The Microsoft PowerPoint 2007 Screen

Transcription

1 1 of 1 Office Button The Microsoft PowerPoint 2007 Screen Title Bar Help Quick Access Toolbar Ribbon Timeline Active Slide Notes Area View Selector Status Bar Zoom The New PowerPoint At first glance you will probably recognize a few familiar items in this window and a few that you are unfamiliar with. The new PowerPoint has abandoned the menu bar and standard toolbars of old for a new all encompassing ribbon. This document will help you understand both some of the old features still included in PowerPoint and the new features as well. The Office Button The office button is a new feature of PowerPoint that contains all the basic commands similar to the File menu in PowerPoint From this button you will be given a menu with many different options you can choose from: 1. New: Allows you to create a new slideshow from templates or a blank document 2. Save: Saves the presentation 3. Save As: Allows you to choose the name for the presentation, the location where you want to save it and the file format Note: If you are planning on saving a presentation for personal use it is okay to save it as the default 2007 format. But if you are planning on sharing the presentation, save it

2 2 of 2 in the format as users with older version of PowerPoint will not be able to open the 2007 format. 4. Print: This option presents you with three different choices. The first is a quick print which does not allow you to set up any print settings and sends the presentation to your default printer. The second option is the standard print button which allows you to set up the various print settings you want to apply to your presentation. Lastly, the print preview button allows you to preview the presentation before you decide to print it 5. Prepare: This is a more complicated button that allows you to make the final preparations to your presentation before you deem it the final copy. The list is as follows: a. Properties: View and edit presentation properties, such as Title, Author and Keywords b. Inspect Document: Check the presentation for hidden metadata or personal information c. Encrypt Document: Allows you to increase the security of the presentation by password protecting the document so that only users who have the password can open it d. Restrict Permission: Allow people to open the document while restricting their ability to edit, copy and print it. You can choose all of the options or just some of them e. Add a Digital Signature: Allows you to protect your presentation from being plagiarized by adding an invisible digital signature f. Mark as Final: Let readers know the presentation is final and make it readonly g. Run Compatibility Checker: Check for features not supported by earlier versions of PowerPoint 6. Send: Gives you the option of instead of sending the presentation as an attachment through your client just sending the presentation through PowerPoint by , internet fax, or creating it as an Adobe PDF and sending it through 7. Publish: Allows you to distribute the presentation to other people through CD, to a slide library so others can use them, as handouts in Word and to a server 8. Close: Will close the current presentation you are working on 9. PowerPoint Options: Allows you to change the settings of the different PowerPoint features 10. Exit PowerPoint: Will close all the presentations you are working on and exit PowerPoint 11. Recent Documents: Shows by default the presentations you have been recently working on so that you can quickly continue working on them Quick Access Toolbar The quick access toolbar is similar to the toolbars of the old 2003 version except that it is much smaller. The idea behind it is that it is there for you to put your most used buttons and Office Menu

3 3 of 3 commands. The save, undo and redo are there by default. However, these three are not just the only ones allowed to be there. Through this symbol you are able to add your own commands and even take out the ones there by default. The menu is straight forward and you simply check or uncheck the items you want to appear in the quick access menu Timeline This feature is identical to the feature found in the old 2003 version. From this feature you are able to either see thumbnails of the different slides you have created (slide) or choose a view that shows the different slide names with any corresponding note information (outline). The default setting for the timeline is to be in the slide tab Notes Area As the title so perfectly describes this area is used for making notes in each slide. These notes will not actually appear in the presentation but are useful for teachers so they know what points they want to be making or can be useful for students to learn additional information about the topic in the slide if they are studying off of a teacher s presentation Status Bar This bar displays a bit of pertinent information about your presentation. Specifically it displays the current slide you are working on out of the total number of slides, what theme you are using for your presentation and what language you have the dictionary set to Zoom and View Selector The zoom tool is a fairly self-explanatory part of PowerPoint. This tool allows you to zoom in or out on the slides by using the slider or the plus and minus buttons The view selector is a quick selector for the different views that you can view your slides in. Starting from the left side of the selector: Normal: selected by default, shows the document in the view of the thumbnail at the start of the help document Slide Sorter: shows thumbnails of each of the different slides so that they can easily be reordered Slide Show: not an editing view, is a quick shortcut to view your presentation The Title Bar and Help Button The title bar is always at the top of the document and displays the name of the program and the current presentation you are working on. It also has three buttons at the right most side of it that allow you to minimize PowerPoint, maximize PowerP oint or close PowerPoint (from left to right)

