Inserting an Image

When using PowerPoint, we can insert images we find online, or we can bring in images from other sources. We can use digital pictures that we have taken ourselves, scanned photographs or drawings, and images taken from clip art packages that we have purchased.

For today's workshop, we will insert a picture that we have saved in a folder. Before we add the image, let's move to the correct slide.

Step 1. To move to slide 2, in the slide thumbnail list,

Click slide 2

Step 2. To move to the Insert tab, on the Ribbon,

Click the Insert tab

If we wanted to insert a table, shape, or picture from an online source, we have those options on the Ribbon. However, we're going to insert a picture we have already saved.

Step 3. To begin inserting a picture, in the Images group,

Click

NOTE for MacOS Users: To begin inserting a picture, Click the Picture button, then Click the Picture from File... option.

The Insert Picture window opens. We will need to navigate to the correct folder.

All of our exercise files are contained in the epclass folder, located on the desktop. We'll want to change our location to this folder.

We will start at the desktop, since our exercise file folder, epclass, is located there.

Step 4. To move to the desktop,

Click

The current location is now set to the desktop. All of our exercise files are contained in the epclass folder, located on the desktop.

Step 5. To open the epclass folder,

Double-Click

The epclass folder contents are now visible.

We will need to open the PPT_Basics subfolder of the epclass folder that contains all of the necessary documents.

Step 6. To open the correct folder,

Double-Click the PPT_Basics folder

Step 7. To insert the correct image,

Double-Click Classroom.jpg

The graphic is inserted into the middle of the slide and is much too large. It will need to be resized.

Resizing and Repositioning an Image

PowerPoint makes it easy to resize and reposition graphics. Let's see how to do this now.

Step 1. Verify that the graphic is selected.

You can tell when an image is selected by looking to see if it has small, hollow circles, or sizing handles, visible at each corner and in the middle of each side.

Step 2. To position the cursor,

Point

When we point to a sizing handle, our cursor changes to a double-sided arrow .

Step 3. To resize the graphic,

Press & Drag the sizing handle inward until the graphic will fit to the right of the text

The graphic is resized. Now we will move it.

Step 4. To begin moving the graphic, with the graphic selected,

Point to the graphic

The cursor changes to a four-sided arrow. This cursor shape indicates that an object can be moved.

Step 5. To move the graphic,

Press & Drag the graphic
to the right of the bulleted list

Step 6. To deselect the graphic,

Click on the outer edge of the slide

We have successfully resized and repositioned our image. Now let's see how to add alternative text.

Adding Alternative Text to Images

Images added to PowerPoint should be given alternative text; this descriptive text can be read by a screen reader and helps convey the message of an image without visual cues. This is especially important when images contain content that is essential to the presentation and are not merely decorative.

We will need to perform several steps the first time we add alternative text to an image. Going forward, we'll add an Alt Text button the Quick Access toolbar so it will be faster and easier for future images.

Step 1. To begin adding the alternative text to this image,

Right-Click the graphic

NOTE for MacOS Users: To begin adding the alternative text to this image, press: Control key+Click the graphic.

Step 2. To open the Format Picture pane,

Click Format Picture...

The Format Picture task pane opens on the right side of the screen. The Alt Text options are under the Size & Properties options.

Step 3. To move to the Size & Properties options,

Click

Step 4. To see the Alt Text options,

Click

We see fields where we can add a title and a description to the graphic. While the Title field can be considered optional, the Description field should always be filled in. It is more important for accessibility than the title as it will be read by a screen reader and will be saved as alternative text if the file is saved as HTML.

Step 5. To add a description, in the Description box, type:

Photo of a classroom

Step 6. To close the Format Picture pane,

Click

Step 7. Save the presentation Creating_a_Presentation.pptx.

While adding alternative text to a graphic is not a difficult task, when working with several graphics, it may be helpful to place an Alt Text button on the Quick Access Toolbar.

Adding the Alt Text Button to the Quick Access Toolbar

All images and graphics (tables, charts, and so on) in our presentation should include alternative text. To save time, we can add the Alt Text button to the Quick Access Toolbar.

NOTE for MacOS Users: While PowerPoint 2016 for Mac does have the option to customize the Quick Access Toolbar, at this time the Alt Text button is not available. To add additional alternative text, the steps in the previous section will need to be repeated.  Skip forward to the heading, "Checking the Reading Order of a Slide".

Step 1. To begin customizing the Quick Access Toolbar, on the Quick Access Toolbar,

Click

The drop-down menu gives us some standard commands that we could add to the Quick Access Toolbar. We can also choose to move the Quick Access Toolbar below the Ribbon. We want to see some less common commands.

Step 2. To change the command list,

Click More Commands...

The PowerPoint Options dialog box opens to the Quick Access Toolbar options. The Alt Text button is not part of the Popular Commands list.

Step 3. To see more commands,

Click ,
Click Commands Not in the Ribbon

The list of commands changes and should now include the Alt Text button.

Step 4. To add the Alt Text button, in the list of commands,

Click , Click

The Alt Text command moves to the right side of the dialog box and will now appear on the Quick Access Toolbar.

Step 5. To accept this change and close the dialog box,

Click

The dialog box closes and the Alt Text button is now on the Quick Access Toolbar. We will use this button later in the workshop.

While we are still thinking about accessibility, let's make sure our slide will be read in the correct order to someone using a screen reader.

Checking the Reading Order of a Slide

When using a screen reader to view a PowerPoint presentation, the text, images, shapes, and other objects on a slide will be read in a specific order. It is always a good idea to check this to make sure that the elements will be read in a way that makes sense. Let's do this now.

Step 1. To move to the Home tab, if necessary,

Click the Home tab

To check the reading order, we need to open the Selection pane.

Step 2. To open the Selection pane, in the Drawing group,

Click , Click Selection Pane...

The Selection pane opens:

The Selection pane shows us the three objects on the slide: Picture X, Content Placeholder X, and Title X. X is the number assigned to the object by PowerPoint. These numbers may be different from user to user.

Objects will be read back starting with the bottom item and ending at the top. This is the correct order for this slide. If we needed to rearrange any elements, we could use the re-order arrows or we could drag and drop the items into the correct order.

We can also use the Selection pane to change an image name. This can be useful since these images usually have generic names such as "Picture 1" or "Picture 51."

We will rename one of the images in the Selection pane now.

Step 3. To begin renaming the picture, in the Selection pane,

Double-Click Picture #

Step 4. To rename the image,

Press & Drag the text, type: Classroom Enter

While it is not usually necessary to rename images used in a simple presentation, if you are dealing with complex animations and/or layered images in PowerPoint, it saves time when the images can be easily identified.

We are finished with the Selection pane.

Step 5. To close the Selection pane,

Click

We are done working with accessibility options for the moment. Let's explore how to format an image.