MS PowerPoint Environment

MS PowerPoint Environment

MS PowerPoint Table of Contents The MS PowerPoint 2010 Environment... 1 The PowerPoint Window... 1 The File Tab... 1 File Tab Command Buttons and their Description... 2 The Quick Access Toolbar... 5 Customizing the Quick Access Toolbar:... 5 The Ribbon... 8 Minimize the Ribbon... 9 Dialog Box Launcher... 10 On-demand Tabs... 11 Status Bar... 12 Exploring the Ribbon... 13 Home tab... 13 Home Tab Groups... 13 Insert Tab... 14 Insert tab Groups... 14 Design Tab... 15 Animations tab... 16 Animations tab Groups... 16 Transitions tab... 17 Transitions tab Groups... 17 Slide Show tab... 18 Slide Show tab Groups... 18 Review tab... 19 Review tab Groups... 19 View tab... 20 View tab Groups... 20 PowerPoint Options Dialog Box... 21 Popular Button... 22 Proofing Button... 23 Save Button... 24 Advanced Button... 25 MS PowerPoint 2010 Page i

Customize Button... 26 PowerPoint 2010 Page ii

MS PowerPoint The MS PowerPoint 2010 Environment The PowerPoint Window The PowerPoint 2010 Window provides the user with all the tools needed to create high-impact, dynamic presentations. Within the PowerPoint Window the user creates new presentations, edits existing presentations, and saves them in a digital format. The following screen shot shows the major components of the PowerPoint Window. File Tab Quick Access Toolbar Thumbnail Slide Navigation Pane Ribbon Display or Work Area Status Bar The File Tab The File Tab displays options that apply to the presentation as a whole and commands to open, save, send, print, close, finish, and publish presentations. In addition, it displays a PowerPoint Options button that provides PowerPoint personal preferences and personalizing options. (See PowerPoint Options Dialog Box, page 23 for more detail.) MS PowerPoint 2010 Page 1

Clicking on the PowerPoint File Tab displays the File Tab menu. This Menu contains Command Buttons and Menu Items. Each is described below. File Tab Command Buttons and their Description Option Description Saves the presentation in the.pptx format by default. If the presentation was not previously saved, the Save As dialog box opens. Allows saving the presentation in other formats, Including earlier versions of PowerPoint. Displays the Open dialog box allowing navigation to existing Presentations. Closes the open presentation without shutting down PowerPoint. If the presentation has not been saved, the Save As dialog box appears enabling naming and saving the presentation file. PowerPoint 2010 Page 2

File Tab Menu Items and their Description Clicking on a File Tab Menu Item highlights the Item and displays a list of Options in the pane on the right. The Info button has three options: 1. Permissions Password protect your presentation and set who can access it and what changes they can make. 2. Prepare for Sharing 3. Manage Versions Recent displays a list of: Recently opened presentation files Recently accessed folders containing presentations You can also adjust the number of recent file viewed and recover unsaved presentations. Don t start a presentation from scratch. Click New to access many pre-built presentations covering many subjects. You can also open a blank presentation by clicking the Blank presentation option. The Print button combines Print Preview and Print Options all in one place. Preview and print your slides or print a variety of handouts. Save & Send provides options for sending or sharing your presentation with others and saving the presentation in various file formats. The Help button access both local and on line support for assisting you as you create your presentation. The Options button opens the PowerPoint Options dialog box. Here you can find many options for setting personalization preferences. The PowerPoint Options dialog box is explained below on page 23. PowerPoint 2010 Page 3

Clicking the Exit button will close PowerPoint and any presentations you have open. You will be given the opportunity to save work on the open files before they are closed. PowerPoint 2010 Page 4

The Quick Access Toolbar The Quick Access Toolbar provides quick access to PowerPoint commands. By default it is located in the top left corner above the Ribbon and contains three buttons; Save, Undo and Redo. You customize the toolbar with additional tool buttons that you want quickly access. You can also position the Quick Access Tool Bar below the Ribbon. Quick Access Toolbar Note: The above Quick Access Toolbar has been customized. Customizing the Quick Access Toolbar: Click the File tab to open the File Tab Menu. At the bottom of the Office Menu, click the PowerPoint Options button to open the PowerPoint Options dialog box. The left pane of the PowerPoint Options dialog box contains buttons. Click the Customize button. The PowerPoint Options dialog box contains two sections, the Commands section, and the Quick Access Toolbar section. See the next page for instructions. See figure below. PowerPoint 2010 Page 5

