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In PowerPoint for Mac 2011 Essential Training, author David Rivers demonstrates how to create effective slideshows and dynamic presentations using the tools in Microsoft PowerPoint 2011. The course provides in-depth instructions for changing the look of presentations: using built-in and custom themes, formatting text, inserting tables and charts, adding pictures and SmartArt drawings, and adding animation. It also shows how to proof presentations and ready them for viewing, and gives details on the different ways to share presentations. Exercise files are included with the course.
If you're new to PowerPoint 2011, by far the biggest adjustment is the new user interface, specifically the Ribbon that appears across the top. We have different categories, which are indicated by the tabs, always giving you similar functionality group together, making them easier to find so you spend less time looking for functionality and more time actually doing your work. Inside those tabs, you're going to see groups. You'll see group titles across the top. Sometimes, you'll even see extra tabs appear and disappear, depending on what you're working.
This is context-sensitive, so you always have the tools you need when you need them. But the Ribbon itself is customizable. One simple thing we can do, if you want to create a little extra room to work, is to go over to the right-hand side and just click the little button - it looks like an arrow pointing up - to collapse the Ribbon. You'll still see the tabs, and when you need to go there, for example, if you want to add a chart, click the Chart tab, and there you go. You've got your Chart options. Go back into your slide and click somewhere on the slide, for example. You'll see those extra tabs appear. And then when you go back to the tab and click it, it collapses.
But if you like to see it always on your screen, click that little arrow that's now pointing down, and it will always be expanded. Let's just click off the slide. And it really doesn't matter what presentation you're working with at this point, because we're going to go into the Preferences. Now, you'll notice in the very far right, there is this little cog. So you can set your Ribbon Preferences and Tab order from here, or if you prefer, go up to PowerPoint > Preferences. You'll be taken to the PowerPoint Preferences window where you left off last time you used it, but there is a Ribbon button here as well that you can select.
And here's where you're going to see those defaults or Preferences. For example, under General, the Ribbon is turned on. Whenever you launch PowerPoint, you see the new Ribbon. If you just don't like it, you can't get used to it, you want to go back to the way it was, turn it off. Click the check box, click OK, and your Ribbon's gone. You're working with a menu bar and a toolbar, and that's very similar to previous versions of PowerPoint. But really, if you can get used to the Ribbon, you're going to save yourself a lot of time, just because of the way it's laid out. So let's go back to PowerPoint, then Preferences, and we'll turn that Ribbon back on, and just so we can see it, let's click OK. There it is.
It's back, and this time we'll go up to the far right-hand side of the Ribbon. We'll click the little cog to set our Ribbon Preferences. You can see right at the top, Ribbon Preferences. We'll give it a click, and it takes us right to our PowerPoint Preferences, looking at the Ribbon Preferences where we left off. Now, the Ribbon itself, when it's collapsed so you're just looking at the tabs, will expand when you open up a presentation because of this check box, but if you don't like that feature, you can turn it off; totally up to you.
And the little group titles that you see inside, for example, with Charts selected, we see Insert Chart - that's a group title, Data is another, Chart Quick Layouts another - if you don't like those, you can hide those. It gives you a little bit of extra space. I don't mind them, so I'm not going to hide them. Next, under Customize is where we start changing the look of our Ribbon. Starting with the Appearance, here you'll see the color, which is PowerPoint Orange, but if you don't like that, you can switch it to Graphite, the only other option. And then we get into the various tabs.
So, right at the beginning is the Home tab, then Themes, then Tables. That's the default order. The Home tab will always be there. You can't really adjust that. Notice it's grayed out. You can't select it. You can't deselect the check box, but you can with the others. For example, if you slide down and you decide, as a developer, you need those Developer tools, you can turn that on. Let's click OK. You'll notice there is a new tab now, the Developer tab, for doing things with macros and editing code and so on. We'll go back to the Home tab.
Let's go to PowerPoint and Preferences. And the other thing you can do is once you've chosen which ones you want to show or hide, is reorder them by clicking and dragging them. For example, if you don't want Themes showing up right after the Home tab - you'd rather have Tables because you go there more often - you can just drag Themes by clicking, dragging it down past Tables, over Chart let's say, and let go. Now you've got a reorder. It's going to be Tables, Charts, then Themes. Click OK to see that change.
So you can totally customize the order of your Ribbon tabs. Let's go back now to the cog on the right-hand side. We'll select it and choose Customize Ribbon Tab Order. When we do that, this is another way. You'll notice that each of the tabs now appears with a little X next to it, so we can turn them off if we don't need them. Let's turn off the Developer tab by clicking the X. It's gone. And if you want to reorder things like bringing Themes back, just click and drag it next to the Home tab, and that's another option for manipulating your Ribbon.
When you're done, you can click the Done button. And at anytime, if you want to go back to the defaults, you can click Reset as well, and it will reset things and close it up, so you're back to working with the Ribbon. So, although the Ribbon is new and it's laid out in a way to make it easier for you to find commands and to save you some time and effort, it's totally customizable, so you can make it work the way you want.
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