PowerPoint 2007 Quick Reference Card
Main tabs
These tabs are always on view on the Ribbon:

Home tab: Copy, paste; add slides; format text and paragraphs; work with shapes; find and replace text.

Insert tab: Insert slides, tables, pictures, Microsoft® SmartArt™ graphics, charts, shapes, hyperlinks, movies, sounds,
files from other programs, and other things.

Design tab: Apply background design, colors, fonts, and special effects to the whole presentation.

Animations tab: Apply simple and custom animations and slide transitions.

Slide Show tab: Do pre-show preparation. Run through slides, set up a custom show, record narration.

Review tab: Check spelling, use Research service or thesaurus, add review comments.

View tab: Switch to all views including Notes Page and Master view, show grid, arrange windows.
Contextual tabs
These colored tabs appear when you're doing a certain type of task. Your pointer must be within the element the tab
supports, such as a picture. Examples are:

Drawing Tools (Format tab): For shapes, placeholders, and text boxes, change style, shape choice, and position. Apply
WordArt and other formatting to text.

Picture Tools (Format tab): For pictures, add effects such as a shadow or glow; crop; compress; and resize.

SmartArt Tools (Design and Format tabs): Change the layout for SmartArt graphics such as org charts, and format
individual shapes in the graphic.
Similar tools are available for charts, tables, movies, and sounds.
See more options
Click the small diagonal arrow
in the bottom right of a group. It appears when something on the slide is selected
that you might want more options for, such as text or a placeholder.
See galleries
Click the scroll arrows or More button
to the right of the group to see full galleries of themes, shape styles, colors,
fonts, animation effects, and so on.
Temporarily hide Ribbon commands
Double-click the currently displayed tab. To show the full Ribbon again, click any tab.
Customize the Quick Access Toolbar
To add a command or button, do one of the following:

Click the arrow on the right end of the toolbar, and click any button on the menu to add it to the toolbar. Click More
Commands on the same menu for additional button and command choices.

On the Ribbon, right-click the button or command that you want, and click Add to Quick Access Toolbar.
To remove a command or button from the toolbar:

Right-click it on the toolbar, and click Remove from Quick Access Toolbar.
To put the toolbar on its own row:

Click the arrow on the right end of the toolbar, and click Show Below the Ribbon. Or, right-click any button or command
on the toolbar, and click Show Quick Access Toolbar Below the Ribbon.

To put it back above the Ribbon, either click the arrow on the right end of the toolbar, or right-click any button or
command on the toolbar, and click the option to move the toolbar above the Ribbon.
Use new keyboard shortcuts
To access the Ribbon tabs, Quick Access Toolbar, and Microsoft Office Button using keyboard shortcuts:

1.
Press ALT. Key Tip badges show on the Ribbon tabs, Quick Access Toolbar, and Microsoft Office Button.
2.
Press the letter or number that you want, as follows:
Press the key for the tab that has the command you want, and you'll see Key Tip badges for all that tab's buttons. Then
press the key for the button you want.

Press the key for the Quick Access Toolbar's button you want. This is the equivalent of clicking the button.

Press the key for the Microsoft Office Button to display Key Tip badges for the options on its menu. Then press the
appropriate key to execute commands or open files.
Use old keyboard shortcuts
Keyboard shortcuts that begin with the CTRL key (CTRL+C, CTRL+V, and so on) are all still intact. Use them as you
always have.
The old keyboard shortcuts that begin with the ALT key and accessed menus and commands are also intact.
However you must know the whole sequence to use these; there are no clues from the program to help you.
File commands and program settings
To save the file: On the Quick Access Toolbar, click Save
To undo an action: On the Quick Access Toolbar, click Undo
.
.
To create a new or open an existing presentation:

Click the Microsoft Office Button
and then:
Click New, and make a selection from the New Presentation window.
Click Open, and browse to the file you want to open.
Tip
These commands are also easy to add to the Quick Access Toolbar. Just click the arrow on
the right of the toolbar, and on the menu that's displayed, click New or Open.
To save a file under a new name, in a new location, or with a specific file format:

Click the Microsoft Office Button, click Save As, and then name the file, browse to a different location, or choose a
different file format.
To use Print preview, and print:

Click the Microsoft Office Button, point to Print, and click Print Preview. Select what type of printout you want in the
Print What box. Click Options, and on the drop-down menu, select whether to print in color or black and white, and edit
headers and footers.
To change program settings:

