Create a Photo Album/Insert, Crop, and Format Photos

Before You Begin

Download the pictures for the activity by opening the zip folder then dragging the pictures to your folder.

Photo Album Picutres

Exercise 1: Create a Photo Album

Open a blank presentation then click the Insert tab.

In the Illustrations group, click the Photo Album icon.

    Insert Photo Album

Click File/Disk. Browse and navigate to your student folder.

Press CTRL, and then click all the photos to select them.:

Click Insert.

In the Photo Album dialog box, click Create.

PowerPoint inserts all the photos.

Exercise 2: Reorder photos, add captions and a frame effect

The full-slide layout is great for the photos. However, you'd like room for captions. Edit the photo album.

  1. On the Insert tab on the Ribbon, click the arrow next to Photo Album so that a small menu displays. Click Edit Photo Album on the menu.

Edit Photo Album command

  1. To reorder the photos, under Pictures in album, order the pictures so that Coast is first, David second, and Boats third. To do this, select a picture, and click the up or down arrow to move it.
  2. Under Album Layout, click the Picture layout list, and select 1 picture. The preview in the dialog box shows you that this opens up space on the slide.
  3. Above this list, under Picture Options, select the option Captions below all pictures. Don't click Update, yet.
  4. Add a frame effect to the photos: Under Album Layout, click the Frame shape list, and select Center Shadow Rectangle.
  5. Click Update.
  6. Click the slide 2 thumbnail. You'll see a caption, which takes on the name of the photo file. You could change that by typing into the text box on the slide.
  7. The shadow framing is a bit subtle on the photos' borders. To see it better, view the slides in Slide Show view:

Exercise 3: Apply Picture Compression

Let's have a look at the photo album's file size, and apply compression options.

  1. Save the photo album by clicking the Microsoft Office ButtonOffice button image and clicking Save As. Save the presentation to a location of your choice.
  2. Now you'll look at the file properties to check file size: Click the Microsoft Office ButtonOffice button image, point to Prepare, and click Properties.
  3. Click the arrow next to Document Properties, at the top of the area that has opened above the slide pane, and click Advanced Properties.

Advanced Properties command

  1. On the General tab, look for Size, in the top third of the dialog box. The file size will be about 811 KB.

Note, this isn't so large, but these photos were also compressed so this practice session download would take less time. Normally your photos will inflate your presentation into the megabyte range.

Click OK. The Document Properties details will still show above the slide pane; leave them there for now.

  1. Click any of the slide thumbnails that has a photo. On the displayed slide, click the photo to select it.

This selects both the photo and the caption, which are enclosed in one large shape outline that has sizing handles. On the Ribbon, both the Drawing Tools and Picture Tools tabs appear. You'll be using the Picture Tools.

Drawing Tools and Picture Tools tabs

  1. On the Ribbon, under Picture Tools, click the Format tab.
  2. In the Adjust group, click Compress Pictures.

Compress Pictures icon in Adjust group

  1. In the Compress Pictures dialog box, make sure that the check box Apply to selected pictures only is not selected. You want the setting you choose to apply to all the photos in the show.
  2. Click Options. In the Compression Settings dialog box, click the option called Screen (150 ppi): good for Web pages and projectors.

Compression Settings options

  1. Click OK, and click OK again. Click Save on the Quick Access Toolbar.
  2. Now check the file size again: Click the arrow next to Document Properties, above the slide pane, and click Advanced Properties to display the dialog box again. The file size should now be 654 KB. (With your actual photos, you would see a more dramatic difference.)

Click OK.

  1. To close the Document Properties area, click the X in the right-hand corner of the pane.

Close box for Properties

Exercise 4: Do More Formatting — Outside of Photo Album

Once your photos are in and you've set up the elements that you want in the photo album, you can do additional formatting to the photos on the slides, using Picture Tools.

Tip     Once you start customizing the photos' formatting, you'll do best not to update all the pictures using Photo Album options, as those options will apply to all the slides — and undo your customizations.

  1. Click slide 2, and click the photo on the slide twice to select it. (The picture is now selected within an outer border that includes both the picture and caption.) You should see gray sizing handles around the picture, like this:

Shape and picture selection handles

  1. On the Ribbon, under Picture Tools, click the Format tab.
  2. In the Picture Styles group, click Picture Effects.

Picture Effects command

  1. On this menu, point to Shadow, and at the very bottom of the Shadow gallery, click Shadow Options.
  2. Make the shadow more visible by increasing its size. Next to Size, click the spinner up-arrow, to 102%.
  3. Use the Transparency setting to keep the shadow from being too dark. To that end, use the up-arrow on the Transparency spinner to change the number from 30% to 45%.
  4. Click Close. Click away from the picture to deselect it and get a good look. The shadow is more visible, but not too heavy.

