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Office 2007 Survival Guide
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New Documents, Opening, Saving, Printing, Exiting
The Office Logo Button
All the most important basic functions that used to be under the File menu in Office 2003
have been moved to the Office Logo Button in Office 2007. To gain access to New Document,
Open, Save, Print, and Exit Word simply click on the Office Logo and a drop down menu will
appear.
PLEASE NOTE: Double clicking the Office logo will close the program and if you accidentally
hit “No” when the prompt asks you if you want to save your work you will lose all unsaved
changes to the document.
Saving for Compatibility with Office 97‐2003
First Run the Compatibility Checker
1. Click on the Office Logo Button
2. Select: “Prepare > Run Compatibility Checker”
3. A dialog box will appear displaying any
compatibility issues.
4. Click “OK” in the dialog box, and then address
any compatibility issues.
Then Save the File
To save a file to be opened on a computer still utilizing an earlier version of Office: 1. Click on the
Office Icon. 2. Go to “Save As” 3. Click on the drop down menu labeled “Save as type:” 4. Select the
97‐2003 format, ex. “Word 97‐2003 Document (*.doc) 5. Save the file.
Converting Files to 2007 Format
When you open a document created in a previous version of an
Office 2007 program “Compatibility Mode” is turned on. Although
you will be able to Open, Edit, and Save this file in the 2007 version,
you will not be able to use any of the new features of the 2007
version until you convert the .doc file to a .docx file.
To Convert the .doc to .docx
1. Click on the Office Logo Button
2. Click on Convert
3. Click the “OK” button when the Dialog Box appears
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The Suite as a Whole
What you will find in using Microsoft Office Suite is that the same tools and functions appear throughout
the different programs. Because of this, you will find that many of the different functions explained in
conjunction with a specific program in this tutorial will inform your use of other applications contained
within the Office 2007 Suite.
Word 2007
Microsoft Word is Microsoft’s flagship word processing software and the most commonly used word
processor worldwide and many of the tools for manipulating text in the other Office Suite programs are
taken directly from it, hence it will be the first thing covered in this tutorial.
Home: Fonts, Alignment, Spacing, Styles, Editing
The Home tab contains all the controls for Fonts, Alignment, Spacing, Styles and Editing. If you cannot
seem to find a specific control relating to one of these topics on the ribbon it will most likely be in a pop‐
out box that you can access by clicking on the small arrow in the bottom left corner of each box. (NOTE:
the small arrows on the bottom left corner of each box are a universal feature in the Office Suite, always
check them for tools you cannot otherwise find on the ribbon)
The Font Group
In Word 2007 the default font settings have changed from Times
New Roman 12pt font to Calibri (Body) 11pt font. However, all the
standard tools for modifying text have remained much the same
and can be found in the “Font” group on the Home tab of the
ribbon
The Paragraph Group
In Word 2007 the default spacing settings have changed from the standard
single spacing between lines to a spacing of 1.15, which looks much closer
to double spacing. However, many of the buttons in the paragraph group
remain similar and the spacing can be easily adjusted back to the 97‐2003
default by clicking on the Style labeled “No Spacing” in the Style group of
the Home Tab.
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The Styles Group
New to Word 2007 are the ready‐made quick styles. These
styles can be used to quickly jump between different text
formats within a document. Within each style set there are
a number of distinct styles that can be applied. By clicking
on the “Change Styles” button you can toggle between
different Style Sets, Colors, and Fonts; adjusting all of the
Styles you have used within the document. If you would like your document to look more like it would
have in older versions of Office, you can select the style set “Word 2003.”
Insert: Pictures, Tables, Page Numbers, Headers/Footers, etc.
The Insert tab contains all the controls for inserting Pictures, Clip Art, Tables, Equations, Cover Pages,
and Links, as well as Headers/Footers and Page Numbers. If you cannot seem to find a specific control
relating to one of these topics on the ribbon it will most likely be in a pop‐out box that you can access by
clicking on the small arrow in the bottom left corner of each box.
PLEASE NOTE: After inserting either a Table or a Picture into your word document extra tabs on the
ribbon will appear to give you access to tools specific to those items.
These tabs can be located at the rightmost end of the ribbon.
Inserting a Table
1. Click on the “Table” button on the ribbon.
2. Option A: Select the number of rows and columns using the grid
provided in the dropdown menu
Option B: Click on “Insert Table” and enter them into the
resulting dialog box
Option C: Click on “Draw Table” and use the drawing tool to
manually draw the table
Option D: Scroll over “Quick Tables” and select one of the
preformatted table styles supplied by Word
Inserting Illustrations
In Word 2007 controls for inserting and manipulating image files
and other kinds of illustrations have been greatly improved. After
inserting either a Table or a Picture into your word document
extra tabs on the end of the ribbon will appear to give you access
to tools specific to those items.
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Reference
The Reference tab on the ribbon contains most of the functions specific to academic papers such as
Citations, Footnotes, Endnotes, Table of Contents, and Captions. Unfortunately there is not enough
time in this class to go through all the nuances of the controls for the tools on the Reference tab, if you
would like to learn more feel free to look at our “Word Class Guide.”
