Join David Rivers for an in-depth discussion in this video toolbars and menus, part of PowerPoint 2003 Essential Training.
The various toolbars and menus you see the first time you launch PowerPoint are there by default for ease of use. Now, they are set up in a way that also makes it easy to move from one Microsoft application in the suite to another, and feel comfortable and familiar in your surroundings. Many of the most commonly used features are visible as buttons on these toolbars, but we are not limited to what we see. There are many more toolbars to explore. We can create our own toolbars, and we can change the way they appear on our screen. So, let's give this a try.
The first thing that I want to review is that each of these toolbars - and you can see the Standard toolbar and Formatting toolbars are showing right now by default - they each have these little dropdowns, because there are a lot more buttons than what we're seeing on these toolbars. So, for example, if the Save button is something I use on a regular basis, I don't want to have to be searching for it down here. But when I hit the Save button and I go ahead and save a document - I'm not going to do this right now, I am just going to close this - but you do notice that on the Standard toolbar, my Save button has appeared, and it will stay there unless it becomes a less frequently used icon.
But it is definitely one that I am going to use on a regular basis. Same thing for the Formatting toolbar. All the way over here to the right, you can see there is a dropdown, and there a number of other formatting options that appear on the Formatting toolbar. As I use these, they will appear on the Formatting toolbar by default, and won't remain hidden, the way they are right now. I am going to click that same button to close that dropdown. Now, the way that we see our toolbars laid out, we've got our Formatting toolbar here on the same line as our Standard toolbar, just off to the right.
But if I wanted to be able to display more buttons than what I'm seeing, another option might be to move this Formatting toolbar down below the Standard toolbar, and I can do that right from over here on the left. You can see as I move to the left with my Arial font here, I get the four-sided arrow. That means I'm able now to click and drag to move this toolbar down onto its own line, and I am going to move it over here to the left, so that it appears just below my Standard toolbar. You can see now I'm seeing a lot more buttons on the Standard toolbar.
I am seeing a few more here, as well. I've got Shadow buttons now, and all of my Alignment buttons. You can see that as I drop down, there is no more buttons to display, just some options; same thing for my Standard toolbar. So, if you like to be able to see all of your buttons all at the same time, all at once, just simply click and drag your toolbars around by going to the far left end of the toolbar and just clicking and dragging it. You can see I've now moved it above my Standard toolbar. Now it's below. I am going to leave it on the same line, and I am just going to move it over here to the right a little bit, right about there, and release.
So, we are not stuck with what we see; we can move our toolbars around, no problem. We also have a number of other toolbars that are not being displayed right now by default. What I am going to do is just move up here to an empty spot on my Menu bar. This is just another toolbar; it's called the Menu bar. But as I right-click on an empty space on any toolbar, I can see which actual toolbars are being displayed. They are the ones with check marks next to it. So I've got a Standard, a Formatting toolbar, my Drawing toolbar is way down there at the bottom of my screen, and my Task Pane is showing up on the right-hand side of my screen.
But if I work with pictures a lot, well, I may want to Picture toolbar to appear. So, I can click on it here, and there's my Picture toolbar. And it's doing what we call floating. It's actually up here in the middle of my slide, and I can move it around. It's a floating toolbar, until I move it into a spot. Watch what happens as I click and drag it up here, just underneath my Standard toolbar. Eventually it's going to snap into position, and it's no longer floating, but it is appearing there, and it's going to stay there as long as I leave it open. Now, I can move over here to the far left, click and drag it back down into my presentation to create what's called a floating toolbar again.
So, I may want to have my toolbars closer to the action, and this is one way to make it a floating toolbar. If I no longer need it to appear on my screen, I can go over here to the far right-hand corner and click this Close button to hide it. Now, it's not gone. I mean, it's still there. We can go up to the top of our screen again, right-click, and you see that the Picture toolbar is there; it's just not visible at this time. And this is another way to turn off the toolbar. If I don't need the Drawing toolbar down there at the bottom of my screen, I'll click on drawing from here, and you can see it's no longer appearing at the bottom of my slide.
I am going to bring it back exactly the same way. I'll right-click on an empty spot on any toolbar. I'll go down to Drawing, give it a click, and it now reappears, by default, at the bottom of the screen. But you can see, if I move down to the bottom left of the Drawing toolbar, it has that four-sided arrow when I hover over here as well, so I can make it a floating toolbar, and I can close it right from there. To display it again, of course, we go up to our Toolbar, right-click, choose Drawing, and you can see it comes back to the spot where it was when I closed it - a floating toolbar.
So, let's just drag it back down to the bottom of our screen, until it snaps into position, and release to lock it in place. Now, there are a number of other things we can do with these toolbars. I mean, we can adjust the number of buttons that appear on them. We can add buttons to our toolbars. We can even create our own customized toolbars. You may have noticed, when we're right- clicking on toolbars, that we do have an option called Customize. So, I am going to go up here to an empty spot on my Menu bar, I am going to right-click, and at the very bottom, I am going to choose Customize.
