Summer 2008Colby College ITS Office 2003 to 2007 Making the Move

Summer 2008 Colby College ITS

Office 2003 to 2007Making the Move


Tutorial Objectives

Topics

• Office 2007 Overview• Design• Ribbon• SmartArt• File Versions

• Excel Overview• PowerPoint Overview• Word Overview


Office 2007 Overview

- The Design- The Ribbon- SmartArt- File Versions

Design Objective

• Add Simplicity– Easy to find commands

– Showing only the commands you use

– Organizing commands by task

• Establish Groups– Commands within a larger task

• Keep Familiar Functions– Still there

– Location has sometimes changed

• Deliver More Secure File Sharing


Design Results (1)

• Ribbon– Command Tabs– Command Groups– Contextual Tools– Dialog Box Launchers– Galleries– New File Menu– Quick Access Toolbar– New View Controls


Design Results (2)• Smart Art

– Converts textual data to graphics

• Keyboard Shortcuts– All old CTRL and function shortcuts remain– New shortcut keys start with ALT– You can turn on 2003 ALT shortcut keys

• File Formats– XMLS based

• Version Compatibility– Conversion utilities





Which Programs Use The Ribbon

• Office Excel 2007

• Office PowerPoint 2007

• Office Word 2007

• Office Outlook 2007– In open items such as– Mail, Contacts, and Appointments



The Ribbon

• What it does– Groups work (activities) by task rather than

function

• What is different– You can find information by what you want

to do (tabs) rather than by what classification a programmer put it under

• How this helps you– More intuitive, easier to learn


What is on the Ribbon?

1. Command Tabs• Seven basic tabs, each representing an activity area

2. Command Groups• Specific actions related to the activity

3. Commands• Buttons, dialog boxes or menus


Two New Features

• The Microsoft Office Button– Replaces File menu– Basic commands to open, save, and print

• The Quick Access Toolbar– Contains much-used commands– By default: Save, Undo, and Repeat


Dialog Launchers

• Lose a command?• Probably in a dialog box• Click the launcher arrow


Contextual Commands

• Some tabs only appear when a specific type of object is selected

• Select a picture• The image editing tab appears


Mini Toolbar

• Small formatting toolbar• Appears when you right-click something that

can be formatted• Saves several steps when you want to

perform simple formatting


Quick Access Toolbar

• Holds actions you use all the time (copy, paste, etc)

• To add a command – Right-click on it – Select “Add to Quick Access Toolbar”


Hiding the Groups for More Room

• When you need more room to just “write”• Double Click the active tab• To redisplay the groups, double click the

active tab again


Zoom

• Click the percent number to the left of the slider to open the Zoom dialog box

• If your mouse has a wheel– Hold down the CTRL key– Rotate wheel forward to zoom in, backward to

zoom out


Behind the Scenes

• Microsoft Office Button > Word Options• Options, security and settings are now all

under Word Options





Smart Art

• Only available in Office 2007– Word– Excel– Outlook– PowerPoint

• Special Capabilities

Types of Smart Art• List

• Process

• Cycle

• Hierarchy

• Relationship

• Matrix

• Pyramid


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Creating Smart Art• Illustration Group > Insert SmartArt.

• Click the type and layout that you want • Enter text by:

– Click in a shape in your SmartArt graphic, and then type your text.

– Click [Text] in the Text pane, and then type or paste your text.

– Copy text from another program, click [Text], and then paste into the Text pane.


The Smart Art Dialog Box

• Click type at left

• Then click layout in cnter


Changing Smart Art Colors

• Click your SmartArt graphic

• Design Tab > SmartArt Tools

• SmartArt Styles > Change Colors.

• Click the color variation you want


In PowerPoint Only (1)

• If you already have text on a slide, you can convert it to Smart Art



• Click text box that contains the text on the slide that you want to convert

• Paragraph Group > Home Tab > Convert to SmartArt Graphic

• Select layout



• Tip– If you want both a slide with the text and

another slide with the SmartArt graphic created from that same text create a copy of the slide before you convert it

– If you have not closed your presentation, you can reverse the conversion by clicking Undo on the Quick Access Toolbar


Sharing a Smart Art Graphic (1)

• Automatically saved inside the document

• If you want to embed in another document version or program that does support Smart Art– Save as another file type

or– Save the graphic separately



Saving as an Earlier Version– Select all shapes in the graphic– Home Tab > Clipboard Group > Cut – Home Tab > Clipboard Group > Paste Special– Save > Microsoft Office Graphic Object– Click OK– Click the SmartArt graphic border

• Press DELETE to delete the border

• Microsoft Office Button > Save As– Click the earlier version file format



Saving as a Separate Graphics File• Click the slide that contains graphic• Home Tab > Clipboard > Copy • Home Tab > Clipboard > Paste Special• Select the graphics file format you want • To work with your file in another program