To turn spelling and grammar checking off or on, to select a default view or default print settings, to change automatic
formatting settings, and to set other program-wide options: Click the Microsoft Office Button, and on the menu, click
PowerPoint Options. Click one of the categories there to change PowerPoint settings.
Benefits of the new file format
Safer presentations
Embedded code — for example, OLE objects or Microsoft Visual Basic® for Applications
code — is stored in a separate section within the file, so it can be easily identified for special processing. IT
administrators can block presentations that contain unwanted macros or controls, making presentations safer for
users to open.
Reduced file size
Presentations are automatically compressed — up to 75 percent smaller in some cases.
Transparency and improved information security
Presentations can be shared confidentially because
personally identifiable information and business-sensitive information — user names, comments, tracked changes,
file paths — can be easily identified and removed.
Improved damaged-file recovery
The modular data storage that's possible in the new format enables files to be
opened even if a component within the file is damaged — a chart or table, for example.
Easier integration
Specific content within the presentation, like charts, comments, and presentation metadata, is
more easily shared with other types of files.
Requirements for opening a PowerPoint 2007 file in earlier versions
Here's a summary of the software you need in order to open, edit, and save PowerPoint 2007 files in earlier versions
of PowerPoint:

Operating system: Microsoft Windows® Server™ 2003, Windows XP, or Windows 2000, with their latest service packs
and updates.

PowerPoint version: Microsoft Office PowerPoint® 2003, PowerPoint 2002, or PowerPoint 2000.

Latest Office service packs and updates.

Microsoft Office Compatibility Pack for 2007 Office Word, Excel, and PowerPoint File Formats, offered free by Microsoft.
Saving in the new or old format
For new presentations, PowerPoint 2007 uses the new format, PowerPoint Presentation (*.pptx) (how it appears in
the Save As dialog box).
If you open a presentation that was created in the old format but want to save it in the new format, you need to select
the new format.
To save a presentation in the old format for someone who doesn't have PowerPoint 2007 or required software for
opening PowerPoint 2007 files:

Click the Microsoft Office Button
, click Save As, and in the Save as type box (in the Save As dialog box), select
PowerPoint 97-2003 Presentation (*.ppt).
You can also just point to Save As on the Microsoft Office Button menu, and click either
PowerPoint Presentation, to save in the new file format, or PowerPoint 97-2003 Presentation, to
save in the old format.
Note
For someone who's using PowerPoint 95 or earlier and who needs to work on the presentation, save it in the
PowerPoint 97-2003 Presentation (*.ppt) format.
Working with the Compatibility Checker
Some slide elements added to old presentations when they're opened in PowerPoint 2007 are affected when you
save to the old format. The Compatibility Checker tells you what these are.
The Compatibility Checker will also appear if your old presentation had WordArt, 3-D, or shadow effects, as
PowerPoint 2007 automatically upgrades these features.
To go ahead and save in the old format, click Continue. To save in a different format, click Cancel, and select the
type you want in the Save As dialog box, which opens automatically.
PowerPoint 2007 elements saved to the old format
Some PowerPoint 2007 elements become mostly uneditable when you save to the PowerPoint 97-2003
Presentation (*.ppt) format. Examples are SmartArt graphics; or shapes that have WordArt added to them. When
saved in the old format and opened in an earlier PowerPoint version, these elements will behave as a single object,
like a picture. You can apply picture effects to them, but not shape or WordArt formatting.
If no changes are made to the graphic, it will have all the PowerPoint 2007 editing capability when the presentation is
reopened in PowerPoint 2007.
Convert old presentations using the Convert command
With the presentation open in PowerPoint 2007, click the Microsoft Office Button
Important
, and click Convert.
This command converts an older presentation to the new format, so the version in the old format does
not exist any longer.
To see file extensions
If, in the Save As dialog box, you want to see the file extensions next to the file type:

Open Windows Explorer. On the Tools menu, click Folder Options. On the View tab, clear the check box next to Hide
extensions for known file types.
More about file types
With PowerPoint 2007, there are additional file types you can choose for saving a presentation.
Templates
If you want a presentation to serve as a template upon which other presentations are based, you save
it as a template rather than a presentation. The old format for this had the extension .pot; the new format has the
extension .potx. Both are available in PowerPoint 2007.
Files with code or macros
Among the new file types are presentations that contain code or macros. You now
must save those as a PowerPoint Macro-Enabled Presentation (.pptm).
Themes
Another new type is called a theme —Office Theme (*.thmx). These consist of a presentation's design
elements only.
There are "old-format" versions (that is, 97-2003) for all the major file types in PowerPoint 2007.
For more details, see Introduction to new file name extensions and Office XML Formats.