Microsoft Office Reference Guide

Mar 26, 2004

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The Potential of Photo Album

There are many ways to use PowerPoint, but this week we're going to use one of my favorites: the fabulous Photo Album.

Here's the scenario. You're a realtor (remember our case study), and you've driven around the city, taking digital photos of dozens of homes for sale. In your camera or on your flash memory card, you have all the properties you intend to present to prospective buyers in the coming week.

What if I told you that I could create an entire presentation using these images in less time than it takes to brew a cup of coffee? Okay, let's do it.

We'll need a folder with our images in a PowerPoint-friendly graphics format (which is just about anything). Chances are, if the images are from a digital camera, they'll be JPGs or perhaps TIFs.

In a new PowerPoint Presentation, click Insert > Picture > New Photo Album.

Figure 200 This opens the Photo Album dialog box. Click File/Disk to locate the folder with your collection of images. (For the purposes of this example, we'll use the My Pictures samples in the My Documents folder.)

Figure 201

You can click Details on the top menu to see the files as thumbnails; that's helpful for images. Then click CTRL + A to select all the images, or CTRL + click to select individual images. Click Insert.

The images you chose are added to the Photo Album dialog box.

Figure 202

Your next important step is to pick a photo layout from the dropdown menu. To minimize the number of slides, select four-to-a-slide. You can also select a design template and a frame option, but let's leave that for now. When you click Create, a new presentation is created for you; each slide has four images.

To get the most from the results, change to View > Slide Sorter from the Main Menu, and look at the slide thumbnails. Open the Slide Design Task Pane now to apply a nice design template to all of the slides.

Figure 203

If this was all we needed, we could just save this new presentation with our images and we'd essentially be done.

But we're not finished yet.

Let's do it again. This time, choose the same images, and use the one-picture-to-a-slide photo layout; click Create again.

Figure 204

This creates another new presentation with the photos arranged one per slide.

This is where it gets a bit tricky. You may have noticed that it is called New Photo Album. It's not that the feature is that new, it's that it always creates a new presentation.

Here's what I mean, on the top menu of PowerPoint, click Window > Arrange All.

If you put all of your slide shows into Slide Sorter view and close the Task Pane, you should see something like this.

Figure 205

You have three presentations. You have the original new presentation that you got when you first opened PowerPoint, and two new ones from the Photo Abum. The first has the design you added with images four per slide. The other has no design and the same images one per slide.

You may as well close the first empty presentation.

Now, you should be able to select the four images in the blank presentation that are the same as any one slide in the four-images-per-slide presentation.

Figure 206

If you drag and drop those image after the slide with the four smaller images, you basically create an introductory slide. The new slides (with full screen images) inherit the same slide design.

Figure 207

Now if you really want to go crazy, maximize the presentation with the combination of slides, and right-click one of the smaller images. Select Action settings.

Create a hyperlink attached to the full screen image in the presentation. What's this do? If you were presenting the houses to your client, you could ask the buyer to choose a house to look at more closely. Clicking on the image could navigate to slides that show more about that house.

NOTE

These hyperlinks would work in the Slide Show mode, not in the editor.

Figure 208

Keep all of the presentations in Slide Sorter view for best results.

TIP

If you explore the navigation feature using Action settings you will see that we could have kept the presentations separate, and had the four-image-per-slide thumbnails link directly to their full screen counterparts in another presentation entirely.

Also in creating hyperlinks, titling your slides is especially important.

By the way, we didn't use the caption feature in the Photo Album dialog box. The captions it inserts are the full file names of the images. Unless you name the files with very specific meanings, you are better served by creating your own captions using textboxes once the presentation has been generated.

TIP

For the best results with Photo Album, use the Slide Transition Task Pane to put some nice effects between your Photo Album slides.

So enjoy the Photo Album. It's slick for business or your personal enjoyment.

So we covered a few other neat tips in this same session. Besides creating a fast new presentation from the Photo Album, we saw how we could combine the slides from multiple presentations using the Window > Arrange All feature. We also took a quick look at the navigation feature of PowerPoint.

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