Teach Yourself VISUALLY PowerPoint 2013 E-Book

William Wood

• Herausgeber: John Wiley & Sons
• Kategorie: Wissenschaft und neue Technologien
• Serie: Teach Yourself VISUALLY (Tech)
• Sprache: Englisch

Seitenzahl: 304

Veröffentlichungsjahr: 2013

Beschreibung

A straightforward, visual approach to learning the new PowerPoint 2013! PowerPoint 2013 boasts updated features and new possibilities; this highly visual tutorial provides step-by-step instructions to help you learn all the capabilities of PowerPoint 2013. It covers the basics, as well as all the exciting new changes and additions in a series of easy-to-follow, full-color, two-page tutorials. Learn how to create slides, dress them up using templates and graphics, add sound and animation, and more. This book is the ideal "show me, don't tell me" guide to PowerPoint 2013. * Demonstrates how to create memorable and captivating presentations using PowerPoint 2013, the latest generation of Microsoft's presentation software * Walks you through PowerPoint 2013's new features, including new wide-screen themes and variants, improved collaboration tools, and an enhanced Presenter View * Shows you how to create slides, dress them up with templates and graphics, add sound and animation, and present in a business or Internet setting * Features easy-to-follow, full-color, two-page tutorials With Teach Yourself VISUALLY PowerPoint 2013, you have the power to make a remarkable presentation!

