PowerPoint Basics:
Toolbars

Title: Jan's Illustrated Computer Literacy 101

Did you want: Working with Presentations: PowerPoint 2007,2010,2013,2016 or español



There are more bars available in PowerPoint than you'd ever want to display at once! There are 13 to choose from on the toolbar popup menu, in addition to the Menu and Status Bars. Plus, there are even more menus that are context-sensitive and show up only when you need them, like the Masters' toolbars.

By default, PowerPoint will display the Title, Menu, Standard, Formatting, Drawing and Status bars.

Window with toolbars labeled


Where you are:
JegsWorks > Lessons > Presentations

Before you start...

Project 1: PowerPoint Basics
    Getting StartedTo subtopics
    Interface Arrow to Subtopics
      ViewsTo subtopics
      Toolbars
      Task Pane
      Smart Tags
    CreateTo subtopics
    PrintingTo subtopics
    Summary
    Quiz
    ExercisesTo subtopics

Project 2: PowerPoint FormattingTo subtopics

Project 3: Advanced PowerPoint To subtopics


 

    Search
    Glossary
    Appendix



Title Bar

Toolbar: Titlebar

PowerPoint has a standard Title Bar. It shows the PowerPoint icon at the far left and the current document's file name in the middle. At the far right are the window control buttons: Minimize, Maximize and Close.

Tip The Close button Button: Close on the Title Bar closes PowerPoint and all open presentations. There are other Close buttons in the Interface! Be careful what you click!!


Menu Bar

Toolbar: Menu Bar

Cascading menuPowerPoint's Menu Bar is a fairly standard set of cascading menus - menus open from inside other menus.

A small arrow at the right of a menu item Menu: item - Toolbars means that this item leads to a submenu. A set of 3 dots Menu: item - Zoom... means that a dialog will open.

Icon: Keyboard tip Open menu from keyboard: You can open a menu with a key combo, ALT + the underscored letter in the menu's name. For example, to open the View menu from the keyboard you would hold down the ALT key and press the V key on the keyboard.

Icon: Keyboard tip No key combo is needed after the menu is open. To choose an item in an open menu, just type the underscored letter, like the N for the Normal view.

Icon: Keyboard tip Keyboard shortcuts: Some menu commands have a key or key combo to the side in the menu, like the F5 beside Slide Show above. Such a keyboard shortcut lets you avoid the menu altogether!

Icon: New for 2002The Help text box Control: Help text box is part of all Office XP and Office 2003 programs.  You can type your question or keywords in the text box and just press Enter to get a list of possible Help topics. Click a topic and the Help dialog opens directly to that topic.


Standard Bar

The Standard Bar is not quite standard between the various versions of PowerPoint.

Icon: PowerPoint 2002Toolbar: Standard (2002)

Icon: PowerPoint 2003Toolbar: Standard (2003)
 

New Open Save Email as attachment Search Print Print Preview Spell Check Cut, Copy, & Paste Format Painter Undo & Redo Insert Chart Insert Table & Draw Table Hyperlink Expand Outline Show Formatting Grid Color/Gray Scale Zoom Help Hyperlink New Open Save Email as attachment Search Print Print Preview Spell Check Cut, Copy, & Paste Format Painter Undo & Redo Insert Chart Insert Table & Draw Table Hyperlink Expand Outline Show Formatting Grid Color/Gray Scale Zoom Help Hyperlink

Icon: TroubleMissing buttons: If your PowerPoint window does not show all of the buttons, then either your window is too narrow or your Standard and Formatting bars are sharing one row. See Arrows below.

Icon: Mouse Click on a button in the image of the Standard Bar above. A short explanation about what the button does will appear in a separate window. You can switch back and forth between the windows or you can use the Next button in the new window to go through all the buttons in order.

OR

Icon: Mouse View all descriptions on one page in a new window.
Icon: PowerPoint 2002  all buttons
Icon: PowerPoint 2003     all buttons

PowerPoint 2003 adds a Permission button Button: Permission (2003) and a Research button Button: Research (2003) and moves the Search feature to the File menu.


