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Setting Program Options
In addition to the customizable menus and toolbars, PowerPoint contains an amazing array of customizable settings. Some of them make purely cosmetic changes, whereas others enable or disable timesaving or safety features.Most options are accessed by selecting Tools⇨Options. In the Options dialog box, click a tab (there are seven to choose from) and then make your selections. Table 18-1 lists all the options, broken down by category.
Tab | Section | Option | Description |
|---|---|---|---|
View | Show | Startup Task Pane | Specifies whether the task pane appears when PowerPoint starts or when you start a new presentation. |
Slide Layout task pane when inserting new slides | Specifies whether the Slide Layout task pane appears when you insert a slide, so you can choose a layout for it. | ||
Status bar | Displays or hides the status bar at the bottom of the PowerPoint window. | ||
Vertical ruler | Displays or hides the vertical ruler when rulers are displayed. | ||
Windows in Taskbar | Specifies whether each presentation will appear as a separate taskbar item, or whether a single item in the taskbar represents all open PowerPoint presentations. | ||
Slide show | Prompt to keep ink annotations when exiting | Clearing this checkbox keeps ink annotations automatically when exiting from Slide Show view. | |
Show menu on right mouse click | Clearing this checkbox allows you to move backwards instead of accessing a shortcut menu when you right-click during a slide show. | ||
Show popup toolbar | Clear this checkbox to suppress the shortcut buttons and attached menus that normally appear on the lower-left corner of the slide when you move the mouse during a show. | ||
End with black slide | Deselect this option if you do not want a black slide after the last slide in the show. | ||
Default view | Open all documents using this view | Enables you to specify a starting view. The default is to reopen the file in whatever view it was last saved in. | |
General | General options | Provide feedback with sound to screen elements | When on, PowerPoint plays sounds associated with various system events (set up from the Windows Control Panel's Sound feature). Most people find these annoying, so they're off by default. |
Recently used file list | Remember that one way to open a file is to select it from the bottom of the File menu. To increase or decrease the number of files that appear there, change the number here. | ||
Link sounds with file size greater than | When you place a WAV sound file in a presentation, PowerPoint creates a link to it rather than embedding it if it is larger than the size you list here. (The maximum value you can enter here is 50MB.) All other sound file formats are linked regardless of size. | ||
User information | Name and Initials | Fill in your name and initials if they don't already appear here. PowerPoint uses this information in several ways, including placing it on the Properties for the file (File⇨Properties) and marking any comments you make. | |
Web Options | Click this button to open the Web Options dialog box, which I covered in Chapter 17. | ||
Service Options | Click this button to open the Service Options dialog box, where you can choose settings for shared workspaces, privacy, and online content. | ||
Edit | Cut and Paste | Show Paste Options buttons | When this option is on and you paste text (see Chapter 4), the Paste Options icon appears, and you can click it for a menu of choices. Suppress that icon by turning this option off. |
Use smart cut and paste | When this option is enabled and you move things around with the Cut, Copy, and Paste commands, PowerPoint automatically removes excess spaces and adds spaces when needed. | ||
Text | When selecting, automatically select entire word | If this checkbox is marked and you select part of a word, the entire word becomes selected along with the white space after it. | |
Drag-and-drop text editing | When enabled, this lets you move and copy by dragging with the mouse. | ||
Charts | New charts take on PowerPoint font | This option sets the font for inserted charts at 18-point for the default font used in the template. Clear this checkbox to use the chart's own fonts. | |
Undo | Maximum number of undos | This is the number of actions that PowerPoint remembers so you can undo them with Edit⇨Undo. The higher the number, the more memory used up by the feature. | |
Disable new features | New animation effects, Multiple masters, Password protection | This section contains checkboxes for several of the features that are new to PowerPoint 2003. If you share files with someone who uses PowerPoint 97 or 2000, you might need to disable some or all of these. | |
Printing options | Background printing | If you clear this checkbox, you won't be able to continue to use PowerPoint after issuing the Print command until the print job has been completely sent to the printer. Although inconvenient, it can speed up printing in some cases. | |
Print TrueType fonts as graphics | This sends the fonts to the printer as pictures rather than outline font images. If you are having out-of-memory errors with the printer or inaccurately printed fonts, experiment with this setting. | ||
Print inserted objects at printer resolution | If a graphic has a higher resolution than the printer supports, this option dumbs down the object to match the printer, decreasing the size of the print file and making it print faster. | ||
Default print settings for this document | Use the most recently used print settings or Use the following print settings | This controls what happens when you click the Print button on the toolbar. It will either use whatever print settings were last specified in the Print dialog box, or it will use settings you specify yourself. | |
Save | Save options | Allow fast saves | Fast saving speeds up the process by saving only the changes to the presentation each time. However, it tends to make the file size larger, and some experts suspect it of causing document corruption in some cases. |
Prompt for file properties | If this box is marked, the File Properties dialog box appears the first time you save a file. Some organizations manage their files based on this extra information; most people ignore it. | ||
Save AutoRecover info every__minutes | PowerPoint periodically saves your work in an AutoRecover file. You can specify the interval here. | ||
Convert charts when saving on previous version | When this is enabled and you save in an earlier format, charts are converted to be compatible with that format even if it means losing chart features. | ||
Save PowerPoint files as | You can save your PowerPoint files by default in any of several PowerPoint formats. Set the default here. | ||
Default file location | This specifies where new files are saved by default and where the Open dialog box opens to. | ||
Font options for current document only | Embed TrueType fonts | This setting specifies whether TrueType fonts will be embedded in the presentation file. It makes the file larger but can enable the presentation to be shown on another PC that doesn't have the same fonts installed. Not all fonts can be embedded. | |
Security | File encryption settings for this document | Password to open | Enter a password here that someone must enter in order to open the file. Optional: click Advanced to choose the encryption method to use. |
File sharing settings for this document | Password to modify | Enter a password here that someone must enter in order to save changes to the file. | |
Digital Signatures | Click to open a box for managing digital signatures set up for the document. You can then manage macro security according to the digital signatures. See Chapter 19. | ||
Privacy options | Remove personal information from file properties on save | Just what it says. Useful for people who do not want their name associated with the file in any way. It also strips out other identifying characteristics such as file path information. | |
Macro security | Macro security | Click this button to adjust the security level for running macros in the presentation file. See Chapter 19. | |
Spelling and Style | Spelling | Check spelling as you type | Deselect if you do not want PowerPoint to run a spelling check in the background as you work. |
Hide all spelling errors | This option suppresses the wavy red lines that indicate spelling errors on a slide. | ||
Always suggest corrections | This option controls whether PowerPoint offers spelling suggestions or waits for you to click the Suggest button in the Spelling dialog box. | ||
Ignore words in UPPERCASE | When selected, all-uppercase words are not spell-checked. | ||
Ignore words with numbers | When selected, strings of letters that contain numbers are not spell-checked. | ||
Style | Check style | This enables/disables the Style Checker. | |
Style Options | Click this button to open the Style Options dialog box, where you can configure how the Style Checker works. |