4 4 of 4 The help button is important to point out because it is tucked off to the right and is quite small so it is easy to miss. This button is a useful tool because often times it will answer many questions you have about something in PowerPoint. When you click on the button you are brought to a menu that allows you to search for something specific or you can choose from already defined keywords The Ribbon This is the most drastic change to PowerPoint. Every PowerPoint function has been placed into a categorized tab instead of the drop down menu/toolbar system of old. In any PowerPoint 2007 you are given the following tabs: 1. Home 2. Insert 3. Design 4. Animations 5. Slide Show 6. Review 7. View Optional tabs that must be added in are: 1. Developer 2. Add-Ins 3. Acrobat The nice thing is that Microsoft has left a lot of the symbols the same so the buttons will be recognizable; it is just a matter of finding them The Home Tab The home tab is where you go to execute the most common commands that you are going to be using. It is very similar to the formatting toolbar with just a few added features. The home tab consists of: The Clipboard Area: This is where you go to cut, copy and paste The Slides Area: This is the area you go to execute basic slide actions. From this area you area able to insert a new slide, change the layout of the current slide, reset the layout of the slide to its default settings and delete it The Font Area: This is where you go to make general modifications to the font such as choosing the actual type of font, font size, whether it is bold, italicized, etc. This area contains most of what was on the formatting toolbar in the older versions of PowerPoint The Paragraph Area: This area allows you to modify how the text is displayed on the slide in some way. This area gives you buttons to add bullets and numbering, change the justification of the text, line spacing, text direction and a few other options The Drawing Area: This area allows you to add various shapes and objects to your slides and in effect draw on the slides. This area provides buttons that allow you add a

5 5 of 5 ton of shapes using a drop-down menu, change how the shapes are arranged on the slides, apply styles to them and change both their fill and outline colour The Editing Area: This area gives you access to such commands as being able to find certain words and find and replace certain words The Insert Tab The insert tab is where you go if you want to add something like a picture or symbol to your document. Specifically the insert tab consists of the following areas: The Tables Area: This area is self-explanatory and is where you go if you want to insert a table. You have two different ways you can insert a table. The new way where you drag your mouse over a box of squares to choose the number of boxes in your table or the old fashioned way before the box selector (insert table ) The Illustrations Area: This area provides you with buttons that allow you to insert various types of illustrations. The buttons include a picture, ClipArt, shapes, SmartArt (flowcharts, etc.), create a photo album from various pictures and add a chart (graph) The Links Area: This area allows you to create different kinds of links throughout your document. Specifically it allows you to create a hyperlink (link to a webpage, slide in presentation, , etc.) or a action which when attached to something will perform a specified action (such as play a sound) The Text Area: This area allows you to insert special types of text into your presentations. The first button in this area is the text box followed by a button that allows you to insert a header and footer into your presentation. Beside that button is another that lets you put WordArt on the slide, followed by a button that allows you to insert the date and time as well. Finally you are also given buttons that allow you to insert the slide number, a symbol and an object of your choosing (such as ClipArt, an image, etc.) The Media Clips Area: The media clips area provides you with two buttons. The first button allows you to insert a movie into your presentation by giving you options to add one from your own computer or use already made ones in PowerPoint. The other button is similar but instead allows you to insert sounds into your presentation by giving you the options of adding it from your computer, from PowerPoint, recording a sound or playing it from a CD audio track The Design Tab This area allows you to change the overall look of your presentation. Specifically this tab consists of the following three areas: The Page Setup Area: This area allows you to change how the slides in your presentation are set up. Specifically it provides you buttons that allow you to change the slide orientation and an all encompassing button that provides options that allow you to change the slide orientation as well as what screen the slides are sized for and options to manually change the slide s width and height