PowerPoint Options Dialog Box The Customize button displays opens the Customize the Quick Access Toolbar dialog box. Use this dialog box to Add, Remove, and Change the order of tool buttons in the Quick Access Toolbar. To Customize the Quick Access Toolbar: 1. Choose commands from: field. Field is set to Popular Commands by default. Click the Menu button to display a list of other command categories. All Commands can be displayed as well as commands from each of the tabs in the Ribbon. PowerPoint 2010 Page 6

2. Command Categories list. Displays the commands for the category selected in the Choose commands from: field. 3. Customize Quick Access Toolbar: Field Select from this field s dropdown if the changes are: For All Documents (default) For (the currently opened presentation) only. 4. Currently displayed Quick Access Toolbar commands pane. 5. Add >> and Remove buttons 6. Move Up and Down arrow buttons. 7. Show Quick Access Toolbar below the Ribbon check box. This panel displays the commands currently on the Quick Access Toolbar. Select a command in the left pane and click Add >>. The command is added to the list of commands in the right pane. Select a command in the right pane and click Remove. The command is removed from the list of commands in the right pane. Note: Double clicking on a command will also add or remove it. Select a command in the right pane and move its position in the list up or down. This is the order they will be displayed in the Quick Access Toolbar. Checking this box will cause the Quick Access Toolbar to display below the Ribbon. PowerPoint 2010 Page 7

The Ribbon The Ribbon is the band across the top of the program window and contains many of the commands used in creating a presentation. The Ribbon consists of: 1. Tabs, 2. Groups, and 3. Commands. 1. Tabs By default, the Ribbon has seven Tabs across the top. 1. Home 2. Insert 3. Design 4. Animations 5. Transitions 6. Slide Show 7. Review 8. View Each Tab represents a related activity area. 2. Groups Each Tab has several Groups that contain related commands or functions. 3. Commands Each Group contains buttons, fields to enter information, or menus that represent Commands. PowerPoint 2010 Page 8

Minimize the Ribbon The Ribbon can be minimized so only the tabs show. This provides more workspace for a presentation. To minimize the Ribbon: Right click anywhere along the row of Tabs. From the menu that opens, select Minimize the Ribbon. The Ribbon is minimized so only the Tabs show. Clicking on a Tab opens or maximizes the Ribbon over the open presentation. To restore the ribbon, repeat the right click on any tab and deselect Minimize the Ribbon. You can double click on any tab to minimize or maximize the ribbon. The width of the Ribbon decreases and increases as the PowerPoint window is resized. To maximize the number of Command tool buttons displayed, make the PowerPoint window as wide as possible. PowerPoint 2010 Page 9

Dialog Box Launcher Not all related commands can be shown in the Group. In such cases, the Group has a small diagonal arrow in the bottom right corner. This is called the Dialog Box Launcher and when clicked launches a dialog box which contains more command options. Click Dialog Box Launcher Font Dialog Box Appears Dialog Box Launcher Clicking the Dialog Box Launcher opens a dialog box or a task pane. Many of these are recognizable from previous versions of PowerPoint. PowerPoint 2010 Page 10

On-demand Tabs On-demand tabs appear above the Ribbon only when an object on the slide is selected. For example, when a picture is selected, a Picture Tools tab appears. 1. Picture selected When a picture is selected, the Picture Tools On Demand Tab appears above the ribbon. 2. Picture Tools tab The Picture Tools tab appears with 1 Sub-tab; Format. 3. Format sub tab Each Sub Tab contains Groups. 4. Sub Tab groups Each Group contains related commands for formatting the Picture. Note: On-demand tabs appear for other objects, such as Tables, Drawings, Charts, etc. PowerPoint 2010 Page 11

Status Bar The Quick Access Toolbar, Ribbon, and the Presentation Area all reside in the PowerPoint Window. At the bottom of the window is the Status Bar which contains many useful features. 1. View Indicator Indicates the number of the displayed slide from the total number of slides. 2. Theme indicator Indicates the selected Style Theme for the slides. 3. Spell Check Button 4. Power Point View Options 5. Zoom Controls 6. Fit Slide to Current Window A green check mark indicates no spelling or grammar errors. Click the button to do a spell check. Provides selection of 4 view options: Normal Slide Sorter Reading View Slide Show The Percent button indicates view size relative to actual size. Click to open the Zoom dialog box. Drag the Zoom Slider to the right to zoom in or to the left to zoom out. Or click the + or buttons. Click this button to automatically maximize the size of the slide to the display area. Note: Customize the Status Bar by right clicking on an open area of the bar. From the Customize Status Bar menu that opens, select or deselect the desired features for the Status Bar. PowerPoint 2010 Page 12

