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Using The PowerPoint 2007 Ribbon

The traditional menus and toolbars have been replaced by the Ribbon, a new device that presents commands organized into a set of tabs. The tabs on the Ribbon display the commands that are most relevant for each of the task areas in the applications. PowerPoint provides three types of tabs on the Ribbon: Standard tab, Contextual tab and Program tab.

Standard Tab

The standard set of tabs that you see on the Ribbon whenever you start PowerPoint 2007: Home, Insert, Design, Animations, Slide Show, Review, View and Add-ins.





Contextual Tab

Contextual tab appears in the interface only when they are useful for the type of task you are currently performing, for example Drawing Tools, SmartArt Tools or Table.



Program Tab

Program tabs replace the standard set of tabs when you switch to certain authoring modes or views, including Print Preview, Handout Master, Notes Master and, in this example the Slide Master.






How To Choose A Command


SUMMARY








  1. Click the Insert tab.

  2. Click the button and then click a command or option.






  1. Click the Insert tab.
    The Ribbon consists of tabs that are organized around specific scenarios or objects. The controls on each tab are further organized into several groups, for example Tables, Illustrations and etc, as shown below. The Ribbon can host richer content than menus and toolbars can, including buttons, galleries, and dialog box content.


  2. Click the button and then click a command or option.
    Command buttons in each group carry out a command or display a menu of commands. You can also click the button arrow to access lists and galleries, as shown below:

How To Use The Contextual Tabs


SUMMARY








  1. Select an object in your presentation.

  2. Click on the name of the contextual tools.

  3. Click the button, and then click a command or option.






  1. Select an object in your presentation.
    The name of the applicable contextual tools appears in an accent color, in this example, SmartArt Tools, as shown below:


  2. Click on the name of the contextual tools.
    The contextual tabs display controls for working with the selected item.


  3. Click the button, and then click a command or option.
    You can also click the button arrow to access lists and galleries.



How To Use the Dialog Box Launchers



SUMMARY






  1. Click the Dialog Box Launchers.

  2. Select a command or option and then click the OK or Close button.






    Dialog Box Launchers are small icons that appear in some groups. Clicking a Dialog Box Launcher opens a related dialog box or task pane. In this example, we will open the Format Shape dialog box.

  1. Click the Home tab. In the Paragraph group, move your mouse pointer over the Dialog Box Launchers.
    A ScreenTip with a thumbnail of the dialog box appears to show you which dialog box opens, as shown below:


  2. Click the Dialog Box Launchers.
    The Paragraph dialog box appears, as shown below:

  3. Select an option and then click the Close button.
    The dialog box closes.

How To Use Live Preview


SUMMARY








  1. Select the object you want to change.

  2. Point to a gallery option to display a live preview.





TIPS


In all Office programs that have a gallery, hovering the mouse pointer over the sample actually temporarily applies that style to your work. As you move across the gallery, you can see each style in turn. To apply a particular style to your work, click the style.




Live Preview temporarily applies formatting on the focused text or object, when any formatting button is moused-over. The temporary formatting is removed when the mouse pointer is moved from the button. This allows users to have a preview of how the option would affect the appearance of the object, without actually applying it. In this example, we will show you how to view or apply a new theme to your slide.


  1. Go to the slide that you want to view or apply a new theme. Click the Design tab.
    PowerPoint 2007 displays a gallery option on the Themes group, as shown below:


  2. In the Themes group, move the mouse pointer over the Aspect.
    A live preview of the theme appears in the current slide, as shown below. You can click the scroll up or down arrow or click the More list arrow in the Themes gallery to see additional themes.

How To Use the Office Button



SUMMARY






  1. Click the Office Button.

  2. Click the command you want.





TIPS


If the command is followed by an arrow, point to the arrow to see a list of related options, and then click the option you want.




The Office button, located on the upper-left corner of the PowerPoint window, replaces the File menu and provides access to functionality common across all Office applications, including Opening, Saving, Printing, and Sharing a file.

