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PowerPoint 2007 - Full Manual

CHAPTER 1 GETTING TO KNOW POWERPOINT 2007

© Watsonia Publishing Chapter 1 - Getting to Know PowerPoint 2007

In this session you will: gain an understanding of the PowerPoint 2007 screen

learn how to use the Ribbon

learn how to use KeyTip Badges to access commands on the Ribbon

learn how to minimise the Ribbon

gain an understanding of shortcut menus

learn how to use shortcut menus

gain an understanding of dialog boxes

learn how to launch a dialog box

gain an understanding of the Quick Access Toolbar

learn how to customise the Quick Access Toolbar

gain an understanding of the Office button

learn how to use the Office button

gain an understanding of the Status Bar

learn how to customise the Status Bar

learn how to exit PowerPoint.

Microsoft PowerPoint 2007 is part of the suite of programs known as Microsoft Office. It is used to create presentations, most commonly shown as slide shows.

Speakers use PowerPoint to highlight key points in their presentations or to present data as they speak, retaining the interest of the audience through the use of colour and animation. Presentations can be linked to other applications, such as Microsoft Excel, to provide instant access to data that supports the presentation.

PowerPoint can be used to create overhead transparencies, 35mm slides, and even web pages. Handouts can be printed in a wide range of formats, either as single or multiple slides, slides with additional room for notes, speakers notes pages or even just the text outline of the presentation.

Now that you know why you’d use PowerPoint, let’s start at the beginning and learn how to find your way around the PowerPoint screens.

FOCUSIn

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THE POWERPOINT SCREEN


Once you know your way around the PowerPoint screen you’ll find it much easier to use. The PowerPoint screen is made up of a number of different elements. Some of these elements, like the Office

button, Ribbon and Status Bar may be familiar to you if you have used another Office application such as Excel. If not, don’t worry, they soon will be.

The Office Button is used to access file management functions such as saving, opening, closing, printing, etc. PowerPoint Options are also available so that you can set your working preferences for

PowerPoint 2007 (this replaces Tools > Options in previous versions).The Ribbon is the tabbed band that appears across the top of the window. It is the control centre of PowerPoint 2007. Instead of menus, you can now use the tabs on the Ribbon to access commands which have been categorised

into groups. The Slides Pane provides a preview thumbnail of each slide in your presentation. You

can also use this pane to reorder your slide sequence.The Outline Pane provides a text view of the words that are typed on each of the slides. This is a useful view if you only want to concentrate on the

text, rather than other objects on your slides. The Status Bar appears across the bottom of the window and displays the current slide number, the Theme used for the backdrop of your slides and the

current dictionary that is in use for spell checking the content of your slides.The View buttons and the

Zoom Slider are used to change the view or to increase/decrease the zoom ratio for your slides.The

Notes Pane is used to enter notes for the presenter that won’t be seen by the audience.The Slide Window shows the detail for the slide and is where you can add effects, objects, text, etc.

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USING THE RIBBON


The Ribbon is the new command centre for Microsoft PowerPoint. It provides a series of commands organised into groups and placed on relevant tabs. Tabs are activated by clicking

on their name to display the command groups. Commands are activated by clicking on a button, tool or gallery option. The Ribbon is intended to make presentation design more intuitive.

Try This Yourself:NoneBefore

starting this exercise ensure that you have a blank presentation displayed…

Click on the Click to add title

placeholder on the slideNow examine the groups on the Home tab

These are the most commonly used commands, including copy and paste, font and paragraph formatting, styles and

editing...Click on the Insert tab

The commands on this tab are used to create tables, illustrations, links, headers and footers, text objects, movies and

sounds...Click on Shapes in the Illustrations group to display the Shapes gallery

This includes a huge range of shapes which can be added to your

slides...Click on each of the tabs and examine the commands

Some of these open dialog

boxes...On the View tab, click on Zoom in the Zoom group to display

the Zoom dialog boxClick on [Cancel] then click on the Home tab

For Your Reference…To use the Ribbon:

1. Click on a tab to display the commands2. Click on a button to activate a command,

display a gallery, or display a dialog box

Handy to Know…Additional tabs known as Contextual tabs appear in specific circumstances. For example, if you insert a picture, the Picture Tools: Format tab will appear. This provides quick access to all of the tools you may need to modify and work with the picture.