Leseprobe

PowerPoint® 2013

Table of Contents

Chapter 1: Starting with PowerPoint Basics

Introducing PowerPoint

Start PowerPoint and Explore the Start Screen

Start a New Presentation

Search for Templates Online

Save a Presentation

Find a Presentation

Open an Existing Presentation

Close a Presentation

Delete a Presentation

Chapter 2: Navigating PowerPoint

Explore Normal View

Navigate PowerPoint Views

Work with Ribbon Groups, Commands, and Galleries

Arrange Presentation Windows

Find and Use KeyTips

Using the Quick Access Toolbar

Resize the Notes Pane

Zoom to Full Screen

Navigate Slides

Using Help

Chapter 3: Changing PowerPoint Options

Introducing PowerPoint Options

Modify General Options

Change Spelling Options

Change AutoCorrect Settings

Change AutoFormat Settings

Customize Save Options

Modify View and Slide Show Options

Change Editing Settings

Work with Print Options

Customize the Quick Access Toolbar

Customize the Ribbon

Chapter 4: Writing and Formatting Text

Understanding Slide Structure

Explore Text Formatting Options

Add a Slide

Delete a Slide in Normal View

Type and Edit Text on a Slide

Format Text Color and Style

Format Text Font and Size

Cut, Copy, and Paste Text

Format Bulleted Lists

Using the Spelling Check Feature

Using the Research Feature

Chapter 5: Working with Layouts

Understanding Layouts and Placeholders

Insert a New Slide with the Selected Layout

Change a Slide Layout

Using Layouts with a Content Placeholder

Insert a Table

Format a Table

Insert a Chart

Format a Chart

Edit Chart Data

Insert Pictures

Insert Video

Insert a SmartArt Graphic

Edit SmartArt

Insert a Slide from Another File

Chapter 6: Organizing Slides

Move a Slide

Copy and Paste a Slide

Delete a Slide in Slide Sorter View

Make a Duplicate Slide

Hide a Slide

Zoom In the View

Go to an Individual Slide

Change Slide Orientation

Change Aspect Ratio

View Slides in Grayscale

Group Slides into Sections

Chapter 7: Working with Outlines

Display Outline View

Understanding How Outline and Slide Content Relate

Enter Presentation Content in an Outline

Move Slides and Bullet Points in an Outline

Promote and Demote Items

Collapse and Expand an Outline

Edit Outline Content

Insert Slides from an Outline

Chapter 8: Using Themes

Understanding Themes

The Anatomy of a Theme

Apply a Theme to Selected Slides

Apply a Theme to All Slides

Apply a Theme to a Section

Change Theme Colors

Modify the Background

Apply a Texture or Picture Background

Save Your Own Theme

Make a Theme the Default for New Presentations

Save a Template

Chapter 9: Using Masters

Understanding Masters

Understanding Slide Master Elements

Open and Close Slide Master View

Remove a Placeholder

Insert a Placeholder

Add a Footer

Add a Date

Set Up Slide Numbers

Insert a Graphic in Slide Master View

Work with Multiple Masters

Insert a New Blank Master

Preserve Master Slides

Rename Master Slides

Work with the Notes Master

Work with the Handout Master

Omit Master Graphics on a Slide

Create a Custom Slide Layout

Chapter 10: Adding Graphics and Drawings

Select Objects

Move Objects

Resize Objects

Change Object Order

Group and Ungroup Objects

Merge Shapes

Insert Clip Art

Draw a Shape

Add Text to a Shape

Add WordArt

Insert a Hyperlink

Add a Text Box

Apply a New Effect

Format Objects

Color with the Eyedropper

Arrange Objects with Smart Guides

Use the Grid and Guides

Nudge Objects

Align Objects

Flip and Rotate Objects

Chapter 11: Enhancing Slides with Action

Understanding Animations and Action Buttons

Embracing the Animation Pane

Apply an Animation

Preview an Animation

Add an Animation

Change Animation Effects

Change the Animation Trigger

Modify Animation Timing

Reorder Animations

Add a Motion Path

Remove an Animation

Apply a Transition

Remove a Transition

Advance a Slide after a Set Time Interval

Add a Transition Sound

Set a Transition Speed

Insert an Action Button

Chapter 12: Incorporating Media

Insert a Picture

Add a Border

Adjust Brightness and Contrast

Adjust Color

Crop a Picture

Remove the Background from a Picture

Using Artistic Effects

Compress Pictures

Using Layout Effects

Insert Media from the Internet

Insert Video and Audio Clips

Record an Audio Clip

Trim Video Clips

Trim Audio Clips

Insert a Screenshot

Create a Photo Album

Chapter 13: Finalizing a Slide Show

Send a Presentation for Review

Protect a Presentation

Add and Delete Comments

Review Comments

Select a Show Type and Show Options

Specify Slides to Include

Rehearse Timing

Record a Narration

Package a Presentation

Chapter 14: Printing Presentations

Using Print Preview

Print Slides

Print Hidden Slides

Print Handouts

Print Handouts with Microsoft Word

Print the Outline Only

Print Notes

Print in Black and White or Grayscale

Frame Slides

Chapter 15: Presenting a Slide Show

Get Ready to Present

Start and End a Show

Navigate Among Slides

Zoom In

Use the Pointer

Mark Up with Pen and Highlighter

Erase Annotations

Display Slide Show Help

Enable Presenter View

Use Presenter View

Switch to a Different Program

Chapter 16: Publishing a Presentation

Compare Presentations

Make a PDF Document from a Presentation

Create a Video of a Presentation

Save a Presentation as a Slide Show

Publish Slides as Graphics

Broadcast a Presentation

Save the Presentation to SkyDrive

Share the Presentation with SkyDrive

Teach Yourself VISUALLY™ PowerPoint® 2013

Published by John Wiley & Sons, Inc.10475 Crosspoint BoulevardIndianapolis, IN 46256

www.wiley.com

Published simultaneously in Canada

Copyright © 2013 by John Wiley & Sons, Inc., Indianapolis, Indiana

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ISBN: 978-1-118-51042-1

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Wiley, the Wiley logo, Visual, the Visual logo, Teach Yourself VISUALLY, Read Less - Learn More and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc. and/or its affiliates. PowerPoint is a registered trademark of Microsoft Corporation in the U.S. and/or other countries. All other trademarks are the property of their respective owners. John Wiley & Sons, Inc. is not associated with any product or vendor mentioned in this book.

