Microsoft__Office_2007.ppt

Microsoft® Office 20072007 Office system
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Answers to critical questions
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See how the 2007 Office system has changed, and why.
Use the Ribbon to do what you’re used to doing.
See what the new file formats mean to you.
Get up to speed with the 2007 Office system
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Overview: A new look to familiar programs
When you open a 2007 Microsoft Office system program, you’ll see a lot that’s familiar. But you’ll also notice a new look at the top of the window.
Menus and toolbars have been replaced by the Ribbon, which contains tabs that you click to get to commands.
This presentation introduces you to the Ribbon and other new ways to make better documents, faster.
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Microsoft Office programs described in this training presentation include Microsoft Office Word 2007, Office Excel® 2007, Office PowerPoint® 2007, Office Access 2007, and Office Outlook® 2007.
The Ribbon was developed in response to what Office users—possibly you—have asked for: programs that are simpler to use, with commands that are easier to find. The Ribbon may be new, but with a little time and exposure you’ll find that it works for you, not against you.
Academic Computing Services 2007
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Display - 1024x768 or higher resolution monitor
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The new Office: Made for you
Yes, there’s a lot of change to familiar Microsoft Office programs.
But it’s good change.
With the Ribbon, commands and other tools you need are now exposed and more readily available.
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Instead of having 30 or so undisplayed toolbars, and commands buried on menus or in dialog boxes, you now have one control center that brings the essentials together and makes them very visual.
And once you learn how to use the Ribbon in one program (the picture here shows Word 2007), you’ll find it easy to use in other programs too.
What’s on the Ribbon?
The three parts of the Ribbon are tabs, groups, and commands.
Tabs sit across the top of the Ribbon. Each one represents core tasks you do in a given program.
Groups are sets of related commands. They remain on display and readily available, giving you rich visual aids.
Commands are arranged in groups. A command can be a button, a menu, or a box where you enter information.
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In Word 2007, for example, that’s the Home tab.
It’s got the commands that people use most commonly when they write documents: font formatting commands (Font group), paragraph options (Paragraph group), and text styles (Styles group).
Begin with the first tab.
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You’ll find the same organization in other 2007 Office system programs, with the first tab including commands for the most key type of work. The primary tab in Excel, PowerPoint, and Access is also the Home tab. In Outlook, when you create a message, it’s the Message tab.
How commands are organized
Commands are organized by how they’re used.
Frequently used core commands no longer have to share space with a range of remotely related commands on a menu or toolbar.
They’re the ones that get used, and so now they’re the ones most prominently featured.
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Take the Paste command, for example. It’s one of the most frequently used commands. Why not give it maximum exposure in the window, along with its related commands, Cut and Copy? In Word and Excel, these commands all appear on the Home tab.
Less frequently used commands are less prominent on the Ribbon. For example, most people use Paste Special less often than they use Paste. So to access Paste Special, you first click the arrow on Paste.
More commands, but only when you need them
Commands you use most are available on the Ribbon all the time.
Others appear only when you need them, in response to an action you take.
For example, the Picture Tools in Word appear on the Ribbon when you insert a picture, and they go away when you’re done. The Ribbon responds to your action.
So don’t worry if you don’t see all the commands at all times. Take the first steps, and what you need will appear.
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If you don’t have a picture in your Word document, the commands to work with a picture aren’t necessary. But after you insert a picture in Word, the Picture Tools appear along with the Format tab that contains the commands you need to work with the picture.
When you’re through working with the picture, Picture Tools go away. If you want to work on the picture again, just click it, and the tab appears again with all the commands you need.
More options if you need them
Sometimes an arrow, called the Dialog Box Launcher, appears in the lower-right corner of a group.
This means more options are available for the group.
On the Home tab, click the arrow in the Font group.
For example, to get to a less commonly used font option in PowerPoint® 2007:
The Font dialog box opens, with the full selection of font commands.
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In PowerPoint, the example described here, the Font group on the Home tab contains all the commands that are used the most to make font changes: commands to change the font face and font size, and to make the font bold, italic, or underlined.
Clicking the Dialog Box Launcher gets you to all the other, less commonly used options such as superscript.
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Are you familiar with the try-undo-try cycle?
You make a change, it’s not what you want, and so you undo and keep trying until you get what you had in mind.
Now you can see a live preview of your choice before you make a selection, which saves you time and gives you better results.
Animation: Right-click, and click Play.