  1. Move the mouse pointer over the Office Button.
    PowerPoint 2007 displays a ScreenTip to show a brief description of the button.


  2. Click the Office Button.
    PowerPoint 2007 opens the menu, as shown below:


  3. Click New.
    The New Presentation dialog box appears. You can use a shortcut key to choose a command. In this example, press and hold the Ctrl key and then press N (or Ctrl+N).

  4. Press .
    This is to cancel the action. The New Presentation dialog box closes.

How To Use the Quick Access Toolbar



SUMMARY


Click the button, or button arrow, and then click a command or option.




    The Quick Access Toolbar is located by default at the top of the PowerPoint window and provides quick access to tools that you use frequently.

  1. Move the mouse pointer over the Save button on the Quick Access Toolbar.
    PowerPoint 2007 displays a ScreenTip to show a brief description of the button, as shown below.


  2. Click the button, or button arrow, and then click a command or option.
    By default, the Quick Access Toolbar contains buttons for Save, Undo and Redo. You may customize the toolbar by adding icons for New, Open, Print, Print Preview, and etc.

How To Add a Command To The Quick Access Toolbar

  1. Click the Customize Quick Access Toolbar list arrow.
    A pull-down menu appears, as shown below:


  2. Click a button name.
    Checked item appears on the toolbar.

How To Remove a Command From the Quick Access Toolbar

  1. Click the Customize Quick Access Toolbar list arrow, and then click a button name.
    The unchecked item is removed from the toolbar.



How To Customize the Quick Access Toolbar



SUMMARY






  1. Click the Customize Quick Access Toolbar list arrow and then click More commands.

  2. Click the Choose commands from list arrow, and then click a specific Ribbon.

  3. In the leftmost list box, click the command you want to add, and then click the Add button.

  4. Click the OK button.





TIPS


If you only want the commands available in the presentation, select the current presentation from the Customize Quick Access Toolbar list box.




  1. Click the Customize Quick Access Toolbar list arrow, and then click More commands.
    PowerPoint Options dialog box appears, the Customize option is selected by default, as shown below:


  2. Click the Choose commands from list arrow, and then click a specific Ribbon.
    All commands under the selected Ribbon appear in the leftmost lists box


  3. In the leftmost list box, click the command you want to add, and then click the Add button.
    The selected item is added to the list box on the right, as shown below. You can click the Move Up and Move Down arrow buttons to arrange the order.


  4. Click the OK button.
    The PowerPoint options dialog box closes and the selected item is added to the Quick Access Toolbar.



How To Move the Quick Access Toolbar



SUMMARY






  1. Click the Customize Quick Access Toolbar list arrow.

  2. Click Show Below the Ribbon or Show Above the Ribbon.





TIPS


You can also right-click the Quick Access toolbar, and then click Show Quick Access Toolbar Below The Ribbon.




  1. Click the Customize Quick Access Toolbar list arrow.
    A pull-down menu appears, as shown below:


  2. Click Show Below the Ribbon.
    The Quick Access Toolbar moves beneath the ribbon, as shown below. If you want to move the Quick Access Toolbar above the ribbon, click the Customize Quick Access Toolbar list arrow, and then click Show Above the Ribbon.






How To Use the Mini-Toolbar



SUMMARY






  1. Select the text.

  2. Move the mouse pointer over the semi-transparent mini-toolbar.

  3. Click the button, or button arrow, and then click a command or option.






    Mini toolbar, which pops up near the selected text whenever some text is selected, provides quick access to common formatting toolbar buttons, for example font, font size, increase and decrease font size, format painter, bold, italic, center align, font color, and bullets When the mouse pointer is away from it, the toolbar becomes semi-transparent; when the mouse pointer moves over it, it becomes opaque and ready for use.

  1. Select the text.
    A semi-transparent mini-toolbar appears, as shown below.


  2. Move the mouse pointer over the semi-transparent mini-toolbar.
    The semi-transparent mini-toolbar becomes opaque and ready to use, as shown below:


  3. Click the button, or button arrow, and then click a command or option.
    PowerPoint applies the quick formatting to the selected text.

