Chapter - 9
Modifying the PowerPoint Environment:
Customize the User Interface:
Customizing the Ribbon:
One of the most useful features in Office 2016 is that you can customize the Ribbon. Add
your own tabs and groups, or rearrange the Ribbon to better fit your work style.
Create a new tab or group:
You can add new groups to tabs, or you can create new tabs with new groups.
1. Click the File tab on the Ribbon and select Options.
The Options dialog box appears.
2. Click the Customize Ribbon tab.
The left column displays commands that you can add to the Ribbon.
The right column displays the tabs on the Ribbon, and the groups and commands in each
tab.
Tip: Click the plus sign next to a tab or group to expand it.
3. In the right column, select the tab where you wish to add the new tab or group.
A new tab, which automatically includes a new group, will be inserted below the selected
tab.
A new group will be inserted within the selected tab.
4. Click the New Tab or the New Group button.
The new tab or group is added.
Rename a tab or group:
Once you’ve created a tab or group, give it a name.
1. Select the tab or group you want to rename.
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2. Click the Rename button.
The Rename dialog box appears.
3. Enter a name for the selected tab or group in the Display Name text box.
The tab or group is renamed. For a group, also select a symbol to represent the group.
4. Click OK.
The tab or group is renamed.
Add a command to a group:
Once you have created a new tab or group, you can add commands to the group. You can
also add commands to groups that already appear on the Ribbon.
1. In the right column, select the group to which you want to add a command.
This could be a group you’ve created from scratch, or even a group that appears by default.
2. In the left column, select the command you want to add to the Ribbon. Click the Add
button.
The command is added to the group.
Tip: Not finding the command you want to add? Click the Choose commands from list
arrow and select the group of commands you want to view.
Restore the default Ribbon:
If you no longer want to use the customizations you’ve added to the Ribbon, you can
restore the Ribbon to its original, default settings.
1. Click the Reset button.
Two options appear:
• Reset only selected Ribbon tab: Restores the default settings for the selected tab.
• Reset all customization: Removes all Ribbon and Quick Access Toolbar customizations,
restoring them to the default arrangement and appearance.
2. Select the reset option you wish to use.
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The Ribbon is restored to its default settings.
Remove a tab or group:
You can also remove a specific tab or group from the Ribbon.
1. In the right column, right-click the tab or group you wish to use.
2. Select Remove from the contextual menu.
The tab or group is removed from the Ribbon.
Tips:
Any changes you make to a program’s Ribbon will appear only in that program.
To hide a tab on the Ribbon, deselect its check box.
Customizing the Quick Access Toolbar:
The Quick Access Toolbar is a shortcut for commands that are used often. If the Quick
Access Toolbar doesn’t contain enough of your frequently used commands, you can
customize it by adding or deleting commands.
1. Click the File tab and select Options.
The PowerPoint Options dialog box appears.
2. Click the Quick Access Toolbar tab.
This tab displays options for customizing the Quick Access Toolbar.
The left column displays commands you can add to the Quick Access Toolbar. The right
column displays commands that appear there.
3. In the left column, select the command you want to add to the Quick Access Toolbar.
4. Click the Add button.
The command is added to the Quick Access Toolbar.
Tips:
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Arrange the order in which the commands are displayed by clicking the Move Up and
Move Down arrow buttons to the right of the column.
Click the Reset button and select Reset only Quick Access Toolbar to return the
Quick Access Toolbar to its default commands.
Select a command in the Quick Access Toolbar column and click the Remove button to
remove it from the Quick Access Toolbar.
Using and Customizing AutoCorrect:
AutoCorrect automatically corrects many common typing and spelling errors as you type. It
is also a great way to use shorthand for longer words, phrases, or symbols.
AutoCorrect is a feature that is shared across the
Microsoft Office suite—so any additions or changes you make to AutoCorrect in one
program, such as Word, will appear in all Microsoft Office programs, like Excel, PowerPoint,
and Outlook.
How AutoCorrect works:
You may have already noticed that sometimes your typos are corrected as you enter text in
Word. When you type an AutoCorrect entry and then press the <Spacebar>, AutoCorrect
replaces that text with the correct text.
For example, AutoCorrect will change the mistyped words “hte” to “the”, or “adn” to “and”.
AutoCorrect also corrects simple grammar mistakes, such as capitalization problems. For
example, it would change “Going” to “Going,” or capitalize the first letter in sentences.
Create an AutoCorrect entry:
PowerPoint already has many entries in AutoCorrect, but you can add your own entries to
correct habitual misspellings, quickly insert a symbol, or insert a shorthand version of a long
phrase that you frequently use.
1. Click the File tab and select Options.
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The PowerPoint Options dialog box appears.
2. Click the Proofing tab.
This tab displays options for how PowerPoint corrects and formats text.
3. Click the AutoCorrect Options button.
The AutoCorrect dialog box appears with the AutoCorrect tab in front.
4. Type the word or phrase you want to correct or use as shorthand in the Replace text box.
This is the text that AutoCorrect will recognize when you type.
5. Type the word or phrase you want to appear in the with text box.
When the text in the “Replace” text box is typed with a space, the text in the “With” text
box will appear.
6. Click Add.
The entry is added to the AutoCorrect list.
7. Click OK to close the AutoCorrect dialog box. Click OK to close the PowerPoint Options
dialog box.
The dialog boxes close and the entry will now be available in all PowerPoint presentations,
and also in all other Office applications.
Set PowerPoint Options:
Microsoft spent a lot of time and research when it decided what the default settings for
PowerPoint should be. However, you may find that the default settings don’t always fit your
own needs.
This lesson isn’t so much an exercise as it is a reference on how to customize PowerPoint by
changing its default settings.
1. Click the File tab and select Options.
The PowerPoint Options dialog box appears.
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2. Click the categories on the left to view different options.
See the table below, for more information on these categories.
Change the options as you see fit. Click OK to confirm the changes. The changes are applied
to the PowerPoint program
Tabs in the PowerPoint Options Dialog Box
General Change the most commonly modified options in PowerPoint. This
includes enabling the Mini Toolbar and Live Preview. Also, change the
color scheme, control ScreenTips, and change the user name.
Proofing Change how PowerPoint corrects and formats your text. Change the
types of errors that PowerPoint flags when looking for spelling and
grammar errors.
Save Customize how presentations are saved, such as how often Auto Recover
saves a presentation, and change default file locations.
Language Add additional languages to edit your documents. Also set the
language priority order for added languages.
Advanced Advanced options for working with PowerPoint. Change how
PowerPoint works when you edit text; modify how cut, copy, and paste
commands operate; customize tools in the window, such as how it
displays screen tips and scroll bars; adjust how Slide Show view looks
and operates; control how the presentation is printed; choose
advanced save options; and control various Web options.
Customize Ribbon Create custom tabs and groups for the Ribbon.
Quick Access Add commands to the Quick Access Toolbar.
Toolbar
Add-Ins View and manage Microsoft Office add-ins, such Acrobat PDFMaker and
custom XML data.
Trust Center Help keep your presentations safe and your computer secure and
healthy. Read privacy statements and change Trust Center Settings to
control how PowerPoint works with macros, add-ins, the message bar,
trusted publishers and locations, and more.