.
The New Text Box creates a placeholder in the album for text. The placeholder will be the same size as the photograph placeholder. Text boxes can be used for journaling or telling the story behind the photograph. This is different from adding captions to your Photo Album. When you select the layout you prefer, select the Captions below ALL pictures option, and the filename of the photograph will appear below it in the album. If your photographs have digital camera numbers as filenames, you can click on the captions after you create the album and change them to captions that make sense.
The layout of the Photo Album is also selected in this dialog box. Your options to have one photograph per slide, two per slide, or four per slide. You will also have the option to include a title placeholder on the slides. Frame shape options include rectangles, rounded rectangles, ovals, corner tabs, square tabs and plaque tabs. A theme can be selected to provide a background for your photographs.
After your photo album has been created, you may still change your mind about the photos, layout, captions, and text boxes. The option to Edit Photo Album is on the Insert tab in the same area you used to create the photo album.
Layout
options

19. Inserting Movies
Movies are very engaging when shown in presentations. They can enhance your story in a way that words and pictures alone cannot.
Movies that can be used in PowerPoint include actual digital video taken with a video camera and animations created with software applications. The latter are generally vector graphics with multiple images that change slightly between each frame of the animation. Remember flip books where you quickly turned the pages of a small book to make a “movie?” Animations are much the same.
While using movies increases audience understanding, they also use a lot of your computer’s resources. This might slow down or completely stall your computer system, so check the presentation before you present it to an audience so you are sure it works correctly. Software for compressing and decompressing video must be on your computer in order to show movies. Common movie formats are .mpg, .wmv, and .avi.
Unlike other elements you have added to presentations, movies are linked rather than embedded. Movies are stored separately from the presentation. If you move the presentation, say to your flash drive, you must remember to also move the movie. If you change the location of the movie, perhaps by putting it into a folder, you must change the link in the presentation.
The Insert Movie option is available in the Media Clips group of the Insert tab. Movies can be added as a file or from the Clip Organizer. When you insert a movie from a file, you navigate to the file in the normal fashion and click OK. After the movie transfers to the presentation another dialog box opens, giving you the options to play the movie automatically or to play when you click the mouse. A discussion of how to set the movie options follows on the next slide.

20. Setting Movie Options Movie Tools
When you have selected a movie, the Movie Tools tab appears and lets you control a number of things related to the movie. You can preview the movie. In the Movie Options group, you will need to select a setting for how your movie will start, whether an icon to indicate the movie will be on your slide, and whether to play the movie full screen. You can cause the movie to loop or to rewind after it has been played. If your movie has sound, you can control the volume on the Movie Tools tab.

21. Movie Size Options Best scale option
Using the Dialog Box Launcher in the Size group, you can make selections affecting the movie resolution. The Size and Position dialog initially shows the movie sized relative to its original picture size. Using the Best scale for slide show check box, you may select a resolution for the movie. The larger the resolution, the smaller and clearer the movie will be.
Test the movie in the Slide Show view as you create your presentation and again before you show it to an audience. The computer you use during the presentation must have the files in the correct place and be able to decode the movie for showing. You don’t want the embarrassment of not having a functioning movie during your presentation.
Remember, the audience probably doesn’t want to see movies that do not relate to the content of your presentation. Select this media carefully.

22. Using Sound Clip Organizer Microsoft Office Online CD audio track
Personal recordings
Sounds
Music
Narration
Sound has the power to engage your audience or enrage them. Select sounds carefully. Make sure the sounds support your message. I once attended a presentation where each slide transition included the sound of an audience clapping. The first time it was cute. By the fifth slide, it was really getting on my nerves. By the tenth slide, I was trying to sneak out of the presentation room.
Your computer equipment must include a sound card and speakers for playing sounds. In the computer lab, you can use headphones as you test your presentation.
As with other multimedia, there are many resources for sound. PowerPoint contains sounds in the Clip Organizer. More sounds can be downloaded from Microsoft Office Online. PowerPoint can also play CD audio tracks. You can also make your own recordings of sound, including sound effects, music, and narration. PowerPoint plays many file formats, including .mp3, .wav, and .midi files. Sounds that are less than 100 kb and .wav sounds are embedded in your slide show. All other sounds are linked. Be sure that you take the sounds with you when you hit the road with your presentation! The best way to do this is to store your sounds and the presentation in the same folder. When you put your presentation onto your storage media, move the folder rather than the individual pieces. Be sure to test the slide show on the computer you will be using during your presentation to make sure everything is working before the audience arrives.