Exercise 5: Apply Formatting to Other Photos

Your other photos already have the shadow effect that you applied in the Edit Photo Album dialog box, but they don't have the changes you just made.

  1. On slide 2, click the photo, then click it again to get the gray sizing handles on the picture itself.
  2. On the Ribbon, click the Home tab. In the Clipboard group on the left, double-click Format Painter (make sure you double-click it).

Format Painter

  1. Click slide 3, and click the photo on the slide.

The expanded shadow settings are applied to it.

  1. Now click the photo on slide 4 to apply the formatting.
  2. On the Home tab, click the Format Painter once to turn it off.

Tip     If you want to remove formatting from a picture, select the picture, and in the Adjust group on the Format tab, click Reset Picture. (This can sometimes undo sizing, too, so if you've just applied the formatting, pressing Undo might work better.)

  1. If you want to save all the changes to this album, click Save.

Exercise 6: Use a Picture Layout

While Photo Album enables you to add a bunch of photos at once, you can't apply its slide layout choices to only one or a few slides. If you want varied layouts, use the content layouts.

  1. Start a new presentation: Click the Microsoft Office ButtonOffice button image, click New, and double-click Blank Presentation.
  2. Click below the title slide thumbnail. On the Home tab, click the arrow next to New Slide, to display the layout gallery. For a layout, click Picture with Caption — the last one in the gallery.

Content layout

  1. On the new slide (slide 2), click the Picture icon, and browse to the folder with images for this practice session.
  2. Select Paradise.jpg, and click Insert.

A photo of snow-covered evergreens and a mountain is inserted into the content placeholder on the slide.

  1. There's room for a caption and additional text below the picture, which you can fill in as you want.

Exercise 7: Crop and Resize the Photo

There is a mountain in this picture. Let's make it more dominant in the frame by cropping and resizing the photo.

  1. On the slide, click the photo to select it. Click the Format tab under Picture Tools.
  2. Note the picture's dimensions, in the Size group: Shape Height: 4.5 inches, and Shape Width: 6 inches.

Size boxes in Size group

(If you don't see these boxes, click the arrow on the Size button.)

  1. Now you'll crop the picture. Click the Crop tool, next to the height and width boxes. Black bars and angles appear on the picture border.
  2. To crop:
  3. Click away from the picture to turn off cropping.
  4. Resize the photo back to its original height: Select it, and on the Format tab look for the Size group again. In the Shape Height box, type 4.5 and press ENTER.

The photo will enlarge and move off center. The picture's still selected and the Format tab is still displayed.

  1. In the Arrange group, click the Align button, and click Align Center.

Align Center command

This centers the picture horizontally.

  1. Press the UP ARROW key to move the picture above the caption text. If the picture has come out too vertical, crop out more of either the sky on the top or the snow below the tree line, on the bottom, and resize the picture back to 4.5 inches in height.

About cropped bits of pictures     In the Compression Settings dialog box, which we opened in Exercise 3, there's a setting called Delete cropped areas of pictures, and it's selected by default. This tells PowerPoint to delete the parts you've cropped in order to keep your file from inflating. For more about this option, see the Quick Reference Card in the section about checking your presentation's file size.

Exercise 8: Add a Frame and Effects

  1. Add a frame: On the Format tab, in the Picture Styles group, click the down arrow to display the gallery.

Down arrow in Styles group

  1. In the gallery, click Simple Frame, Black (on the second row).

Simple Frame, Black, style

  1. Add a perspective shadow effect: Click Picture Effects, point to Shadow, and on the bottom row of the gallery, click Perspective Diagonal Upper Right (the middle thumbnail).

Tip     Remember, to do more with that shadow, such as blur it or add transparency, you'd use Shadow Options, at the bottom of the Shadow gallery.

Bonus steps: Recolor a Photo

Look at the effect of brightness, contrast, and recoloring options.

  1. Select the mountain photo on the slide. Display the the Format tab under Picture Tools.
  2. Look in the Adjust group.
  3. By turns, display the galleries for Brightness, Contrast, and Recolor. You'll see a preview of each effect when you point to it. Recolor includes black-and-white and sepia color options, among many others.

Brightness, Color, and Recolor commands

Tip     At the bottom of the Recolor gallery, you'll find the Set Transparent Color command. This enables you to make transparent a background color that's part of an inserted image.

Nicholson's Lesson Plan Blues