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PowerPoint 2003®

Step 2
Incorporating Visual Elements
and Transitions

The University of Akron
Learning Technologies and Scholar/Learner Services
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TABLE OF CONTENTS

LESSON 1: INCORPORATING VISUAL ELEMENTS ......................................................... 3
OBJECTIVES ................................................................................................................................. 3
CLIPART ...................................................................................................................................... 3
New Terms .............................................................................................................................. 3
Action Steps—Adding ClipArt................................................................................................. 4
DATA CHARTS ............................................................................................................................. 5
Adding a Graph....................................................................................................................... 5
New Terms.......................................................................................................................... 5
Action Steps—Adding a Graph .......................................................................................... 6
Importing Data Into a Chart................................................................................................... 7
Action Steps—Importing Data Into a Chart or Graph ........................................................ 7
Modifying Charts or Graphs................................................................................................... 8
New Terms.......................................................................................................................... 8
Action Steps—Adding Axis Titles to a Chart..................................................................... 9
Action Steps—Removing a Chart’s Legend..................................................................... 10
Action Steps—Previewing and Selecting a New Chart Type........................................... 11
ORGANIZATION CHARTS ............................................................................................................ 12
New Terms ............................................................................................................................ 12
Action Steps—Building an Organization Chart ............................................................... 12
Action Steps—Adding Data to an Organization Chart..................................................... 13
Modifying Organization Charts............................................................................................ 14
New Terms........................................................................................................................ 14
Action Steps—Modifying an Organization Chart ............................................................ 15
LESSON 2: ADDING TRANSITIONS..................................................................................... 16
OVERVIEW ................................................................................................................................. 16
OBJECTIVES ............................................................................................................................... 16
Action Steps – Adding Transitions........................................................................................ 17

©2005 The University of Akron
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Lesson 1: Incorporating Visual Elements
PowerPoint is a presentation program and what makes this such a powerful tool is the ability to
incorporate visual elements into a presentation, whether it be one or many items. Various
different visual elements may be inserted into a presentation—clip art, charts, organizational
charts, as well as visual effects to hold the audience’s attention.

Objectives
The student will be able to:
1. Add clip art
2. Move the clip art
3. Modify the size of clip art

ClipArt
Art which has been prepared and which may be inserted into a presentation or other document is
available with the Microsoft Office suite. Additionally, there are other sources which may be
accessed through the Internet or from additional clip art CD-ROMs. This lesson makes use of
Microsoft Office’s complimentary art.

New Terms
Clip Art A collection of images; one or more of which may be inserted into a presentation.

Picture Use the Picture Toolbar to make quick changes to the selected image. The Picture
Toolbar Toolbar appears as a floating toolbar whenever an image is selected.

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Action Steps—Adding ClipArt
What to do What happens
1. To open a file: Returns the Open dialog box.
¾ Navigate to the right task pane and
click the option to Open a
Presentation (if PowerPoint has just
been started).

¾ Select the Open tool from the
Standard Toolbar
¾ From the menu bar choose File >
Open.
2. Make certain that the field, Look in is Opens the lesson, “Presentation4.”
set to My Documents. Find and
double-click the folder, 2003PPT2.
Double-click the file entitled
“Presentation4.”
3. Click the Slide Sorter View button. Opens the presentation in Slide Sorter View.
4. Double-click Slide 3. Displays the slide in Normal View.
5. From the menu bar, click Insert, Opens the right-side Task Pane in the Insert Clip Art
trace to Picture, and click select Clip pane.
Art.
6. In the upper right under the Search Searches clip art keywords and displays matching images.
for area, click in the field box,
Search text and type: goals.

7. Directly below click Search.
8. Place the mouse pointer over the first Reveals the collection name of the image and its size.
image.
9. Click fifth image in the second row. Adds the image to the active slide.
10. Click and drag the clip art to the Moves the clip art.
lower-right corner of the slide, above
the slide number 3.
11. Click once to select the image, then Selects tools to modify the image and opens the Format
right-click and select Format Picture window.
Picture.
12. In the Format Picture window, click Adjusts the picture size.
the tab entitled Size.
13. Change the picture height to 1.5
inches. Click OK.
14. Reposition the graphic as needed.
15. Close but DO NOT SAVE the
presentation.