Other Noteworthy Things
Spelling & Grammar Check
The Spelling & Grammar Check tool, like all of the other review tools, has been moved onto the Review
tab of the ribbon and functions much in the same way as it always has.
Document Views & Print Preview
All the tools for altering the way you view your document have been moved onto the View tab of the
ribbon, however this is not how you access Print Preview. Print Preview can be found in the Office Logo
Button menu, under the Print option or can be added to the Quick Access Toolbar.
Undo & Redo
Undo & Redo can both be found on the Quick Access Toolbar, however
knowing the hotkeys for them will make working in any application much
more efficient so it is worth putting in the effort.
Undo Ctrl+Z
Redo Ctrl+Y
Excel 2007
Microsoft Excel is a spreadsheet application which features calculation and graphing tools that allow the
users to utilize and manipulate data entered into the program. In this section of the class we will give a
brief overview of some of the basics of working in Excel and will point out some of its more advanced
features.
Basics
Workbook vs. Worksheet
Workbook is the entire document, and it contains
several worksheets. It’s like a journal – the entire
journal is the workbook, but each page is like a
worksheet.
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Text wrap
Text wrapping allows you to fit text on several lines within a single cell without having to do messy
formatting. Once the text has been entered, right click the cell and select “Format Cells.” Then
choose the “Alignment” tab where, about halfway down, you will see “Wrap text.” Click the box next
to “Wrap text” and select okay. The cell will still be as wide as the other cells in the column but not be
much taller.
Inserting Data
Click on the cell and enter the desired information.
Rows and Columns
Changing width and height
Drag along the line between the row number or column letter. Double‐click and Excel will
automatically size all the cells to the size of the cell with the most characters.
Inserting or removing
To insert a row, right click on a row number and select “Insert”; a row will be inserted directly above
the selected number. To insert a column, right click on a column letter and select “Insert”; a column
will be inserted directly above the selected number. To remove a row or column, right‐click the row
or column to be removed and select “Delete.”
Sorting
If you only want to sort a single row or column, select that row/column by right‐clicking on the header
to select the row/column; then, navigate to the Data ribbon and select sort ascending or descending.
But if one column is tied to another, e.g. you are making mailing labels and want to sort by last name,
you need to select the entire document and then choose by which row or column you want to sort.
Select the entire document by clicking the cell in between Cell 1 and Cell A, then repeat as above.
Calculations and Graphing
Simple formulas
To make a formula, you need already existing data. To enter a formula, select the desired cell and
then go to the function bar up top. Each formula must start with an equal sign, and each cell must be
entered with the column letter followed by the row number. Alternatively, you can click on each cell
to input it into the formula. To multiply, use the asterisk sign (Shift+8), and to divide, use the
backslash. If Excel thinks you made a mistake or cannot read the formula, a dialog box will appear
suggesting a change. For example, a formula might look like = (A1*A2)/(B1+B2)
Using functions
Excel is really powerful and has a lot of functions, especially for finances and more basic mathematics.
If you not sure exactly what you are looking for, click on the f(x) icon next to the formula bar. Then, type
a description or name of the function, and Excel will return a list of what it thinks you are looking for. It
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will then instruct you on how to make a formula for that function. This is the easiest way to find
formulas or perform more complicated calculations.
Inserting Charts
Pie – Go to the Insert ribbon, select the pie chart icon, and choose which style you want. A Chart Tools
super ribbon with sub‐ribbons for design, layout, and format. Under the design ribbon, go to
“Select Data” and highlight the range of cells you want in the chart; they do not have to already be
in percentage terms. This goes into the “Chart Data Range” field; in that same window, you can
name the chart. To make a formatting change, double‐click towards the center of the pie‐chart.
Bar – What normal humans think of as bar charts, Microsoft engineers call Column Charts. This is also
found on the Insert ribbon. “Legend entries” corresponds to the Y‐Axis and Horizontal Axis Labels
is the X‐Axis.
Line graph – Different name, same process as the above two. Area charts are very similar but look a
little cooler since they shade in the difference between several data sets (lines) at the same time.
Statistical Analysis
Use SPSS if possible
The Statistical Package for the Social Sciences is designed specifically to analyze large amounts of data.
It does not use formulas, but if you’re using Excel for data entry, it will be easier in the long‐run to
learn and use SPSS.
Filtering data
Filtering data is useful when you have a large amount of data but only want to analyze one
characteristic. Select the range of data to be filtered, go to the Data ribbon, and click on the Filter
button. A series of drop‐down menus appears on each cell of the top, and clicking gives a list of
options. If you are sorting a column, it will keep the rows linked together so as to not mess up linked
calculations. Choosing Number Filters gives choices for logical or statistical filters such as only viewing
values above the mean for a series, greater than a given number, or a custom configuration.
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PowerPoint 2007
Microsoft’s PowerPoint is a presentation creation application that allows users to make slideshows that
include dynamic elements such as animations, images, sound, and video. In this section of the class we
will give a brief overview of some of the basics of working in PowerPoint and will point out some of its
more advanced features.