6 6 of 6 The Themes Area: This area allows you to choose between various PowerPoint themes that you want to apply to your whole presentation. If you don t like the default themes you are able to manually change the various aspects about them by using the provided options which allow you to change its colour, fonts and effects The Background Area: As the name implies this area allows you to change the details regarding the background of your presentation. This area provides buttons that allow you to add a background style and a checkbox that allows you to toggle whether background graphics are visible or not The Animations Tab The animations tab is a unique tab to PowerPoint which allows you to add various animations to enhance your presentation. This tab consists of the following areas: The Preview Area: Once you have applied an animation or animations to a specific slide or your whole presentation this button will preview it for you as if you were viewing the slideshow The Animations Area: This area is where you go to add animation to an object or text, etc. Specifically this area gives you two different options. The first option allows you to choose between a few default animations from a drop-down menu. The other option (which you will likely choose) allows you to create and attach your own custom animations to the object (see other help docs on how to do this ) The Transition to this Slide Area: As the name implies this area allows you to add animation to the transition to the current slide. From this area you are able to choose between different default transitions. You are also able to modify a transition s attributes such as choosing whether a sound is played during the transition, just how fast the transition is, whether you want the attributes you chose to be applied to all transitions, and when and how the slide advances The Slide Show Tab Think of this tab as a preview tab and a last minute adjustment tab to how your presentation is going to look to people. In this tab you will find the following areas: The Start Slide Show Area: This area is not a very complicated area and its primary purpose is allowing you to preview the presentation you have created. The two main buttons allow you to either start your presentation from the start or from the current slide you are on. There is also a button that allows you to create custom presentation by taking different slides from one presentation and copying them over into a new presentation

7 7 of 7 The Set Up Area: This area provides more advanced features that allow you to finetune how you want your presentation to go. The first button provides a separate dialogue box that gives you advanced features such as choosing individual slides to view or how a viewer sees the presentation. The button beside it lets you hide slides so that they do not appear in the presentation. The last buttons are more for the presenter and allow you to record a narration for the slides and do a practice run through and time how long your presentation will be The Monitors Area: This area allows you to determine how you want your presentation to look on a monitor. Specifically this area provides you with buttons that allow you to choose the resolution that you want your presentation to fit to, if you are using more than one monitor at a time which one you want it to be shown on and gives you the option to present in presenter view The Review Tab The review tab is the tab you go to when you have finished creating your PowerPoint and want to check it for grammar and spelling. This tab consists of the following areas: The Proofing Area: This area allows you to primarily check for errors in your slides. It also allows you to find definitions of words, look at a thesaurus to find a better word for a word you have in one of your slides, translate all the slides or just specific slides into a different language and set the language that you want the dictionary and thesaurus to use when checking your document The Comments Area: This area is primarily used for editing and allows you to insert comments into slides by highlighting a specific area or word and adding a new comment. This area also provides buttons that allow you to delete comments, edit comments, go back and forth between the different comments and choose whether the comments are visible or not The Protect Area: The only button in this area allows you to prevent users from doing various things to your presentation such as only being able to view it or just add comments and not change anything, etc. The View Tab The last default tab that you will see when you open PowerPoint allows you to change everything about how you view your presentation and slides in PowerPoint. Specifically the view tab contains the following areas: The Presentation Views Area: This area is very similar to the view selector except it has a few more features to it. Besides the normal, slide sorter and slide show buttons you are also given buttons that allow you to view each individual slide with an expanded note area to easily add notes (notes page) and three other buttons that allow you to change the layout of the various slide styles. The first of the three buttons allows you to change how the master slides are laid out, the second one allows you to

8 8 of 8 change the layout of the handout view for printing and finally the last button lets you change the notes layout The Show/Hide Area: This area simply allows you to show or hide various pieces of the PowerPoint layout. Specifically you are given buttons that allow you show or hide the gridlines, ruler and message bar The Zoom Area: This area allows you to zoom with one of two buttons. The first button allows you to set your own zoom or zoom out percentage while the second one simply fits the slides to your window size and defaults back to the original zoom percentage The Color/Grayscale Area: A complicated area that provides buttons that allow you to change the colour range that the presentation is viewed in. Your are allowed to pick from the default range which is viewing all the colours, a grayscale colour range and simply a black and white colour range The Window Area: This area is really neat in that it allows you to create a new presentation window, arrange all the PowerPoint windows side-by-side, cascade all the open windows and switch between the various windows you have open (more than one PowerPoint window must be open) The Marco Area: This area simply allows you to view the macros you have created, edit them and also execute them all from one button Final Things Although PowerPoint has completely changed the interface and introduced tabs with unique areas to them you are still able to access the old PowerPoint look by clicking on the arrow at the bottom right corner of the different tab areas (note: that not all areas in the tabs will have them). An example is shown below: Finally, PowerPoint also has tabs that appear when an object requires a unique set of buttons is created. It is always highlighted in a special colour and appears after all the regular tabs.

9 9 of 9 An example is shown below for when a sound has been added to the presentation. Keep an eye out for these special tabs.