Microsoft PowerPoint 2007 Contents • • • • • • • •
Home Tab Insert Design Animations Slide Show Review View Editing
Office 2007 Quick Menu
Main Editing Area
Zoom Bar and View Changer
Pictured above is the Microsoft PowerPoint 2007 standard layout when you open the program. Compared to 2003’s version, this GUI heavily relies on the new menu bar at the top called the Ribbon. Gone are the drop‐down lists from 2003, but rather, now we have tabs that change the Ribbon itself. Many of the extra toolbars, such as drawing and picture, have been retooled to allow easy access via the tabs.
The Home Tab
Here is a closer view of the first half of the Ribbon under the Home tab. You can see the clipboard options first, followed by the slide options, and then the font options. Above these are the tabs that allow you to switch the Ribon’s focus. Above this, we see the Save icon, followed by the Undo and Redo buttons. The arrow next to this button allows for more options via a drop‐down list seen below. Check Mark will clip this function’s button to the Access Bar.
Clicking name of a function will activate the checkmark and clip the function’s button to the Access Bar.
The check marks next to the options allow you to clip a button to the menu for easier access. Otherwise, you can simply click the Office Button in the upper left corner to get the same options. Much of the content of this list is what was considered the “Standard” toolbar from Office 2003.
Here we have the last half of the Ribbon under the Home tab. The paragraph section has the buttons for text alignment as well as spacing, indentation, line height, and columns. You can also change text direction, cell alignment, and use Smart Art. These options are only available when using a text box or a function that has typing in it. Smart Art allows you to convert any text box into a graphic that has text boxes in it. You can create pyramids or bulleted lists in various styles and colors. Below is an example of Smart Art. Fill Red
Border Pink Smart Art will also allow you to change the border colors, text color, background color, and style of each individual piece that makes up the Smart Art. In order to do this, we look at the drawing section of the Home tab, which is located right next to the paragraph section.
Options will only activate when you are focused on a textbox, shape, or other function that allows editing.
The drawing area mimics the drawing toolbar from 2003, allowing you to add shapes to a presentation as well as fill, change border color, and change the shape of an object. The arrange option allows you group objects, move them to the background, and position/align objects. The box contacting shapes is the Shape option, allowing you to add Text Boxes or various other shapes to the project. This option appears in the Insert Tab as well.
The last section of the Home tab contains the Find, Find & Replace, and the Select options. These functions have not changed. One thing to note when using the Ribbon is the ability to bring up Pop‐up Menus from the Ribbon.
The Icon next to the name of each section will allow a menu to pop up for further Pressing this button will bring up this Font menu.
The Insert Tab of the Ribbon includes a few options that appear on the Home tab, but there are many more options to choose from. The Tables button functions exactly the same as the Tables button from Office 2003, allowing you to create a simple celled table. You can also insert an already created Excel spreadsheet as well. The Illustrations section contains much of the content from the Insert‐>Pictures option from Office 2003. The Smart Art option is the same as it is on the home button, although this option is readily available and will allow you to insert new Smart Art, rather than converting already placed text into Smart Art. The Shapes option is also the same as before. The Photo Album will allow you to make a separate presentation using photos and text boxes. It is the same as 2003’s with one exception; you are no longer given the option to upload pictures from a scanner/camera. Instead, you are required to have the actual file on your computer or flash drive in order to use it. Under the Links section, you are able to use the Hyperlink icon much the same as 2003’s. Now, however, you are given an Action icon, which allows you to set specific actions to certain words when they are clicked on, such as running a program or forwarding to a certain slide in the show.
In the text section, you are able to add Text Boxes as well as insert Header and Footer options. The Date & Time and Slide Number option will work the same as well.
The Word Art icon allows you to insert a text box of word art into the presentation. After clicking the icon, you are given a list of options and color for your word art.
Clicking an option such as this…
Will create a Word Art text box like this
The Symbol option will bring up the menu for choosing non‐standard icons, but will only be active when you are able to insert text. The object option will allow you to insert a new file of a different document type into your presentation, such as a new Adobe .pdf file or a .bmp from Paint. You can also upload information from another file using this option. Lastly, the Media Clips section will allow you to add Movies or Sound into your presentation. These are used in the same fashion as they were in 2003.
The design toolbar is used for changing the slide layout and theme. It replaces the Theme sidebar from Office 2003. The Page Setup section allows you to change the size of your slides as well as their orientation, meaning Portrait or Landscape style. The page setup icon will bring up a pop‐up menu and will also allow you to change the slide orientation. The Theme section offers a wide variety of different slide themes that you can use. By simply hovering over the theme you wish to preview, the current slide will change to that theme temporarily. You can do this to decide which theme would be best for your project. The Colors, Fonts, and Effects options in the right corner will then allow you to tweak a theme even further to your liking. Whatever theme you choose, though, it will affect every slide in your presentation, allowing for fast editing. The background styles option will allow you to change the background used in a theme, in case you wish to use something else. You may also change it so that the background is simply a solid color or even hide the background.