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About the Author

William (Bill) Wood is a consultant who teaches the Microsoft Office Suite and develops programs with the VBA language. As a part-time writer, he has written books and classroom workbooks about Microsoft Access, Excel, and PowerPoint. He has a formal education as a Biomedical Engineer, a field in which he has worked for many years. He also continues his education in graduate studies at Milwaukee School of Engineering and Medical College of Wisconsin in the field of Medical Informatics. Bill also works as a volunteer member of the National Ski Patrol.

Author’s Acknowledgments

Thank you to the entire Wiley team for helping me complete another book — you are all very friendly and helpful. Special thanks go to Aaron Black and Jade Williams, who gave me their undivided attention when I needed it.

Thank you to Technical Editor Vince Averello for doing a thorough and detailed job. Thanks to Copy Editor Marylouise Wiack for being thorough. I write like an engineer and Marylouise gave my writing eloquence with her recommendations.

Special thanks to my sweetheart and wife, Shane, who kept things together while I took the time to write this book — it would have been difficult to do it without her help and support.

These people had a direct influence on this book, but thank you also to my friends who took an interest in this book and listened to me talk about it while I wrote it.

How to Use This Book

Who This Book Is For

This book is for the reader who has never used this particular technology or software application. It is also for readers who want to expand their knowledge.

The Conventions in This Book

Steps

This book uses a step-by-step format to guide you easily through each task. Numbered steps are actions you must do; bulleted steps clarify a point, step, or optional feature; and indented steps give you the result.

Notes

Notes give additional information — special conditions that may occur during an operation, a situation that you want to avoid, or a cross-reference to a related area of the book.

Icons and Buttons

Icons and buttons show you exactly what you need to click to perform a step.

Tips

Tips offer additional information, including warnings and shortcuts.

Bold

Bold type shows command names or options that you must click or text or numbers you must type.

Italics

Italic type introduces and defines a new term.

Chapter 1: Starting with PowerPoint Basics

Discover PowerPoint basics such as creating, saving, and closing a presentation. Each presentation you build exists in its own separate PowerPoint file. After showing you how to create a new presentation, this chapter teaches you how to find and open existing presentation files.

Introducing PowerPoint

Start PowerPoint and Explore the Start Screen

Start a New Presentation

Search for Templates Online

Save a Presentation

Find a Presentation

Open an Existing Presentation

Close a Presentation

Delete a Presentation

Introducing PowerPoint

With PowerPoint, you can create a professional-looking slide show. The PowerPoint program provides tools you can use to build presentations that include graphics, media, animations, and an assortment of ways to transition from slide to slide. It provides various views and user interfaces to suit your particular needs. These PowerPoint tools enable you to design and build a quality presentation. Many tasks start in Backstage view. To access this view, click the File tab on the ribbon.

Build an Outline

You can type text in outline form to build slides for your presentation. In the Outline view, an icon represents each slide, and each slide contains a slide title next to the icon. Second-level lines of text on the outline appear as bullet points on the slide. These bullets convey the main points you want to make about each topic.

Choose a Slide Design and Layout

A slide design applies preset design elements such as colors, background graphics, and text styles to a slide. A particular slide layout applied to a slide determines what type of information that slide includes. For example, a Title Slide layout has a title and subtitle. A Title and Content layout includes a title, plus a placeholder that holds a list of bullet points, a table, or other graphic elements.

Add Content

You can add content such as text, charts, and pictures to the slide in the Slide pane of Normal view. You can also insert text boxes that enable you to add slide text that does not appear in the presentation outline.

Work with Masters

A set of slide designs and a slide theme combine to create a set of master slides. Masters enable you to add content that you want to appear in a particular location on slides. This saves you from having to add repeating content, such as your company logo, to each slide. For example, you can set up the master so an identical footer appears on every slide.

Organize Slides

After creating several slides, you may need to reorganize them to create the proper sequence for your presentation. You can reorder slides in Slide Sorter view. This view shows slide thumbnails that you can move, delete, duplicate, or hide. You can also perform these actions on the Slides Thumbnail pane in Normal view.