Exploring the Ribbon The PowerPoint 2010 Ribbon organizes task-related commands in a single location called a Tab. Each Tab is further divided into related Groups of commands. The Group provides single click accessibility to related commands. Some Groups also have a Dialog Box Launcher which provides access to even more features. Note: The Ribbon decreases and increases as the PowerPoint window is resized. Making the PowerPoint window as wide as possible maximizes the number of Command tool buttons displayed in each tab s Group. Home tab The Home tab contains the most commonly used commands to start working with a presentation. This tab contains clipboard, text, and cell formatting, and editing Groups. Home Tab Groups Clipboard Slides Font Paragraph Drawing Editing Provides Cut, Copy, and Paste commands and Format Painter. Click to open the Clipboard task pane. Provides Commands for creating new slides and working those already created. Provides Commands for formatting text and formatting cells. Click to open the Font dialog box. Provides commands for Paragraph formatting. Click to open the Paragraph dialog box. Contains commands to create drawings and then arrange and manipulate formatting of the drawings. Contains commands for finding, replacing and selecting text or objects within the presentation. PowerPoint 2010 Page 13

Insert Tab The Insert tab contains groups that enable quick insertion of objects such as Pages, Tables, Charts, and Pictures. Insert tab Groups Tables Images Provides commands to create tables or import tables from Excel. Provides commands to insert objects on to a slide such as Pictures, Clip Art, etc. You can also capture a Screenshot to display on the slide. Illustrations Links Text Symbols Media Contains commands for inserting Shapes, Illustrations, and Charts. Provides commands to insert a Hyperlink or an Action into a slide. Actions can be initiated with a mouse click or mouse over. Insert a Text Box in the presentation. Also provides options for inserting: Header & Footer WordArt Date & Time Slide Numbers Objects Provides many symbols for writing equations, formulas, or for emphasis. Provides commands for inserting Video or Audio clips into a slide. PowerPoint 2010 Page 14

Design Tab The Design tab contains three groups of commands. These commands provide tools for designing presentation slides. Design tab Groups Page Setup This group provides two commands: Page Setup Change size and orientation of a slide. Orientation Choose Portrait or Landscape presentation. Themes This group contains pre-built themes for slides. A user can choose a particular theme which sets colors, fonts, and effects. Using the Colors, Fonts, and/or Effects commands, changes can be made to a theme and saved as a new theme. These pre-built themes are the same in other Office Applications making it easy to maintain a particular look and feel. Background This group provides prebuilt backgrounds for slides, tools for changing those backgrounds, and tools for creating your own backgrounds. The Hide Back Ground Graphics check box provides the ability to not show background graphics on any given slide. Click to open the Format Background dialog box. PowerPoint 2010 Page 15

Animations tab The groups on the Animations tab contain commands for Animating objects on presentation slides. Animations tab Groups Preview This group has one command button, Preview. The Preview button provides a preview of the slide transition and the animations on the selected slide. Animation Advanced Animation Timing The Animations group provides commands for animating objects on a slide. Users can choose a preselected animation or open the Custom Animation pane and choose animations. Click to open a style specific dialog box that has more options for the selected animation. In this group you will find many more animation effects by selecting Add Animation. You can also open the Animation Pane, a handy utility window for working with animations. Animation Painter provides copying an animation from one object to another. Commands in the Timing group provide tools for changing the animation trigger (Start), the Duration of an animation and the setting a Delay start time. You can also change the order of the animations occur. PowerPoint 2010 Page 16

Transitions tab The groups on the Transitions tab contain commands for Animating objects on presentation slides. Transitions tab Groups Preview This group has one command button, Preview. The Preview button provides a preview of the slide transition and the animations for the selected slide. Transition to This Slide The Transitions group provides commands for adding a transition effect when selecting the next slide. The Effect Options button provides more options for the selected transition. Timing Using the commands in this group, you can add a sound to the slide transition, set the duration of the transition, and apply the transition effect to all slides. You can also choose to transition between slides on a mouse click or after a pre-set time has elapsed. PowerPoint 2010 Page 17

Slide Show tab The Slide Show tab contains groups that are used to Start the Slide Show, Set up the Slide Show, and configure multiple Monitors. Slide Show tab Groups Start Slide Show Set Up Monitors The commands in this group provide options for Starting a Slide Show; Start from the Beginning from the Current Slide or create a Custom Slide Show. Commands in this group provide the user the ability to setup the slide show, including Recording a Narration and to Rehearse and Use Timings Use the commands in this group to work with two or more monitors. Change the monitor s Resolution, set which monitor Displays the presentation and which to use for the Presenter View. PowerPoint 2010 Page 18

