- View Offline
- Opening, closing, and navigating presentations
- Adding and removing slides
- Printing presentations
- Designing and editing themes
- Applying effects to themes
- Working with text
- Proofing content
- Inserting photos and graphics
- Editing and formatting tables and charts
- Animating presentations
- Viewing and sharing presentations
Skill Level Beginner
Alright. Continuing on our theme of changing defaults and preferences here in PowerPoint 2008, we're going to change our focus over to your user interface now. I'm talking about modifying toolbars and menus, changing where they appear, how they appear and what appears on them. So it really doesn't matter what presentation you have open at this point. I'm still working at the same presentation as the previous lesson, UC12 from the lesson 12 folder of the exercise files but we're not going to work on the presentation itself. We're going to focus in now on your UI.
Now the user interface that you're seeing now is pretty much the default here in PowerPoint. You've got a menu bar across the top with File, Edit, View, all way over to Help. The Standard toolbar appears below it with the standard buttons that we see here grouped together in this order. This is pretty much the default. The Elements Gallery shows up down below. It's not expanded or opened up but the tabs appear here. Notice that I've got rulers as well showing up. We talked about them in the previous lesson and the buttons that you see here on the Standard toolbar appear with a little graphic and some text underneath them. These are all options we can change and we're going to do that right now. Instead of going to the PowerPoint menu and then down to Preferences like we did in the previous lesson, to change our UI, our toolbars and our menus, we actually go to the View menu.
I'm going to click on View and before I go down to Customize Toolbars and Menus right here, I want to take you back up to Toolbars to show you that there's one check mark here next to my Standard toolbar. That means I'm currently viewing it but I'm not seeing these toolbars: the Formatting toolbar, the Outlining toolbar, the Reviewing toolbar. We saw this in an earlier lesson when we were working with comments and collaborating on a presentation. There's a toolbar just for tables and borders and one for drawing as well. None of these are being viewed unless I click on them.
So I'm going to click on Formatting, and that opens up my Formatting toolbar. You see all of the formatting options. If I click on some text in a slide, I can go here to change fonts and sizes and appearances, alignment, bullets and numbering appear here as well. We talked about this briefly in a previous lesson and there's really not much point to having it show up here if you're using your Formatting palette. You'll see all of those options over here as well. So thanks to this Formatting palette that's now part of the toolbox, we don't necessarily need all those toolbars we did in the past.
So we can go back up to our View menu, come down to Toolbars and turn it off the same way we turned it on, by clicking on it here in this little side menu. Now what if it is something that you like to have up there open all the time' You don't want to have to start PowerPoint each time, go in up to your View menu and turn it on. If you want it on by default the way you do that is go to the View menu, but this time, we will go to Customize Toolbars and Menus, we will give that click. So this little dialog box opens up now and you can see things that changed slightly up above. I'll keep this down here so you can see all of the buttons on my toolbar. Look at my menu bar. It's kind of collapsed here. It's squished together and these are little drop downs now. You can see all of the commands but I'm not actually using them here. I'm just viewing them because here's where I go to manipulate my menus and my toolbars. So back to our Customize Toolbars and Menus dialog box here.
Make sure that Toolbars and Menus is selected. It should be by default unless you were under Commands the last time you opened this up. And you'll see a check mark next to Menu Bar and Standard toolbar. Those are the two that show up by default and the Reviewing, Outline, Tables and Borders, Formatting toolbar, we saw a moment ago- they are not visible by default. We have to go turn them on manually but if it is something that you want to use on a regular basis, you click the checkbox here. It shows up in the background. That's how it is going to appear and notice that over here, down on the right hand side, we've also got checkboxes for the ability to dock or undock some of these toolbars. For example, the Formatting toolbar, which is docked currently underneath my Standard toolbar up here, can be a floating toolbar if I want to be able to move it around. I simply deselect the check box here and now if I go over to the left hand side of my Formatting toolbar, I can click and drag it to other locations on my screen.
It's now a floating toolbar. I'm going to slide it back up into position at the top and dock it by re-selecting the check box. My Standard toolbar is also docked and it has to stay docked. You have no option there to float the Standard toolbar. The rest you can. Alright. The other option is to create your own toolbar, so if there's certain commands that you like to use on a regular basis, you can create a brand-new toolbar and when you do that, you give it a name. A custom one. I'll call it Dave's Toolbar and click OK.
