Compiled by Sunrise Global Link, Vandeikya - 08135251167
MICROSOFT POWER POINT
Microsoft PowerPoint 2007 has a completely redesigned user
interface. The standard menus along the top have been removed
and replaced with a series of toolbars calls “The Ribbon.” These
tool bars are changed using tabs at the top and try to
automatically adjust themselves to the content you are working
with. If you select an image, it will automatically switch to the
picture tools. The new layout seems to offer easier access to
most of the features of PowerPoint allowing for more complex
documents to be created quicker.
The Office Logo
The first thing most people will need to relearn
is where to go to open a document, create a
new one, save your document and print.
Clicking the Office logo at the top left of the
screen will provide most of the items formerly
found under the file menu including those listed above. Beside
the logo you also will find a disk icon to save your document as
well as the undo and redo buttons. More buttons can be added to
this “Quick Access Toolbar” through the word options mentioned
in the next section.
As you can see here the Office logo
opens up listing your options for new,
open etc. and also contains a list of
your recent documents for quick
opening. Any of the items listed with
an arrow beside them will replace the
recent documents on the right with the
options associated with the menu item.
You should also see at the bottom right
of this menu a button for exiting
PowerPoint and changing PowerPoint’s
options.
1
Save as
The save as option will provide you with the most common file
formats to save your document in. The common ones are
PowerPoint Presentation, PowerPoint Show, and PowerPoint 97-
2003 Presentation. The last one is the option most people should
be using currently, especially if they wish to share documents
with others who do not have the new version of Office.
Print
Here you can choose from Print, Quick Print and Print Preview.
Print brings up the standard print dialog box, quick print will print
one copy without any dialog box coming up and print preview will
bring up the print preview screen.
Prepare
The prepare menu’s most common options are Properties, Inspect
Document, Mark as Final and Run Compatibility Checker. The
properties option allows you to setup metadata for the document
like Author, Title, keywords, comments and others. Inspect
Document will scan the document for any hidden data like
comments and annotations, and any hidden collaboration data.
This is very useful when making a previously private document
public. It will help you find any comments or changes made
previously that should not be made public. Mark as Final will
mark the document as a final copy and make it read only so
changes cannot be made. The last common item, Run
Compatibility Checker will scan the document for new features
that were used and show you these. This is recommended if you
where creating a document in the new file format but now need to
convert it back to the Office 2003 format to share with someone
who does not have Office 2007.
The Home Tab
2
The home tab the basic formatting tools found in PowerPoint
2007. You will find five sections, Clipboard, Slides, Font,
Paragraph and Editing. Clicking the down arrow beside any of the
icons here will drop down more options for that tool. Each section
except slides also contains an arrow in the bottom right corner
which will open a window containing the options found in that
section.
Clipboard
The Clipboard allows you to cut, copy, paste and copy
formatting from one place to another.
Slides
The slides section has tools to add new slides,
change the layout of a slide, also reset or delete a
slide. Both the New Slide and Layout sections offer
drop down menus with predefined slide layouts to
use.
Font
The font section of the ribbon provides a
section to handle the basic text formatting.
Items such as bold, underline,
strikethrough, highlight and font type can
be changed here. There are also some items like character
spacing and text shadow. Some items from this section and some
items from the paragraph section are also available by
highlighting text and moving your cursor slightly above the
highlighted text. This saves having to move your cursor all the
way to the top of the screen for some common formatting items.
Paragraph
The paragraph section provides icons for
bullets, lists, justify, line spacing, indents
and text direction. You can also access
tools to align the text vertically within a
section and add smartArt graphics.
3
Drawing
The main part of the drawing
section gives you a large
number of shapes, lines
arrows and flowchart
pictures. The arrange icon is
used to bring an item forward or backwards on the screen or
group and ungroup objects. The quick styles icon gives a drop
down with predefined shape style options or you can use the
shape fill, shape outline, or shape effects icons to create your own
styles.
Editing
The Editing section of the toolbar allows you to find,
replace and select items. The select option gives you
the ability to select all, select objects or select text with
similar formatting. This last option gives you the ability
to quickly change everything in your document with one style to
another style without having to manually find all of that text and
change each area separately.
Insert Tab
The insert tab has five sections for inserting most types of
objects. The sections are tables, illustrations, links, text and
media clips.
Table
The table section only has a drop down menu which offers
a grid to create a new table, insert table, draw table,
convert text to table for selected text, Excel spreadsheet,
and some predefined “Quick Tables” that have formatting
already setup for you. When working on a table you will have two
4
additional tabs along the top of the ribbon, the design and layout
tabs. There are screenshots of both directly below.
