Section 4.2. EXCEL


4.1. GRAPHICS

4.1.1. Don't Drag and Drop or Paste Graphics

THE ANNOYANCE: I dragged and dropped a picture into my PowerPoint file, and now my file is humongous. What happened?

THE FIX: When you paste or drag and drop an image onto a PowerPoint slide, it sometimes creates what is known as an embedded OLE object. It's much better to save the image to your hard drive and then use Insert Picture From File to insert your images onto your slides.

OLE stands for Object Linking and Embedding, which is kind of a dumb name because you can't link and embed at the same time. When you paste an image directly from Adobe Photoshop onto your PowerPoint slide, you're pasting not only the image itself, but also a bunch of application overhead that lets you double-click the image on the slide to open up a Photoshop window and edit the photo from within PowerPoint. Although that can be handy, it comes at the price of increased file size.

To see this for yourself, insert a JPG into a new, blank presentation file using Insert Picture From File. Double-click the picture on the slide. You should see the Format Object dialog box (see Figure 4-1). Save the presentation to your desktop.

Now open a new, blank presentation file, as well as the .jpg file in Photoshop or another image-editing program. Select the photo and copy it. Then move over to PowerPoint and paste it onto a slide. Close the image-editing application, and then double-click the photo in PowerPoint. If your photo uses OLE embedding, the photograph will open in the default image-editing application you've assigned to .jpg files. Make a small change to the photomaybe scribble on it with a pencil or brush tooland then close it. It will update in your presentation file. Save this presentation to your desktop also.

Figure 4-1. If you double-click a photo in your presentation and see this dialog box, it means that your image does not use OLE embedding. OLE embedding can increase your file size tremendously.


Now go to your desktop, right-click the first presentation, and choose Properties. What does it say under Size? Look at the second presentation's properties. Its size is probably substantially larger than the first presentation (see Table 4-1). That, my friend, is OLE in action.

Table 4-1. If you paste a graphic onto your slide from another application (in this case, Photoshop), you greatly increase the file size of your presentation
 

Original JPG

PowerPoint using Insert Picture From File

PowerPoint using Copy/Paste from Photoshop

File Size

97 KB

133 KB

2.48 MB


Interestingly enough, PowerPoint is very smart once the image has been inserted onto a slide. If you copy and paste the image from one slide to another within the presentation, PowerPoint recognizes that you're using the same photo, inserts an internal reference to the original photo, and doesn't increase the file size.

4.1.2. My Presentation Tries to Connect to the Internet

THE ANNOYANCE: When I open my presentation, PowerPoint tries to connect to the Internet. Is Microsoft trying to phone home or something?

THE FIX: Your presentation probably contains an image copied from the Internet and pasted directly onto a slide.

The problem is that the web site where you copied the image from really only contained a link to the image. The actual image was located on a different web site. If you paste a linked image onto your slide, you create an HTML object in your presentation, which sometimes causes PowerPoint to try to connect to the Internet. It won't happen with every pasted image, and it won't always happen even with the same presentation on different machines, so it may be difficult to pinpoint.

You can try making a copy of your presentation and deleting images one at a time, saving after each deletion until you can isolate the problem image.

If you must use graphics from a web site, right-click the graphic and choose Save Target As or Save Picture As to save it to your hard drive. Then use Insert Picture From File to insert the image into your presentation.

And make sure you have permission to use the images. Just because it's on the Internet doesn't mean that copyrights don't apply. See the "Mother, May I?" sidebar in Chapter 8 for links to sites with copyright assistance.

4.1.3. Inserted Pictures Are Really Big

THE ANNOYANCE: All right already. I started using Insert Picture From File to get images into my slides, but theyre too big when they come into PowerPoint. They hang off the edge of the slide.

THE FIX: There are a whole bunch of different reasons for this. One reason is some file typesGIFs, for exampledon't carry information about the file size or the dots per inch in the image. As a result, PowerPoint doesn't have anything to use to determine the actual size of the picture when you import it. Another is you've scanned your image at a size way too large to fit onto the slide, or otherwise not optimized it for use in PowerPoint.

In all honesty, you probably don't need to worry too much if your images appear slightly larger than desired. Just make sure you properly size your images before you insert them into your presentation (see the sidebar, "Image Size in a Nutshell"). If you have a lot of pictures to size, download the free RnR PPTools Starter Set add-in (http://www.rdpslides.com/pptools/starterset/index.html) and use the Place Exactly tool (the hammer icon) to quickly position images on your slides (see Figure 4-2).

Figure 4-2. The Pick Up Size/Position tool and Place Exactly tool let you quickly position and place objects on your slides.