Getting Help And Maintenance

If you have forgotten certain commands or you want to explore new features, the built-in PowerPoint Help can be very useful. When you access the Help system, the details and execution of every task is just a mouse click away. You can search for topics and move forward and back through topics. [Note: The new design of the Help feature in the 2007 Microsoft Office system does not include the Microsoft Office Assistant.]


Getting Help From The Microsoft Office PowerPoint Help



You can type specific words or phrases in the Search box to return a list of possible answers.

You can click on the Table of Contents link to browse for the help you need.


If you are connected to the Internet, you can access the Microsoft Office Online web site, which offers online help documents, templates, add-ins, and online training.

Microsoft Office 2007 provides convenient ways to help you maintain and update Office 2007.


Getting Office Updates From Microsoft Update Site

You can get the latest updates and new features to keep your programs up-to-date from the Microsoft Update Site. From time to time, you should check for any updates and new features from this site. The website checks your programs and lists the latest updates for you to download.




Maintaining The PowerPoint Program

Office 2007 is able to detect and repair problems such as missing files and registry settings associated with all installed Microsoft Office programs. However, it does not repair user-created files, such as spreadsheets or documents. If the problem persists after using the Microsoft Office Diagnostics, you might need to reinstall Microsoft Office.


Microsoft Office Diagnostics is a new feature in the 2007 Microsoft Office system that provides more comprehensive testing and repair capabilities. It replaces the Detect and Repair feature in Microsoft Office 2003.
Recovering Files

PowerPoint will automatically recover a corrupted presentation when it encounters a problem such as power failure. The Document Recovery task pane appears the next time you open PowerPoint, giving you the options to open the files, save, delete or show repairs. You can change the AutoRecovery settings or disable the feature if you want.




How To Search Help



SUMMARY






  1. Click the Microsoft Office PowerPoint Help button.

  2. In the Search box, enter a word, phrase, or question for which you want to get help, and then press .

  3. In the Help window, click a blue topic and read more information about the topic.






TIPS






  • The information displayed depends on the setting in the Search list.







  1. Click the Microsoft Office PowerPoint Help button.
    You can also press to open the PowerPoint Help window.

  2. In the Search box, type print and press .
    PowerPoint displays the search results with topics that may provide the help you need.


  3. I

    n the PowerPoint Help window, click     Print a presentation in black and white or grayscale.
    You can click and read the information in the Help window to learn more about the topic.






How To Use The Help Contents


SUMMARY








  1. Click the Microsoft Office PowerPoint Help button.

  2. Click the Show Table of Contents button.

  3. Click any help topic to expand its subtopics and click a link to get further information.







  1. Click the Microsoft Office PowerPoint Help button.
    You can also press to open the PowerPoint Help window.


  2. Click Show Table of Contents.
    A list of help topics appears in the window, as shown below.


  3. Click a help topic to expand the subtopics and click any link to get further information on the related topics.
    Here, you can click the Customizing topic, and then click the Customize the Quick Access Toolbar to display the related information, as shown below.
    Then, click the     Close button to close the Help window.




How To Get Help From Office Online


SUMMARY








  1. Click the Microsoft Office PowerPoint Help button.

  2. Click the Offline button.

  3. Click Show content from Office Online.






TIPS






  • If the Show content from Office Online option is not available, check with your system administrator because he can disable the ability of the Help window to go online.




  • Whenever you open a Help window from any other Microsoft Office programs, it will display content from the source you chose.







    You can choose to access Microsoft Office Online directly from Microsoft PowerPoint 2007 instead of those help installed on your computer. By using the Microsoft Office Online command on the Help menu. This makes it possible to get accurate, up-to-date and additional resources for getting assistance and solving problems in Office PowerPoint 2007.

