Understanding the Ribbon

PowerPoint 2007 uses the revolutionary new ribbon interface for Office 2007.  In this lesson we will explore the following:

• The New Look (A Ribbon Oriented Interface)
• Command Groups
• The Quick Access Toolbar
• The Microsoft Office Button

Understanding the Quick Access Toolbar

In this lesson we will explore the following:

• What is the Quick Access Toolbar?
• Changing its location (above or below the ribbon)
• Using the quick customization menu (to add options)

Customizing the Quick Access Toolbar

In this lesson we will explore the following:

• The PowerPoint Options menu
• Working with the commands
• Quick Tips

The Clipboard Group

The Clipboard group is located on the Home ribbon. In this lesson we will explore the following Clipboard group commands:

• Copy
• Cut
• Paste (with Paste Special)
• Format Painter
• Clipboard Task Pane

The Slides Group

The Slides group, located on the Home ribbon, is where all presentations begin.  There are four primary commands that have to do specifically with slides themselves, including:

• Slide layouts
• Inserting new slides
• Resetting slides
• Deleting slides

Using Font Group Commands

The Font group, located on the Home ribbon will help your presentations pop by ensuring the fonts you use, as well as the colors and sizes, are perfect for your presentation.  In this lesson we will explore the following:

• Changing font face and color
• Two ways to change font size
• Using standard font commands
• Using advanced font commands

Using Paragraph Group Commands

The Paragraph group, located on the Home ribbon, will help you with the following formatting options:

• Aligning text
• Changing text direction and spacing
• Splitting text into columns
• Bulleted and numbered lists
• Converted lists to SmartArt

Using Drawing Group Commands

Typically, to insert a shape in an Office 2007 document you would go to the Insert ribbon.  However, shapes are so widely used in a PowerPoint presentation that they have been placed on the Home ribbon. In this lesson we will explore the following:

• Inserting shapes
• Arranging shapes
• Using Quick Styles
• A brief look at Shape Fill, Shape Outline and Shape Effects

Using Editing Group Commands

The Editing group is on the Home ribbon over on the far right.  The three main commands are Find, Replace and Select.  This lesson will review the following.

• Working with Find and Replace
• Using the Select command

Working with Tables

The Tables group is located on the Insert ribbon (look to the far left).  In this lesson we will perform the following tasks:

• Insert a table
• Draw a table
• Insert an Excel table

Inserting Pictures and Clip Art

Pictures and ClipArt are found under the Illustrations group on the Insert ribbon.  When you work with PowerPoint you are going to always be working with pictures and ClipArt.  This lesson will show you how to:

• Insert a picture
• Insert ClipArt
• Work with the Picture Tools Format tab

Create a Photo Album

It's a really fun project to make a photo album in PowerPoint and can be useful for business and personal reasons.  This lesson will show you how to use the Photo Album options, which can be found under the Illustrations group off the Insert ribbon.  You will learn how to:

• Insert a new photo album
• Edit a photo album

Working with Shapes

Shapes were initially discussed in an earlier lesson because you can insert them from the Home ribbon under the Drawing group.  However, you can also locate these options on the Insert ribbon under the Illustrations group.  In this lesson you will learn about:

• Understanding of Shape Categories
• Inserting shapes
• Adding text to a shape

Using SmartArt

SmartArt really enhances the look of your presentation and helps you to express your ideas or data in a more visually appealing manner.  The SmartArt options are found under the Illustrations group of the Insert ribbon and this lesson will help you with the following

• Understanding SmartArt
• Understanding SmartArt Categories
• Inserting SmartArt
• Adding text or pictures to SmartArt

Insert Charts

On the Insert ribbon, under the Illustrations group is the option Chart.  In this lesson we will help you with the following:

• Understanding chart types
• Insert a chart
• Format chart elements

Insert a Text Box

A Text Box can be inserted from the Insert ribbon under the Text group.  This lesson will help you with the following:

• Inserting a text box
• Review of the Drawing Tools Format tab

Understanding Headers & Footers

The Header and Footer option is located off the Insert ribbon under the Text group.  In this lesson we will explore the following:

• Understanding Headers and Footers
  (Slides vs. Notes and Handouts)
•  Adding headers and footers
• Editing headers and footers

Playing with WordArt

WordArt options are initially located on the Insert ribbon under the Text group.  Once you have WordArt inserted there is more you can do to style it through the Drawing Tools Format contextual ribbon.  In this lesson we will explore the following:

• Inserting WordArt
• Styling your WordArt

Insert Movies and Sound

You can use the Movie and Sound options by locating them off the Insert ribbon, under the Media Clips group which is located to the far right.

Note:  When you include a movie file, you will not be able to embed it directly within the PowerPoint Presentation.  So, when you move the PowerPoint presentation around (or email it to others) don't forget to include the movie file too.  Otherwise it won't work properly.

