Mapping in MS PowerPoint:

Making maps for presentations or print is a task that nearly every IMO has been tasked to do.

In the absence of GIS or mapping support, your office can still make nice looking, simple maps. This outline contains
basic guidelines on:
- File types
- How to find a map and saving it to your computer
- How to insert a map or picture into a Power Point (PPT) slide
- How to optimize a map or an image (reduce file size)
- Pointers on how to add graphics and line art

To get started you will need:

- a good computer to work with maps,
- a printer to test the look of the images,
- access to base maps – the internet is a good place to look,
- the OCHA Map Templates Layouts, icons and symbol sets,
- a scanner if you have paper maps,
- software – MS Power Point, and Adobe Acrobat Professional (recommended for work with PDF files)

These basic instruction should be used in combination with the OCHA style set icons and symbols (which can be
imported into ppt – they are in PNG format), Map Templates and accompanying OCHA Map Creation Guidelines and
other support documentation. This is a basic instruction – the combination of map design and quality of the contents
make a successful map – good luck.

File types
There are several types of map files available in the Internet which can be used to create custom maps. Some
common map types are listed below. You will not need to know details about these file types – but should be able to
identify those that you can insert into PPT, *stars* indicate preferred formats for PPT.

Image files (Raster/photo like) –

o JPEG/JPG File Interchange Format, *
o Portable Network Graphic (PNG), *
o Graphic Interchange Format (GIF),
o Tag Image File Format (TIFF),
o Windows Bitmap (BMP)

Vector files (scalable or line graphics)

o PDF*
o Windows Enhanced Metafile (EMF),
o Windows Metafile (WMF),
o Adobe illustrator (AI)

Paper maps are also a source for base maps. These maps must be clear and in good physical condition. Use a
scanner and save the image at two resolutions, 300dpi and 600dpi. Save the file as a JPG, which is a good image file
format to use for map production. Saving the image at a lower and higher resolution will ensure that you can zoom in
or crop the image to suit your needs or area of focus.

Finding a map and saving it to your computer

To begin making your map in PPT, first you must select base map or general map to put your information on top. The
map you select should not be full of other themes that will conflict with the information you put on top.

Some resources you can used are:

UN Cartographic section maps http://www.un.org/Depts/Cartographic/english/

maps found on the ReliefWeb Map Centre http://www.reliefweb.int/
US CIA World Fact book maps http://www.cia.gov/cia/publications/factbook/

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 Many other map resources exist, a key word search on Google will give you a wider range of maps.

Several of these maps are image files that can be easily saved and inserted into a PPT slide.

√ To save these files, right click on them and select the save picture as option – you will be able to then
see the file format. Give them a clear name and save them in a folder you can easily find.

Other maps you may find – such as the Cartographic Section maps - are in PDF format. These are vector maps that
are scaleable – meaning that you can print or view them at very small or very large sizes and maintain clear lines and
features – whereas the image files (JPG or GIF) will become pixelated and difficult to read if stretched to fit the slide.
PDF maps can be inserted into PPT in two different ways.

√ First, save the PDF map using the menu at the top of the page.

Inserting Map files into a PPT

Once you have the base map you can insert it into the PPT. You can insert images into PPT slides by cutting and
pasting from another program – but inserting images is better practice.

Note: First consider the size and shape of the map. Your image orientation should determine the layout of the
presentation – landscape or portrait. A base map in PPT should usually be between 100kb and 300kb, if your
image is much larger you may need to reduce the size of the file, more on this later in the document.

√ Before beginning to import the map, set the orientation of the presentation by selecting, File, page
set up – make changes, then save these settings. Now you can import your map.
√ For JPG or PNG files use the insert procedure option. Insert, Picture, From File, then select the map
or image from a location on your computer. You may need to select the correct image file format,
then click Insert.

Inserting a JPG or a PNG image:

Other file format maps will need to be inserted as an object (including PDF). See procedure below.

√ For other file formats - Insert, Object select Create from file button, then browse to the map file and
click OK.

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 Note: If you have Adobe Acrobat Professional, then it is recommended to change the PDF file to a JPG or
PNG file and then import the map as a picture – the previous import option. See directions below for this
conversion, including cropping the image.