  1. Click the Microsoft Office PowerPoint Help button.
    You can also press to open the PowerPoint Help window.

  2. Click the Offline button.
    It is located at the lower right corner of the Help window. The Connection Status menu appears, as shown below.


  3. Click Show content from Office Online.
    Basically, Microsoft Office Online services can be classified into different sections as shown in the following table. The button changes to `Connected to Office Online’ and the information on the Help window is updated, as shown below.




How To Get Help On A Command


SUMMARY








  1. Place your pointer on the command button, for which you want to get help.

  2. If you see the message `Press F1 for more help’, press .







  1. Point your mouse pointer over the Font Color button on the Ribbon.
    A ScreenTip is displayed. Some of the ScreenTips have the message `Press F1 for more help’, as shown below.


  2. Press .
    Only the command button that has the message `Press F1 for more help’ will display the help content related to the command button you are pointing at.




How To Get Help In A Dialog Box


SUMMARY








  1. Display the dialog box in which you want to get help.

  2. Click the Help button in the upper-right corner of the dialog box.







  1. Click the Home tab. In the Font group, click the Dialog Box Launcher.
    The Font dialog box appears, as shown below.


  2. Click the Help button in the upper-right corner of the dialog box.
    PowerPoint displays the help content in the help window, as shown below:

How To Get Office Updates From Microsoft Update Site


SUMMARY








  1. Click the Office Button.

  2. Click the PowerPoint Options button.

  3. Click Resources, and then click the Check for updates button.

  4. Follow the instructions on the Microsoft Update site.






  1. Click the Office Button, and then click the PowerPoint Options button.
    PowerPoint Options dialog box appears.

  2. Click Resources, and then click the Check for Updates button.
    The Microsoft Office Online checks your Office programs and list the updates you need.


  3. Follow the instructions that appear on the Microsoft Update site.
    Your Microsoft Office is updated.

How To Run Microsoft Office Diagnostics


SUMMARY








  1. Click the Office Button.

  2. Click the PowerPoint Options button.

  3. Click Resources, and then click the Diagnose button.

  4. Click the Start button.

  5. Click the Continue button.

  6. Click the Run Diagnostics button.






TIPS



If I can't run an Office program, you can still run the Office Diagnostics:



  1. Click Start >> All Programs >> Microsoft Office >>Microsoft Office Tools.

  2. Click Microsoft Office Diagnostics




  1. Click the Office Button, and then click the PowerPoint Options button.
    PowerPoint Options dialog box appears.


  2. Click Resources, and then click the Diagnose button.
    The Microsoft Office Diagnostics dialog box appears, as shown below.


  3. Click the Continue button, and then click the Run Diagnostics button.
    During this process, you may be asked to insert the Office 2007 installation CD and/or exit any open applications. If the errors persist, try to reinstall your Microsoft Office programs

How To Repair A Corrupted Presentation Manually



SUMMARY






  1. Click the Office Button >> Open.

  2. Select the corrupted presentation.

  3. Click the Open drop-down button

  4. Click Open and Repair

  5. Click the Repair button.







  1. Click the Office Button >> Open.
    The Open dialog box appears.

  2. Select the corrupted presentation that you want to open. Then, click the Open drop-down button.
    A menu appears, as shown below.


  3. Click Open and Repair.
    PowerPoint prompts a dialog box to ensure your confirmation to repair the file.

  4. Click the Repair button.
    PowerPoint will try to recover as much of the presentation as possible.

How To Set The AutoRecover Options


SUMMARY








  1. Click the Office Button.

  2. Click the PowerPoint Options button.

  3. Click Save, and then change the options you want.

  4. Click the OK button.






TIPS






  • The amount of new information that the recovered file contains depends on how frequently a Microsoft Office program saves the recovery file.







  1. Click the Office Button, and then click the PowerPoint Options button.
    PowerPoint Options dialog box appears.


  2. Click Save. Change the options you want.
    You can reduce the AutoRecover time interval so that PowerPoint will save the changes more frequently.


