Lesson 2

Additional Features for Special Slides

Description

This lesson focuses on making text changes in a slide set that you already have, splitting slides, adding new slides, moving and deleting slides. It will also address some common procedures--adding clipart and images to a slide, creating a data chart slide (bar or pie graph), and adding lecture notes to your slide set.

Objectives

1. Learn how to make text changes to an existing slide set.
2. Learn how to add, move, and delete slides.
3. Examine the Slide Sorter View and how it can be used.
4. Learn how to add clipart and images to a slide.
5. Learn how to create a data chart slide.
6. Learn how to add lecture notes for a slide set.

Making Changes in a Slide Set

Adding Text

Just as it is common to make changes in a word processing document before it is finalized, you will also want to be able to make changes in a slide set after creating it. Common changes are adding or deleting text in a slide, adding new slides, and moving and deleting slides.

Adding And Changing Text

You can add or change text in a slide by working in either the Slide Editor View , with one slide appearing at a time, or by using the Slide Outliner View .

In the Slide Editor View, click once on the item you want to change, like the bulleted area or title.

Next double-click on the selected item to place the insertion point "inside" the element. Once the insertion point is inside the box or element, you can select and delete text, add text, etc.

The Slide Outliner View  is more straight-forward, since it is like working in text mode with your word processor.

Exercise 1

Load Presentations 8.0 and when you are in the "Document Selection" dialog box, click on the "WORK ON" Tab. Open up the "newsletter tips" file created in Lesson 1. There are currently 8 slides in the slide set. Use either the Slide Editor View  or Outliner View  and add another bullet item to Slide 6 so it reads as follows:

Visuals add page interest

• Help set tone of publication
• Should have "story-telling" power
• Choose quality over quantity

Save this new version of "newsletter tips," replacing the older version.

Splitting a Slide

When you first create your slide set, especially if you work in Outliner View, you may end up with too much text for a given slide. As you view your slide set, this becomes apparent. To take an existing slide and split it into two (or more) slides, you need to work in Outliner View. Place the insertion point at the first line which you want to put on another slide, and use the <Shift>+<Tab> keystroke combination until you have a new slide number (this may only be one time). You may have to use <Shift>+<Tab> on subpoints for this new slide. Alternatively, you can use <Ctrl>+<Enter> to force a new slide or <Enter> and <Tab> to create new bullets, and then use the <Delete> key to remove unneeded codes.

Exercise 2

Using your new version of "newsletter tips," change to the Outliner View. Move down to Slide 5 about reader cues and position your insertion point at the end of the line beginning "Examples are." Press <Shift>+<Tab> to change this bullet item to a new slide. Its number is Slide 6. Adjust the subpoints under "Examples are" so they are at the first level of bullets under the new title. Save this new version of the slide set that now contains 9 slides.

Adding Slides

Yet another common procedure is to add more slides to a slide set. This can be done in three views--Slide Editor ,   Slide Outliner , or Slide Sorter .

In the Slide Editor View, find the slide after which you want to add one or more slides, and then click on the [Insert Slide] button at the bottom of the screen. A list box appears letting you choose the layout of the slide to be added. The Slide Editor View changes to the new slide window, with placeholders for the slide template you selected.

In the Outliner View, place your insertion point at the end of the line after which you want a new slide, and press <Ctrl>+<Enter> to add a new slide to the outline. You can use the [Insert Slide] button in this view mode as well. Use the <Backspace> key to delete unwanted lines.

The Slide Sorter View  is one you have not used yet in this electronic class. You can select Slide Sorter by clicking the Slide Sorter View Tab, or by selecting it from VIEW on the menu bar.

This mode of viewing lets you see several slides at once. The slides here are too small to actually read, but you can see the title of the slide beneath it. If you click on a slide, it is selected in Slide Sorter and is the active slide. It is marked with a color border around the slide. In the Slide Sorter View, if you click on the [Insert Slide] button , the same "Insert Slide" dialog box appears as in the Slide Editor display. The new slide is placed after the highlighted slide.

Exercise 3

Using the "newsletter tips" slide set, use the Slide Editor View and select Slide 2 as the active slide. Click on the [Insert Slide] button  and select Insert Bulleted List Slide.

Double-click on the title area of the new slide and type as the title:

Common mistakes

Double-click on the bullet area and enter these items:

• Not timely
• Too long
• Type hard to read
• Poor quality illustrations

There are now 10 slides in your slide set.