– Insert it as an object


Converting Older Diagrams (1)• Excel diagrams to…

– SmartArt graphics or Individual shapes or Leave it as is– To change a diagram's individual pieces from an earlier

version of Microsoft Office, you must convert the diagram

• PowerPoint– SmartArt graphics or Individual shapes or Leave it as is– To change a diagram's individual pieces from an earlier

version of Microsoft Office, you must convert the diagram


Converting Older Diagrams (2)

• Word diagrams to…• SmartArt graphics• NOT to individual shapes• You CANNOT convert a single diagram

– Convert one = Convert entire document

• To change a diagram's individual pieces that were created in an earlier version– You must convert the diagram






New File Format

• Now based on XML

• Makes documents safer– Separates files that contain scripts or

macros– Easier to identify and block unwanted code

• Reduces file sizes

• Makes documents less vulnerable


Older Version Documents

• Office will open older documents in compatibility mode

• Compatibility Mode will appear next to the name of the file.


Compatibility Mode

• Has fewer options and actions• Stay in Compatibility if you will be sharing

your files with other people who may not have Office 2007


Converting Older Files

• Microsoft Office Button > Convert• More options and actions now available


Sharing Files (1)

• To open a 2007 file in an older version• Conversion dialog will appear• Once converted it will look MOSTLY the same

– New features will NOT display


Sharing Files (2)

• Microsoft Office Button > Save As• An older version document• Any new features will be lost


Getting Ready to Print

• Page Layout > Page Setup• Contains Size (8.5 x 11, A4, and so on),

Orientation (landscape and portrait), and Margins


Printing


Excel 2007 - New Features

Run the Demo!Organizing Data with Tables

Introducing Galleries(1)

• Directly apply formatting by selecting an appearance you want from a gallery

• Three types– Drop-down– Grid layout – Embedded


Drop Down Gallery

Introducing Galleries (2)


Grid Layout Gallery

Embedded Gallery

More Colors

• In 2007, you can have as many different colors in a workbook as you like

• You can assign a design theme to a workbook– Offers you color choices that are part of a

complementary whole– Not just a dialog box with no guidance

about which colors to choose


Conditional Formatting (1)


Conditional Formatting (2)

• Prior to Excel 2007– Up to three conditions– Define a format for each

• In Excel 2007– As many rules as you like– Apply several rules to a single data value– Choose to stop evaluating rules after a

particular rule has been applied– Change the order in which the rules are

evaluated


More Professional Looking Charts

• Charts summarize data visually• Excel 2007

– Creates attractive and informative charts quickly– Special tabs on the ribbon

just for charts• Select type of chart• Formatting• Layout

– Takes advantage of new graphic and drawing capabilities


Sample Excel 2007 Chart


Headers and Footers in Excel


• View > Page Layout • Click "Click to add header" • Header & Footer Tools and Design tabs

appear at the top of the Ribbon

Printing

• Page Layout tab• Adjust worksheet in “Page Layout” before

printing– Page Setup, Orientation, Size


New Workbook Window


• Microsoft Office Button > New• Select new blank workbook or template.• On left are template categories installed with Excel 2007• Click Featured under Microsoft Office Online for links

to demos and training


Excel 2007 – Walk Through

Opening Your File

• Microsoft Office Button > Openor

• Excel Options at the bottom of the menu– Used to set program options


Setting Options

• In previous versions options were set under the “Tools” menu

• In 2007, options are accessed through the “Excel Options” button – for example, in Excel– Turn R1C1 off– Show the formula bar


Inserting a Column

• Click on the column to the left of where you want your new column

• Home > Cells > Insert• Click Insert Sheet

Columns


Format and Edit Data (1)


• The Usual Suspects– Home > Font > Bold (or) Font Color (or) Size

– Home > Alignment > Center

– Home > Clipboard > Copy and Paste

• Multiple duplicate entries

Enter a Formula

1. Home > Sum

2. Formula result.

For more advanced formulae, the Formulas tab has more options



PowerPoint 2007 – What’s New

Themes

1. Title and Subtitle placeholders

2. Text placeholder selected

3. Content placeholder used for both body text and slide content such as clip art, SmartArt graphics, tables, shapes, pictures, and charts

4. Header and footer placeholders


Themes and Quick Styles

• Simplify creation• Select a theme

– Background, text, graphics, charts, and tables all change to reflect the theme

• Can apply the same theme to Word or Excel 2007 document

• Quick Style galleries change to adapt to that particular theme


Custom Layouts

• Now can create custom layouts– Contain as many placeholders as you want– Elements such as charts, tables, movies,

pictures, etc.– Save them for future use.


