Join David Rivers for an in-depth discussion in this video Exploring the new Ribbon interface, part of Migrating from PowerPoint 2003 to PowerPoint 2007.
When you launch PowerPoint 2007, the first thing you see is the User Interface and it really looks like no other version before it. So, we're going to spend some time now getting acquainted with this new Fluent User Interface. We'll start right at the very top with the title bar. Some things are different, yet other things have remained the same, such as our title bar showing us the name of the application PowerPoint, and the name of the presentation we're working on. If you're starting a new presentation, you'll see the default naming here, which is Presentation followed by a number. In the top right-hand corner, you've got our Minimize, Restore and Close buttons.
If we flip over to PowerPoint 2003, we see the exact same thing, a title bar containing the name of the application, the name of the presentation. They are reverse, but still there. In the top right corner, we've got our Minimize, Restore and Close buttons. Then we see, below that, our menu system, and then we've got toolbars showing us some of the commands that appear in those menus with easy access via these toolbars. When we go over to PowerPoint 2007, it's a little bit different.
There is really no toolbars, except for this one called the Quick Access toolbar, which is totally customizable. Here, you can place commands that you use most often, such as Save, Undo and Repeat, the default buttons. When you click the dropdown next to it, you can add any of the commands that appear here as presets, or even go to More Commands if there are other commands you want showing up on the Quick Access toolbar. So, you can add and remove all the buttons you want. What's really different though is what appears in the very top left corner, the Office Button, and you could think of this as a fancy File menu.
When we click the Office Button, we see file-related commands, such as creating a new file or a presentation, opening, saving, printing and so on. Some of these are expandable, such as Save As. When you hover over Save As, it opens up a submenu with the Save As options. The commands that don't have an expandable menu simply displays the recent documents and they'll be listed here. As you start to work with presentations in PowerPoint, the most recent ones will appear on this list. By default, it's about 16 of them.
But if there's any presentation that you go back to on a regular basis, maybe it's a presentation you do monthly, for example, you might want to pin it to this list by clicking the pushpin. No matter how many presentations you work with, it will always appear as one of the recent documents. You can unpin it by clicking the same button. Let's click Open. If you've got the Exercise Files, we'll open one called Two Trees AGM, and it now appears on our screen. Let's go back to PowerPoint 2003, now for a second.
We don't have an Office Button in the top left-hand corner, but we do have the menu bar. If we click the File menu, there is New, Open. There is Save and Save As. We don't see the expandable menu for Save As. There is Permission. It does have an expandable menu, and printing, et cetera. So, the Office Button kind of replaces that. When we click outside the menu, we close it up. Then we see these toolbars, the Standard toolbar, the Formatting toolbar, even one down below for drawing things, the Drawing toolbar. These toolbars are placed to round our User Interface, giving us quick and easy access to many of the commands that appear in the menu system.
When we go back to PowerPoint 2007 now, you'll notice we don't see the toolbars surrounding our User Interface. Instead we've got, what's really brand new and innovative, the Ribbon. The ribbon is divided into tabs, starting with the Home tab containing various groups of commands - and you can see the group names at the bottom - for working with many of the common tasks and functionality here in PowerPoint, so Formatting, and Paragraph formatting, Drawing, et cetera. Now the logical format that you see when going through the tabs, if you want to insert something into your presentation, you would go to the Insert tab.
You've got access to pretty much everything, Tables in its own group. Illustrations are grouped together, Links, Text. When we go to Design, we'll see design- related functionality for working with our presentation's design. Animations, everything grouped together here, Transitions and individual animations for objects and so on, all available in one easy location, Slide Show options and so on. When we go back to the Home tab, you may be looking for a specific command that's simply not showing up on the ribbon.
For example, if we click anywhere in our presentation and we highlight some text, such as Annual General Meeting, by clicking-and-dragging across it, we want some of the font functionality, well, we go to the Font group here on the ribbon using the Home tab, we don't see what we're looking for. You'll notice that many groups contain this dialog launcher, and all this is going to do is open up the dialog box you might be used to using in previous versions, in this case, the Font dialog box with the Font tab. And here is where we can go to adjust things like Character Spacing, for example.
These are items that don't necessarily show up on the ribbon, but we have access to them from the ribbon. We'll just click Cancel and click anywhere in the blank area on the slide. Let's switch back to PowerPoint 2003 for a moment. If you needed to access help, you would go to the Help menu. It was always a last item on the menu bar, and here you would see the various help options, including getting Microsoft Office Online help. And you'll notice the keyboard shortcut F1. When we go back to PowerPoint 2007, we don't have that menu bar, and we don't have a Help tab on the ribbon.
Instead, you go to the very far right -hand side, where you'll see a button with a question mark. Clicking this is going to open up the Help feature and functionality built into PowerPoint 2007. Now from here, you've got access to all kinds of Help functionality, and you can see the different categories as well. You've also got a Search field where you can search for help on a specific topic. We'll just close this up and F1 is still the keyboard shortcut for accessing that dialog box. Now other areas that have remained the same is the Navigation pane over here where we can access our slides quickly and display them here in the main area.
Down below, we can add notes and we can change that by clicking-and-dragging the border to add more notes if we need more space. We've got our View buttons as well, at the bottom of the screen. In PowerPoint 2003, we could also access our View buttons and we had our Navigation pane on the left-hand side. So, while many things have remained the same, there have been a number of changes to the User Interface here in PowerPoint 2007 to make you work more efficiently and be more productive, so you spend less time looking for commands and more time actually getting your work done.
- Comparing the PowerPoint 2003 and 2007 interfaces
- Working in a mixed PowerPoint environment
- Dealing with file compatibility issues
- Changing the default file format
- Using keyboard shortcuts
- Working with the Compatibility Pack
- Performing common tasks with the Quick Access Toolbar
- Creating custom layouts
- Animating presentations in PowerPoint 2007