Move to Slide 9 on "Graphic accents break up gray pages." Use one of the views (Slide Editor, Slide Sorter, or Outliner) and add this new slide:

Clipart

• Helps establish mood
• Does not communicate information

There are now 11 slides in this set. Save this version of "newsletter tips."

Moving Slides

The easiest way to move slides is to get in the Slide Sorter View . Highlight the slide you want to move by clicking on it once, then click and drag it to its new location. A red vertical bar to the left of another slide shows where the new location will be if the slide is dropped by releasing the mouse button.

Sometimes you may need to drag it to another location if you end up "dropping" the slide in the wrong place.

Another way to move slides is using the Slide Outliner View. Click on the slide icon at the left of the double red line and drag it to another slide line. Again, a red line will appear in the outline showing where the slide will be dropped. The existing slide at that line will be moved down.

Exercise 4

Use the Slide Sorter View and move the new slide about Clipart so it is before the "graphic accents" slide, making the clipart slide the 9th slide in the set. Save this version of "newsletter tips."

Deleting Slides

To delete a slide, you can either be in the Slide Editor, Outliner, or Slide Sorter View. Click on the slide or the slide icon; then click on EDIT on the menu bar, and pick Delete Slide(s). You are asked for confirmation of the deletion. If you are in the Slide Sorter View and select a slide, you can press the <Delete> key. If you are in the Outliner View, you can delete an entire slide by clicking on its icon and pressing the <Delete> key.

Adding Images

Depending on the topic of your talk and your audience, you may want to add smaller images to selected slides, or create an entire slide with only an illustration or photograph.

You need to make sure that you have space on a slide for the image or illustration. Slide 4 on "What is a grid?" is a good example of a slide where an illustration of a grid would be useful. However, there is no space on this slide, so if you were really giving this talk, you would add one or more slides after Slide 4 with illustrations of grids.

Clipart is easy to acquire and some are included with the Corel CD. The Corel Office Installation CD Master also has some photographs. You will have to decide on how appropriate images are for your presentation. Particularly if images support or further explain ideas, they are good to use.

Yet another type of image that may need to be added is an organizational logo. For example, a logo could be added on the title slide.

Brief Comments on the Types of Images

Although it may not be important to know much about images when placing them in a word processing document, you do need to be aware of two types of images as you use them in slide shows with a color background.

There are two broad categories of images: bitmapped (or raster) and vector. Bitmapped images are made up of pixels (or dots) creating the image and are commonly produced when scanning drawings or photographs. They can also be created with a paint program, like the one that ships with Windows 95. Vector images store each image as a series of instructions on how to draw the object; in essence, they are created by combining many small shapes to make the image.

If you have a bitmapped flower image, and place the image on a slide with a color background, the "background" part of the image (which is probably white) is part of the image, and covers up the slide's background. If you have a vector flower image, and place the image on a slide, there is no background (in most cases) to cover up the slide's background. Clipart that ship with Corel are vector images, as are the clipart images from Microsoft's Office collection. You can purchase both types of images, so consider the image format when buying clipart.

Placing the Image

No matter what type of image you are using, a clipart image, a photo image purchased in a collection, an image coming from a scanner, etc., the procedure for inserting the image is similar. You should be in Slide Editor View  looking at the slide where you want to place the image. Click on INSERT on the menu bar, and pick Graphics, Clipart. The Scrapbook will appear. Click and drag a clipart image from the scrapbook into your slide window.

The "Scrapbook" dialog box appears with two Tabs. Presentations will initially be looking at the Corel graphics folder for your machine, which is probably: C:\COREL\SUITE8\GRAPHICS\CLIPART. On a "normal" installation only a small number of the Clipart images are installed on your hard drive. You can use any of these images, or you can click the ACD Clipart@ Tab to change to the clipart images stored on the CD ROM. Be sure your Corel Suite 8 CD is in the CD drive before clicking the ACD Clipart@ Tab. Use Insert, Graphics, from File to retrieve other images you have in collections you have purchased or scanned.

The image will be placed on the slide and the image will have handles around it (eight dots around the outside of the image area).

Dragging on a handle changes the size and shape of the image.

Dragging the entire image will move it to another location.

