Wiley PowerPoint 2010 All-in-One For Dummies
Contents
1. The left side of the dialog box Choose Commands From presents every tab group and command in PowerPoint To customize the Ribbon you select a tab group or command on the left side of the dialog box and move it to the right side Keep reading to find out how to display tabs groups and commands in the PowerPoint Options dialog box and how to do all else that pertains to cus tomizing the Ribbon In case you make a hash of the Ribbon you also find instructions for restoring the Ribbon to its original state NG Customizing the Ribbon 515 Displaying and selecting tab group and command names To customize the Ribbon you need to display and select tab names group names and command names in the PowerPoint Options dialog box refer to Figure 1 1 Start by opening the drop down lists and choosing a display option Choose Commands From Choose an option to locate the tab group or command you want to add to the Ribbon For example choose All Commands to see an alphabetical list of all the commands in PowerPoint choose Main Tabs to see a list of tabs Customize the Ribbon Choose an option to display the names of all tabs main tabs or tool tabs Tool tabs are the context sensitive tabs that appear after you insert or click something For example the Table Tools tabs appear when you construct tables After you choose display options on the drop down lists display the names of groups and commands refer to Figure2. 1 1 Displaying group names Click a plus sign icon next to a tab name to see the names of its groups You can click the minus sign icon to fold group names back into a tab name Displaying command names in groups Click the plus sign icon next to a group name to see the names of its commands You can click the minus sign icon to collapse command names After you display the tab group or command name click to select it Moving tabs and groups on the Ribbon To change the order of tabs on the Ribbon or groups on a tab go to the Customize Ribbon category of the PowerPoint Options dialog box refer to Figure 1 1 and select the name of a tab or group on the right side of the dialog box Then click the Move Up or Move Down button Click these but tons as necessary until tabs or groups are in the order that you see fit Be careful about moving groups by clicking the Move Up or Move Down button Clicking these buttons too many times can move a group to a differ ent tab on the Ribbon Adding removing and renaming tabs groups and commands In the PowerPoint Options dialog box refer to Figure 1 1 display and select the tab group or command you want to add remove or rename Then pro ceed to add remove or rename it Earlier in this chapter Displaying and Book VII Chapter 1 JUIOgIaM0d Huizimojsng 516 Customizing the Ribbon selecting tab group and command names explains how to display items in the PowerPo
3. 517 Creating new tabs and groups Create new tabs and groups on the Ribbon for commands that are espe cially useful to you Follow these steps on the Customize Ribbon tab of the PowerPoint Options dialog box refer to Figure 1 1 to create a new tab or group 1 On the right side of the dialog box display and select the name of a tab or group Earlier in this chapter Displaying and selecting tab group and com mand names explains how to select items in the PowerPoint Options dialog box e Tab If you re creating a tab select a tab name The tab you create will appear after the tab you select e Group If you re creating a group select a group name The group you create will appear after the group you select 2 Click the New Tab or New Group button PowerPoint creates a new tab or group called New Tab Custom or New Group Custom If you created a tab PowerPoint also creates a new group inside your new tab 3 Click the Rename button to give the tab group or both a name In the Rename dialog box enter a descriptive name and click OK If you re naming a group the Rename dialog box gives you the opportunity to select an icon to help identify the group 4 Add groups commands or both to your newly made tab or group For instructions see Adding items to the Ribbon earlier in this chapter Resetting your Ribbon customizations If you make a hash of the Ribbon all is not lost you can