Conversion of PDF files into PNG/JPG with Adobe Acrobat Professional

1. Open the map in Adobe Acrobat Professional;
2. Crop or remove any white space or select parts of the map you would like to use. To do this, select
Document, Crop Pages work within this box to get the desired area of the map;
3. Once you have the area of the map you would like, then select file, save as….., Give the file a name and
select the “save as type” - PNG format. The default settings should be fine. The resulting file can be inserted
into a PPT slide. JPG can also be selected – you will need to experiment with the options to optimize the
image size.

√ You will now need to stretch the map to fit the extent needed in the slide. Touch the map and push
the “shift button” – now you can stretch the map to fit the area you would like to place it in. Holding
the “shift button” keeps the ratio of the map – otherwise the image will be distorted.

Optimizing images (reducing the size)

Which files can you optimize?
Only certain image types can be optimized in PPT, they must be inserted using the above options – not cut and paste.

File types you can optimize

High resolution images such as photographs or images over
300kb are good candidates for optimization. Eligible file types
include PNG, JPEG, TIFF, BMP, and GIF.

File types you can NOT optimize

Pictures you can't optimize are PDF, WMF, EMF, CDR, and
EPS.

Compression
Select a graphic by clicking on it, then click Compress Pictures on
the Picture toolbar

Web/Screen optimizes the resolution to 96 dots per inch (dpi).

Print optimizes the resolution to 200 dpi.
Select No Change if you don't want to change the resolution.
Compress pictures Depending on how many colors are
used in the image, sometimes color format can be reduced to
make the file size smaller. There's no loss in quality.

Note: activate tool bars by selecting View, toolbars, then select the bar you would like to work with, click on
OK, then the bar will appear) you see the dialog box.
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 Note on checking the compressed file
Changing the resolution can affect image quality. Before saving your file, look at your images in Slide Show
mode. If you're not happy with the reduced resolution, select that picture in normal view, and use the Reset
Picture button on the Picture toolbar to restore the original resolution.

Cropping
To crop or trim an image is useful to focus the viewer on an
important area. Use the crop tool to select the area you would like to
focus on, eliminating white space or unimportant information.

Another option you have in the Compress Pictures dialog box is to

delete "trimmings" from an image that you have cropped. Using this
option, Delete cropped areas of pictures, can significantly reduce the
size of an image file.

The Crop tool.

Area that was selected to be cropped.
To delete the trimmed portion, first click the Compress Pictures
button on the toolbar.
Then select the Delete cropped areas of pictures option in the
dialog box.

Adding themes and graphics

You now have your base map – now it is time to add descriptive text, icons that show themes of interest and a basic
legend. See the Map Elements and Map Templates page that accompanies this document for guidelines on map
elements and how they should be included on an OCHA map.

The tools used to add and edit text in PPT are very similar to those found in MS Word. Activate the drawing toolbar
(view, toolbars) and begin to experiment.

This is the end of the useful part of these guidelines, some tips follow. You will now need to explore and test the
different tools and styles to create a slide for your needs. Print the map as you go to see how the styles are working.
Notes:

…on authorship – the base map you select was made someone for a specific purpose; please do not
obscure the author or the map date information on the map. Always add the date, author and contact
information to each of your maps.

…on import of OCHA Map Icons and Symbols – you can import the icons from the Map Template
Guidelines to create a map with the styles detailed. Examine the map template layout and try to replicate it
within your presentation.

… on map layering – PPT like any GIS software works with a layering system. In constructing your map
you will need to set the order of images, text and symbols; this can be done by cutting and pasting items in
the order you like, alternatively right click on the item and select the order function from the tab.

Add text:
Use the Insert Text Box Tool to insert a text box into the slide, then type your text. The text box can be easily
formatted for font type, size, color and orientation, use the tools at the top of the page or the drawing tool bar.

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Inserting Lines:
Lines can be used to show migration path, roads or to highlight different areas of interest. Use the AutoShapes tool to
insert or trace types of line art on the Map. Tools in this menu can be used to drawing roads, direction, pointer arrows,
etc.

Other Line Art can also be added with the use of the
AutoShapes tool. These shapes can be formatted to create
custom map symbols, such as road gates / tunnels, etc.

Send comments and suggestions to Carrie Howard [email protected] or FIS

[email protected]

Contributions from Nabil Darwish

18 May 2006

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