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Understanding the Ribbon interface

From: PowerPoint for Mac 2011 Essential Training

Video: Understanding the Ribbon interface

If you're brand-new to PowerPoint or if you've migrated from earlier versions of PowerPoint on the Mac to PowerPoint 2011, you're going to notice an extensive change to the user interface. It's important we get comfortable in our surroundings, so we're going to explore the new Fluent user interface, including the new Ribbon. And to do that, we're going to open up an existing presentation. So, let's start at the very top of our screen. At the very top we still have what we call the menu bar, with menu items like File, Edit, View, all the way across to Help. And clicking these headings will display a pop-up menu. For example, if we click File, we're going to see File commands, including one for opening.

Understanding the Ribbon interface

If you're brand-new to PowerPoint or if you've migrated from earlier versions of PowerPoint on the Mac to PowerPoint 2011, you're going to notice an extensive change to the user interface. It's important we get comfortable in our surroundings, so we're going to explore the new Fluent user interface, including the new Ribbon. And to do that, we're going to open up an existing presentation. So, let's start at the very top of our screen. At the very top we still have what we call the menu bar, with menu items like File, Edit, View, all the way across to Help. And clicking these headings will display a pop-up menu. For example, if we click File, we're going to see File commands, including one for opening.

Notice that keyboard shortcuts appear next to many of these commands. So in this case Command+O would accomplish the same thing as clicking Open, so let's do that. This displays a file named NewHire.pptx. That's the extension for PowerPoint presentations. So, we'll select it. You'll see a thumbnail representation of the first slide. Just to confirm that's what you're looking for, click Open, and you will have opened up the presentation. And now we're going to take that tour of the user interface.

So, we already know that we have the menu bar across the top of our screen. This displays all of the commands. So they are all hidden in these menus. But there are other options for accessing those commands. So, we're going to move down to the toolbar. Now the toolbar does have shortcut buttons for creating a new presentation or creating a new one from a template. There is a shortcut for opening a presentation, the icon of the folder opening up, clicking that will take us to that open window where we can select the file to open. We can save, print.

You'll see some other ones here for editing, cut, copy and paste; for example, undo and redo. These are standard buttons that appear on the toolbar. We also have a Search field over here on the right-hand side of our toolbar. What's really brand-new though to PowerPoint 2011 is the Ribbon that appears just below the toolbar. With Home selected, you're going to see many of the more commonly used commands when working on a presentation, so for example, if we wanted to add new slides, change the layout or add sections or remove sections.

When we select something on a slide, just click anywhere on the first slide such as the logo for Two Trees Olive Oil Company, you'll notice something different happens now. While the Home tab is still selected but Format Picture appears. So we have a number of formatting options that appear for inserting text and pictures, and so on. If we click on some text inside our slide, you can see it just turns into format. And now all of our Format commands are available to us for changing text, changing the font, the font size, and the appearance, such as bold, italics and underlining and the font color and adding shadows, and so on.

You also have the ability to change things like the alignment of our text. All of these options under Paragraph appear available to us because we've selected a textbox. So, it's context-sensitive, meaning depending on what you select by clicking, you're going to see different options available to you, and the Ribbon interface has many more tabs. So if you want to go to Themes, for example, and choose a different theme for your presentation, you could do that. Then you'll see a Tables tab for all the tables-related commands. They're all located in one easy-to-find location.

This is designed to save you some time, so you're actually doing more work and spending less time searching for commands. There's Charts, SmarArt. Want to work with transitions in your slides? You have a Transition tab on the Ribbon, and all of your transition options appear here, including some previews and some options for adjusting those transitions. Same thing goes for Animations, if you're working with objects on the slide, Slide Show tab for your slideshow, timings and rehearsing and action settings, and so on. And then we have a Review tab, where you'll see all kinds of cool things, like creating these sticky notes, comparing presentations, adjusting permissions, even sharing your presentation by mail if you wanted to, as an attachment.

If you just click off the edge of your slide and nothing is selected, you'll see certain objects are grayed out. They're not available to you. Some disappear. If we go back to the Home tab, you can see we've got all of our standard tools now available to us. It is context-sensitive. Down on the left-hand side, your Navigation pane for moving from slide to slide. You can use this. You can scroll through your presentation using the scrollbar. If you don't want to actually view this pane, there is a close button that allows you get it out of the way, so you can zoom in on your slide and have more room for working on your slide. In the bottom right-hand corner is a slider, a zoom slider that's going to allow you to zoom into your slides.