  3. Click the OK button.
    The dialog box closes and returns to PowerPoint.

How To Recover A PowerPoint File


SUMMARY








  1. Click the file drop-down arrow.

  2. Click to select the option you want.






  1. From the task pane, click the drop-down arrow of the file which you want to recover.
    If you have corrupted files, PowerPoint displays a list of the files in the task pane. The drop-down menu lists the options, as shown below.


  2. Click to select the option you want.
    The following are the options you can choose from the list.

    Options

    Description

    Open

    Opens the file for you to review and work on it.



    Save As

    By default, the recovered file is saved in the same folder as the original file. If you use the same name as the original file, it replaces the original file. A message appears to ask if you want to replace the existing file (with the changes you made up to the last time you saved the file).



    Delete

    Deletes the file.



    Show Repairs

    Displays how Office recovers the file.





  1. Close the Document Recovery task pane.
    Make sure you have opened or saved all of the files you want to keep.

Using View In PowerPoint 2007

There are four main views in which you can edit, print, and deliver a presentation in Microsoft Office PowerPoint 2007: Normal view, Slide Sorter view, Notes Page view, and Slide Show view. In PowerPoint 2007, you will use the View tab (View menu in earlier version) to switch between these different views. The View tab is located on the Ribbon, which is a part of the Microsoft Office Fluent user interface.








Normal view

Normal view is the main editing view, where you write and design your presentation. Normal view has four working areas: Outline tab, Slides tab, Slide pane, Notes pane.

Slides tab








Slide pane

Notes pane


Slide Sorter view

Use Slide Sorter view to view your slides in thumbnail form. You can use it to organize your slides, add slide transitions or apply other effects to your slide show.




Slide Show view

Use Slide Show view to present your slides to your audience.




Notes page view



View the Notes page to edit the speaker notes.


How To Switch To Slide Sorter View



SUMMARY






  1. Click the View tab.

  2. In the Presentation Views group, click the Slide Sorter button.






  1. Click the View tab. In the Presentation Views group, click the Slide Sorter button.
    The presentation appears in Slide Sorter view. Slide sorter view in PowerPoint is a window that displays thumbnail versions of all your slides. This view is useful to organize your slides, add slide transitions and apply other effects to your slide show.

How To Switch To Normal View


How To Display Outlines and Slide Miniatures In Normal View



SUMMARY






  1. Click the View tab.

  2. In the Presentation Views group, click the Normal button.

  3. Click the Outline tab or Slides tab to display the Outline or Slide miniatures.





TIPS






  • Slide miniatures display the slides as icons so you can click to select the slide quickly.

  • Outline displays the text content of the slides so you can edit and rearrange the text quickly.




  1. In the Presentation Views group, click the Normal button.
    The presentation appears in Normal view. The Normal view provides an overview of a presentation and allows you to work on all of its parts: the outline, slide, and notes.

  2. Click the Outline tab or Slides tab to display the Outline or Slide Miniatures.
    You can use the Slide pane to add text, graphics, sounds or hyperlinks to individual slides. Use the Outline pane to develop and organize your presentation’s content.




How To Switch To Slide Show View


SUMMARY








  1. Click the View tab.

  2. In the Presentation Views group, click the Slide Show button.






  1. In the Presentation Views group, click the Slide Show button.
    PowerPoint presents your slides one at a time. Use this view when you’re ready to give your presentation.

How To Switch To Notes Page View



SUMMARY






  1. Click the View tab.

  2. In the Presentation Views group, click the Notes Page button.



TIPS

TIPS





  • To quickly switch between different view, click the View icons on the lower-right of the PowerPoint screen:
    Normal View
    Slide Sorter View
    Slide Show View




  1. In the Presentation Views group, click the Notes Page button.
    PowerPoint displays the Notes page that allows you to edit the Speaker Notes.



Working With A Presentation

In this lesson, you will learn how to save and open a presentation. You will also learn the techniques to move from slide to slide in your presentation.




One easy way to move around in your presentation is by using the vertical scroll bar located along the right side of the window.