4. Chapter 1 Customizing PowerPoint In This Chapter Personalizing the Ribbon vy Changing around the Quick Access toolbar 1 Choosing what appears on the status bar 1 Choosing a PowerPoint color scheme T chapter describes a handful of things you can do to customize PowerPoint Don t be afraid to make like a software developer and change the program to your liking Many people are wary of retooling PowerPoint but you can always reverse the changes you make if you don t like them as I explain throughout this chapter This chapter shows how to customize the Ribbon and put your favorite button commands on the Quick Access toolbar Instead of fishing around for your favorite commands you can assemble them on the Ribbon or Quick Access toolbar and locate them right away You also discover how to change around the status bar and dress up PowerPoint in a new set of clothes Customizing the Ribbon As you surely know by now the Ribbon is the stretch of ground across the top of PowerPoint The Ribbon is composed of tabs On each tab commands are arranged by group To undertake a task you visit a tab on the Ribbon find the group with the command you want and choose the command If you are so inclined you can customize the Ribbon You can place the tabs and com mands you know and love where you want to find them on the Ribbon And you can remove tabs and commands that aren t useful to you To customize the Ribbon open the Customize R
5. W S SSS Slices Font Clipboard gt Paragraph EOR E RAJE Changing Color Schemes pptx Microsoft PowerPoint co O g Home Insert Designa Transibons Animations SlideShow Review iew a li y a Drawing Editing Looking Ahead Keep your eye on the ball Know where the ducks are Keep a stiff upper lip Watch for falling rocks Mind the store Ic a BeBe OU Book VII Chapter 1 1 Go to the File tab and choose Options You see the PowerPoint Options dialog box TE 2 Visit the General category 2 A 3 Open the Color Scheme drop down list and choose an option 2 5 Q 4 Click OK How do you like your new get up 524 Book VII PowerPoint for Power Users
6. box refer to Figure 1 3 Select the button you want to remove on the right side of the dialog box and click the Remove button Placing the Quick Access toolbar above or below the Ribbon The Ribbon is the stretch of ground along the top of the screen where the tabs and buttons are found If your Quick Access toolbar is too large con sider placing it below the Ribbon not above it refer to Figure 1 2 Follow Customizing the Status Bar 521 these instructions to place the Quick Access toolbar above or below the Ribbon Quick Access toolbar below the Ribbon Right click the toolbar and on the shortcut menu choose Show Quick Access Toolbar Below the Ribbon You can also click the Customize Quick Access Toolbar button and choose Show Below Ribbon on the drop down list Quick Access toolbar above the Ribbon Right click the toolbar and on the shortcut menu choose Show Quick Access Toolbar Above the Ribbon You can also click the Customize Quick Access Toolbar button and choose Show Above Ribbon on the drop down list The PowerPoint Options dialog box offers a check box called Show Quick Access Toolbar below the Ribbon refer to Figure 1 3 You can select this check box as well to move the toolbar below the Ribbon Customizing the Status Bar Figure 1 4 Right click the status bar to customize it The status bar along the bottom of the window gives you information about your presentation It tells you which slide yov re l
7. er to Figure 1 3 and choose Reset Only Quick Access Toolbar on the drop down list Choosing Reset All Customizations resets Ribbon customizations as well as Quick Access tool bar customizations Changing the order of buttons on the Quick Access toolbar Follow these steps to change the order of buttons on the Quick Access toolbar 1 Right click any button or tab and choose Customize Quick Access Toolbar The Quick Access Toolbar category of the PowerPoint Options dialog box appears see Figure 1 3 2 Select the name of a button on the right side of the dialog box and click the Move Up or Move Down button Book VII Chapter 1 JUIOgIaM0d Huizimojsng 520 Customizing the Quick Access Toolbar Figure 1 3 Use this dialog box to add remove and reorder buttons PowerPoint Options aes Selectatab Selecta button and click Add Kh customize the Quick Accelss Toollsa Custommation Reset C nes Quick Ance Ribbon LnportvEsport ox cancel 3 Repeat Step 2 until the buttons are in the right order 4 Click OK Removing buttons from the Quick Access toolbar Use one of these techniques to remove buttons from the Quick Access toolbar Right click a button on the toolbar and choose Remove from Quick Access Toolbar on the shortcut menu Right click any button or tab and choose Customize Quick Access Toolbar You see the Quick Access Toolbar category of the PowerPoint Options dialog