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Data Charts
Original data as well as data from an existing chart created in another program, such as
Microsoft Excel, may be placed into a PowerPoint presentation. This segment of the lesson will
explore adding a graph or chart from original data, importing data into a graph or chart from
another program, and modifying the graph or chart’s appearance.

Adding a Graph

To add a graph to a presentation, one should add a New Slide and select the Title and Chart
from the Slide Layout options. Once the title has been entered, selecting the Chart Placeholder
opens a Datasheet Window into which one may enter data manually or use it as a spreadsheet
into which one may import data from another file, such as a previously created Excel
spreadsheet.

New Terms
Title and Chart Slide The Title and Chart Slide Layout adds a predefined chart format to the
Layout New Slide.

Chart Placeholder The Chart Placeholder reserves a spot on the slide for a chart.

Datasheet Window A spreadsheet within a window into which one may enter or import the
data to create a chart.

Import File Dialog Box Use the Import File dialog boxes to locate and select the files that need to
be imported.

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Action Steps—Adding a Graph
What to do What happens
1. Open the presentation NEW Products 3. Opens the NEW Products 3 presentation.
2. In the Normal View trace to the Outline Moves to Slide 2 and displays it in the Slide Pane..
tab and click Slide 2.
3. From the Standard Toolbar, click New The Task Pane opens in Slide Layout appearance.
Slide.
4. Scroll down the Slide Layout options to Selects the Title and Chart Slide Layout and places
Other Layouts. the layout in the Slide Pane.

Click the Title and Chart Slide Layout,
the last layout in the first row.
6. Click the Title Placeholder. Enters the title.

Type the following: NEW 5 Year Sales
Forecast
7. Double-click the Chart Placeholder Places a standard chart into the Chart placeholder
icon. and opens the NEW Products 3—Datasheet window,
as shown below.

If the colors on the slide look strange, try minimizing and then maximizing the
presentation.

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Importing Data Into a Chart

Rather than entering data into a datasheet by hand, most frequently, one would import previously
created data from an existing Excel spreadsheet.

Action Steps—Importing Data Into a Chart or Graph
What to do What happens
1. From the menu bar, trace to Edit Opens the Edit menu first, then opens the Import File
then over to and click Import File. dialog box.
2. In the folder My Documents find and Closes the Import File dialog box and opens the Import
click the file, Forecasted Sales. Data Options dialog box.
3. In the Select sheet from workbook Ensures that only Sheet1 will be added.
list box verify only Sheet1 is selected.
4. Click OK. Closes the Import Data Options dialog box and imports
the Excel file into the chart.
5. Click in the gray area outside the Closes the NEW Products 3 – Datasheet window and
slide. incorporates the data into the actual slide chart. See the
screen shot below.

If there was no data file, one could simply enter data into the Datasheet window.

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Modifying Charts or Graphs

In order to modify a chart, one must first select the chart which allows either the Chart Options
or Chart Type dialog box to open. In the Chart Options dialog box modifications may be
made to the chart title and the X, Y, and Z axes titles. As well, the legend may be turned off or
moved and other appearances such as gridlines, axes, data tables, and data labels may be altered.

The Chart Type dialog box provides choices in how the data is presented. One may select from
line charts, pie charts, and many other formats. Remember, what type of chart and its
appearance may be determined by the audience.

New Terms
Titles The Titles panel or tab in the Chart Options dialog box contains fields by
which to specify titles for each section of the chart.

Category (X) Axis The Category (X) Axis refers to the categories comprising the horizontal chart
axis.

Value (Z) Axis The Value (Z) Axis refers to numerical values in the chart’s vertical axis.

Legend The Legend panel or tab in the Chart Options dialog box permits one to edit
data and formatting in the chart’s legend.