Set Up Your Show

You can add narration, animations, and transitions to your slides. You can record a narration that plays when you give your presentation. Use animation to move an element on-screen, such as a ball bouncing onto the screen. Transitions control how a new slide appears on-screen — for example, a slide can fade in over the previous slide.

Run a Slide Show

After you add the content, choose slide designs, and add special effects, you are ready to run your slide show presentation. Tools appear on-screen during the slide show — they help you control your presentation and even enable you to make annotations on your slides as you present them. Presenter view shows your notes and provides a timer to ensure that your presentation is flawless.

Start PowerPoint and Explore the Start Screen

You can start PowerPoint from the new Windows 8 Start screen so you can begin designing a presentation. When you open PowerPoint 2013, the redesigned start screen appears automatically. From the start screen, you can start a new presentation or open an existing one. The start screen lists recently opened presentations and allows you to create a presentation from templates on your computer, or search for PowerPoint templates on the Internet.

Start PowerPoint and Explore the Start Screen

Turn on your computer.

Press .

The Start screen appears.

Right-click the background on the Start screen.

The All apps button appears.

Click the All apps button.

All applications appear on the Start screen.

Position the mouse pointer () at the bottom of the Start screen.

A A scroll bar appears.

Scroll across to find the PowerPoint 2013 icon.

Click the PowerPoint 2013 icon.

PowerPoint opens and displays the start screen.

B You can open a recently opened presentation.

C You can open a file from your computer.

D You can create a new presentation by clicking a template.

E You can search for a template on the Internet.

TIP

Is there a quicker way to open PowerPoint?

Repeat Steps 1 to 6.

Right-click PowerPoint 2013.

Click Open file location.

Click the Home tab.

Click Copy and the shortcut appears on your desktop.

Start a New Presentation

You can create a new presentation from the start screen when you start PowerPoint, or from the File tab on the ribbon (also known as Backstage View). You can create a new presentation from scratch or by using a template. Creating a presentation from scratch allows you to design freely without preconceived notions, while working from a template saves time and promotes ideas by starting you off with a certain look and theme. You can find templates on your computer, as well as on the Internet for free or for a fee. Your computer needs an Internet connection to download online templates.

Start a New Presentation

Click the File tab to show Backstage view.

Click New.

Templates available on your computer appear.

A You can choose a blank presentation.

B You can click the Pushpin button () to pin a template to this list ( changes to ).

Click the presentation template of your choice.

This example uses Organics.

A dialog box appears, showing a preview of the template.

C You can click the Close button () to cancel.

D You can click Back () or Forward () to view other slides from this template.

E You can click Back () or Forward () to view other templates from the list.

Click a color scheme.

The preview changes to reflect your preferences.

Click Create.

PowerPoint creates a presentation from the template.

TIPS

Is there another way to create a blank presentation?

Yes. When you launch PowerPoint from the Windows 8 Start screen, the start screen has an option to create a blank template. Simply click the Blank Presentation option.

Can I get templates from the Internet?

Yes. You can find many templates online, a lot of them free. Click the File tab, and then click New. At the top of the screen, click the Search online templates and themes textbox to start the process. A dialog box appears that allows you to search online.

Search for Templates Online

The larger your choice of PowerPoint templates, the greater the chance you will find one that suits your needs. Fortunately, there are literally thousands of PowerPoint templates available online. You can search for an online template by using the PowerPoint search feature, or an Internet search engine.

The PowerPoint search feature allows you to search by a keyword and shows you online presentation templates associated with that keyword. The search feature shows you a preview of the template and the name of who provided it, and then downloads the template for you! Remember to download only files from websites that you trust.

Search for Templates Online

Click the File tab to show Backstage view.

Click New.

Templates available on your computer appear.

A You can search by clicking one of the suggested searches.

Type a keyword in the search text box and click ().

This example uses Sports.

Click Search ().

PowerPoint shows online templates that match the search text.