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Try-undo-try. You select a font, font color, or style, or make changes to a picture. But the option you select turns out not to be what you want, so you undo and try again, and perhaps again, until you finally get what you have in mind.
To use live preview, rest the mouse pointer on an option. Your document changes to show you what that option would look like, before you actually make a selection. After you see the preview of what you want, then you click the option to make your selection.
Click Play to watch the process of seeing how different underline styles will look before selecting one.
[Note to trainer: To play the animation when viewing the slide show, right-click the animation, and then click Play. After playing the file once, you may have to click Rewind (after right-clicking) and then click Play. If you have problems viewing the animation, see the notes for the last slide in this presentation about playing a Macromedia Flash animation. If you still have problems viewing the animation, the slide that follows this one is a duplicate slide with static art. Delete either the current slide or the next slide before showing the presentation.]
Preview before you select
Are you familiar with the try-undo-try cycle?
You make a change, it’s not what you want, and so you undo and keep trying until you get what you had in mind.
Now you can see a live preview of your choice before you make a selection, which saves you time and gives you better results.
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Try-undo-try. You select a font, font color, or style, or make changes to a picture. But the option you select turns out not to be what you want, so you undo and try again, and perhaps again, until you finally get what you have in mind.
To use live preview, rest the mouse pointer on an option. As the picture shows, your document changes to show you what that option would look like, before you actually make a selection. After you see the preview of what you want, then you click the option to make your selection.
[Note to trainer: This slide is identical to the preceding slide except that it has static art instead of an animation. Use this slide if you have problems viewing the animation. Delete either the current slide or the preceding slide before showing the presentation.]
Put commands on your own toolbar
Do you often use commands that aren’t as quickly available as you’d like?
You can easily add them to the Quick Access Toolbar.
Located above the Ribbon when you first start your Microsoft Office program, the Quick Access Toolbar puts commands where they’re always visible and near at hand.
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For example, if you use Track Changes in Word or Excel every day to turn on revision marks, and you don’t want to have to click the Review tab to access that command each time, you can add Track Changes to the Quick Access Toolbar.
To do that, right-click Track Changes on the Review tab, and then click Add to Quick Access Toolbar. To delete a button, right-click it, and then click Remove from Quick Access Toolbar.
Working with different screen resolutions
Everything described so far applies if your screen is set to high resolution and the program window is maximized.
If not, things look different.
Low resolution: If your screen is set to a low resolution, a few groups on the Ribbon will display the group name only, not the commands in the group. Click the arrow on the group button to display the commands.
How? Like this:
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More on low resolution: For example, in Word, with a higher resolution you will see all the commands in the Show/Hide group on the View tab. But with 800 by 600 resolution, you will see the Show/Hide button only, not the commands in the group.
In that case, you click the arrow on the Show/Hide button to display the commands in the group.
Generally, the groups that display only the group name at a lower resolution are those with less frequently used commands.
Working with different screen resolutions
Everything described so far applies if your screen is set to high resolution and the program window is maximized.
If not, things look different.
Screen not maximized: Some groups will display only the group names.
How? Like this:
Tablet PCs: On those with smaller screens, the Ribbon adjusts to show smaller versions of tabs and groups.
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More on smaller windows: At any resolution, there is a window size at which some groups will display only the group name. So if you’re working in a program window that isn’t maximized, you may need to click the arrow on the group button to display the commands.
More on Tablet PCs: If you have a Tablet PC with a larger monitor, the Ribbon adjusts to show you larger versions of the tabs and groups.
Apply heading styles in Word.
Insert a picture into a Word document.
Format text in Word using the Mini toolbar.
Add a button to the Quick Access Toolbar in Excel®, and then delete one.
Find more Excel options.
Online practice (requires Word 2007 and Excel 2007, part of the 2007 Microsoft Office system)
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[Note to trainer: With Word 2007 or Excel 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word or Excel, with instructions to guide you. Important: If you don’t have Word 2007 or Excel 2007, you won’t be able to access the practice instructions.]
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Now it’s time to look beyond the Ribbon and see what else is new.
The Microsoft Office Button is new, as are new keyboard shortcuts and new file formats for Word, Excel, PowerPoint, and Access 2007.
In this lesson, you’ll find out how to work with some of the new options.
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The Microsoft Office Button takes the place of the File menu in several Office programs. It provides more options, more conveniently located together.