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USING KEYTIP BADGES


You can use the keyboard to access commands on the Ribbon. To make this possible, letters will appear next to commands on the Ribbon when you press . These letters are known as keytip badges. You can also use and arrow keys to move through the commands, and even the scroll wheel on your mouse if you have one. KeyTip badges are also known as access keys.

Try This Yourself:NoneBefore


Press to display the KeyTip

badgesPress to activate the Slide Show tab and display the KeyTip

badges for the Slide Show

commandsPress to display the Custom Slide Show optionsNotice the KeyTip badge for Custom Shows at the bottom of the

menu...Press twice to return to the previous level of access

keysPress to access the Review

tabPractice using the arrow keys and to move through the tabs and

into commandsPress to return to

text entry mode

For Your Reference…To use KeyTip Badges to access commands:

1. Press to display the KeyTip Badges

2. Press the letter key of the command or tab that you want to select

Handy to Know…You can still use the shortcut keys for menu commands that were available in previous versions of Office. For example, + applies bold to selected text.

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MINIMISING THE RIBBON


The Ribbon is a band across the top of the window made up of a series of tabs and related groups of commands. The wide band and use of icons makes it very quick and easy to find and apply commands and settings. However, if you are working on a large document with lots of text, it may suit you to hide the ribbon, either temporarily or permanently, while you are working.

For Your Reference…To hide/display the Ribbon:

1. Double-click on the active tab to hide the Ribbon

2. Click on a tab to see the Ribbon temporarily

3. Double-click on a tab to redisplay the Ribbon permanently

Handy to Know…You can also right-click anywhere on the Ribbon (other than on a command) to display a shortcut menu. Select Minimise the Ribbon to hide or display the Ribbon.

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Try This Yourself:NoneBefore starting this exercise ensure that you

have a blank presentation

displayed...Click on the Insert tab to display the Insert

commandsDouble-click on the Insert tab to minimise the Ribbon

The tabs stay visible, but the rest of the

commands are hidden...Click on the Insert tab to redisplay the Ribbon, this

time with the Insert commandsClick back in the presentation

The Ribbon will hide again – it only becomes visible when you need it. You can redisplay it permanently

though...Double-click on the Review tab

The Ribbon is redisplayed...Click in the presentation

This time the Ribbon has been redisplayed permanently and doesn’t disappear when you aren’t

using it...Click on the Home

tab

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SHORTCUT MENUS


Shortcut menus are menus that appear when you right-click in an area on the screen or on an object. They are also known as contextual menus because the content of the menu varies depending upon where you click. Shortcut menus provide a list of commands that are specific to the object or area on which you clicked to display the menu. Here are some examples.

This is an example of the shortcut menu that appears when you right-click on text. All the commands can be applied to text. Above the shortcut menu appears the Mini toolbar which provides additional formatting tools.

This example shows the contextual menu that appears when you right-click on part of the Ribbon. In this case, the options apply to the Ribbon and the Quick Access Toolbar.

When you right-click on a shape, a different shortcut menu appears. In this case, the commands relate to the shape and actions that you can perform on it, such as adding text or a hyperlink, or formatting it.

When you right-click in a table, the shortcut menu provides you with a huge range of table-related commands.


USING SHORTCUT MENUS


PowerPoint provides a range of context-sensitive menus called shortcut menus that appear when you right-click in specific areas on the screen or on objects in the text. Shortcut menus are designed to save you time by presenting you with only the menu commands that apply to the object or area in which you have clicked. In some situations, the mini-toolbar will also appear.Try This Yourself:NoneBefore

starting this exercise ensure that a blank

presentation is displayed…Move the mouse pointer over an empty area of the

presentation and click with the right mouse button to display a shortcut or

contextual menu

Notice how the commands here relate to slide operations and formatting. As nothing is selected the Cut and Copy options are

greyed out…Click anywhere on the page with the left mouse button to close

the shortcut menuMove the mouse pointer over the word title on the slide

It will change to an insertion pointer…

Right-click on the title to display a shortcut menuNotice how it differs to the previous menu and displays toolbar options instead of slide options. PowerPoint has made an educated guess about what you want to do based on what you have clicked on…