It's down here at the bottom. It's turned on by default, and now you can see this little toolbar here. It's kind of hard to find. I'll move it over here, on top of my slide. There is nothing in there and now it's time for me to start adding commands to it. And that's where the Command section of this dialog box comes in handy. So I'll click on Commands. All Commands is selected here. That means as I scroll down here you see every possible command, but let's say there's certain file commands I like to use. I'll click on File here in the Categories drop-down and let's say it opening and closing is something I do on a regular basis. I'll drag that right inside there. The No sign means I can't drop it but when I get inside the toolbar I can release. Close is another one. That's not part of my Standard toolbar. Maybe you'd like to do that. Well, you can add the Close button to your Standard toolbar as well.
Notice when you move up to the Standard toolbar, there's a separator showing you where the button is about to appear. So I'll go right between Open and Save and release like that. So I've got it there. I've also got it here. Now as I scroll down through this list of File commands. Maybe Save is one that I like to use on a regular basis. That's already part of my Standard toolbar. Maybe there's some editing commands I like to use like Undo and Redo. I'll bring Undo into my new toolbar right there.
I'll bring in Redo as well. And you see how it's starting to grow now. Maybe Cut, Copy and Paste are options you like to use. They don't appear up here on our Standard toolbar. I'm going to put Cut right up here, along with Copy, and Paste as well. So as I scroll down here in the Edit commands, Paste is an option. You see I'm expanding my Standard toolbar, but I can also be creating my own toolbar that can be floating and I can put that anywhere I want. So you've got all of these categories to choose from. These are pretty much your menus that you see across the top in the Menu bar.
So all of these options and commands appear grouped together so you can put them into the Standard toolbar or any toolbar for that matter. When you're done with the toolbar you can close it by clicking the Close button, up here in the top left corner. I'll go back to Toolbars and Menus. Dave's Toolbar appears down here and I decide I don't need that. So as long as it's selected, and here it is right there. I can click the Delete button. I'll be asked to confirm that by clicking OK. Dave's Toolbar is now gone.
Just before we look at some of the other options down below, keep in mind that any of the changes you make to your Standard toolbar or even your menu up at the top, notice I can go to the File menu here and move things around. Maybe Save belongs under Save As. I can click and drag that down. And now I come up here, you can see that Save As comes first and then Save. You have full control over how your menus and your toolbars appear. There are some other options but if it gets a little bit messy, it's good to know you can always go back to the beginning.
In other words, reset to the default where you started. I'll click on my Standard toolbar where I have added some buttons and I'll reset this by clicking the Reset button and say OK. So those buttons I added are now gone. I'm back to the old default when I first launched PowerPoint. Same thing goes for the menu bar. If you've made some changes, you can always reset it back to the default and we're almost ready to click OK, but down below there are some checkboxes you need to know about. The reason we see each of these buttons with a graphical icon and some text underneath it is because this check box, Show Icon and Text is selected. But if we deselect that, it's going to look a little bit different. It's just the icon, and you'll notice down below Show ScreenTips for toolbar commands is also an option takes up a little memory, but when you hover over them, you get to see a little bit of information about what the buttons going to do.
That's especially handy if you turned off the text part of the button. I'm going to turn it back on. You also have over here Show shortcut keys in the ScreenTips. Those little screen tips that pop up don't normally show you what the keyboard shortcut is, but if you like to see that, turn that on. Show typefaces in font menus is something that is turned on by default as well. So when we go to a Font menu and click a dropdown, we don't just to see the name Arial Black. We see the actual typeface for that font, and that's because this is checked off.
So when we click OK, any changes we've made are now locked in and saved and you can see over here as I hover over some of these, some of them will have keyboards shortcuts, like a Redo Document Theme, or the Redo button, is Command + Y. You can see there's nothing to undo. As I cover over the Print button, I see the screen tip plus, in brackets at the end, Command + P is the keyboard shortcut. You have full control over what appears on your screen. Here down below is my Formatting toolbar that I checked off so I don't have to go in and turn them on anymore. At anytime if you need to make changes again remember it's View, Customize Toolbars and Menus.
I'll turn off my Formatting toolbar and click OK. It stays off until I turn it on manually.
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