Join David Rivers for an in-depth discussion in this video Understanding the interface, part of PowerPoint 2008 for Mac Essential Training.
In this lesson we are going to take a brief tour of the user interface which has changed from the previous version of Microsoft PowerPoint here on the Mac. Of course, if you are upgrading to this version there are some things that have remained the same so you won't be totally lost in this new environment. For example, at the very top of your screen we still have our menu bar here in PowerPoint starting with File, Edit, View all the way across to help. As you may know clicking on any of these menu headings does display a pull-down menu. Here under the File Menu we will find a number of file related commands like opening, and closing, and saving, and printing.
And as we move across to the Edit Menu we will see editing commands like cut, copy, and paste. Notice that some of these are shaded, in other words they are not usable at this time; there is nothing to cut or copy, we haven't selected anything. So PowerPoint is good at showing you the commands you can use like pasting here, selecting, deleting slides and so on. As we move through the menus you will see some menu items that have checkmarks next to them, for example, under the View Menu we are currently in the Normal view but we have got other views to choose from like Slide Sorter, the Notes Page, the Presenter Tools, and the Slide Show itself.
Down below we have also got another section here with Header and Footer, Comments, and Grayscale. Some of these may or may not be checked off for you. Under Toolbox we will see that we have the ability to turn on or off the option that will show up in our Toolbox on the right hand side of the page, we will get there in a moment. Right now you can see the default view is the Formatting Palette, we can change that to any of the other options in the Toolbox. We have the Elements Gallery down below. We can access it here from here or right from our UI.
I will show you that in a moment and here is where we access our Toolbars which toolbars are currently being viewed. Remember, we are in the View Menu so everything we select here has to do with what we are viewing. In this case, the Standard toolbar is being viewed and we will get to that momentarily. We have also got a Formatting toolbar, Outlining, Reviewing, Tables and Borders and a Drawing toolbar, that can be turned on or off from this little sub-menu that appears next to our triangle on the toolbars menu command. So here is where we can get our Rulers, our Guides, our Zoom levels but quite often when you move through the menus in the Menu Bar you will find options and shortcuts to those commands through our toolbars.
That's where we are going to go next. Down below our Menu Bar is our Standard toolbar. We saw a moment ago from the View Menu that the Standard toolbar is currently turned on or being viewed. So here we have shortcuts to some file commands that we saw in the File Menu like creating a new one opening existing file, saving and printing. We have some editing commands like Undo and Redo showing up here in this little section. Notice the little separators between the various sections. So we have got some options over here for inserting things like Text Boxes, Picture, Shapes, Tables, and Media.
Then we have got options over here for inserting New Slides and running our Slide Show. You've got the Gallery and notice that the Toolbox is currently selected, in other words, it is depressed. If I was to click on Toolbox it could happen over here on the right hand side my Toolbox disappears, but I can turn it back on right from here. Of course, I can do that from the View Menu as well. So again the toolbars are going to give shortcuts to some of the more commonly used commands. Anything in PowerPoint is you can manipulate that toolbar to show those commands that you use most often.
We will get to that later on as well. Now right below the Toolbar is the Elements Gallery and this is brand new to Version 2008. You can see I have got tabs up here for Slide Themes, Slide Layouts, Transitions, I have got a table tab here for Table Styles, Charts, SmartArt Graphics, and WordArt. We will be covering all of these but the new thing about the Elements Gallery is you have quick and easy access to the elements that will make up your slide presentation. For example, if I wanted to change the theme of my new blank presentation here clicking Slide Themes opens up the gallery.
Now you will notice that the Gallery button is also depressed here, yet another way to view our Elements Gallery and under Slide Themes you can see we've got Built-in Themes, themes in this current presentation, Custom Themes, or All Themes. We can move through those different themes selecting a theme for our presentation. We will cover this in detail as move through this title. We have also got Slide Layouts, we have got Transitions we will talk about those later on in this title. Tables, we will be working with in another chapter, same thing for Charts, SmartArt Graphics and WordArt, all accessible from here.