Show Legend The Show Legend check box on the Legend panel allows one to reveal or hide
the chart’s legend.

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Action Steps—Adding Axis Titles to a Chart
What to do What happens
1. Double-click the chart. Selects the chart and opens the NEW Products 3 –
Datasheet window.
2. From the menu bar click Chart, Opens the Chart Options dialog box.
trace to and click Chart Options.
3. Verify the Titles panel is displayed. Ensures the Titles panel is showing.
4. Click in the Category (X) axis text Enters the word. Product for the X axis.
box and type Product
5. Click in the Value (Z) axis text box Enters the term Sales for the Y axis.
and type Sales
6. Click OK. Closes the Chart Options dialog box and enters the new
information, as shown below.

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Action Steps—Removing a Chart’s Legend
What to do What happens
1. From the menu bar click Chart, Opens the Chart Options dialog box.
trace to and click Chart Options.
2. Click the Legend tab. Reveals the Legend panel.
3. In the upper left corner, uncheck Specifies that the legend will not show.
Show legend.
4. Click OK. Closes the Chart Options dialog box and removes the legend
from the chart, as shown below.

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Action Steps—Previewing and Selecting a New Chart Type
What to do What happens
1. From the menu bar click Chart, trace to Opens the Chart Type dialog box.
and click Chart Type.
2. In the Standard Type panel of the Chart Selects Cylinder as the chart type.
Type list box, scroll down and click
Cylinder.
3. Click the second sub-type in the first row Selects the Stacked column with a cylindrical shape
in the Chart sub-type section. sub-type.
4. Click-and-hold the Press and Hold to Previews the selected chart sub-type with this
View Sample button, look at the sample presentation’s data.
chart, then release the mouse button.
5. Click the first sub-type in the first row. Selects the Column with a cylindrical shape sub-
type.
6. Click-and-hold the Press and Hold to Previews the selected chart sub-type with this
View Sample button, look at the sample presentation’s data.
chart, then release the mouse button.
7. Click OK. Closes the Chart Type dialog box and modifies the
chart.
8. Click in the gray area outside the slide. Deselects the chart and closes the NEW Products 3 –
Datasheet window, as shown.

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Organization Charts

New Terms
Organization Chart Slide Layout Use the Organization Chart Slide Layout to insert an
organization chart using the predefined format.

Diagram Gallery Any item from this gallery of different diagrams and charts may
be added to a slide.

Action Steps—Building an Organization Chart
What to do What happens
1. From the Standard Toolbar, click New The Task Pane opens in Slide Layout appearance.
Slide.
2. Scroll down the Slide Layout options to Selects the Title and Diagram or Organization
Other Layouts. Click the Title and Chart Slide Layout and places the layout in the
Diagram or Organization Chart, the Slide Pane.
last layout in the second row.
4. Click the Title Placeholder and type Enters the title.
Product Development Teams
5. Double-click the Organization Chart Opens the Diagram Gallery dialog box.
Placeholder icon.

6. From the diagram types, click Selects and opens an Organization Chart in the
Organization Chart. Click OK. Organization Chart Placeholder.

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Action Steps—Adding Data to an Organization Chart
What to do What happens
1. Place the mouse cursor in the top box and Enters the text into the top box.
click. Type Victoria Perkins and press
[ENTER], then type New Product
Coordinator
2. Click in the first box in the second level. Selects the box.
3. Type Johnathan Wong and press Enters the text.
[ENTER], then type Children’s Books
Leader
4. Click in the second box in the second level. Selects the box.
7. Type Carrie Clausen and press [ENTER], Enters the text.
then type Travel Books Leader

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Modifying Organization Charts

Often times the standard organization chart which is the default template will not provide all the
levels or number of items which are need to clearly represent the organization. Hence, the
Organization Chart Toolbar provides the means to add co-workers, assistants, and
subordinates to any individual. Additionally, it provides the means by which to change the
orientation of the chart.