The Animation Tab deals with how your slides transition and how the objects in your presentation will appear during a slide show. The Preview button will simply give you a look at what you currently have animated on the current slide. The Animations section will be able to animate and object that you currently have selected in the main editing window. By clicking on the “Animate” drop‐down, you are given the list seen at the right. The Fade, Wipe, and Fly In options are all selectable by 1st level paragraphs, or, you can it to show all parts of the object at once. However, there are more animation options than just this. By clicking on the Custom Animation icon, you will be brought to the Animation side bar, which will give you the ability to give other animations to the currently selected object.
The Transition section will allow you to choose a transition option from one of many different types. This transition will only affect the current slide being edited.
You can also choose to add sound to the slide when it’s transitioning, as well as how fast it will transition. You can also use the “Apply to All” option to have all slides mimic the current one. The Advance Slide options will let you choose whether the user has to click to advance the slide show or if it will automatically move forward.
The Slide Show tab allows you to view your current presentation and preview what it looks like. The From Beginning and From Current Slide buttons will let you get a preview in full screen. Custom Slide Show and Set Up Slide Show work the same was as in Office 2003, allowing you to set the properties of your slideshow. Hide Slide can cut out unneeded slides for your show. Record Narration allows you to add sound to your presentation via a microphone. The next option, Rehearse Timings, allows you to time a slide show and make sure it is a certain length or find out when a certain slide or animation will show up. Resolution allows you to change the resolution that your show is viewed in, although it is defaulted to your current monitor’s settings. The Use Presenter View check box can only be used when you have two monitors hooked up to the computer. This option allows you to view the presentation on a second monitor, such as a television or a projector.
The review toolbar contains some of the options that were in the Edit control.
Spelling is the Spell Check, Research is the same as Look Up or Dictionary, Thesaurus is the same and Language simply changes the Spell Checks language settings. Translate, however, allows you to search and translate a highlighted word or sentence and try and find an equivalent in another language. The comments section allows you to add extra notes and comments to your presentation. The Show Markup option allows you to see the notes and annotations, while the other options allow you to make and edit these comments. Protect Presentation allows you to change the type of people who can access your presentation. This lets you lock the presentation to prevent further unauthorized editing of your content.
The view tab allows you to change the view of the main content area. Normal is the standard view, in which the slides are presented on the right and the main editing area on the left. Slide Sorter allows you to view all of the slides in a zoomed out view. Notes Page lets you see the slides and any notes and comments that you have put on each slide. Slide Show allows you to view all the slides in a Slide Show. Slide Master lets you edit the Slide Master sheet. You will be able to change the layout of the Slide Master via the editing area or by choosing and of the available example Slide Master slides. Handout Master, like Slide Master, allows you to edit the style in which the page looks like. The point of the Handout Master is to make the page much easier for printing purposes. Notes Master is like Slide Master and Handout Master, but this allows the easier printing of notes added to the slides, rather than just the slides themselves. Ruler, Gridlines, and Message Bar allow you to view these options in the main editing area. Zoom lets you get a closer or farther look at the presentation, although a zoom bar is also located in the lower right hand area of the screen as well. Fit to Window will zoom in enough so that the slide fills up the editing area.
The Color/Grayscale options will allow you to view the slides in a different manner. Color is the default option. Grayscale will make the slides shift to a darkened view, making the only colors available white, gray, black, and any shades in between. Pure Black and White is just that, pure black and white, with no shading.
Clicking on either Grayscale or Pure Black and White will give you the above menu. You can choose the color scheme that you want or return to Color via the last option. The Window area allows you to work on multiple projects at once, although the New Window option will make a duplicate window with the same content in it. However, Arrange All, Cascade, and Move Split will work best when there are multiple windows open. The Switch Windows option will allow you to change quickly between any of the projects you are currently working on via a drop down list of their names. If you know how to program a Macro, then the last option, Macros, will let you Create, Run, or Delete Macros.
Editing While there are no more tabs to the normal Ribbon, there are ones that can be added when using different types of options. In Microsoft Office 2003, this was represented by the various toolbars that would either hang or attach themselves to the normal toolbars. This option returns in a unique fashion. Whenever you are starting to use or are editing with certain options, there will be new tabs added to the Ribbon. They are usually titled with the current option and give you more options than the standard tabs do.
This is an example of the Picture Tools tab that comes up after you insert a picture. Each time you use an option that has further ability in editing, a tab like this one will show up, usually designated by the red coloring of the tab. As you can see, this gives you even more editing properties to use in your presentation. Any Microsoft Office 2007 product that has the Ribbon will be of this style, so it is a good thing to remember, as the Ribbon will not always switch its focus to the new tabs.