B Click the Pushpin button () to pin a template to your list of templates ( changes to ).

Click the template of your choice.

A dialog box appears, showing a preview of the template.

C You can click Back () or Forward () to view other slides from this template.

D You can click Back () or Forward () to view other templates from the list.

E You can click the Close button () to leave Backstage view.

Click Create.

PowerPoint creates a presentation from the template.

TIPS

Do templates come in different sizes?

Yes. Templates come in two slide sizes. The 16:9 aspect ratio is for widescreen, and the 4:3 aspect ratio is for conventional monitors. Your choice of template may require you to change the aspect ratio. See Chapter 6 to learn about changing aspect ratios.

I need more space to work. Can I hide the ribbon?

Yes. To hide the ribbon, simply double-click a tab and the ribbon disappears except for the tabs. Then click a tab and the ribbon appears temporarily so you can execute a command. Double-click a tab again to show the ribbon continuously.

Save a Presentation

After you create a presentation, you should save it for future use. You should also save the presentation often while working on it to avoid losing any changes. Saving a PowerPoint file works much like saving any other Microsoft Office program file: You need to specify the location in which to save the file and give the file a name. If you want to save a presentation that has previously been saved, you can click the Save icon in the upper-left corner of the PowerPoint window to quickly save it.

Save a Presentation

Click the File tab to show Backstage view.

Click Save As.

Click Computer.

Click Browse.

The Save As dialog box appears.

Click the folder where you want to save your file.

This example saves to My Documents.

Click in the File name text box to select the text and then type a filename.

A You can click and drag the scroll bar to find more folder locations.

B You can click Newfolder to create a new folder.

In this example, the filename is WaterWaves.

Click the Save as Type down arrow () to change the file type from the default.

Note: If you choose a format other than the default PowerPoint format, you may see a prompt about an issue such as version compatibility. Respond to the prompt to continue saving.

Click Save.

PowerPoint saves the presentation and the Save As dialog box closes.

C The new filename appears in the title bar.

TIPS

I save presentations in a specific folder all the time. Is there a quick way to locate that folder in the Save As dialog box?

Yes. You can make your favorite folder the default local file location in the PowerPoint Options dialog box. When you perform a save, your favorite folder is the default location in the Save As dialog box. See Chapter 3 to learn how to change PowerPoint options.

Must I always use the Save As dialog box?

No. You can click the Save icon () on the Quick Access Toolbar or press +. To save a copy of your presentation under a new name, click the File tab, click Save As, and then specify a new filename and save location.

Find a Presentation

Sometimes you want to open a presentation file but you forget what you named it or you forget which folder contains it. Finding that file is very important because you need it not only to design the presentation, but also to present the slide show. If it is not on the Recent Presentations list in Backstage view and browsing for it is unsuccessful, you can use the PowerPoint search feature to locate the file. You can also use the search feature on the Windows 8 Start screen to locate it.

Find a Presentation

Use the Open Dialog Box

Click the File tab to show Backstage view.

Click Open.

Click Computer.

Click Browse.

Click the parent folder that you think may hold the file, even if you think it is in a subfolder.

Type a keyword in the search text box.

Note: PowerPoint searches filenames and file contents.

This example searches for Water.

As you type, the Open dialog box shows files containing the keyword.

If PowerPoint finds your file, click it.

Click Open

The file opens.

Use the Windows 8 Start Screen

Press + .

The Search screen appears.

Type a keyword in the text box.

Click the Search icon ().

Files that contain the keyword appear in the search results.

If PowerPoint finds your file, click it.

A You can position your mouse pointer () over the file to see details about the file.

The file opens.

TIP

I remember the date I last saved my presentation, but nothing else. How can I find it?

Repeat Steps 1 to 4 to start the search in the Open dialog box and click the search textbox. The textbox becomes a drop-down list, and on the bottom are two choices under Add a search filter. The two choices are Date modified and Size. If you click Date modified, a calendar appears — click a date on the calendar and you will see only files modified on that date. If you click Size, a list appears with ranges of file sizes — click one of the ranges to see only files of that particular file size.