New Terms
Organization Chart Toolbar This specialized toolbar provides assistance in inserting different
shapes, changing the layout of the chart or selecting different items or
even choosing a type of different diagram.

Use the Assistant Shape to add an assistant box to a select manager
Assistant Shape
in the organizational chart.

Use the Subordinate Shape to add a subordinate box to a selected
Subordinate Shape
manager in the organizational chart.

Scaling the Organization Chart or reformatting a particular branch or level may increase
the visibility of items on the chart. Keep in mind, that the ultimate test is whether the
audience can clearly read the item.

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Action Steps—Modifying an Organization Chart
What to do What happens
1. Double-click the organization chart, if it Reactivates the Organization Chart Toolbar.
has been deselected.
2. Click the Carried Clausen box. Selects this particular box to be edited.
3. From the Organization Chart Toolbar Adds an assistant box below the Carrie Clausen box.
click Insert Shape. Click the drop-down
arrow and click Assistant.
4. In the newly created Assistant box, type: Enters the text into the box.
Matthew Davidson.

Press [ENTER], then type: Assistant
5. Click the Johnathan Wong box. Select this particular box to which addition will be
made.
6. From the Organization Chart Toolbar Adds a subordinate box below the Johnathan Wong
click Insert Shape. Click the drop-down box.
arrow and click Subordinate.
7. In the newly created Subordinate box, Enters the text into the box.
type: Lauren Blakely.

Press [ENTER], then type: Aide
8. Slowly click the third box in the second Selects the box.
level twice until there are adjustment
handles on the box corners.
9. From the keyboard, press the Delete key. Deletes the unneeded box.
10. After reviewing the organization chart, Closes the presentation.
close the presentation but Do Not Save it.

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Lesson 2: Adding Transitions

Overview
Transitions are special visual effects which may be applied to a particular slide or used to move
from slide to slide. This lesson covers transitions within a slide, which are activated when a
particular slide is introduced. Transitions can add strength to a presentation. They may include
sounds assigned to a particular slide (See Microsoft Office Special Topics: Sound in
PowerPoint class for specialized information). The type of transition can be changed after it has
been added as can how long the special effect lasts, and what type of sound occurs.

To see if a slide has a transition applied to it, go to the Slide Sorter view. Under every slide
containing a transition, there appears a transition icon. This icon can be clicked to preview the
effect.

Objectives
The student will be able to:
¾ Add transitions within a slide
¾ Preview transitions within a selected slide

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Action Steps – Adding Transitions
What to do What happens
1. From the folder My Documents open the
presentation called Think Pad Care.
2. From either the Outline or Slide Pane Selects Slide 2.
click Slide 2.
3. From the menu bar trace to Slide Show. The Task Pane opens in the Custom Animation
From the drop-down menu trace to and segment.
click Custom Animation.
4. Click on the Title of the slide to select it. Selects the Title and chooses an entrance effect which
Click the now active Add Effect button immediately previews on screen.
. Trace to the sub-menu
Entrance and click number 6, Fly in.
5. Click in the bulleted list area of the slide Selects the bulleted list and opens the full list of
to select it. Now trace to the Add Effects entrance effects from which to choose.
button. Trace to the sub-menu and click
Entrance. This time trace down and
click More Effects.
6. From the Add Entrance Effect dialog Applies the selected entrance effect to the bulleted list
box, click Dissolve In. Click OK. and immediately previews it.
7. Notice the numbers in squares alongside Indicates the order of the effects for this particular
each item in the text area. Compare it slide.
with the list in the Task pane. Expand
the list in the Task pane by clicking on
the downward pointing double arrow.
8. To preview the transition again, navigate The entire list of transitions for the slide previews.
to the bottom of the Task Pane and click
the Play button .
9. Experiment by adding transitions to the
next slide, Slide 3.
10. Close the presentation but Do Not Save it.

Remember too much action may begin to bore the audience. Use the animation
effectively but do not overdo the effects. As well, some animations may be not be suited
the audience, so select carefully.

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