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Webucator's Free Introduction to Microsoft PowerPoint Training Tutorial

Lesson: Working with Images

Welcome to our free Introduction to Microsoft PowerPoint Training tutorial. This tutorial is based on Webucator's Introduction to Microsoft PowerPoint 2019 Training course.

Adding images to your PowerPoint presentation allows you to add visual interest for your audience.

Lesson Goals

  • Add images to a presentation.
  • Insert a picture.
  • Insert clip art.
  • Insert a screenshot.
  • Edit an image.
  • Rotate and resize an image.
  • Group and ungroup images.
  • Arrange images.
  • Add shapes.

Adding Images to a Slide

Images can enhance the visual appeal and effectiveness of your presentations.

Images can be inserted using commands in the Images group of the Insert tab.

Images Group

There are four sources for images that you can work with:

  1. Pictures - Images stored on your local drive. (In PowerPoint 2010, this is called simply Picture.)
  2. Online Pictures - Media files (images, videos, audio, and more) that Microsoft PowerPoint provides. Additional media files are available through Office.com's database.
  3. Screenshot - A screen capture of any application that is not minimized to your task bar.
  4. Photo Album - A collection of images from local files or disk. Photo albums are beyond the scope of this class, but are covered in the Microsoft PowerPoint 2019 Advanced course.

Grouping and Ungrouping Images

Grouping images is only possible when there are multiple images on a slide. The purpose of grouping images is to treat multiple images (including shapes) as a single object.

To group images:

  1. Press and hold the Ctrl key while selecting images with your mouse.
  2. Right-click and select Group > Group from the context menu.Group Command
  3. After images are grouped, they are treated as a single image. Notice that a single sizing box surrounds all images in the group.Grouped Images

To ungroup images:

  1. Select the grouped object that you want to ungroup. One sizing box surrounds the grouped object/image.Ungroup Command
  2. Right-click the grouped object and select Group > Ungroup. Sizing boxes now appear around each image.Images Ungrouped

Inserting a Picture

To insert a picture on a slide:

  1. Click in the slide where you want to insert a picture.
  2. On the Insert tab, in the Images group, click Pictures.Pictures Command
  3. In the Insert Picture dialog box, navigate to the folder that contains the picture, select it, and click Open.Open Picture

To remove a picture from a slide:

  1. Select the image on the slide.
  2. Ensure that the sizing handles are active.Sizing Handles
  3. Press Delete.

In PowerPoint 2019, the software automatically detects the image's background, making it easy to remove. To remove the background image of a picture:

  1. Select the image.
  2. From the Picture Tools Format tab, from the Adjust group, click Remove Background. Remove Background Command
  3. PowerPoint shows how a preview of how background will be removed. Remove Background Preview
  4. Select Keep Changes to keep the changes or Discard All Changes to reject the change. You can also adjust the removal by selecting an option in the Refine group. Approve or Reject Change

Arranging Images

If images on a slide overlap, you can control which image is visible in the overlapping regions.

To bring an image forward so that it appears to be on top of another image:

  1. Select the image to bring forward. Handles around the object confirm that it is selected. Selected Image
  2. Right-click and then select Bring to Front > Bring Forward.Bring Forward

Image Forward

To send an image backward so that it appears to be behind another image:

  1. Select the image to send backward. Right-click and then click Send to Back > Send Backward.Send Backward

Image Sent Backward

Note: There are additional sub-commands of Bring to Front and Send to Back that let you move an image to the very front or very back when working with multiple images on a slide. These commands are available on the Picture Tools Format tab in the Arrange group.

  • Bring to Front > Bring Forward - Moves an object one level at a time to the foreground.
  • Bring to Front > Bring to Front - Moves an object in front of all other objects.
  • Send to Back > Send Backward - Moves an object one level at a time to the background.
  • Send to Back > Send to Back - Moves an object behind all other objects.

These actions can be repeated more than once depending on how many images and levels you need to arrange.

Adding Shapes

Shapes, such as lines, rectangles, block arrows, flowchart objects, and callouts, can enhance your presentations in a variety of ways.

To add shapes to a slide:

  1. On the Insert tab, in the Illustrations group, click Shapes to open the shapes gallery.Shapes Command
  2. From the gallery, select the type of shape to add to your slide. Your cursor changes to a + sign.
  3. Click and drag to define the region on your slide where you want to insert the shape.
  4. Release the mouse button to add the shape to the slide. Notice the additional yellow handles on and/or near the sizing box. These allow you to further modify the shape.Modify Shape

Shapes in the gallery are categorized by:

  • Recently Used Shapes
  • Lines
  • Rectangles
  • Basic Shapes
  • Block Arrows
  • Equation Shapes
  • Flowchart
  • Stars and Banners
  • Callouts
  • Action Buttons

Apply Borders to a Shape

To add borers to a shape, after it is inserted, select it and then from the Drawing Tools Format tab, in the Shape Styles group, select Shape Outline and use these options to add and format a border.

