Inserting and Modifying Pictures

Inserting and Modifying Pictures

You can add illustrations created and saved in other programs or scanned photographs and illustrations to your slides. Collectively, these types of graphics are known as pictures. Like clip art, pictures can be used to make your slides more attractive and visually interesting. However, pictures can also convey information in a way that words cannot. For example, you might display photographs of your company's new products in a presentation to salespeople.


You can save a PowerPoint slide as a picture that you can insert in other types of documents. Display the presentation or slide you want to save for reuse, click the Microsoft Office Button, and then click Save As. In the Save As dialog box, click the Save As Type arrow, and then in the list, click Windows Metafile. Change the file name or save location if you want, and then click Save. In the Microsoft Office PowerPoint message box, click Every Slide to create a separate WMF file of each slide, or Current Slide Only to create a file of only the selected slide.

You can insert a picture on a slide by clicking the Insert Picture From File button in the content placeholder, if there is one, or by clicking the Picture button in the Illustrations group on the Insert tab. Either way, the Insert Picture dialog box opens so that you can locate and insert the picture you want.

After you insert any picture into your presentation, you can modify it by using the buttons on the Format contextual tab. For example, you can:

  • Enhance the picture's color, brightness, and contrast.

  • Rotate the picture to any angle.

  • Apply special effects such as shadows, reflections, and borders.

  • Crop away the parts of the picture that you don't want to show on the slide. (The picture itself is not alteredparts of it are simply covered up.)

  • Compress the image to minimize the file size.


Depending on the resolution setting, you might lose some visual quality when you compress a picture. You choose the resolution you want for the pictures based on where or how the presentation will be viewedfor example, on the Web or printed. You can also set other options, such as deleting cropped areas of a picture, to achieve the best balance between quality and file size.

Graphic Formats

The BMP (bitmap) format stores graphics as a series of dots, or pixels. The different types of BMP reflect the number of bits per pixel needed to store information about the graphicthe greater the number of colors, the greater the number of bits needed.

The GIF (Graphics Interchange Format) format is common for images that appear on Web pages because they can be compressed with no loss of information and groups of them can be animated. GIFs work well for line drawings, pictures with blocks of solid color, and pictures with sharp boundaries between colors. GIFs store at most 8 bits per pixel, so they are limited to 256 colors.

The JPEG (Joint Photographic Experts Group) format is a compressed format that works well for complex graphics such as scanned photographs. Some information is lost in the compression process, but often the loss is imperceptible to the human eye. Color JPEG images store 24 bits per pixel, so they are capable of displaying more than 16 million colors. Grayscale JPEG images store 8 bits per pixel.

The TIFF (Tag Image File Format) format can store compressed images with a flexible number of bits per pixel. Using tags, a single multi-page TIFF file can store several images, along with related information such as type of compression, orientation, and so on.

The PNG (Portable Network Graphic) format has the advantages of the GIF format but can store colors with 8, 24, or 48 bits per pixel and grayscales with 1, 2, 4, 8, or 16 bits per pixel. A PNG file can also specify whether each pixel blends with its background color and can contain color correction information so that images look accurate on a broad range of display devices. Graphics saved in this format are smaller so they display faster.

In this exercise, you will add pictures to slides. You will modify the style, size, border, and location of the pictures, and then you will decrease their file sizes by compressing them.

USE the 02_Pictures1 presentation and the 02_Pictures2, 02_Pictures3, 02_Pictures4 and 02_Pictures5 pictures. These practice files are located in the Chapter06 subfolder under SBS_PowerPoint2007.

OPEN the 02_Pictures1 presentation.

Display Slide 5, and then in the left content placeholder, click the Insert Picture from File button.

Insert Picture from File

The Insert Picture dialog box opens and displays the contents of your Pictures folder.

Navigate to the Documents\MSP\SBS_PowerPoint2007\Chapter06 folder, click the 02_Pictures2 image, and then click Insert.