Exercise 5

Move to the "Clipart" slide. Use the Slide Editor View. Click on INSERT on the menu bar, then Graphics, Clipart. When the Scrapbook dialog box appears, make sure the Corel Suite 8 CD is in the CD drive and click the CD Clipart Tab. Double click the flowers folder and look for the file named ORCHID. Drag and Drop the orchid image into your slide. Close the scrapbook dialog box.

This is a clipart image of a orchid plant. Practice making the image larger and smaller, by dragging on a corner handle. Move the entire image to the right side of the slide by clicking and dragging anywhere within the box area (but not on a handle). Use the same steps to place another image, WATRCAN2 next to the first image. The file is located in the tools, garden folder on the CD. Be sure to click the go back one level button in the scrapbook to get back to the top of the folder list. This image shows a water can with water pouring from it. Both of these images are vector images.

Save your revised slide set.

Inverting and Rotating an Image

As you place images, you may want to invert them (top to bottom, or left to right) and sometimes rotate them. The water can image is facing left on the slide which is not good design. Make sure the [Selection Tool] is activated on the Tool Bar, and select the image by clicking once on it. Click on GRAPHICS on the Property Bar, and pick Flip, then Left/Right. You can select this option again to flip it back. Some images have a top and bottom and could also be flipped top/bottom.

To rotate an image, select the image so it has handles around it, and right click on the image.Pick the option of Rotate from the QuickMenu, and then drag one of the handles.

Exercise 6

Click once on the water can image inserted in Exercise 5. Select GRAPHICS from the Property Bar, Flip, then Left/Right. Save this version of "newsletter tips."

Click once on the water can and right-click to pick Rotate from its QuickMenu. Drag one of the handles to rotate the image.

Save this version of "newsletter tips."

Editing Images

This introductory class will not cover creating original art drawings, but you may find it useful to edit purchased clipart. To edit an image, select it and right-click on the image. In the resulting QuickMenu, pick the option of Edit Group (if it is a vector image) or Edit Bitmap (if it is a bitmapped image). A thick line appears around the image. If it is a vector image, you can delete parts of the image to create a new one. If it is a bitmapped image, you can also make changes. Sometimes it is easy to edit images and sometimes not, depending on the complexity of the image and how it was created. There will be an exercise later, on editing a vector image, if you want to try this feature.

Using Images from the Corel CD

A standard installation of Presentation only puts a small number of graphics and clipart images on your hard drive. If you have access to the Corel Suite8 Installation CD Master, you can pull off other images from the CD. There are over 10,000 images on the CD-ROM.. There is a PHOTOS folder at the main level on the CD, as well as a COREL folder. Besides using the PHOTOS folder, you can open up COREL, then SUITE8, then GRAPHICS and you will find folders for CLIPART, and PICTURES (as well as BACKGRNDS, BORDERS, and TEXTURES).

Creating Data Charts

Two important slide templates are Data Chart and Combination. The Data Chart template has a title and subtitle area with a chart area that nearly fills up the slide. The Combination slide has a bullet text area to the left side of the chart. The more complex the data chart, the more likely you would need to use the "full size" chart for your audience to read the chart.

Starting a Bar Chart

You must create data charts in the Slide Editor View. When you double-click on the Chart "placeholder", a Data Chart Gallery dialog box appears for you to select the type of chart. There are 12 options in the Data Chart Gallery window, and picking one shows samples for that type of chart. There is also a box for 3-D. Selecting or deselecting the 3-D box toggles between a 3-Dimensional and 2-Dimensional style image. There is also a box for having sample data. If you are not familiar with the chart type and how data needs to be entered, you should leave the sample data checked so you can see how to enter data.

When you click OK the next screen shows sample data in a datasheet area and its resulting chart. You will notice that part of the Property Bar and the normal Toolbar disappear, and a special Toolbar appears. This datasheet area is similar to working in tables in WordPerfect, or in a spreadsheet program. You can highlight the current data in the datasheet and press <Delete> to clear the data, or with the insertion point in any cell in the datasheet, click on EDIT, Clear All to clear all cells quickly. In both cases, you are asked for confirmation of the deletion. The datasheet will be blank and the resulting chart will disappear, since there is no data to create the chart.

You can enter text labels and numbers in the datasheet as you would in a table or spreadsheet. Use the arrow keys to move around. Once the data is entered, you can close the display of the datasheet by clicking on VIEW, then deselecting Datasheet. To bring up the datasheet area again, to correct or change data, click on VIEW, then select Datasheet.

