How to Use the Ribbon in PowerPoint 2007

Microsoft made numerous large and small changes in Office 2007 as compared to previous Office versions. In perhaps the most meaningful alteration, the "Ribbon" introduces a shift from the common static menu structure to a context-sensitive graphical method for accessing commands. PowerPoint 2007 is one of the Office 2007 that utilizes the Ribbon.

Difficulty: Moderate

Instructions

1. Access a PowerPoint 2007 document. Open an existing file or create a new one. In PowerPoint 2007, file commands are accessible via the "Office Button," the circular icon with the Office logo. Click "New" then "Blank Presentation." All file commands are now listed under the "Office Button," including some new Office 2007-specific functions.

2. Study the Ribbon's layout. Tasks that are particular to specific worksheet elements are contained in Ribbon groups. For example, the "Slide Show" group includes all available options for manipulating PowerPoint 2007 slide shows, while all slide show transition tools are located in the "Animation" group. Groups contain context-sensitive graphical and textual links that change based on your current activity. Hovering over some Ribbon items provide previews of the impact of certain functions on slide contents. Using PowerPoint 2007 is made far easier and more efficient by making the most commonly utilized functions immediately available.

3. Use a specific Ribbon group. Choose the "Design" group to find the templates that can be applied to a presentation, along with background styles and general page setup options. Color, font, and special effects are also accessed via the "Design" group.

4. Retain space used by the Ribbon. Right-click on the clear space above the Ribbon and select "Minimize the Ribbon." To return the Ribbon to its normal size, right-click again and deselect. Groups in a minimized Ribbon will only appear when a group header is selected. The keyboard combination "ctrl+F1" will restore the Ribbon.

Tips & Warnings

• If a Ribbon item is grayed out, it is unavailable in a particular context.
• Ribbon sections are also available in special situations. When a picture is selected, for example, a Ribbon group called "Picture Tools" appears that contains commands that apply exclusively to pictures.
• A Ribbon with an additional available dialog contains an arrow at the lower right of the Ribbon group.

Resources

• Microsoft Office website