So we will be using our Elements Gallery on a regular basis as we move through the lessons in this title making use of some of these quick and easy shortcuts. Now to close up the Gallery we can click the Gallery button or click on the tab that is currently selected to collapse the Elements Gallery to focus in on our slide presentation. Now over here on the right is the Toolbox. Now notice that the Formatting Palette, this first button is currently selected. We saw from the View Menu that we can make it the default right here from the Toolbox section.
So I am going to deselect by clicking outside the menu and just show you that we currently have the Formatting Palette being viewed and this is context-sensitive. All that means is depending on what you are using or working with in your presentation this Formatting Palette is going to change to always give you the tools and options you need when you need them. For example, if I was to insert a table I am just going to do this quickly a 2x2 table. You will notice that I have got some new sections in here like the Table section which is opened up for me, Borders and Shading, lots more options and what I say a moment ago before the Table.
Now I am going to click Undo, I am going to close up my Table Styles section of the Elements Gallery and you can see its gone back to just a few sections here, Font, Document Theme and Slide Background. So it all depends on what you are working with in your presentation what you are going to see over here in the Formatting Palette. Now the other palettes that show up here in the toolbox include our Object Palette and here you can see we have got access to Shapes, Clip Art, Symbols and Photos. So if you have got iPhoto and you have got a collection in there you can go directly to those photos using the Photos section here on our Object Palette.
We will be doing this later on as well. I have got quick and easy access to my custom animations if I want to create them here. I have got a Scrapbook; I have also got over here my Reference Tools, we will be looking at those later, its like the Thesaurus, Encarta Encyclopedia, Dictionary and so on. Compatibility reports are important if you want to make sure that your presentation is compatible with someone elses version of PowerPoint there are ways to check the compatibility issues and then projects at the end. Let's just go back to the Formatting Palette; we will get through all of those as we move through this title and the various lessons.
Now over here on the left hand side of your screen is our Navigation Pane and currently you can see when we start a brand new blank presentation like we did in the previous lesson that I have got a blank slide showing up here. I have got one slide, this is the actual slide and this is the thumbnail representation of that slide. So imagine a presentation with many, many slides I can move quickly through those slides just by clicking them here in the Navigation Pane. If I prefer to work in an Outline View I have got a second option up here. I can view slide thumbnails or I can go over to my Outline View and here I am going to see the contents of the slide as far as text goes on the slide.
So if you want to work with text it is quite often easier to be in outline mode. You will see all of your text here and you can move through the various slides and we will do that again as we create some slide presentations in the upcoming lessons. I am going to flip back to slides to see the slide thumbnails over here in the left. Now down at the bottom we also have our Status Bar with some View buttons, so shortcuts again from the View Menu. We can go to our Normal View, which we are currently in right now. This is an ideal view for viewing your slides as well as editing your slides.
Now if you need to manipulate the order of your slides and other common view is our Slide Sorter View; clicking on this is going to show you thumbnails of all your slides so you can pick them up and move them around, we will do that a little bit later on. And to view your slideshow, to preview it, for example, or just to present in front of people you can access your Slide Show button down below and you can see we have got one blank slide right now pressing Esc gets you out of that and we are going go back to our Normal View. Now you also see some information down below.
Here you will see that we are at Slide 1 of 1 as we have start adding new slides and creating them, you will always know where you are in your presentation down here in the bottom right-hand corner, and of course, we can manipulate the size of this window if want to stretch it out. I like to have mine, right up against my Toolbox here so that I can see all of my slides as well as information here in the Toolbox. Down below we have got our slide here actually showing up with sections in the slide, a default title slide, where we can put a title and a subtitle.
We will get to that in an upcoming lesson. But down below we have also got a note section and we can click and drag this separator to increase or decrease the area that is reserved for adding notes. So if you want to add notes to your presentation, notes that are not seen in the presentation itself, but notes that you can use while presenting, here is where they go down here and again we will do some of this as we move through the lessons in this title. Right now although we just want you getting comfortable and familiar in your new surroundings, so hopefully you are feeling a little bit better about this new user interface in PowerPoint 2008.
In the next lesson we are going to look at opening and closing presentations from our new UI.
- 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