In this lesson you’ll also find out what to do if you can’t find a command you need, see how to work with the new file formats, and find out how people who haven’t upgraded to Word, Excel, or PowerPoint 2007 can open your files and work in them as usual.
What happened to the File menu?
The Microsoft Office Button appears in the upper-left corner of the window in several Microsoft Office programs, such as Word and Excel.
But the button offers more commands than the File menu did.
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For example, you’ve got support here for checking that files in Word, Excel, and PowerPoint don’t contain private information or comments.
What happened to the File menu?
The Microsoft Office Button also leads you to the program settings that control things like your preferences for correcting spelling.
In previous versions of Office programs you could set options in the Options dialog box, which you opened through the Tools menu.
Many of those options can now be found when you click the Microsoft Office Button.
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Having program options available through the Microsoft Office Button makes them more visible and conveniently close at hand when you start work on old files or new ones.
Click Excel Options, Word Options, and so on, at the bottom of the menu, and then click any of the categories in the list that appears on the left. For example, in Excel, click Formulas to turn the R1C1 reference style on or off. In Word, click Proofing to turn on or off the feature to check spelling as you type.
Where do I start a blank document?
When you create a new document, workbook, presentation, or database, you’ll get a full, colorful window to help you begin.
You can start with a blank or existing file, as you’re accustomed to doing.
Or to jump-start your authoring work, look on the left. Under Microsoft Office Online, click Featured, and choose from the catalog of links to online templates and training courses.
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To get to the new window, start by clicking the Microsoft Office Button in the upper-left corner of the window. Then click New to open the New Document window in Word, the New Workbook window in Excel, the New Presentation window in PowerPoint, or the Getting Started with Microsoft Office Access window in Access.
The picture shows the New Presentation window in PowerPoint.
What about favorite keyboard shortcuts?
If you rely on the keyboard more than the mouse, you’ll want to know that the Ribbon design comes with new shortcuts.
There are shortcuts for every single button on the Ribbon.
Shortcuts often require fewer keys.
This change brings two big advantages over previous versions of Office programs:
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The new shortcuts also have a new name: Key Tips.
The picture shows an example of using Key Tips to remove a heading style in Word.
Press ALT to make the Key Tips appear.
Press H to select the Home tab.
Press E to select the Clear Formatting button in the Font group to remove the heading style.
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More on using the new shortcuts
When you press ALT, you’ll see Key Tips for all the Ribbon tabs, all commands on the tabs, the Quick Access Toolbar, and the Microsoft Office Button.
Press the key for the tab you want to display. This makes all the Key Tip badges for that tab’s buttons appear. Then, press the key for the button you want.
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What about favorite keyboard shortcuts?
Keyboard shortcuts of old that begin with CTRL are still intact, and you can use them as you always have.
For example, the shortcut CTRL+C still copies something to the clipboard, and the shortcut CTRL+V still pastes something from the clipboard.
What about the old keyboard shortcuts?
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To learn more about keyboard shortcuts, see the Quick Reference Card, linked to at the end of this presentation.
What if I can’t find a command?
If you can’t find the command you’re looking for, there’s help.
For Word 2007, Excel 2007, and PowerPoint 2007, there’s a visual, interactive reference guide to help you quickly learn where things are.
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The picture illustrates how to use the interactive guide:
You point to a command in the Office 2003 program to see where it is in the new program. For example, to find the Insert Table command in Word, in the guide you would rest the pointer on the Insert command in Word 2003.
Click to see an animation of the location of the command in Word 2007. (It’s on the Insert tab in the Tables group).
In addition to giving you immediate help, the guides also serve as a learning tool that will help you get familiar with the location of particular commands.
You’ll find the links to these guides in the Quick Reference Card at the end of the course.
What about the new file formats?
Word 2007, Excel 2007, and PowerPoint 2007 use new file formats.
Increased security for your files and reduced chances of file corruption.
Reduced file size.
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If the technical details interest you: The new file formats are based on XML (Extensible Markup Language) and embrace the Office Open XML Formats.
What about the new file formats?
For documents, workbooks, and presentations, the default file format now has an “x” on the end, representing the XML format. For example, in Word, a document is now saved by default with the extension .docx, rather than .doc.
If you save a file as a template, the same applies: You get the template extension of old, with an “x” on the end; for example, .dotx in Word.
If your file contains code or macros, you have to save it using the new macro-enabled file format. For a Word document, that translates into .docm; for a Word template, it’s .dotm.