Click anywhere on the page with the left

mouse button to close the shortcut menu

For Your Reference…To display a shortcut menu:

1. Point to the object or area of the screen on which you want to perform an operation

2. Right-click to display the shortcut menu

Handy to Know…Once a shortcut menu appears, the options in it are selected by clicking on them with the left mouse button, or pressing the letter underlined in the menu option.

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UNDERSTANDING DIALOG BOXES


Dialog boxes contain a series of controls that are used to adjust settings for a particular aspect of a presentation. They appear either when you click on a dialog box launcher at the bottom right-hand corner of a group, or when you click on a command that displays a dialog box. Dialog boxes are often used for adjusting some of the more advanced aspects of a presentation.Dialog Box Controls

Dialog boxes, in their simplest form, have a series of controls that enables you to specify values or select from a series of options. They also have common buttons that appear at the bottom of the dialog box, labelled [OK] and [Cancel]. The [OK] button is used to apply the settings that you have selected, and [Cancel] is used to close the dialog box without saving any changes.At the top right-hand corner of a dialog box there are two buttons. Help displays the Word Help window and Close closes the dialog box without saving the changes.Dialog boxes include a wide range of controls that make changing settings easier. The controls in the Format Shape and Font dialog boxes show you some examples.

Option ButtonsOption buttons are provided when you are allowed to select only one of a number of options. In this example, you can select a specific zoom percentage by clicking on an option button. Option buttons are said to be mutually-exclusive – you can have one option at a time and no more.

TabTabs are used to provide access to other pages of controls in a dialog box.

Drop-down ListsDrop-down lists are provided when there are a limited number of specific options to select from.

Spinner ArrowsThese controls allow you to type a specific value or use the up or down spinner arrows to increase or decrease the value respectively.

CheckboxesA checkbox is used when the setting can either be on or off. If a tick appears in the checkbox, the setting is turned on. If no tick appears, the setting is turned off.


LAUNCHING DIALOG BOXES


Dialog boxes can be launched either as the result of clicking on a dialog box launcher or a command button, or by selecting a command from a menu. In a menu, the presence of three dots (an ellipse) ... after a menu option indicates that the menu option, when selected, will display a dialog box. Dialog boxes are generally used for advanced features or detailed settings.Try This Yourself:NoneBefore


On the Home tab in the Font group, click in the Click to add title box and

then point to the dialog box launcher

The tooltip will be displayed...Click on the dialog box launcher to display the Font dialog box

This dialog box has a selection of controls

to make formatting fonts easier...Click on the Character Spacing tab

This displays additional controls that you can use to adjust the font

formatting...Click on [Cancel] to

close the dialog boxClick on the Design tab, then click on Page Setup in the Page Setup group to display the corresponding dialog

boxClick on [Cancel]Click on Background Styles in the Background group and select Format Background to display the

corresponding dialog boxClick on

[Close]

For Your Reference…To launch a dialog box:

1. Click on a dialog box launcher, relevant command button or menu option

Handy to Know…In some situations the dialog box launcher actually displays a task pane. For example, if you click on the dialog box launcher in the Clipboard group on the Home tab, the Office Clipboard task pane appears.

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THE QUICK ACCESS TOOLBAR


The Quick Access Toolbar, also known as the QAT, is a small toolbar that appears at the top left-hand corner of the PowerPoint window. It is designed to provide access to the tools you use most frequently, such as Save, and includes by default the Undo and Redo buttons. You can add buttons to the Quick Access Toolbar to make finding your favourite commands easier.

The Quick Access ToolbarThe Quick Access Toolbar is positioned immediately to the right of the Office Button. In its default state, it includes the Save tool, the Undo tool and the Redo tool.