Exercise 7

In order for you to practice creating a chart for your slide set, we will assume you have conducted a survey of users in your organization, finding out what type of images they use in their newsletters now versus what they were using five years ago.

Use Slide Editor View and move to Slide 11 on "Graphic accents." Click the [Insert slide]  button and select a Data Chart type of slide. For the title of the slide type in: Types of images used.. Skip the subtitle.

Double-click on the chart placeholder and pick the option of a Bar (Horz) and then select the example in the top row, left side. Be sure to ask for sample data and uncheck the 3-D option.

Take a look at the resulting datasheet that appears and how the data is entered. Notice there is a column for legend labels and a row for labels (text to explain the X-axis).

Click on EDIT, Clear All and clear the current data. Type in this information:

As you type in data, you can see the resulting chart being created. As you type "Illustrations," you see that the column is not wide enough, but the entire text item appears on the chart. You can drag the vertical line between columns in the header area (where the column letters appears) to make the column wider.

When you are through entering data, click on VIEW, Datasheet and close this window or close it by clicking the [Close] button.

Notice that the Toolbar is not the one that appears in the normal Slide Editor View. Also some of the Property Bar items have changed.

To complete the chart and return to the Slide Editor View, click once on a part of the slide outside the chart area, like beneath the title. The charting Toolbar disappears and the regular Toolbar appears again.

Save this version of "newsletter tips." There are now 12 slides in your set.

With the chart slide showing and using Slide Editor, change the template to Combination by using the Select Layout button on the  Property Bar. What do you think of this slide as compared to the Data Chart template? Change the template back to Data Chart.

Creating a Pie Chart

A pie chart is commonly used to show the percent of the total for each item in a group. Begin a pie by selecting this chart type from the data chart gallery. You can turn on and off the 3-D aspect. A pie chart does not really need a legend, but it does need labels for the pie wedges.

Exercise 8

Move to Slide 4 on "What is a grid?" Use Slide Editor View and add a new slide using Insert, New Slide on the Menu bar. Select a Data Chart.

Double-click on the title placeholder and make the title: Grid styles used.

Double-click on the data chart placeholder. From the gallery that appears, pick a pie, and then select the second pie sample in the first row, in which the wedge labels appear outside the wedges. Turn off 3-D but leave the sample data.

When the datasheet appears, note how the data is entered, and then use EDIT, Clear All to delete the sample data. Enter this information showing a survey of what types of grids are used by your unit's newsletters:

Close the datasheet. Click on one of the pie wedges, and right-click to bring up the QuickMenu. Pick Display Data Labels. The resulting dialog box on "Data Labels (Pie)" lets you change settings for the value (initially none), for the percent (initially none), for the label (initially outside) and for the leader (initially none). To have the program display the percentage for each wedge, change that button to be either outside (the wedge) or inside (the wedge). Click [OK] to close the dialog box and examine the results.

Click on the slide away from the chart area to exit the charting program and return to regular Presentations.

Save this version of "newsletter tips." You now have 13 slides in the set.

Editing an Existing Chart

After creating a chart, you may need to modify the data, change the chart type, or make some adjustments to the chart's appearance. Use the Slide Editor View, and find the slide with the chart you want to change. Click once on the chart area of the slide, then double-click to get back into the chart-creation program. The Toolbar and Property Bar will change to reflect the button commands used to modify data charts.

You can change the chart type by clicking on Chart, Gallery. Keep in mind, however, that some data charts require a particular layout for their data; for example, you could not create a bar chart and then pick Hi-Low without re-entering data into the Datasheet, since these charts use different data layouts.

Each of the elements of the chart can be changed. For example, on a line or bar chart, you can click on the legend and drag it to another location. You can click on the Y-axis and then right-click on it once it has been selected. Options in the resulting dialog box affect minimum and maximum numbers on the axis and size of fonts, among other things.

Exercise 9

Use FILE, Save As and save this slide set under the name of "practice graphics" before you experiment with some of the settings. Select the chart area on Slide 13, and then double-click on it to get into the charting program. Click on the "Chart" menu, select "Gallery" and change the chart to a vertical bar or line. Click on the legend and drag it inside the chart area. Click on the Y-axis and then right-click. Pick "Primary Y Axis Properties". Click the "Scale/Labels" Tab and change the maximum value to 40. Save this version of "practice graphics."