8. ibbon tab of the PowerPoint Options dialog box with one of these techniques On the File tab choose Options In the PowerPoint Options dialog box go to the Customize Ribbon category Right click a tab or button on the Ribbon and choose Customize the Ribbon 5 14 Customizing the Ribbon Figure 1 1 Starting in the Customize Ribbon category of the PowerPoint Options dialog box you can customize the Ribbon You see commands for customizing the Ribbon as shown in Figure 1 1 The right side of the dialog box Customize the Ribbon lists the names of tabs groups within tabs and commands within groups that are currently on the Ribbon To customize the Ribbon you arrange the right side of the dialog box to your liking You list the tabs groups and commands that you want for the Ribbon on the right side of the dialog box Display tab group and command names Tab name Groupname Command names PowerPoint Options Ea A Ra Customize bhe Ribban Choese commanc trom Customize the Ribbon Main Tabs Main Tabs Main Tabs Main Tabs 5 Home y Hame e BA amp Paragraph E Drawing Editing Plinsert E Tables image came a einen Customizations Reset i Transitions imgestEsport ox Cancel Add and remove tabs groups and commands Change the order of tabs Restore the original settings
9. int Options dialog box You can add commands to groups you created not to groups that originated with PowerPoint Adding items to the Ribbon Follow these steps to add a tab group or command to the Ribbon 1 3 On the left side of the Customize Ribbon tab of the PowerPoint Options dialog box select the tab group or command you want to add For example to add the Tables group to the Home tab select the Tables group under the Insert tab On the right side of the dialog box select the tab or group where you want to place the item If you re adding a tab to the Ribbon select a tab The tab you add will go after the tab you select Click the Add button Removing items from the Ribbon Follow these steps to remove a tab group or command from the Ribbon 1 On the right side of the Customize Ribbon tab of the PowerPoint Options dialog box select the tab group or command you want to remove Click the Remove button Except for tabs you create yourself you can t remove tabs from the Ribbon And you can t remove a command unless you remove it from a group you created yourself Renaming tabs and groups Follow these steps to rename a tab or group 1 2 On the right side of the Customize Ribbon tab of the PowerPoint Options dialog box select the tab or group you want to rename Click the Rename button You see the Rename dialog box Enter a new name and click OK Customizing the Ribbon
10. licking the group name and choosing Add to Quick Access Toolbar Click the Customize Quick Access Toolbar button located to the right of the Quick Access toolbar and choose a button on the drop down list The list offers buttons deemed by the makers of PowerPoint the most likely to be placed on the Quick Access toolbar 4l Figure 1 2 Merely by right clicking you canadda button to the Quick Access toolbar Customizing the Quick Access Toolbar 519 On the File tab choose Options and select the Quick Access Toolbar category in the PowerPoint Options dialog box or right click any button or tab and choose Customize Quick Access Toolbar on the shortcut menu You see the Quick Access Toolbar category of the PowerPoint Options dialog box as shown in Figure 1 3 On the Choose Commands From drop down list select the name of the tab with the button you want to add to the Quick Access toolbar Then select the button s name and click the Add button Right click a button to add it to the toolbar Calibn Body 92 Ma j B Z U S she 2Y Aa ol g E F Clipboard lic Font VAI 2G 3H 0H Slide 1of1 Office Ineme GD English U S E pga ms ONS The Quick Access toolbar below the Ribbon To restore the Quick Access toolbar to its original three buttons Save Undo and Repeat click the Reset button on the Quick Access Toolbar tab of the PowerPoint Options dialog box ref
11. n permission can view or edit the presentation Upload Status Shows whether the presentation has been uploaded to a SharePoint site Document Updates Available Shows whether an updated edition of the document is available at a SharePoint site View Shortcuts Displays the Normal Slide Sorter Reading View and Slide Show buttons This one is essential Zoom Displays the Zoom box the percentage reading that you can click to see the Zoom dialog box This one is also essential Zoom Slider Displays the Zoom slider which you can slide to shrink or enlarge slides on your screen an essential item Zoom to Fit Displays the Zoom to Fit button in Normal view which enables you to enlarge or shrink the slide such that it fits the screen and you can see it better Changing Color Schemes Figure 1 5 shows three color schemes with which you can dress up PowerPoint Blue Silver and Black Which do you prefer Follow these steps to choose a color scheme for PowerPoint Figure 1 5 Take your choice of these color schemes Blue top Silver middle or Black bottom Changing Color Schemes 523 Pi id 9 Gis Changing Colar Schemes pptx Micrasoft PowerPoint o f 8 Home Insert Design Transitions Animations SlideShow Review View A i D T5 i l 1 4 amp od Elid FF 8 SA ESA Pa I ty G BIrU amp amp N Paste New ees RI Drawing Editing gt J Sides Sr A Ae A