Format Shape

Modify Shape Backgrounds

You can change the background of a shape.

To modify a shape's background:

  1. Select the shape.
  2. Select the Drawing Tools Format tab. Drawing Tools Format Tab
  3. In the Shape Styles group, select Shape Fill. Shape Fill
  4. Select a color from the drop-down list, or another option, such as adding a picture or texture. Fill Selection

Aligning and Grouping Shapes

When adding multiple shapes, you may want to align them and/or group them.

To align shapes:

  1. Select the shapes you want to align.
  2. From the Drawing Tools Format tab, from the Arrange group, select Align. Align Command
  3. Select an alignment option from the drop-down list. Alignment Option

To group shapes:

  1. Select the shapes you want to group.
  2. From the Drawing Tools Format tab, from the Arrange group, select Group. Group Command
  3. Select Group from the drop-down list. Group

Merging Shapes

PowerPoint 2016 and 2019 allow you to create custom shapes by merging them.

  1. To unite shapes, select the shapes you wish to join. Select Shapes
  2. Select the Drawing Tools Format tab, and in the Insert Shapes group, click on Merge Shapes and choose Union. Union Command
  3. The shapes have now been combined as one shape. New Shape
  4. To subtract one shape from another, select the shapes. Select Shapes
  5. Select the Drawing Tools Format tab, and in the Insert Shapes group, click on Merge Shapes and choose Subtract. Subtract Command
  6. One shape has now been subtracted from the other. New Shape

Object Smart Guides

Smart Guides make it easier to line up items in your slideshows.

To use Smart Guides when working with multiple pictures, shapes, charts, and so on:

  1. Select the item you want to align. Select Item
  2. Notice the dashed lines that are displayed, showing alignment. Smart Guides
  3. The lines will change as you move the object to show various alignment options. Objects are Aligned

Apply Styles to a Shape

To add styles to a shape, after it is inserted, select it and then from the Drawing Tools Format tab, in the Shape Styles group, use the options to add styles to your shape.

Shape Styles

Create a Custom Shape

Certain shape options in PowerPoint allow you to customize the shape you insert. for example, the curved connector, curve, and elbow arrow connector.

Custom Shape

Displaying Gridlines for Shapes

When working with shapes, it may be useful to view gridlines while working in PowerPoint, in order to align your shapes.

To display gridlines in PowerPoint:

  1. Select the View tab of the Ribbon.
  2. From the Show group, select Gridlines. Shape Guidelines
  3. Gridlines now display on your slides. Guidelines Displayed

Adding Text to Shapes in Columns

Once you have inserted a shape, you can add text to it and format it into columns.

  1. Select the shape and type the text, and then right-click it and select Format Shape.Format Shape
  2. In the Format Shape pane on the right, select Text Options. Text Options
  3. Select Textbox and then select Columns. Columns Command
  4. In the Columns dialog box, set a number of columns and click OK. Select Columns

Using Digital Ink

New to PowerPoint 2019 is the ability to use digital ink. This will most often be used on a touchscreen device. If you have a touchscreen device, the Draw tab of the Ribbon will appear. If not, you can add it:

  1. From the File menu tab, click Options.
  2. On the left, click Customize Ribbon. Customize Ribbon
  3. From the Main Tabs list, select the Draw check box. Draw Tab
  4. Click OK.

You can use the options available on this tab to create ink effects, erase them, and so on.

Draw Tab

Inserting Clip Art

Clip Art is a collection of media files (images, videos, audio, and animation files) that Microsoft includes with the PowerPoint application. If your computer has an Internet connection, then you can also access Bing.com to search for images.

Clip Art is searchable and your search results can be filtered by one or more of the following media types:

  • Illustrations
  • Photographs
  • Videos
  • Audio

By default, all media file types are included in the search.

To insert clip art:

  1. Click in the slide where you want to insert a clip art file.
  2. On the Insert tab, in the Images group, click Online Pictures. (In PowerPoint 2010, this option is called Clip Art.) Online Pictures
  3. In the Online Pictures dialog box (Clip Art task pane in PowerPoint 2010), enter your search terms and press Enter.Search Terms
  4. Your search results load in the task pane.
  5. Locate the clip art you want to insert in your slide and double-click on it or click the item and select Insert.Insert Picture

Picture is Inserted

Editing an Image

To replace an image with a different image:

  1. Select the image.
  2. Right-click and select Change Picture... from the context menu, and select an option from the drop-down list.Change Picture
  3. In the Insert Pictures dialog box, navigate to the folder that contains the picture, select it, and click Open.