Adding Lecture Notes

You will probably create slide sets for use in talks or the classroom. There is an optional feature for entering lecture notes for each slide. In the Slide Editor View, right click on the corner of the slide and select Speaker Notes from the QuickMenu. A "Speaker Notes" dialog box appears into which you can type notes for that particular slide. Use the arrow buttons in this dialog box to scroll from slide to slide, if you want. In the next lesson you will learn how to print these notes, as well as other views of the slides.

Command Summary

Summary

Even after creating a slide set, you can easily add or change text using either the Slide Editor View or Outliner View. In the Outliner View, you can combine slides or split slides, as you wish. You can add slides using the [Insert Slide] button at the bottom of the screen, and the new slide is placed after the active slide. You can use the Slide Sorter View to easily move slides to a new location. To add clipart or illustrations to slides, use the Slide Editor View and select INSERT, Graphics, Clipart. Sometimes, more complex images may be placed on a slide without any other text or title. The Data Chart and Combination templates let you create various types of charts. Data is entered into the Datasheet window. To edit an existing chart, select the chart object on a slide and double-click on it to go back to the charting program. You can add lengthy comments on each slide by right clicking the corner of a slide and selecting Speaker Notes from the QuickMenu.

More Exercises and Questions

10. How do you place a clipart image or organization logo on a slide?

11. How do you take a slide with too much text and split it into two slides? What view mode do you use?

12. Why would you want to use the Slide Sorter View?

13. If you place a clipart image on a slide, how can you flip it so it faces the other direction?

14. What are some of the data charts you can create using Presentations? Where are the chart options listed?

15. What is the difference between a Data Chart layout and the Combination layout?

16. If you have an organization logo, place a copy of it on the title page of the "practice exercises" slide set.

17. Using the "practice exercises" file, experiment with splitting existing slides into two slides, adding and deleting slides, and moving slides.

18. This is an optional exercise to illustrate working with a scanned image. Earlier in Exercise 5, you placed a couple of vector images. You noticed that the background was still visible around the image. Use the "practice exercises" file from the previous exercise, and go to the clipart slide. Select and delete one of the images. Use INSERT, Graphics, from File and place a copy of this image on your slide: C:\Corel\Suite8\Graphics\Pictures\Nature\Tree.bmp

(This is a different folder from the other images you used, but it is on your hard drive; keep changing the folder areas until you find it.)

What is different about this image compared with the other vector image? Drag and make the TREE image so it fills up much of the slide. What is happening in the image, in terms of the quality? Delete this image and click and drag the other vector image, making it quite large. How does this image appear, in terms of quality?

19. This is an optional exercise to let you experiment with editing a vector image. You will need to download the HOTAIR.WPG file into a folder on your hard drive by clicking the file name. Use the "practice exercises" file from the previous exercise. Get in the Slide Editor View and click AInsert Slide with no Layout@ which is just a background. Now place an image on the slide, using Insert, Graphics, from File. Find the Hotair.wpg file that you downloaded into the folder on your hard drive.

This image is made up of 6 hot air balloons and 4 parts to the landscape at the bottom. If you click on each part, one-at-a-time, you will see that part has handles. Click on one balloon you want to delete and press <Delete> to delete it. Repeat this process, selecting another balloon and deleting it, until you have deleted four of them. Click on each part of the landscape and again delete it.

You now just have two balloons left. Drag them to position them as you wish and then click outside the bordered area, on the slide. This closes the Edit Mode. Your image has been modified and you have a different effect than the original image. You do not need to save the file.

20. If you have started creating your own slide set, try adding a bar or pie chart with appropriate data for your talk.

21. If you have created your own slide set, practice adding lecture notes for some of your slides. Get into Slide Editor View and be looking at the slide you want to add notes to. Click on the Speaker Notes button on the Property Bar and then type in the text in the resulting window. Use the arrow keys to scroll from slide to slide, if you want.

22. There is a lot more information on charting in the online help than was covered in this lesson. If you want to become more familiar with this topic and options that you have, click on HELP, then Help Topics. Pick the tab of Contents, then How Do I? Select Data Charts and read about some of the options there, for example,

• Create Data Charts
• Edit Data Charts
• Change Chart Appearance
• XY Charts
• Pie Charts

Management notes: It is not necessary to keep any of the files you have created that start with "practice." In subsequent lessons you will need the "newsletter tips" file and any other files you have been creating with your own text material.

8 1997 - May not modify or copy without the consent of the authors.