Scroll Up button

Click to scroll the screen up





Scroll Box

Click and drag up or down to scroll to another slide.



Scroll Down button

Click to scroll the screen down



Next Slide button

Move one slide down



Previous Slide button

Move one slide up



A short description appears at the side of the scroll box when you drag, to indicate the current slide position in the presentation.



How To Move From Slide To Slide In Your Presentation


SUMMARY








  1. Press + to display to the first slide of your presentation.

  2. Click the Scroll Down button or the Next Slide button to move to the next slide in your presentation.

  3. Press + to display the last slide of your presentation.






TIPS






  • You can also click the scroll box on the vertical scroll bar and drag up or down to go to a specific slide. A short description appears at the side of the scroll box when you click and drag the scroll box, to indicate the current position of the slide in the presentation.







  1. Press +.
    PowerPoint displays the last slide of your presentation.


  2. Press +.
    The first slide of your presentation appears.


  3. Click the Scroll Up or Scroll Down button on the vertical scroll bar.
    PowerPoint scrolls line by line. When you scroll to the top or bottom of a slide, you automatically move to the previous or next slide.









  1. Click the Next Slide button on the vertical scroll bar.
    The next slide appears.


  2. Click and drag the scroll box to the top of the vertical scroll bar.
    The first slide of the presentation appears again.




How To Save A Presentation


SUMMARY








  1. Click Office button >> Save As.

  2. In the File name field box, type the presentation file name.

  3. Click the Save button.

  4. Click Office button >> Close.






TIPS






  • You can also press Ctrl + S to save an existing presentation.




  • If you want to save the file in another location, click the Save in drop-down arrow to locate the folder where you want to save the presentation.






  1. Click the Office button >> Save As.
    The Save As dialog box appears.




  1. In the File name field text box, type My first Presentation.
    The presentation is saved with the file name ‘My first Presentation’. In the Save in box, select the path to the location where you want to save your presentation. You can save it to a folder on your hard disk drive, a network location, disk, CD, the desktop, or another storage location





  1. Click the Save button.
    The presentation is now saved with the name ‘My first Presentation’.






How To Save A Presentation With Different Formats


SUMMARY





  1. Click Office Button >> Save As arrow.

  2. Click the file format you want.

  3. In the Save As dialog box, type a presentation file name in the File name box and then click the Save button.



TIPS

PowerPoint 97-2003 versions do not recognize the SmartArt graphics in the PowerPoint 2007 versions and will convert them into bitmap images.


To ensure that the SmartArt graphics are not lost, be sure to save your file in both PowerPoint 2007 and 97-2003 formats.



  1. Click the Office Button >> Save As arrow.
    A list of options appears in the left pane, as shown below:


  2. Click the file format you want.
    The Save As dialog box appears.

  3. In the File name box, type a presentation file name and then click the Save button.
    PowerPoint 2007 allows you to save your presentation in a variety of different formats. You can click on the Save as type list arrow to see a complete list of file formats.

How To Close A Presentation




How To Exit PowerPoint 2007

  1. Click the Office button >> Close.
    The saved presentation is closed.

  2. Click the Office button and then click the Exit PowerPoint button.
    The PowerPoint program shuts down.

How To Open
A Recently Used Presentation


SUMMARY








  1. Start PowerPoint.

  2. Click Office button, point to Open, and then click a recently used presentation from the Recent Documents list. Or

  3. Click Office button >> Open.




TIPS






  • The Recent Documents list allows you to pin documents to the list that you want to remain accessible regardless of recent use.






  1. Start Microsoft PowerPoint 2007.

  2. Click the Office button, point to Open, and then click a recently used presentation from the Recent Documents list.
    PowerPoint opens the selected presentation.


  3. Click the Office button, and then click Open.
    The Open dialog box appears.


  4. In the Look in: box, click the drive or folder that contains the presentation you want to open.

  5. Click the PowerPoint file you want and then click the Open button.
    PowerPoint opens the selected presentation.
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