To remove an image and replace it with clip art:

  1. Select the image on your slide.
  2. Press Delete. The image is removed from the slide.
  3. Follow the instructions in the "Inserting Clip Art" section above.

Creating Custom Color with the Eyedropper

The Eyedropper tool allows you to capture custom color from inserted pictures, such as logos.

Previously, you would need to get the color settings from an image editing program.

To use the Eyedropper:

  1. Select the text you wish to apply color to. Text
  2. Select the Home tab, and in the Font group, click Font Color button and choose the Eyedropper. Eyedropper
  3. Go to the picture on the slide you wish to sample color from, hover over the desired color, then click when you see the color preview appear. Color Preview
  4. The sampled color is now applied to the text. Color Applied

Applying a Style and Cropping an Image

To apply a style or crop an image:

  1. Right-click on the image to access the mini-toolbar. (In PowerPoint 2010, the options in the mini-toolbar are different.) Select Image
  2. Select an option to apply a style or crop the image.

Watch and follow along as your instructor shows you how to apply a style to and crop an image.

Formatting Images

Microsoft PowerPoint provides several tools for enhancing and formatting your images. These tools are located in the Picture Tools Format tab. This tab is only available when an image on your slide is selected.Picture Tools Tab

Adding Effects to an Image

You can add effects to enhance a PowerPoint image.

  1. With the image selected, from the Picture Tools Format tab, in the Picture Styles group, select Picture Effects. Picture Effects
  2. Select options from the drop-down list. Options Selection

Capturing and Inserting a Screenshot

You can capture a screenshot of any application window that is not minimized to your task bar and insert it in a slide.

To capture and insert a screenshot:

  1. On the Insert tab, in the Images group, click Screenshot.Screenshot Command
  2. From the Available Windows gallery, select the screenshot to insert in your slide.Screenshot on Slide

Screenshot Inserted

Inserting Icons

New in PowerPoint 2019 is the ability to insert Scalable Vector Graphics (SVGs), or icons. To do so, from the Insert tab in the Illustrations group, select Icons.Icons

The Insert Icon dialog box opens. To insert an icon, click it and then click Insert. Insert Icon

The icon is now inserted into your presentation. You can click and drag to move it or rotate it. Inserted Icon

3D Models

Yet another new feature of PowerPoint 2019 are 3D models. You can use these to rotate and view all their angles. This option is available in the Illustrations group.

3D Model

Modifying 3D Models

When you insert and select the 3D model, the 3D Models Format Tools tab will appear on the Ribbon. This tab contains groups and commands you can use to modify your 3D model.

You can adjust the size and arrangement of the model, as well as use the 3D Model Views group to modify how the model appears.

3D Model

Animating 3D Models

You can add animations to 3D models. After the image is inserted, select the Animations tab and from the Animation group, select an animation style.

3D Model Animation

Working with Images and Shapes

Duration: 15 to 25 minutes.

In this exercise, you will be using the file named "My Format" that you created in a previous exercise.

  1. Open the file "My Format" from the Webucator/PowerPoint2019.1/Exercises folder.
  2. Save the file as "Using Images" to the Webucator/PowerPoint2019.1/Exercises folder.
  3. Insert a blank slide into the second position (immediately after the title slide).
  4. Insert two images that relate to sales on the blank slide.
  5. Insert a right-pointing block arrow between the two clip art images.
  6. Save the presentation.

Solution:

  1. Open the file "My Format" from the Webucator/PowerPoint2019.1/Exercises folder.My Format File
  2. Save the file as "Using Images" to the Webucator/PowerPoint2019.1/Exercises folder. Using Images File
  3. Insert a blank slide into the second position.
    1. Ensure that the title slide is selected in the Slides tab.
    2. On the Home tab, select New Slide, then click Blank.Insert Shapes Exercise
  4. Insert two images that have to do with sales on the blank slide.
    1. On the Insert tab, in the Images group, click Online Pictures (Clip Art in PowerPoint 2010).
    2. In the Insert Pictures dialog box (Clip Art task pane in PowerPoint 2010), enter "sales" in the search field and press Enter.Search Sales
    3. Choose an image and insert it in the current slide.
    4. Click on Pictures in the Insert tab, select an image from your computer, and insert it.
    5. Move and resize the images as desired. (Tip: Resize images from the corners to keep them proportional)Resize
  5. Insert a right-pointing block arrow between the two images.
    1. Arrange the images horizontally so that there is space between them.
    2. On the Insert tab, in the Illustrations group, click Shapes and select the right-pointing block arrow from the shape gallery.
    3. Click and drag your mouse to insert the arrow at the desired location on the slide.
    4. Resize the arrow as needed.
    5. Organize the images and arrow on the slide by using the resizing and arranging tools as necessary.Organize Images and Shape
  6. Save your file for future use.