Placeholders

• Were always there

• But not editable so we didn’t recognize them

• Now we canedit them, create customlayouts


Available Objects in a Layout


Standard layouts

Click here to see an online demo of custom layouts

Improved Effects

• Add effects like shadow, reflection, glow, soft edges, warp, bevel, and 3-D rotation

• You no longer have to hire a designer to create these effects for you


New Export Formats

• Portable Document Format (PDF) – Fixed-layout electronic file format that

preserves document formatting and enables file sharing

• XML Paper Specification (XPS) – Electronic file format that preserves

document formatting and enables file sharing


Security Features

• Prevent Changes– Mark as Final command

• Add a Digital Signature

• Enhanced program recovery



PowerPoint 2007 – Walkthrough

Views

• Normal view

• Slide Sorter view

• Notes Page view

• Slide Show view

• Master views:– Slide– Handout– Notes


Normal View

1. Outline tabTo print a hard copy of an outline of your presentation, Print > Outline view

2. Slides tabThumbnails make it easy for you to navigate see effects of any design changes.

3. Slide paneDisplays a large slide view

4. Notes paneType notes here


Slide Sorter View

• Provides you with a view of your slides in thumbnail form

• Makes it easy to sort and organize the sequence of your slides

• Helps to prepare your presentation for printing


Masters View

• Includes:– Slide

– Handout

– Notes view

• Store information about the presentation, including– Background, color, fonts, effects, placeholder sizes

and positions

• Key benefit– Ability to make universal style changes to every slide,

notes page, or handout


Start a New Presentation

• Microsoft Office Button > New• Choose an option

(only a fragment of which is shown here)


Choose a Theme

• Click Design tab• Select a thumbnail (this one is Flow)• Preview appears on the slide• Click More arrow for a full theme gallery


Customizing the Theme

• Click Design tab• Colors, Fonts, and Effects• Background Styles

– Point to thumbnail for preview

• To apply your own background– Click Format Background


Add Slides, Choose Layouts

• Home > New Slide• Select a layout thumbnail


Insert a Picture (1)

1. Insert Picture from File iconor

2. Insert tab > Picture

3. The picture is positioned inside border


Insert a Picture (2)

4. Select the picture

5. Picture Tools > Format

6. Use buttons and options there to work with the picture


Insert a Text Caption Box

• Insert > Text Box > Format• Styles for text boxes and other shape• Shapes Gallery

– Point to any style to show preview


Insert an Organization Chart


• Click SmartArt Org Chart Icon

1.Org charts adopts them from slides

2.Type in pane next to chart

3.Text maps to chart shapes

Printing the Presentation

1. Office button > Print > Print Preview

2. To change program-wide settings– Click PowerPoint Options.



Word 2007 – What’s New

Managing Research Sources (1)


Managing Research Sources (2)

• Stores a master list of the sources

• To quote a source, insert a citation– Word 2007 keeps record of cited resources

• Preview shows you:– Citation example

(In this case - MLA format)– Bibliography example

(In this case – MLA format)

• Click a button to create the bibliographySummer 2008 Colby College ITS

Managing Research Resources (3)

• You write a paper in MLA style

• You need an article in APA style

• Simply choose another style and Word 2007 will reformat the paper’s citations and bibliography for you

• Will also store a master list of sources for you


Equation Writing

• Easily insert professionally formatted formulas and equations

• Create your own equations based on common math structures

• Save it so you don’t have to retype it


Publishing Formats

• First time you need to install a free add-in

• Link to add-in is available when you click Save As

• After installation, choose PDF when you use the Save As command



Word 2007 - Walkthrough


Under the Microsoft Office Button


Bullets, Numbers and More

• Remember to click to dialog arrow for more options


Styles

• Home > Styles1. Quick Styles are ready-made styles, quick and easy

to apply2. Click this button to see several more ready to use

Quick Styles3. Click the Dialog Box Launcher to open the Styles

pane


Format Painter

• Duplicates formatting from one section of text to another

• Place the cursor on source formatting• Click the Format Painter button• Select the target text• Click again or ESC to turn it off


Spelling and Grammar

• Review > Proofing


Inserting…

• Used to insert pictures, clip art, charts, or shapes

• Tab also contains Tables, Hyperlinks Page Numbers, Text Boxes, and WordArt

Working with Tables (1)

• To clear contents– Select the table, press DELETE

• To remove a table from page– Select the table, press BACKSPACE

• To add a row at end of a table– Click in the last cell, press TAB

• To insert a tab character in a table cell– Click in the cell, press CTRL+TAB.


Working with Tables (2)• To number rows, select column

– Home Tab > Paragraph Group– Click Numbering

• To number columns, select the top row– Home Tab > Paragraph Group– Click Numbering

• To insert a blank line before a table– Click before any text in the upper-left cell– Press ENTER

• To move a table row and its contents– Select the row– Press either

ALT+SHIFT+UP ARROWALT+SHIFT+DOWN ARROW.


Building Blocks


Building Blocks

• Some building blocks are available from the Ribbon

• Others are available only from the Building Blocks Organizer

• To insert a building block– Select it in the Building Blocks Organizer – Click Insert– Customize placeholders with your own text


Starting Mail Merge

• Mailings tab > Start Mail Merge

• Select Type of Mailing


Mail Merge – Recipients

• Mailings tab > Select Recipients• Select source or Type new List• Fill appropriate fields.


Mail Merge – Merge Fields

• Mailings tab > Insert Merge fields


• Mailings tab > Preview Results


Questions? Comments?

Contact: Mel [email protected]

ext. 4217