Computer Training

PowerPoint 2007

Customizing the Quick Access Toolbar

Located in the upper left corner next to the Office Button is the “Quick Access Toolbar,” which provides access to some of the most popular commands (Save, Undo, and Repeat). This toolbar is independent of the Ribbon allowing you to add additional commands within or not within the Ribbon interface.

How to:

1. Right click on any Tab or Group and then click on "Customize Quick Access Toolbar."
   OR
   Click on the down-arrow located on the "Quick Access Toolbar" and then the menu "More Commands."
2. Using either method will open the "PowerPoint dialog box." When the box opens click on the down arrow under the label "Choose commands from." Select from the options provided.

Quick Tip: Right click on any command button from a tab or group located on the Ribbon to add the command.

The Mini Toolbar

Another new feature is the Mini Toolbar that is available in the entire Office 2007 suite. It provides several quick formatting features that include applying font styles, font sizing, font color, alignment, text color, and bullets.

When text is selected, the toolbar appears in a faded fashion and then becomes solid when you place your pointer on it, therefore allowing you to select an option.

How to turn off the Mini Toolbar:

• Click on the Office Button and then the PowerPoint Options button. Next, under the heading Popular | Top Options for Working in PowerPoint; remove the checkmark from "Show Mini Toolbar on selection."
  OR
• Right click on any Tab or Group and then click on the menu "More Commands " to open the PowerPoint dialog box. Repeat the step list above under the heading "Popular."
  OR
• Click on the down-arrow located on the "Quick Access Toolbar" and then click on the menu "More Commands" to open the PowerPoint Options dialog box. Repeat the step list above under the heading "Popular."

Preparing Your Presentation

Although several security features are included in PowerPoint 2007, only two apply to University of Scranton users. The first option pertains to using the Document Inspector to find and remove hidden metadata and personal information in your presentation.

Document Inspector

How to:

1. Click on the Microsoft Office button and then the item "Prepare."
2. Click on "Inspect Document" to open the Document Inspector window, choose from the options provided.
3. Click on the button "Inspect" to run the program and to review the results. Depending on the results, you may elect to remove all results or select specific returns.

Encrypt Document

How to:

1. Click on the Microsoft Office button and then the menu "Prepare."
2. Click on the menu "Encrypt Document," to password protect your presentation. Password protection only protects by requiring a password to open and view the presentation. It does not guarantee against changes and a lost password cannot be recovered.

Password Removal

How to:

1. Click on the Microsoft Office button and then the menu "Save As."
2. When the Save As dialog box opens click on the down arrow next to "Tools" and then "General Options."
3. Select the password and then press the "Delete key."
4. Click on the button OK and then Save. If prompted to replace an existing files click on "Yes."

Mark As Final

How to:

1. Click on the Microsoft Office button and then the menu "Prepare”.
2. Click on the menu "Mark as Final" and then click on OK twice to save the presentation in this mode. An indicator icon that presentation was saved in this mode is now displayed on the Status Bar.

To remove the "Mark As Final" status, repeat the steps above to remove the icon from the Status Bar.

Microsoft Diagnosis

Microsoft Office Diagnosis replaces the Microsoft Office 2003 features “Detect and Repair” and Microsoft Office Application Recovery. The new diagnostic feature is a series of test designed to help diagnose and solve problems related to computer crashes in Office 2007.

How to:

1. Click on the Microsoft Office button and then the button "PowerPoint Options." Next, click on the item “Resources” and then the button "Diagnose" to run the program.
2. Click Close after viewing the detailed report.

The New and Improved Recovery Room

Office 2007 has improved recovery capabilities that can restore one or several presentations to the way they were before they crashed. If the presentation crashed, restart PowerPoint to open the restore files. The files will be restored up to the point before the program failed.