To use the Place Exactly tool, you first need to set the parameters. Hold down the Ctrl button and click the Pick Up Size/Position tool (to the left of the Hammer icon). In the resulting dialog box, you can choose where to align pictures relative to the position of your first object. Don't forget to select the Resize button if you want the tool to automatically size your pictures and make them the same size. Click OK to close the dialog box. Note that the Place Exactly tool will not strip pixels from your pictures and change their file sizes.

After you set the parameters, format one picture to your desired size and location. Select the picture and click the Pick Up Size/Position tool so the size and position of this picture become the basis for hammering other pictures into place. A dialog box explains the location of the object on the slide. Click OK to close the dialog box.

Next, select any picture you want to hammer into place on any slide, and click the Place Exactly tool to resize and position it. The settings will hold until you select another object and click the Pick Up Size/Position tool to establish a new baseline size and position.

4.1.4. Can't Make Part of a Picture Transparent

THE ANNOYANCE: I tried unsuccessfully to use the Transparency Wand to make the background of my picture transparent. What's the problem? Is the wand broken?

Image Size in a Nutshell

Knowing how big to make your images for use in a PowerPoint presentation is kind of a tricky subject.

With PowerPoint you really just want to think in pixels. After all, you're at the mercy of your monitor or LCD projector, which can only display a limited number of pixels.

If you need your image to look good when it fills the slide, and therefore, the screen, size it to 1024x768 or thereabouts in an image-editing application. To fill half of the screen or slide, an image sized ~500x~400 pixels should give you a good display. For a quarter of the screen or slide, shoot for ~250x~200 pixels.

"Why should I resize my pictures?" you ask. "Who cares if they're bigger than they need to be?" Overscanned pictures eat up a lot of resources and can quickly make your PowerPoint file difficult to manage. As your file grows larger, it takes longer to open, edit, save, and run. Keeping your images optimized will go a long way toward ensuring you have a successful presentation.

So what do you do when you want to include images from your five-megapixel digital camera in your presentation? Well, you have several options:

  • You can resize the images manually in a photoediting application before you insert them into your presentation. See Microsoft PowerPoint MVP TAJ Simmons's fantastic graphics tutorial for the nitty gritty (http://www.awesomebackgrounds.com/powerpointgraphics.htm).

  • You can use PowerPoint's own Compress Pictures feature, located on the Picture toolbar (see Figure 4-3). Opt to compress all the pictures or only selected pictures, etc.

    Figure 4-3. The Compress Pictures feature on the Picture toolbar lets you optimize images for screen or print.

  • You can purchase the $99.95 Presentation Optimizer add-in from RDP (http://www.rdpslides.com/pptools/FAQ00026.htm). The add-in lets you choose your compression level, and optimize images and OLE-embedded objects. It also lets you specify the conversion file type (for example, .jpg, .gif, or .png).

  • For $46, you can purchase Neuxpower Solutions's NXPowerLite (http://www.nxpowerlite.com). This standalone utility lets you choose your compression level, set .jpg compression levels, and flatten embedded objects.


THE FIX: You'll generally have better results editing your images in an image-editing program and then using Insert Picture From File to get them into PowerPoint.

However, in a pinch, you can use the Transparency Wand on your images (see Figure 4-4). This works better with some images than others because it sets exactly one color transparent. Some images may look as if they have only one color in the background, when they really have a blend of colors in the background. That white background on your .png might actually be composed of different colored pixels. Your eye can't discern the different colors, but the Transparency Wand can.

Figure 4-4. The Transparency Wand lets you make one color transparent in an image. You can see how it affected one specific shade of blue in this image.


There is a bug with the Transparency Wand in PowerPoint 2002. If you try to apply transparency to white pixels in an image, and nothing happens, you probably need to apply Service Pack 2 (SP2) for Office XP. Microsoft has information on downloading and installing SP2 (http://support.microsoft.com/?kbid=325671).

4.1.5. Too Much of the Picture Is Transparent

THE ANNOYANCE: I used the Transparency Wand, and more than my background ended up transparent.

THE FIX: The Transparency Wand makes all pixels of a specific color transparent throughout the entire image. You'll need to edit your image in an image-editing application if you need more control over the transparent areas.

4.1.6. Transparent Parts Turn Black

THE ANNOYANCE: I created some .png files with transparent backgrounds, but when I insert them into PowerPoint, the transparent parts appear black. How can I make them transparent again?

THE FIX: See if using the Transparency Wand on the black parts will fix it. If not, you'll need to go back and resave the original images.

Fortunately, you can prevent this annoyance from happening in the first place. If you're creating your images in Photoshop, make sure you turn off color management. Select Edit Color Settings, and in the Color Management Policies area choose Off from each of the drop-down menus when saving files. In some versions of Photoshop, you may need to choose "Discard embedded profiles in the same area.