Formatting Bar

Font Font Size Bold, Italics, Underline, Shadow Align Left, Center, Right Numbered list & Bulleted list Increase & Decrease Font Size Increase & Decrease Indent Font Color Design Template New Slide Toolbar: Formatting

Icon: Mouse Click on a button in the image of the PowerPoint 2002/03 Formatting Bar above.  A short explanation about what the button does will appear in a separate window. You can switch back and forth between the windows or you can use the Next button in the new window to go through all the buttons in order for a particular bar.

OR

Icon: Mouse View all the descriptions on one page in a new window.

PowerPoint 2002Icon: PowerPoint 2003 All buttons


Drawing Bar

Draw menu Select Object AutoShapes Line, Arrow, Rectangle, Oval Text Box WordArt Diagram or Organizational Chart Insert Clip Art Insert Picture Fill Color, Line Color, Font Color Line Style, Dash Style, Arrow Style Shadow 3-D Toolbar: Drawing

Icon: Mouse Click on a button in the image of the Drawing Bar above. A short explanation about what the button does will appear in a separate window. You can switch back and forth between the windows or you can use the Next button in the new window to go through all the buttons in order.

OR

Icon: Mouse View all the descriptions on one page in a new window.

 


Status Bar

Message area Design area Lanuage area Status area Toolbar: Status

Toolbar: Statusbar: Diagonls in corner mean the window is resizable The diagonal lines in the corner of the Status Bar mean that the window can be resized by dragging its edges.

Icon: Mouse Click on a button in the image of the Status Bar above. A short explanation about what the button does will appear in a separate window. You can switch back and forth between the windows or you can use the Next button in the new window to go through all the buttons in order.

OR

Icon: Mouse View all the descriptions on one page in a new window.


Managing Toolbars

You are not stuck with the default toolbars. You can display or hide any of the toolbars. You can even customize what items are on a menu or toolbar. Surely you can find a way to make the tools you use the most easy to find!

Display/Hide a Toolbar

Menu: View | Toolbars...Right click menu: ToolbarsTo see a list of available toolbars:

  • Right click on a blank part of a toolbar to get a popup menu
      OR
  • From the menu, choose  View  |  Toolbars

A checkmark shows which toolbars are currently displayed. Clicking a toolbar name toggles the toolbar on or off and closes the menu list. When you open the list again, the checkmark will have changed.


 


Dock or Float

Toolbar: Formatting - floatingThe toolbars can be docked or floating, meaning that they can be attached to an edge of the window or they can float freely over the PowerPoint window.

You can have more than one docked toolbar in the same row. The buttons that won't fit in the window will be hidden. You'll want a big window!

Methods to dock/float:

  • Drag:  
    Toolbar handle - Office 2003 style with pointer in Move shapeToolbar handle - Office XP style with pointer in Move shapeTo change docking locations,  drag a docked toolbar's handle (the vertical bar at the left end of the toolbar) to another edge of the window and drop after the bar lines up on the window edge.
     
    To float a toolbar,  drag by the handle until the bar is free of the window edge and then drop.
     
    To dock a floating bar, drag the title of the bar to the window edge until the floating bar docks.
     

  • Double-click:

    To dock a floating bar, double-click on its title bar.
     

Toolbars can slide sideways while docked.If there is room in the window, you can slide a docked toolbar away from the edge by dragging on the handle.
 


Arrows Toolbar: Double arrow showing that there are hidden toolbar items  Toolbar: Double arrow showing that there are hidden buttons - 2003

Double arrow Double arrow : Indicates that there are hidden buttons. This happens when there are too many buttons to fit in the width of the window.

Palette of hidden buttons and commands: from double arrow on toolbarDown arrow Down arrow : Clicking Down Arrow the down arrow at the right end of the toolbar opens a menu with a palette of the hidden buttons and either a command to show all of the buttons in one row or a command to show two rows of buttons.

WarningConfusion: Which buttons are hidden when there is not enough room for all of them?

The least used buttons are hidden. As you continue using buttons, which buttons are displayed will change!


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Last updated: 30 Apr 2012