Advanced Module – Presentations

Lesson 4 – Working With Images, Graphics and Design Elements

This lesson explains how to insert, edit and manage images, graphics, icons and design elements to create polished, visually effective presentations. It aligns with ICDL syllabus requirements for working with graphical objects.

1. Inserting images

• Go to Insert > Pictures to add images from your computer.
• Use Online Pictures for web-based images.
• Insert images at an appropriate resolution for clear on-screen display.
• Place images purposefully — avoid decorative images that do not support meaning.

Insert Image: Example of inserting images menu

2. Resizing and positioning images

• Use corner handles to resize while maintaining proportions.
• Drag to reposition images across the slide.
• Use Align tools for precise horizontal or vertical placement.
• Use Position settings to place images using exact coordinates.
• Avoid stretching or distorting images.

3. Cropping and removing backgrounds

• Use Picture Format > Crop to remove unwanted edges.
• Use Remove Background to isolate the main subject.
• Refine edges with Mark Areas to Keep or Mark Areas to Remove.

Insert Image: Cropping and background removal tools

4. Image styles and effects

• Apply built-in picture styles such as frames, soft edges or reflections.
• Adjust picture brightness and contrast for clarity.
• Convert images to greyscale, black & white or washout.
• Apply artistic effects like blur, sketch or glow when suitable.
• Use effects sparingly to maintain a professional appearance.

5. Inserting icons and SVG graphics

Modern presentations support scalable icons and vector graphics.

• Go to Insert > Icons to choose from built-in icon sets.
• Icons scale without losing quality because they are vector-based.
• You can edit icon colours, line styles and fills.
• Use icons to simplify complex ideas or reduce text.

6. Working with SmartArt

• Insert via Insert > SmartArt.
• Choose diagram categories such as process, hierarchy, cycle, matrix or pyramid.
• Modify colours and styles using SmartArt Design tools.
• Add, move or delete shapes within the diagram.
• Use SmartArt to transform text lists into visual graphics.

Insert Image: SmartArt diagram examples

7. Grouping, layering and ordering objects

• Select objects and choose Group to combine them.
• Use Ungroup when edits to individual shapes are required.
• Use Bring Forward or Send Backward to control layer order.
• Use the Selection Pane to rename, hide or reorder objects.
• Lock aspect ratio or positions where required for consistency.

8. Aligning and distributing objects

• Align objects left, right, centre, top, middle or bottom.
• Use Distribute Horizontally or Distribute Vertically to space objects evenly.
• Enable Align to Slide for precise placement.
• Turn on Guides and Gridlines to support layout accuracy.
• Turn on/off Snap to Grid for controlled alignment.

Insert Image: Alignment and distribution toolbar

9. Using design elements

Design elements help create structure and visual balance.

• Insert shapes such as rectangles, circles, arrows and callouts.
• Apply shape fills, gradients, outlines and transparency effects.
• Use lines or banners to divide sections or highlight headings.
• Use consistent design elements across all slides.
• Convert certain images to drawn objects (where supported) for editing flexibility.

10. Accessibility and visual clarity

• Maintain high contrast between images and overlaid text.
• Add meaningful Alt Text to all important visuals.
• Avoid clutter—leave sufficient white space around graphics.
• Use simple, clean visuals for complex concepts.
• Ensure visuals do not distract from the core message.

11. Practical Activity

• Insert a high-quality image and crop it to improve focus.
• Apply a picture style and adjust brightness/contrast.
• Add two icons and recolour them to match your theme.
• Create a SmartArt process diagram and modify its colours.
• Group three objects and align them to the centre of the slide.
• Add Alt Text to all visual elements.