The Customise Quick Access Toolbar ButtonAppearing immediately to the right of the Quick Access Toolbar, the Customise Quick Access Toolbar tool displays a list of commonly used commands that you can add to the toolbar. You can select the items that you want to add. The ticks that appear to the left of the menu options show you that an option is already displayed.

You can add any command you like to the toolbar by selecting More Commands to display the PowerPoint Options dialog box. From here you can choose commands or tabs to add to the toolbar. You can even shift the Quick Access Toolbar below the Ribbon if this suits the way you work.

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CUSTOMISING THE QUICK ACCESS TOOLBAR


The Quick Access Toolbar can be customised by adding buttons or removing buttons. This is the only part of the PowerPoint interface that you can modify – you can’t add buttons to the ribbon or command groups. There are two methods that can be used to customise the toolbar, including using the Customise Quick Access Toolbar tool which is provided just for the purpose.Try This Yourself:NoneBefore


Point to the first button on the Quick Access Toolbar to see the name of the

tool and its shortcutClick in a text placeholder and on the Home tab, in the Clipboard group, right-click on Format

Painter to display a shortcut

menuSelect Add to Quick Access Toolbar to add the Format Painter tool

to the QATClick on the Customise Quick Access Toolbar tool to display

the menuSelect Open to add it to the Quick Access Toolbar

Open is represented by an open

folder icon...Click on the Customise Quick Access Toolbar tool and select More Commands to display the PowerPoint Options

dialog boxClick on Open in the right-hand panel and click on [Remove] then do the same for

Format PainterClick on [OK] to close the dialog box and restore the QAT

For Your Reference…To customise the Quick Access Toolbar:Right-click on the command you want to add and select Add to Quick Access Toolbar

Or1. Click on the Customise Quick Access

Toolbar tool and click on a command

Handy to Know…You can move the QAT under the Ribbon by clicking on the Customise Quick Access Toolbar tool and selecting Show Below the Ribbon. This puts the tools that you use most frequently closer to your document making it quicker to access them.

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THE OFFICE BUTTON


The Office Button is one the major changes in PowerPoint 2007. Replacing the File menu that appeared in earlier versions of PowerPoint, the Office Button provides access to all of the file-related commands such as Open, Save and Print. The Office Button is positioned at the top left-hand corner of the PowerPoint window.

What the Commands and Buttons Will Do…

Creates a new presentation, based either on a blank template, an installed template or an online template.Opens an existing presentation.Saves your current presentation using the default file format.Saves the current presentation with the option to change the file format, name or location.Previews your presentation or sends it to the printer of your choice.Prepares your presentation for distribution. You can control how and who can access your file as well as setting some of the presentation properties, such as the title, author, etc.Sends your presentation via email or Internet fax.Publishes your presentation as a blog (web-based journal), or on a document management server, or as a new presentation workspace (shared area).Closes your existing presentation.Opens the PowerPoint Options dialog box so that changes to the default settings can be made.Exits from Microsoft PowerPoint. If any unsaved presentations are open, you will be prompted to save them.

An arrow indicates that a submenu exists for the menu option. You can point to the arrow to display the submenu options, complete with descriptions.

The menu is the list of commands or command groups that you can select from. It appears when you click on the Office Button.

The Office Button

The right-hand pane is used to display the list of recently used presentations or the submenu of a menu option.


USING THE OFFICE BUTTON


The Office Button provides access to the file management commands in Microsoft PowerPoint. The Office Button menu comprises a series of menu options, some of which have a submenu that appears when you point to the menu option or click on the arrow next to the option. Fortunately, each submenu option includes a description explaining its purpose.

Try This Yourself:NoneBefore starting this exercise ensure that you

have a blank presentation

displayed...Click in the title placeholder, type your name and then

click on the Office Button Select Save to display the Save As dialog box

Your name will appear as the File name because it is the first thing that appears in

the presentation...Click on [Save] to

save the fileClick on the Office Button then point to Save As to display the

submenuSelect PowerPoint 97-2003 Presentation

The same File name will be used but this time the presentation will

have a different format...Click on

[Save] to save the fileClick on the Office Button and select

CloseClick on the Office Button select New then click on [Create]

to create a new blank presentation

For Your Reference…To access the file management options:

1. Click on the Office Button

2. Select an option or submenu of your choice

Handy to Know…The Office Button menu displays a list of Recent Documents. If you want a presentation to stay on this list, click on the Pin button . The Pin button icon changes to a pushed in pin and can be clicked again to unpin the presentation.