Open an Existing Presentation

After you save and close a presentation, you must find it and open it the next time you want to use it — you need to open it to design it as well as to present the slide show. You can locate your presentation by using the Open dialog box to browse your computer for it. If you used the presentation recently, the quickest way to open it is to find it in the Recent Presentations list in Backstage view.

Open an Existing Presentation

Click the File tab to show Backstage view.

Click Open.

Click Recent Presentations.

The Recent Presentations list appears.

A You can click the Pushpin () to pin a presentation to the list ( changes to ).

If you find your presentation on the list, click it and PowerPoint opens it.

If your presentation is not on the Recent Presentations list, Click Computer.

B If you find your folder location in the Recent Folders, you can click it there.

Click Browse.

The Open dialog box appears.

Click the folder that contains the presentation file you want to open.

This example selects Documents.

Click the filename.

This example selects WaterWaves.

Click Open.

PowerPoint opens the presentation.

TIPS

Is there a way to keep my presentation on the Recent Presentations list?

Yes. To pin a presentation to the Recent Presentations list, position the mouse pointer () over a presentation on the Recent Presentations list and then click the Pushpin to the right of the name ( changes to ). To unpin a presentation, click Unpin ().

Is there a command for exiting PowerPoint?

No. The PowerPoint application automatically exits when you close your last presentation. If you want to close PowerPoint directly, click the Close button () in the upper-right corner of the PowerPoint window.

Close a Presentation

When you finish working with a presentation, you can close it. Closing the presentation gives you a less cluttered workspace on your computer and frees valuable computer memory to process other work that you need to do. If you share the file with others on a network, closing it allows them to access the file without worrying about sharing violations.

When you close a file with unsaved changes, PowerPoint prompts you to save the presentation to avoid accidentally losing your work. For more on saving a presentation, see the section, “Save a Presentation,” in this chapter.

Close a Presentation

Click the Close button ().

A message may appear, asking if you want to save changes.

Click Save.

A If you do not want to save the changes to your presentation, click Don’t Save.

B To abort closing the presentation, click Cancel.

The file closes, but PowerPoint remains open.

Note: You can also close the presentation by pressing +.

Delete a Presentation

Occasionally you will come across an old file while browsing for a presentation to open. This file may have out-of-date information or may be an unneeded backup copy. You can conveniently delete the file from the Open dialog box.

Deleting old files frees up space on your hard drive. However, you should make sure that the file is backed up somewhere in case you need it in the future.

Delete a Presentation

Click the File tab to show Backstage view.

Click Open.

Click Computer.

Click Browse.

The Open dialog box appears.

Right-click the file you want to delete.

This example deletes WaterWaves.

The submenu appears.

Click Delete.

The Delete File dialog box appears.

Click Yes.

PowerPoint deletes the file and puts it in the Recycle Bin.

Note: You also can browse files from Windows Explorer and delete any file.

Chapter 2: Navigating PowerPoint

Discover PowerPoint basics such as working in different views and navigating through PowerPoint. Knowing how to navigate through an application can save time, avoid frustration, and help you build a quality presentation. In this chapter, you learn the elements in the PowerPoint screen, and how to get help when you need it.

Explore Normal View

Navigate PowerPoint Views

Work with Ribbon Groups, Commands, and Galleries

Arrange Presentation Windows

Find and Use KeyTips

Using the Quick Access Toolbar

Resize the Notes Pane

Zoom to Full Screen

Navigate Slides

Using Help

Explore Normal View

PowerPoint offers several views that you can use to work on different aspects of your presentation. Having different views is important because certain views are better for performing certain tasks. For example, arranging slides is easiest in Slide Sorter view.

You will usually work in Normal view, where you can create, position, and format objects on each slide. In Outline view, you can enter presentation text in outline form and the text automatically appears on the slide.