Image-Editing Applications

When working with PowerPoint, you should always have a good image-editing application available. The following lists some of the best. If possible, give the trial version of the product a thorough workout before you buy.

  • Irfanview (http://www.irfanview.com/) is one of the most versatile and comprehensive image viewers. It also has some editing options, and it's available for free.

  • PaintShop Pro (http://www.corel.com/servlet/Satellite?pagename=Corel3/Products/Display&pfid=1047024307383&pid=1047023911984), recently purchased by Corel, costs $129 and offers the usual editing and manipulation tools, as well as borders and edges for your photos.

  • Photoshop Elements (http://www.adobe.com/products/photoshopelwin/main.html) is a scaled-down version of Photoshop with a scaled-down price of less than $100. Still, it has plenty of features and should appeal to most photo enthusiasts.

  • Photoshop (http://www.adobe.com/products/photoshop/main.html), the granddaddy of all image-editing applications, will cost you $649. Unless you plan to become a professional image editor, you can probably do without it.

  • Included in Microsoft Office 2003 and later versions, Picture Manager offers very basic image editing. You can find out more about it at http://office.microsoft.com/en-us/assistance/HP010017211033.aspx.

  • Although Microsoft discontinued its Photo Editor application, you can still install it if you have your Office 2000 or 2002 installation CDs. To learn more about it, visit http://office.microsoft.com/en-us/assistance/HP011454871033.aspx.

  • Another digital editing application from Microsoft? I'm afraid so. Digital Image (http://www.microsoft.com/products/imaging/ProductDetails.aspx?pid=002) costs $49.95 and has some decent photo editing options, including a red-eye fix and a noise reducer.


4.1.7. Rotate Images

THE ANNOYANCE: I want to rotate an image I inserted, but the rotation options appear grayed out in PowerPoint 2000. What's the deal?

THE FIX: You can't rotate images in PowerPoint 97 and 2000. You can, however, rotate the image in an image-editing program, save it, and then insert it into PowerPoint (Insert Picture From File).

Or upgrade. You can rotate pictures in PowerPoint 2002 and 2003 (see Figure 4-5 and Figure 4-6).

Figure 4-5. You can use the rotation tools on the Drawing toolbar to rotate images in PowerPoint 2002 and 2003.


Figure 4-6. Or you can use the green rotation handle to rotate a picture in PowerPoint 2002 and 2003.


4.1.8. Batch Import Images

THE ANNOYANCE: I have a whole bunch of photos from my vacation. Do I have to insert them all into PowerPoint individually, or is there an easier way?

THE FIX: You can batch import photographs into PowerPoint in quite a few ways. Here's a rundown:

  • PowerPoint 2002 and 2003 include the Photo Album utility. Select Insert Picture New Photo Album to eliminate tedious labor by importing all your photos at once (see Figure 4-7). The Photo Album feature lets you choose to insert files from your hard drive or directly from your camera. You can also insert one, two, or four pictures on each slide, apply a shape to the photos, add empty text boxes for captions, rotate individual pictures, and do basic brightness and contrast adjustments.

    Figure 4-7. The Photo Album interface in PowerPoint 2002 and 2003 helps you import multiple photos at once.

    If you're using PowerPoint 2000, you can download the free Photo Album add-in from Microsoft (http://www.microsoft.com/downloads/details.aspx?FamilyID=55D24B47-C828-4141-A8DE-9A459C63DB1A&displaylang=en). Next, select File New and choose the Photo Album Wizard on the General tab (see Figure 4-8). After that, the interface looks similar to the one in PowerPoint 2002 and 2003.

    Figure 4-8. To use Photo Album in PowerPoint 2000, you must go to File New and choose the Photo Album Wizard from the General tab.

    PowerPoint 97 has no batch import capabilities. Fortunately, Microsoft MVP Shyam Pillai created the Image Importer Wizard add-in, which works with all versions of PowerPoint (see Figure 4-9). The Image Importer Wizard offers more functionality than PowerPoint's native Photo Album utility, including the ability to import images into an existing presentation, resize images on the fly, search and import specific image formats from folders and subfolders, and format the captions before insertion. You can download a trial version from http://skp.mvps.org/iiw.htm, but once the trial expires, it will cost you $35.

    Figure 4-9. The Image Importer Wizard add-in has become an essential tool for many advanced users in all versions of PowerPoint.

  • Pixerter is a relative newcomer to the PowerPoint batch import arsenal. You can download a trial version from http://members.fortunecity.com/dreed/pixerter/. The full version costs $15 and lets you insert up to five images per slide with an option to import from an image list.