If the picture might change, you can ensure that the picture on the slide is always up to date by clicking the Insert arrow and then clicking Link To File to insert a link to the picture, or by clicking Insert And Link to both insert the picture and link it to its graphic file.

PowerPoint inserts the picture in the middle of the content pane.

Insert the 02_Pictures3 image in the right content pane.

You can add pictures or other images to a slide without an available content placeholder, and regardless of the slide layout.

Click the edge of the slide to release the selection, and then on the Insert tab, in the Illustrations group, click the Picture button.

In the Insert Picture dialog box, double-click the 02_Pictures4 image.

Because you did not insert the picture from a content placeholder, it takes up nearly the entire slide.

Drag the lower-right handle up and to the left until the picture is about the size of the other two.

Now you need to work with the pictures to make them all the same size.

Click the cat picture, drag it down so that you can see it all, and on the Format contextual tab, in the Size group, click the Crop button.

Cropping handles appear in the corners and on the sides of the picture.

Drag the middle cropping handle at the top of the picture down to the top of the cat's ear, and drag the middle cropping handle at the bottom to remove about the same amount of the picture. Then click the Crop button to turn it off.

In the Size group, the Shape Height should be about 3" and the Shape Width should be about 4.5".

Drag the upper-left handle of the cat picture down and to the right until the Shape Height box is about 2.5".

Shape Height

Crop and adjust the size of the other two pictures until their Shape Height setting is about 2.5".

When the images are approximately the right size, you can fine-tune their size in the Size And Position dialog box.

Click the cat picture, and then click the Size Dialog Box Launcher.

The Size And Position dialog box opens.

Under Scale, clear the Lock aspect ratio check box. Under Size and rotate, set the Height to 2.5" and the Width to 3.5". Then click Close.

Repeat Steps 11 and 12 for the other two pictures. Then drag the pictures into a pleasing arrangement on the slide.

Select all the pictures by holding down the key as you click each one in turn.

With the picture selected, on the Format tab, in the Picture Styles group, click the Picture Border button, and then under Standard Colors, click the Orange box.

With the pictures still selected, click the Picture Border button again, point to Weight, click 3 pt, and then click at the edge of the slide to see the results.

Display Slide 4. Then on the Insert tab, in the Illustrations group, click the Picture button, and in the Insert Picture dialog box, double-click the 02_Pictures5 image.

With the picture selected, on the Format contextual tab, in the Picture Styles group, click the More button.


In the Picture Styles gallery, click the fifth thumbnail in the third row (Rotated, White).

In the Picture Styles group, click the Picture Effects button, point to 3-D Rotation, and under Perspective, click the last thumbnail in the second row (Perspective Contrasting Left).

In the Size group, set the Shape Height to 5", and then click the picture.

The height and width change proportionally.

Move the picture down and to the right so that the title and bulleted list are visible.

You have one important task left. Any time you use a picture that you have not created yourself, it is wise to add an attribution to acknowledge the source.

On the Insert tab, in the Text group, click the Text Box button, and then drag to insert a text box at the bottom of the slide. Type Nic Meiner, used with permission. Change the font size to 12 and the color to Green, Accent 1. Rotate the text box, drag it to the left of the picture, and then click the lower-right corner of the slide to see the results.


You can format pictures in several other interesting ways. Feel free to explore the other options available on the Format contextual tab.

Click the picture, and then on the Format tab, in the Adjust group, click the Compress Pictures button.

The Compress Pictures dialog box opens.

Notice that unless you choose the Apply To Selected Pictures Only check box, PowerPoint will compress all the pictures in the presentation, not only the selected picture.

Click Options.

The Compression Settings dialog box opens.

Under Target Output, select the Screen option, and then click OK.

In the Compress Pictures dialog box, click OK.

PowerPoint compresses the pictures to 150 pixels per inch and deletes the parts of the pictures that you cropped earlier. If you were to save the file now, the compressed pictures would result in a smaller file size.

CLOSE the 02_Pictures1 presentation without saving your changes.

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