A Navigation Buttons

You can change views using the command buttons on the View tab of the ribbon, or using the command buttons on the status bar. These buttons include Normal view (), Slide Sorter view (), Slide Show view (), and Reading view ().

B Slides Thumbnail Pane

The Slides Thumbnail pane contains thumbnails of each slide. The thumbnails are numbered by the order in which they appear in the slide show. You can click and drag the thumbnails to change the order of slides and you can delete slides from this pane.

C Slide Pane

The Slide pane is the largest pane in Normal view and shows a slide and all its contents. Here you can create and manipulate slide objects such as graphics and animations, and type text directly on to the slide.

D Notes Pane

The Notes pane appears below the Slide pane. You can enter speaker notes associated with each individual slide into this pane. You can then refer to these notes while presenting a slide show without your audience seeing them.

Navigate PowerPoint Views

In addition to Normal view, you can use Slide Sorter view to organize slides, Notes Page view to create detailed speaker notes, and Slide Show view or Reading view to display your presentation. Each view has certain tasks that are easier to perform in that particular view.

Outline View

Outline view has a pane that enables you to enter text into your slides in a familiar outline format. In this view, the Outline pane replaces the Slides Thumbnail pane. Top-level headings in the outline are slide titles, and entries at the second level appear as bullet points. The outline is a great reference if you need to write a paper to accompany your presentation.

Slide Sorter View

Slide Sorter view is the best view to change the order of slides, delete slides, or duplicate slides. In Slide Sorter view, you can click and drag a slide to move it. If you double-click a slide, PowerPoint changes to Normal view and displays that slide in the Slide pane.

Reading View

You can click Slide Show view () to present your show. Slides appear one at a time at full screen size. Reading view () is very similar to Slide Show view, but gives you more navigation flexibility because the status bar remains at the bottom of the screen. To exit either view, press .

Notes Page View

In Notes Page view, you can display each slide and the associated speaker notes as one full page. You can also type notes on the page while viewing your slide — this is the most convenient view for typing presentation notes. From the View tab, click Notes Page to work with this view.

Work with Ribbon Groups, Commands, and Galleries

You can find all the commands that you need to design and present your slide show on the ribbon. The ribbon is the user interface at the top of the PowerPoint window. Commands are necessary to design your presentation, and knowing their location allows you to find them quickly so you can work efficiently.

Related commands are grouped on the ribbon tabs. Commands are further arranged into groups on the tab, with the group names shown at the bottom of the group. Some command buttons include down arrows that display menus or galleries of commands when you click them.

Work with Ribbon Groups, Commands, and Galleries

Click any tab on the ribbon.

This example selects the View tab.

The commands for the particular tab you clicked appear on the ribbon.

Click the button or check box for any command.

This example selects Macro.

The Macro dialog box appears.

Click Cancel to cancel the command.

Click the down arrow () next to any button to display a gallery.

Note: Clicking a down arrow () displays a menu or menu.

Click the desired choice from the menu or gallery that appears.

Click a dialog box launcher ().

Note: A dialog box launcher () displays a dialog box when you click it.

In this example, the Grid and Guides dialog box appears.

Click OK to accept any selections you have made in the dialog box.

The presentation reflects any changes you made.

A For some ribbon commands, such as those on a contextual tab, you must first select an object on the slide before choosing a command.

B Note that the Drawing Tools Format tab does not appear until you click an object like a text box.

TIPS

How do I learn what a particular ribbon button does?

Position the mouse pointer () over the button, and a ScreenTip describing the button appears. You see ScreenTip that lists the button name, any available shortcut key, and a brief description of the button. By default, ScreenTip features are enabled, but you can disable them in the PowerPoint Options dialog box (described in Chapter 3).

What happens if I click the main part of a ribbon button that has a down arrow on it?

If the sole purpose of the button is to open a gallery or menu, PowerPoint does that. If the main part of the button executes a command, PowerPoint applies that command using either the settings you last used or the most commonly used settings for that command.

Arrange Presentation Windows