A bit more about the new format in Word, Excel, and PowerPoint:
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Note: There’s a new file format in Access, too, but it has some different characteristics. The presentation covers that in a bit.
Working with files from earlier versions
You may be the first in your group to get the 2007 Office system.
Or you may work with departments that need to use Office documents saved in an earlier format.
Don’t worry, you can still share documents between the 2007 Office system and earlier versions of Office programs.
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You can open a file created in previous versions of Office programs, from 95 through 2003. Just open the file as usual.
After working with it in the 2007 version, you may want to save the file. By default, the Save As dialog box saves a file created in a previous version as that same version.
As you save, a Compatibility Checker will let you know of any new features added to the file that may be disabled, or matched as closely as possible.
Here’s how:
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Note: If you open a presentation created in PowerPoint 95, PowerPoint will default to the 2007 format when you save it. But you can choose to save the file in the 97-2003 format.
If you want to save a file in the 2007 format, select Word Document, Excel Workbook, or PowerPoint Presentation in the Save as type box.
Colleagues who have Word, Excel, or PowerPoint versions 2000 through 2003 (and the latest patches and service packs) can open 2007 files.
Here’s how:
When they open your document, they will be asked if they want to download a converter that will let them open your document.
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You can learn more about the new file format in individual courses about Word 2007, Excel 2007, and PowerPoint 2007. You’ll find pointers to these courses in the Quick Reference Card linked to at the end of this presentation.
What about the new file format in Access?
The new file format in Access 2007, .accdb, supports new product features.
For example, Access supports the attachment data type—which lets you store documents and files as compressed attachments in your database—and multivalued fields.
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The new file format also allows improved encryption for stronger privacy and security.
When you create a new database in Access 2007, the database automatically uses the new .accdb format.
Earlier versions of Access use the .mdb file format. You can open and work with .mdb files in Access 2007, if those files were saved in Access 2003, Access 2002, or Access 2000.
However, the new features in Access 2007 will not work for .mdb files. If you want to use the new features, use Save As to convert the database to the .accdb format.
Version compatibility
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When you use Access 2007 to open a database saved in Access 95 or Access 97, Access 2007 offers to upgrade it to the .accdb format.
Version compatibility
If you don’t plan to use the database with earlier versions of Access (and you do not use replication or user level security), you should upgrade the database.
Important: You cannot open a database in .accdb file format with any version of Access but Access 2007.
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The Quick Reference Card linked to at the end of this presentation has pointers to more information about the new Access file format.
Delete private information and comments from your document.
Save your Word file as a different version.
Check out your options in Excel.
Use a keyboard shortcut in Excel.
Online practice (requires Word 2007 and Excel 2007, part of the 2007 Microsoft Office system)
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[Note to trainer: With Word 2007 or Excel 2007 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Word or Excel, with instructions to guide you. Important: If you don’t have Word 2007 or Excel 2007, you won’t be able to access the practice instructions.]
Word 2007
Microsoft Office Word 2007 helps you produce professional-looking documents by providing a comprehensive set of tools for creating and formatting your document in the new Microsoft Office Fluent user interface.
Rich review, commenting, and comparison capabilities help you quickly gather and manage feedback from colleagues.
Advanced data integration ensures that documents stay connected to important sources of business information.
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Excel 2007
Sharing and managing information has just been made easier using Microsoft’s Excel 2007.
Analyzing, creating spreadsheets and sharing information are all made easy with the impressive tools that come with Excel.
With the combined technologies of Office Excel services 2007 your able to share and transfer data at the highest level, giving you the quality and security your business needs.
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Outlook 2007 uses the brand new Office fluent user interface.
Composing, formatting and acting on e-mails are brought to you on a whole new level, making your experience with Outlook 2007 a unique and intuitive one.
With the new integrated Instant Search you can find all the information in your emails you’re looking for, from right inside the Outlook 2007 interface.
Along with the Instant Search, comes upgraded email protection/control, and much more.
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Charismatic, energizing and compelling are all characteristics of the presentations that can be created with PowerPoint 2007.
With streamlined and powerful SmartArt diagrams, it’s no wonder why everyone loves Microsoft’s PowerPoint 2007.
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Access 2007
Integrated with all Office programs, Access 2007 grants you the ability to import information through e-mails and your database.
With all new features, you’re able to gather, share and track your information with the highest security Microsoft has to offer.
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Quick Reference Card
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Microsoft__Office_2007.ppt