In this lesson we will explore the following:

• Insert Movies
  • From files (.asf, .avi, .mpg, .mpeg, .wmv)
  • From clipart (.gif)
• Insert Sounds

Dates, Times and Page Numbers

Inserting the Date & Time or a Slide Number you can look at some of the options in the Text group under the Insert ribbon. However, there are little tricks to doing this for the Header and Footer or entering it directly within the slide.  In this lesson we will explore the following:

• Insert Dates
• Insert Times
• Insert Page Numbers

Working with PowerPoint Themes

Themes provide a quick way to create consistent documentation across three of your most important Office 2007 applications (Word, Excel and PowerPoint).  There are preconfigured themes you can work with, or you can create your own.  When you apply a Theme in Word and then apply that same theme in PowerPoint, there is a consistency and uniformity to your colors, fonts and effects for shapes and so forth. 

The Themes group can be found on the Design ribbon.  In this lesson we will explore the following:

• Insert an Office Theme
• Change colors
• Change fonts
• Change effects

Create Your Own PowerPoint Themes

In the previous lesson we reviewed the importance of Themes in creating uniformity throughout your documentation and presentation.  In this lesson we will explore the following:

• Customize a theme
• Save your customized theme
• Customize a theme font
• Save your customized theme font

Using Theme Effects

Playing with Backgrounds

Typically, you don't want to use a blank, white background for your PowerPoint presentation.  You can use Background Styles to really enhance the look of your presentation.  These are located on the Design ribbon, under the Background group.

In this lesson we will review the following:

• Explore Background Styles
• Apply Backgrounds to single, multiple, or all slides
• Hiding Background Graphics

Page Setup Features

The Page Setup group is located on the Design ribbon to the far left.  There are two different options and in this lesson we will explore them both:

• Page Setup
• Slide Orientation

The Arrange Group

This lesson will discuss the Drawing Tools Format contextual ribbon.  In this lesson we will explore the following:

• Rotating, grouping & aligning objects
• Sending objects backward and forward
• The Selection Pane

Add Animation to Objects in Your Presentation

When you work with motion in a presentation you look at the Animations ribbon, under the Animations group to get started.  In this lesson we will explore the following:

• Quick animations (Fade, Wipe, Fly In)
• Custom animations (Using the Custom Animation pane)
• Motion paths

Add Transitions to Slides

Animations apply to objects, but you can find the Transitions for your slides on the Animations ribbon, under the 'Transition to This Slide' group.  In this lesson we will explore the following:

• Transition Styles Gallery
• Speed and Sound
• Advancing slides

The Presenter View

This is a new feature in PowerPoint 2007.  In order to use Presenter View you have to have more than one monitor connected to the system, or (logically) a connection to a projector. 

The Presenter View option is found under the Monitors group of the Slide Show ribbon. In this lesson we will explore the following:

• Overview of the Presenter View
• Setting up the Presenter View
• Using Presenter View

Rehearse Timings for Your Presentation

Presentations very rarely have open ended schedules.  You usually have a determined time limit to stick to.  Especially if you are working with a team, or speaking on a conference... you must stay on time.  Nothing is worse than getting half way through your slide deck and realizing you only have 5 minutes to cover 30 more slides. 

You can rehearse your timing by using the tools found on the Set Up group under the Slide Show ribbon.  In this lesson we will explore the following:

• Rehearse timings
• Use Rehearsed Timings

Create a Basic Custom Slide Show

Presentations very rarely have open ended schedules.  You usually have a determined time limit to stick to.  Especially if you are working with a team, or speaking on a conference... you must stay on time.  Nothing is worse than getting half way through your slide deck and realizing you only have 5 minutes to cover 30 more slides. 

You can rehearse your timing by using the tools found on the Set Up group under the Slide Show ribbon.  In this lesson we will explore the following:

• Rehearse timings
• Use Rehearsed Timings

Add and Edit Comments in Your Presentation

Collaboration with other team members is typically an essential part to putting together a good presentation.  One of the tools you can use to express your thoughts or comments is the Comments tools found on the Review ribbon under the Comments group.  In this lesson we will discuss:

• Adding new comments
• Editing comments
• Moving between comments

Working with Presentation Views

On the View ribbon there is a Presentation Views group that contains two different sections... one for working on slides or showing slides, the other for the 'masters' to your slide presentation.  In this lesson we will explore the following:

• Normal view
• Slide Sorter view
• Notes Page view
• Slide Show view

Working with Slide Masters

A slide master lets you make changes to a single slide (the master slide) and then those changes will be made universally throughout your presentation.