  • If you need batch importers for the Mac, check Microsoft Macintosh Office MVP Jim Gordon's add-ins, which cost $15 for PowerPoint 2004 (http://www.agentjim.com/MVP/PowerPoint/ppt2004.htm) and $10 for PowerPoint X and PowerPoint 2001 (http://www.agentjim.com/MVP/PowerPoint/ppt.html).

4.1.9. Crop Images Before Insertion

THE ANNOYANCE: I inserted a bunch of images using Photo Album, but now I can't crop them. Help!

THE FIX: You can't crop images inserted using Photo Album in PowerPoint 2002 and 2003, as they're actually inserted as fills to AutoShapes.

If you need to crop after insertion, you can save the file as an image, and then reinsert it: right-click the image on the slide (which is really an AutoShape) and choose Cut. Then select Edit Paste Special and choose an appropriate image type, such as .jpg. You should now be able to crop the image.

Alternatively, crop the image before you insert it into your slide with Photo Album, or purchase Image Importer Wizard (see Figure 4-9), a third-party add-in for PowerPoint.

4.1.10. Add Pictures to a Photo Album

THE ANNOYANCE: I made a Photo Album using Insert Picture New Photo Album in PowerPoint, and now I need to add some more pictures.

THE FIX: Forgot to include that picture of your Uncle Eddie? No problem. Open the Photo Album you want to change and select Format Photo Album. In the Photo Album dialog box, click either File/Disk or Scanner/Camera button, locate the picture, and then click the Update button.

4.1.11. Flippin' Graphics Flip

THE ANNOYANCE: I opened an old presentation in PowerPoint 2002, and about half the graphics appeared upside down. The presentation looked fine when I last saved it. What happened?

THE FIX: First, close the file and do not save it. Just close it for now. Then head to Microsoft PowerPoint MVP Shyam Pillai's web site and download the free Un-flip add-in (http://skp.mvps.org/unflip.htm). Save it to a folder on your C drive, something like C:\unflip.

Double-click the unflip.zip file and extract Un-Flip.ppa and readme.txt to the folder C:\unflip. In PowerPoint, select Tools Macro Security and choose the Medium setting, if necessary. If your Macro Security is set to High or Very High, you will not be able to install any add-ins. You can restore this setting once youve installed the add-in.

Select Tools Add-Ins Add New. Navigate to Un-Flip.ppa. You will see a security warning that says, "C:\unflip\Un-Flip.ppa includes macros. Macros may contain viruses. It is usually safe to disable macros, but if the macros are legitimate, you might lose some functionality." Click the Enable Macros button and then click Close to exit the add-in dialog box.

Select Tools Enable Corrective Flip. You will see a checkmark beside it on the menu when enabled. Open the PowerPoint file with the flipped images and save the file. Un-flip will unflip the images automatically.

In case you're wondering, objects in PowerPoint have both FlipVertical and FlipHorizontal properties. PowerPoint 97 and 2000 ignore these properties, but PowerPoint 2002 and 2003 do not. Therefore, it was possible to inadvertently flip an object in earlier versions of PowerPoint without even knowing it. This issue can also happen with PowerPoint charts and linked or embedded OLE objects, such as Excel charts, Organization Charts, or Word Art.

Photo Album Pros and Cons

The Photo Album utility in PowerPoint 2002 and 2003 works, however, it imports images as AutoShape fills. What seems like a minor annoyance can turn into a real problem when you try to crop an image on a slide and realize you can't. If you're going to use Photo Album to batch import your images into PowerPoint, make sure you crop them in an image-editing program first.

You might also want to adjust the brightness and contrast of your images while you're in the image editor. Although you can change these settings in Photo Album, the interface offers few controls and a limited viewing area.

On the upside, importing images as AutoShape fills makes it easy to swap out an image or two without losing animations. Let's say you've animated some of the imported images (or AutoShapes) in Photo Album, and then want to change the image. Normally, you'd have to delete the image, reinsert it, and then reapply the animation from scratch. However, Photo Album images are actually AutoShape fills, which means you can double-click the image and click the Colors and Lines tab. In the Fill area, choose Fill Effects from the Color drop-down menu (see Figure 4-10). On the Picture tab, navigate to the picture you want to use. This switches your images but leaves the animation settings intact on the AutoShape itself.

Figure 4-10. To replace an AutoShape fill, choose Fill Effects from the Color drop-down menu.






Fixing PowerPoint Annoyances
Fixing PowerPoint Annoyances: How to Fix the Most Annoying Things about Your Favorite Presentation Program
ISBN: 0596100043
EAN: 2147483647
Year: 2006
Pages: 83
Authors: Echo Swinford

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