Customize is where I go to customize any of the existing toolbars, and you can see Standard, Formatting, Drawing toolbar, Menu bar - they're all visible right now. Of course, I can change the way these look. Just by going to my Commands tab, I can click and drag any of the commands that show up in all of these file dropdowns and drag them onto my toolbar. For example, I don't have a Close button up here on my Standard toolbar. I have got New, Open and Save. But if I wanted a Close button up there, I could come down here into my File commands, click and drag Close up here in between Open and Save, release, and now I've got a Close button.
If there's a button I no longer want on my Standard toolbar, I simply click and drag it off and release it anywhere down below to remove it. So, let's try this now while creating our own New toolbar. So, we need to go to back to the Toolbars tab in our Customize dialog, and we'll click the New button. Let's call it by our first name. I am going to call it Daves toolbar, and click Ok or hit the Enter key, same thing.
You can see there's actually a new toolbar showing up over here, just to the right of my Customized dialog. It's a floating toolbar. It's very tiny right now, because there are no buttons on it. So, let's go back to our Commands tab, and let's say we want some of our File items to appear there like, new. You can see this New is different from this New. This New button would actually create a new blank presentation. This one, because it's got the three dots after it, opens up a dialog that allows us to make some options, or choose some options from the New dialog.
So, it could be a new presentation, a template, a new presentation based on an existing one, for example. But I want this new blank document, or presentation, to appear on my toolbar. I click and drag it down there. I'll also need a Save button on my toolbar. I'll click and drag it down here. You can see the placement holder is next to the New button, and let's scroll down and put - how about a Print button? There is our Print button right there; it brings us to the Print dialog.
Personally, this is one of my favorite buttons to add to any toolbar. Not this Print button. This is the default Print button that will simply print your entire presentation to the default printer without asking any questions. This is the equivalent of going to the File menu and clicking on Print. It brings up the Print dialog box, where you can choose number of copies, specific slides to print, what printer it's going to before it actually does the print. You have to okay all of these options. So, I've added that to my toolbar. There may be some View options that I want on this toolbar.
So, I am going to click View over here, and I like to go to the Outline View right from my toolbar, so, I am going to click and drag that down here, a Slideshow button perhaps. We'll move it over here. We could go down through all of these different menus, selecting the buttons that we like to use most often. I like to check my spelling on a regular basis. I'll drag that on to Daves toolbar. Now, when I'm done, I click this Close button here, and I'd have my new toolbar. It'd be floating, but I can move up it to the top of my screen with my other toolbars, or even turn off the other toolbars and simply use this new toolbar.
What happens when we want to remove a toolbar? We no longer want Daves toolbar on this computer. Well, we go up to the Toolbars button, we ensure that Daves toolbar is selected, and there it is over here, the Delete button to remove it. Of course, it's going to ask us if we meant to do that. Are you sure? You bet. I'll click OK to delete that new toolbar. Now, before we close this up there is one more tab we need to look at; it's the Options tab up here. So give the Options tab a click.
You can see there are some toolbar options, for example, show Standard and Formatting toolbars on two rows. We physically clicked and dragged our Formatting toolbar underneath our Standard toolbar, but if we want it to show up that way by default all the time, we simply check this box. Always show full menus, this may or may not be turned on on your own systems, but I like to turn it on, because if it's not turned on, what happens is when you click on a menu, for example, File menu, it won't show you all of the items - at least not initially. It will show you majority of the items, and then you have to wait for the menu to expand, or click a specific button to expand the menu to show all of the items on that menu, or what they call a full menu.
So, I am going to leave that one turned on. Another option, if you have trouble looking at your screen - it's set at a high resolution, for example, and the buttons seem very tiny, you are having trouble reading those tooltips - you can choose to display large icons. And you can see what's just happened on my screen as I clicked Large Icons; those buttons on those toolbars are very large. Of course, this eats up more room on your screen, so you've got less space to work on your slides. I am going to turn that one back off. There are some other options for listing font names in their font.
This is very handy. It should be left on. When you're working with various fonts, and you scroll down to a font, for example Helvetica, it will show the word Helvetica in that font, so long as this is checked off. We also want those ScreenTips to show up as we hover over buttons on our toolbars. We can Show shortcut keys in the ScreenTip as well. Now, when we go up to a menu and click on it, we'll see the shortcut for that command. For example, Save is Ctrl+S, but we won't see it in the tooltip unless we turn this on right here. I am going to turn that on.
We'll click the Close button. Watch what happens when I hover over the Save button. It now says Save, and Ctrl+S will save this as well, from the keyboard.