To locate the Slide Master you go to the View ribbon and look under the Presentation Views group for the option.  You will be brought to the Slide Master ribbon where you will see the various master slides in your presentation. In this lesson we will explore the following:

• Understanding slide masters
• Create a slide master

Working with Handouts and Notes Masters

To locate the Handout and Notes Master you go to the View ribbon and look under the Presentation Views group for the options.  In this lesson we will explore the following:

• Using the Handout master
• Using the Notes master

Printing Handouts

To print handouts you need to select the Office button and then click Print.  From the Print dialog box you go to the 'Print what' section and click the down arrow to choose Handouts (if that is what you really want to print) and then the Handouts section comes alive.  You can then choose the format.  This lesson will walk you through all of your options for using the Print feature to print handouts.

Changing Popular Options

To locate Popular Options you select the Office button and choose PowerPoint Options.  The first link is Popular (which include some of the more popular settings that people like to configure according to Microsoft).

In this lesson we will review the configuration of the following:

• Mini Toolbar
• Live Preview
• Color Scheme
• Screen Tip Style
• Personalization

Spelling and AutoCorrect Options

To change the Spelling and AutoCorrect options you need to select the Office button, then PowerPoint Options and then select the Proofing link.  You will note several options:

• AutoCorrect options
• When correcting spelling in Microsoft Office programs
• When correcting spelling in PowerPoint

Using the Resources Section

To work with the many resources you have at your disposal you can select the Office button, go to the PowerPoint Options and click the Resources link.  This will show you the following options:

• get updates
• run Microsoft Office Diagnostics
• contact us
• activate Microsoft Office
• go to Microsoft Office Online
• about Microsoft Office PowerPoint 2007

Customizing Your Save Options

To work with your Save options you can select the Office button, go to the PowerPoint Options and click the Save link.  There are three sections:

• Save presentations
• Offline editing options for document management server files
• Preserve fidelity when sharing this presentation

Working with Advanced Options

The Advanced options can be found by selecting the Office button and choosing the PowerPoint Options button.  Under Advanced you will find Save, General and a few others.  The most important ones will be discussed in this lesson, including:

• Editing
• Display
• Slide show
• Print

Understanding the Trust Center

From the Office button if you select PowerPoint Options you can select the Trust Center link.  The Trust Center has the privacy and security settings for PowerPoint. 

To enter the Trust Center, select the Trust Center Setting button. In this lesson we will explore the following:

• Trusted publishers
• Trusted locations
• A quick look at other Trust Center features

Exploring Print Features

To locate Print features you click the Office button, hover over Print and you will be shown these options that will be discussed in this lesson:

• Print Preview
• Quick Print
• Print

The Document Inspector

There are times when you send a document to persons within your company or to another company and you need to ensure private material is not included.  That private material may be metadata that is still hidden in the Properties of the document (such as the Author of the document) or it may be held in other locations.

The Document Inspector will search the document and provide feedback to you that will allow you to ensure the document is clean for sharing.

You start the Document Inspector by selecting the Office button and then the Prepare link and choose Inspect Document.  You will be offered the options of scanning the document for the following:

• Comments and Annotations
• Document Properties and Personal Information
• Custom XML Data
• Invisible On-Slide Content
• Off-Slide Content
• Presentation Notes

Presentation Properties

The details about a file that identify or describe it (a.k.a. metadata) can be added into the document Properties.  To do this you select the Office button, then Prepare and then Properties.

Initially you are shown basic information that you can fill out.  However, if you select the Document Properties down-arrow you can go into the Advanced properties where you will see much more information about the presentation.  This lesson will help you to perform the following:

• View and edit presentation properties

Secure Your Presentation

Securing a presentation is, at times, essential.  The settings you are looking for will be found by selecting the Office button, hover over Prepare and then you will see Encrypt Document.

In this lesson we will explore the following:

• Encrypt your file (Set a password to open it)
• Set a password to modify a presentation

Digital Signatures

A digital signature, while not an actual line that you sign, is invisible within the contents.  To add the signature you select the Office button, then Prepare and then Digital Signatures.

In this lesson we will explore the following:

• Add a digital signature

Mark Your Document as Final

You mark a presentation as final by going to the Office button and hovering over the Prepare link.  By marking a document as final, all the editing and typing becomes disabled.  Now... this is not a security feature and anyone can turn the command off (in effect, allowing them to edit the document).  In this lesson we will discuss the following:

• Overview
• How to mark your presentation as final

Using the Compatibility Checker

PowerPoint 2007 has some features that make it incompatible with previous versions of PowerPoint at times.  Sometimes you want to see which features will be different between your presentation and someone with the legacy version.

 In this lesson we will explore the following:

• Overview
• How to run the Checker

Package Your Presentation for CD

To package your presentation for a CD you want to select the Office button and choose Publish, and then choose 'Package for CD'.

In this lesson we will explore the following:

• Why you should package a presentation
• How to package your presentation for CD