Table Design
Table Layout
Illustrations
The Illustrations section allows you
to insert pictures, clipart, photo
albums shapes, SmartArt and
charts. After inserting or selecting
a picture you are provided with a new toolbar along the top
shown here. This toolbar gives you the ability to change the
brightness, contrast, shape,
position, text wrapping and
other options for the
picture. Clicking off the picture or on one of the other tabs will
take you back to the standard toolbars. The Shapes option of the
Illustrations section allows you to insert lines, arrows, boxes, basic
flowchart shapes and a number of others. The Smart Art option
provides features like org charts, flow charts, illustrated lists and
processes. The Chart option is similar to PowerPoint 2003 but it
offers more options for your charts.
Links
The links section provides options for inserting
hyperlinks, or actions. The actions option allows you to
link an item to a hyperlink, program, sound or macro.
Text
Options in the text section include text
box, Header and Footer, WordArt,
5
date and time, slide numbers, symbols and objects. There are a
lot of option in here to setup on your own or you can use Words
predefined options.
Media Clips
Sounds or movies can be added through this section. A
large number file types can be added here including,
mp3, midi, wav, wma, wmv, avi and many others.
Design Tab
The design tab has three sections, Page Setup, Themes and
Background.
Page Setup
Page setup provides you with the tools to slide size
and orientation. The slide size option allow for some
predefined sizes like letter, legal, overhead, and tv
aspect ratios like 4:3 standard resolution and 16:9
widescreen.
Themes
The themes section gives predefined colour, fonts and effects or
you can choose your own.
Background
The background section lets you choose a
background style or hide the background on the
selected slide..
Animations Tab
6
The animations tab contains three sections, preview, animations
and transitions to this slide.
Preview
The preview section will show you’re the current slides
animation to allow you to check it is the way you want it.
Animations
Here you can create your own animations for use in the slide.
Transition to This Slide
The remainder of the Animations tab is taken up by the Transition
to This Slide section. Here you can apply different transitions to
be used between slides like fades, slides and many more. You
can set options for speed, sounds, and timing.
Slide Show Tab
The Slide Show tab contains three sections, start slide show, set
up and monitors.
Start Slide Show
The start slide show section is used to start
your slide show either from the beginning or
the current slide. You can also use this
section to create a custom slide show.
7
Custom slide shows can be used to create one thirty minute
presentation and one sixty minute presentation using the same
set of slides but omitting some for the shorter show.
Set Up
The main features of this section are setup a
slide show, record narration and rehearse
timings.
8
Monitors
This section provides the tools to change the resolution of the
slide show choose which monitor to display it on if you have
multiple monitors and use presenter view if you have multiple
monitors.
Review Tab
The review tab offers three sections which include proofing,
comments, and protect.
Proofing
The proofing section provides the standard spelling check, a
thesaurus, research tools that include MSN
search and Microsoft Encarta encyclopedia.
You will also find translation tools to help
with single words or the whole document. The translation of the
entire document is done by an online service called Wordlingo.
Comments
The comments section allows you to add
comments to a document for easier
collaboration. You can cycle through the
comments to find out what notes you left for
yourself or others and you can delete a comment that was made
when it is no longer relevant.
9
Protect
The protect section gives you options to add a password and
protect the document. You can restrict changes to formatting and
editing or the whole document. If you use Windows Live you can
also manage permissions for specific users who also have
Windows Live.
View Tab
The view tab offers six sections which include presentation views,
show/hide, zoom, Color/Greyscale, window and macros.
Presentation Views
The presentation views section switches
you between normal, slide sorter, notes
page, slide show, slide master, handout
master and notes master. Normal shows
you one slide in the centre with thumbnails of all slides to the left
of the screen. Slide sorter fills the centre with thumbnails of all
slides which you can drag around to sort them. The notes page
view shows the slide on the top section and notes you add in a
bottom section. Slide show will start the slide show from the
beginning. The Slide master, handout master and notes master
views allow you to change what the presentations themes will
follow by working with a master setup. Each of these master
views also provide another tab to the ribbon.
Show/Hide
The show/hide section will toggle certain tools on or off
the screen including rulers, gridlines and message bar.
The rulers will show along the top and left side of the
screen. Gridlines will cover your entire document inside
the margins. They will be visible on screen but don’t print. The
message bar can only be displayed when there is a message to
10
be displayed. One common reason for the message bar to display
is when macros have been enabled or disabled.
Zoom
The zoom section provides tools to zoom into or out of
the document. You can choose your own zoom factor
or use one of the predefined zoom factors.
Color/Grayscale
This section allows you to switch between color,
grayscale or pure black and white. This will allow
you to see how slides will look when printed on a
black and white printer.
Window
The new window button will open your current
document in a new window. The arrange all
button will take your currently open windows
and stack them one on top of the other. This is
also where you can easily switch between windows.
Macros
The macros section provides the tools required to work with
and create basic macros. You can view existing macros or
record your own. Choose record macro from the drop down
and then perform the functions you do often, like change
the page layout, and style of the document. Once you have done
those tasks then stop recording. You will be able to use that
macro over again to shorten the steps you need to take every
time you need to perform that set of tasks.
11