23. Adding Sound Sound icon
Sounds are added through the Insert tab. The Sound button brings up a dialog box that allows you to navigate to the sound file as you normally would for any file. After the sound is located and placed on your slide, another dialog box opens asking you whether the sound will be played Automatically or When Clicked. If you select Automatically, the sound will begin loading and playing as soon as the slide opens during the presentation. If you want more control over when the sound is played, select the When Clicked option.
Sounds are indicated on the slide by a speaker icon. If you do not want this icon to show on the slide, select it and drag it inwards until it is just a tiny dot. This works best if the sound starts automatically. If you select the When Clicked option, you must click on the icon in order to play the sound.

24. Adding CD Sound
Sounds can also be played during a presentation from CD. The Sound button on the Insert tab contains the option of Insert CD Audio. When you create the presentation, you select the tracks to play, the number of seconds to include, whether to loop the track, and whether to hide the sound icon. You may also set the volume for the CD selection on this dialog box.
There are two things to remember when using CD sound. First, be sure to bring the CD to the presentation and have it in the computer that is playing the presentation. Be sure to test this slide when you get to the presentation room so that you are sure it will work as you expect. Second, don’t forget about the copyright issues we discussed earlier in this presentation!

25. Changing Sound Settings
After placing a sound on a slide, you may decide to change the settings. Select the Custom Animation button on the Animation tab. This will open a Custom Animation pane. Select the sound. A dialog box opens that give you options for Timing, Effects, and Sound Settings. The Timing tab shown here allows you to set the starting mechanism, the delay before playing, and how many times the sound repeats. Triggers allow even more customization.
The Sound Setting tab contains the settings for the volume of the sound and whether to hide the sound icon. There is also information about the sound clip on this tab. You can check out the length of the sound in minutes and seconds. You will also be able to see the link information for the sound.
The Effects tab will be discussed on the next slide.

26. Sound over Multiple Slides
Start
playing
Often you want to continue to play the sound or music over a series of slides. Using the Custom Animation pane, with the sound selected, the Effect tab allows you to select the start and stop playing options. The settings shown on this slide will cause the sound to start playing when the current slide loads and continue playing for the next slide. You may select the number of slides during which you wish to have the sound play. You can have the sound play through the entire presentation if you put the last slide number in this box.
Stop
playing

27. Narration Considerations
Embedded
Linked
Write a script
Equipment
Test the equipment!
Depending on your presentation outlet, you may need to narrate the slides. An example of this is if you were sending the presentation to someone as a self-playing presentation. You might also narrate a presentation at a kiosk. And just as with other features in PowerPoint, this is easy to accomplish.
The narration may be embedded or linked to the presentation. An embedded narration will result in a large file size for the presentation. It may slow the presentation down considerably. The advantage of doing this is that you would be sure that the narration travels with the presentation file. Linked narration has the same characteristics as other media elements that are linked. It needs to be included with the presentation file on the storage media so that it is available when the slide show is presented. Long narrations should be linked. Don’t think that every slide in the presentation must have narration. Selected slides with comments can be very effective. One last thing, narration takes precedence over all other sounds as the presentation plays back.
It is always helpful to me to have a script written out for each narration I make on a slide. This allows me to keep my voice clear and avoid the “hummm,” “ahhh,” and “OK” that might normally creep into unrehearsed material. This script can later be provided to audience members who have hearing impairments. You might also send along a copy of the script with self-playing presentations in case the recipient does not have a sound card on their computer. Using the Notes feature of PowerPoint to write the script and printing it out so you can narrate makes good sense.
In order to record narration, your computer will need to be outfitted with a sound card. You will need a microphone and speakers. While you are working on the presentation, a microphone/headset combination is very handy. This may be what you use in the computer lab. Obviously, if the narration is to be heard when the presentation is made to a group, you will need speakers. Test the speakers in the room where you will be giving the presentation prior to the presentation.

28. Recording Narration
The recording feature is located on the Slide Show tab. When you click the Record Narration option, you will not immediately begin recording. Instead, a dialog box allows you to test your microphone prior to making the recording. This can save you from real frustration later, so be sure to test your microphone level.
When you click OK in this dialog box, the slide show will open on the full screen. Begin your narration. Click to advance to the next slide and continue with your narration. If you wish to pause, right-click and select Pause Narration or Resume Narration. When you are finished, press the Esc key to exit the presentation. You will be prompted to Save the slide timings. If your presentation will be self-running, save the timings so that the slides will advance as you advanced them during your narration. The Slide Sorter view will show how long each slide will be displayed. If you will be giving the presentation in person, you do not need to save the timings, because you will advance the slides at your own pace.