Review tab The Review tab provides commands for reviewing, editing, sharing the contents of a presentation by a single person or a group of people and track the changes made. Review tab Groups Proofing Language Check, modify, and enhance the text in a presentation with features such as Spelling and Grammar Check, Research, and Thesaurus. You can translate selected text to another language or turn on the Mini Translator tool. The Language button provides setting the Proofing Language and Language Preferences. Comments Compare Provides the ability to insert Comments about selected text. Also provides editing and navigation tools for posted Comments. Allows the author of a presentation to restrict how people can access the presentation. Select users and assign read only or editing privileges. Note: Requires the installation of Window Right Management software if not previously installed. PowerPoint 2010 Page 19

View tab The View tab provides options to change how presentation slides are displayed, show or hides features, and view multiple presentations at the same time. It also provides the command for to start recording a Macro. View tab Groups Presentation Views Show/Hide Zoom Color/Grayscale Window Macros Provides 4 options for the way the presentation is viewed in the Display area: Normal, Slide Sorter, Notes, and Pages Slide Show. The group also has buttons for viewing the Slide Master, Handout Master, and the Notes Master. Provides options for showing or hiding: Ruler Gridlines Message Bar Click to open the Format Background dialog box. Provides Zoom controls to zoom in or out on a slide or to automatically size a slide to fit the window. Note: Zoom controls are also located in the bottom right corner of the Status Bar. Allows selecting whether to show the presentation in Color, Grayscale, or Black and White. Users can customize how the colors are translated into Grayscale or Black and White. Use these commands when multiple presentation windows are open at once. Commands allow displaying windows in several ways. Click this button to open: The Macros dialog box. The Record Macro dialog box. Or Pause or Stop if a macro is recording PowerPoint 2010 Page 20

PowerPoint Options Window The PowerPoint Options Dialog Box contains options to customize and personalize the PowerPoint environment to meet your specific needs. To access the PowerPoint Options Dialog Box: 1. Click the File tab to display the File Menu. 2. Then click the Options button. This opens the Power Point Options window. PowerPoint Options Window PowerPoint Options Options Pane Clicking one of the PowerPoint Option Buttons opens that button s Options in the Options Pane. Following is an explanation of some of the buttons and their features. PowerPoint 2010 Page 21

General Button As the name implies, use this button to change some of the general options in PowerPoint. Show Mini Toolbar on Selection Turns on and off the Mini Toolbar: Enable Live Preview Color Scheme Screen Tip style: Personalize your copy of Microsoft Office Live Preview allows previewing changes without actually selecting the change. Select one of three Color Schemes for the PowerPoint environment, Blue (default), Silver, or Black. Hovering the mouse pointer over a button on the Ribbon displays a ScreenTip. These tips give the name and description of the button. The Screen Tip options are: 1. Show feature descriptions in ScreenTips. 2. Don t show feature descriptions in ScreenTips. 3. Don t show ScreenTips. Provides settings for User Name, Initials, and Language Settings. PowerPoint 2010 Page 22

Proofing Button Use the Proofing button to personalize how PowerPoint corrects and formats text on presentation slides. AutoCorrect options When correcting spelling in Microsoft Office programs When correcting spelling in PowerPoint Clicking the AutoCorrect Options button opens the AutoCorrect dialog box. It contains options for changing how PowerPoint corrects and formats text as it s typed. Set spelling Auto Correction options and manage Custom Dictionaries. Turn on or off Auto Spell Checking, Use of Contextual Spelling, and Hiding Spelling Errors. PowerPoint 2010 Page 23

Save Button The Save button provides options to choose how presentations are saved and the default location where presentation files are saved. Save Presentations Set the default Format for saving PowerPoint files and default Location where files are saved. Set how often PowerPoint auto saves (AutoRecover) the presentation and the location of the AutoRecover file. Offline editing options for document management server files Preserve fidelity when sharing this presentation: Contains options for how files stored on a file management server are edited. Contains options for embedding fonts used in the presentation into the presentation file. This ensures that people who open the presentation will be able to see and use the fonts even if they don t have those fonts installed on their computer PowerPoint 2010 Page 24

Advanced Button The Advanced button is used to access many, advanced options for customizing PowerPoint. PowerPoint 2010 Page 25

Customize Ribbon Button In the 2010 version of PowerPoint, there is a number of customizations that you can perform on the ribbon, including creating your own tab. Instructions for using this customization feature are found on page 4, Customizing the Quick Access Toolbar. PowerPoint 2010 Page 26