You can see, for me at least, it's set to 50%. We can click and drag the slider across to the right to increase, drag it to the left to decrease, until you find the exact size you want. You'll also see, next to that zoom slider, we've got this little button here that will create a fullpage view of our slides, so it fills the entire screen. In this case, it happens to be 96% on my particular monitor, with my display settings. So, you can adjust that whatever you like. I'm going to go down to about 81%.

If you want the Navigation pane back, you can just go to the left-hand side you'll see these three dots, and when you hover over that, your mouse pointer changes. That allows you to drag this out, so just click and then drag to drag it out to the right, and the further you go, the wider it gets and the bigger the thumbnails appear. So, it's up to you how big or small you want these thumbnails to be in your Navigation pane. There is an area down below for adding notes: these would be speaker notes or just notes to yourself that you wanted to remember when addressing the slide.

And then you have some buttons in the bottom left-hand corner for changing your views. We're going to be talking about those views a little bit later on. So those are the basics of your user interface. The big change of course is the new Fluent user interface that makes use of the Ribbon and the various Ribbon tabs. Now that you're feeling a little bit more comfortable in your surroundings, it's time to start using this.

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This video is part of

Image for PowerPoint for Mac 2011 Essential Training
PowerPoint for Mac 2011 Essential Training

63 video lessons · 21165 viewers

David Rivers
Author

 
Expand all | Collapse all
  1. 4m 11s
    1. Welcome
      1m 20s
    2. Understanding PowerPoint
      2m 4s
    3. Using the exercise files
      47s
  2. 15m 58s
    1. Exploring the Presentation gallery
      4m 17s
    2. Understanding the Ribbon interface
      6m 7s
    3. Navigating presentations
      2m 56s
    4. Customizing the UI layout
      2m 38s
  3. 32m 42s
    1. Creating new presentations
      2m 56s
    2. Adding, removing, and arranging slides
      7m 5s
    3. Saving time with Outline mode
      5m 15s
    4. Separating slides into sections
      8m 37s
    5. Checking compatibility
      3m 15s
    6. Saving your presentations
      5m 34s
  4. 35m 23s
    1. Using themes
      4m 58s
    2. Creating your own themes
      2m 42s
    3. Changing the background
      5m 33s
    4. Designing slides
      3m 12s
    5. Working with slide layouts
      3m 58s
    6. Working with slide masters
      5m 51s
    7. Using headers and footers
      4m 25s
    8. Using and creating templates
      4m 44s
  5. 30m 14s
    1. Adding text with text slides and boxes
      3m 37s
    2. Adding text to a shape
      2m 16s
    3. Formatting text on a slide
      5m 42s
    4. Changing character direction
      4m 11s
    5. Creating lists using bullets and numbering
      5m 25s
    6. Changing spacing and indents
      4m 17s
    7. Finding and replacing content
      4m 46s
  6. 25m 28s
    1. Adding a table to a slide
      4m 47s
    2. Editing and formatting tables
      4m 25s
    3. Pasting a table from Excel
      5m 11s
    4. Inserting a chart
      5m 42s
    5. Pasting a chart from Excel
      5m 23s
  7. 26m 40s
    1. Inserting pictures and clip art
      2m 18s
    2. Replacing and adjusting pictures
      6m 40s
    3. Drawings and SmartArt
      6m 29s
    4. Adding video to a slide
      5m 53s
    5. Adding sound to a presentation
      5m 20s
  8. 18m 7s
    1. Using a template with animation
      5m 35s
    2. Animating objects on a slide
      6m 1s
    3. Using slide transition effects
      6m 31s
  9. 15m 7s
    1. Checking spelling
      5m 25s
    2. Finding synonyms, definitions, and translations
      4m 23s
    3. Setting AutoCorrect options
      5m 19s
  10. 40m 53s
    1. Using speaker notes
      3m 50s
    2. Showing and navigating a presentation
      4m 56s
    3. Using pointer options
      3m 59s
    4. Using presenter tools with two screens
      3m 44s
    5. Creating a self-running slideshow
      6m 40s
    6. Playing a self-running slideshow
      3m 44s
    7. Adding hyperlinks to a presentation
      5m 7s
    8. Using action buttons
      8m 53s
  11. 28m 5s
    1. Using comments
      3m 58s
    2. Printing notes, handouts, and slides
      4m 17s
    3. Sending a slideshow to iPhoto
      2m 57s
    4. Creating PowerPoint pictures
      2m 43s
    5. Creating a PowerPoint movie
      3m 56s
    6. Creating a PDF presentation
      1m 49s
    7. Creating custom slideshows
      3m 57s
    8. Broadcasting a presentation over the web
      4m 28s
  12. 8m 52s
    1. Changing PowerPoint preferences
      3m 29s
    2. Customizing the Ribbon and toolbars
      5m 23s
  13. 22s
    1. Goodbye
      22s

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