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THE STATUS BAR


The Status Bar is the bar across the bottom of the PowerPoint window. It is a very useful navigation aid that tells you not only the status of PowerPoint, but information such as the current slide number and the language used for spell checking. It also includes tools that can be used to change the presentation view. You can customise the Status Bar to change the information shown.

Slide Numbers

The Slide Number indicates the position of the current slide in the presentation. You can easily see

which slide you are working on and the total number of slides in the presentation.ThemeThemes in PowerPoint provide a suite of design settings that give your slides a consistent look and feel. You can apply a theme with a single action, putting in place background graphics and colours, font and font size settings, and a layout. The gallery of themes located on the Design tab helps you preview and choose

the best look for your presentation easily.LanguageThe Language tool displays the current language and can be used to display the Language dialog box so that you can change the language

settings.View ToolsThe View tools allow you to change the view of the presentation. You can select

from Normal, Slide Sorter or Slide Show.Zoom LevelThis button displays the current zoom percentage. If you click on the button, the Zoom dialog box will appear so that you can select a specific

zoom percentage.Zoom SliderThe Zoom Slider indicates the current zoom level, where the centre mark indicates 100%. You can either drag the marker to the left or right, or click on a specific point of the slider to set a zoom percentage. You can also click on the buttons at either end of the slider to zoom

in or zoom out .Fit ButtonThe Fit slide to current window button can be used to resize the on-screen size of the slide. This is useful as you may, from time to time, change the size of the PowerPoint

presentation window.Resize IconThe Resize icon is visible in the PowerPoint window if the screen is not maximised. It allows you to change the size of the PowerPoint window by dragging in or out.

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CUSTOMISING THE STATUS BAR


The Status Bar at the bottom of the PowerPoint window comprises two parts. The left-hand side displays options and information relevant to the current presentation, and the right-hand side displays viewing and zoom options. You can customise the settings of the Status Bar by adding or removing information to suit your working requirements.

Try This Yourself:NoneBefore starting this exercise ensure that a blank

presentation is displayed…Right-click on the Status Bar to display the Customise Status Bar menuThis shows additional information about the presentation as well as listing settings you can

choose...Click on Theme, Spell Check and Language to turn these

options offClick away from the Status Bar to close the shortcut menu and notice that the Status Bar has now been updated to exclude the

options you turned offRight-click on the Status Bar to display the

Customise Status Bar menuTurn

the options back on againClick away from the shortcut menu on completion

For Your Reference…To customise the Status Bar:

1. Right-click on the Status Bar2. Click on the options that you want to add

or remove3. Click outside the menu to close it

Handy to Know…If you prefer working with the keyboard, you can press to jump to the Status Bar. Use the arrow keys to move between options and press to activate an option. To deactivate the Status Bar selection, press .

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EXITING SAFELY FROM POWERPOINT


When you have finished working with PowerPoint and no longer need to have it available you should exit in the proper manner. This can be done in several ways which include using the menus and the Close button. If you exit PowerPoint without saving your work or naming the presentation a message box will appear prompting you to do so.

Try This Yourself:Continue using

the presentation from the

previous exercise...Click in the Click to add title box

on the blank presentation

and type your name Click on the Office Button and click on [Exit PowerPoint]

PowerPoint will prompt you to

save the file...To save the presentation click [Yes]

The Save As dialog box will be

displayed...The file name should be displayed as your name so click [Save]

PowerPoint will then close

For Your Reference…To exit PowerPoint:

1. Click on the Office Button

2. Choose [Exit PowerPoint]

Handy to Know…There are a number of other ways to exit PowerPoint:Click on the Close button at the top right-hand corner of the PowerPoint window.Double-click on the Office Button until all presentations and PowerPoint close.

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