12. ooking at and the theme you chose for your presentation It also presents the View buttons the Zoom to Fit button and Zoom controls among other amenities To choose for yourself what appears on the status bar right click it You see the pop up menu shown in Figure 1 4 By selecting and deselecting items on this menu you can decide what appears on the status bar Customize Status Bar a Slide Lof 1 Office Theme lt English U S Book VII Chapter 1 U0d13MOd Huizimojsng 522 Changing Color Schemes Select or deselect these options to take command of the status bar View Indicator In Normal view tells you which slide is displayed and how many slides are in your presentation I see no reason for jettisoning this one Theme Tells you which theme you selected for your presentation Number of Authors Editing Lists how many different authors have worked on the presentation Spell Check Displays an icon that indicates whether spelling errors are found on a slide Language Lists which language has been assigned to text you select This one is useful if yours is a polyglot presentation See Book II Chapter 4 Signatures Shows whether a digital signature has been assigned to this presentation Information Management Policy Declares whether information rights management services have been applied to this presentation Permissions Shows whether only co workers give
13. restore the original settings In the PowerPoint Options dialog box click the Reset button refer to Figure 1 1 and choose one of these commands on the drop down list Reset Only Selected Ribbon Tab Select a tab name on the right side of the PowerPoint Options dialog box and choose this command to restore a tab to its original state Reset All Customizations Choose this command to restore the Ribbon in its entirety All changes you made are reversed You can also remove individual tabs and groups you created if you discover you don t need them See Removing items from the Ribbon earlier in this chapter Book VII Chapter 1 julogiamod Huizimojsng 518 Customizing the Quick Access Toolbar Exporting and importing program customizations You can preserve your Ribbon and Quick Access toolbar customizations for posterity in a special file called an Import Customization file these files have the exporteduT file extension Keep the file on hand for when you need it or distribute the file to co workers For that matter a co worker who is proud of his or her customizations can send them to you in a file and you can load the customizations into your copy of PowerPoint To save your Ribbon and Quick Access toolbar customization settings in a file start on the File tab choose Options and go to the Customize Ribbon or Quick Access Toolbar category of the PowerPoint Options dialog box Then click the Import Export b
14. utton and choose Export All Customizations on the drop down list The File Save dialog box opens Give the customizations file a name and click the Save button To load customizations from a file into PowerPoint return to the Customize Ribbon or Quick Access Toolbar category of the PowerPoint Options dialog box click the Import Export button and choose Import Customization File You see the File Open dialog box Select the file and click the Open button Customizing the Quick Access Toolbar No matter where you go in PowerPoint you see the Quick Access toolbar in the upper left corner of the screen This toolbar offers three important buttons Save Undo and Repeat However which buttons appear on the Quick Access toolbar is entirely up to you You can put your favorite buttons on the toolbar to keep them within reach And if the Quick Access toolbar gets too big you can move it below the Ribbon as shown in Figure 1 2 Adding buttons to and removing buttons from the Quick Access toolbar is m happy to report a piece of cake And moving the toolbar below the Ribbon is as easy as pie Adding buttons to the Quick Access toolbar Use one of these techniques to add buttons to the Quick Access toolbar On the Ribbon right click a button you want to see on the toolbar and choose Add to Quick Access Toolbar on the shortcut menu refer to Figure 1 2 You can add all the commands in a group to the Quick Access toolbar by right c
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