Starting a New Slide Show
Home Tab
This is where you will find the old “Edit” menu with Cut, Copy, and Paste options. This is also where the
controls for Slides, Fonts, Alignment, Spacing, Drawing, and Editing will be.
PLEASE NOTE: Some sections in each tab also have
arrows in the bottom right hand corner that offer
additional options in that particular section. For
example, if you want to change the alignment,
indentation, or spacing of your paragraph, you will not
find those options in the menu above. If you click on the
arrow in the “Paragraph” section, however, you will find
them
Customizing a Slide
Insert Tab
This is where you will find controls for inserting Pictures, Movies, Tables, Word Art, Sounds, and Links.
Inserting Illustrations, Links, and Media Clips
Click on the “Insert” button. In the Illustrations section, you will find picture, clip art, photo album,
shapes, smart art, and chart. To insert a picture of something that is already saved on your computer,
click “Picture”. A window will pop up under My Pictures for you to choose from.
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When you click on Clip Art, a window on the right hand side of the screen will show up, which will
allow you to search for a specific topic. Type in “birthday” in the search box and then click “go”. You
will find your choices below in the window.
You can create a photo album by clicking on the “Photo Album” button and choosing pictures from
your documents.
New in 07: Smart Art
Smart Art offers a number of ready to use graphics in which you can easily edit content.
Click on the SmartArt button. A window will pop up showing your choices: List, Process, Cycle,
Hierarchy, Relationship, Matrix, and Pyramid. Click on the Cycle button, then the Radial Cycle choice,
and then “ok”. You can now type in what would fit in the circles. You will find the SmartArt options
now available on the top of your screen. Click on the Insert tab to return to your menu.
Click on the Hyperlink button in the Links section. In order to add a hyperlink, you can search through
your documents. Once you have found what you are looking for, double click on it, and a hyperlink will
appear on the screen.
To add a movie or sound, click on the respective buttons and search through your documents. You
may also select a movie or sound that is already part of the PowerPoint program. Just click on the
downward pointing arrow located below the word Movie or Sound and choose Movie/Sound from Clip
Organizer. A menu of choices will appear on your right hand side. Again, you can search for a specific
topic, for example, birthday.
Design Tab
This tab contains options for Page Setup, Margins, Page Orientation, Theme, and Background.
PLEASE NOTE: You can view how your new slide would look with the change by holding your mouse over
the option you are contemplating.
New in 07: Themes
Themes allow you to quickly change the look and feel of an entire presentation with a single click. You
can change aspects of a theme and save the new theme for future use.
Slide Master View
Use slide masters to make design changes that affect each slide in your Microsoft Office PowerPoint
2007 presentation. When you start with a blank presentation, you can add a consistent look to your
slides by customizing the slide master, instead of customizing each slide individually. To customize a
slide master, you specify the placements of text and on a slide. You also specify placeholder sizes, text
styles, backgrounds, theme colors, graphics, effects, and animations.
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First go to View>Slide Master. This gives you a “behind the scenes” look at the slide. You will notice
that there is now a tab in the upper left entitled “Slide Master.” Click on this tab and select Insert
Placeholder. Select which kind of placeholder you’d like to put in this master slide, and then click and
drag to place it in the slide. You can then replace the default text for the place holder with whatever
text (prompt) you’d like. To save the slide layout, select Rename, from the grouping on the left.
Viewing Your Progress
View: Under this tab, you will be able to change Presentation Views, Zoom, Color Scale, and Window,
which allows you to see your slides one at a time or in a cascade.
Connecting Individual Slides into a Slide Show
Animations: Under this tab, you will find your options for Transitions.
PLEASE NOTE: You can preview each transition by placing your mouse over the particular transition you
want to see. To see all your transition options, click on the bottom arrow located on the right of the
transition options. You can either choose different transitions for each slide, in which you will have to
physically change the transition after you click on an individual slide, or you can apply one transition
option to all your slides by clicking the Apply To All button in the Transition to This Slide section. You
can also choose when the slide will transition by either choosing the On Mouse Click option or setting a
time for when it will automatically transition.
Choosing Transitions
Click on the Home tab and create a new slide. Now go back to the Animations tab. Click on the slide on
your screen. Now scroll down Animate, located in the Animations section. Click Fly In, As One Object.
For the transition, click on the third arrow on the right hand side of the transitions options. Choose
Wipe Right under the Wipes section. For the transition sound, choose Bomb. Then set the transition
speed to fast. Click on the Mouse Click option for when to transition. Now Click on the Slide Show tab
and choose From current Slide in the Start Slide Show section. You can now see how your transition
will look.
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Reviewing a Slide Show
Slide Show: Here, you can Start Slide Show from either the beginning or the current slide, Set Up your
slide by recording a narration and time the show, or change the Monitors option by setting up
resolution and which monitor you are using.
Review: Here, you will find your basic proofreading options: Spell Check, Research, Thesaurus,
Translator, Language Check, leave Comments, and Protect Presentation.
Conclusion and Other Resources
Although this tutorial has covered most of the important tools in the three most commonly used
programs within the Microsoft Office Suite, it comes far from covering everything. Hopefully many of
the tools you have learned to use in this tutorial will apply to other Office applications you may need to
use in the future and give you a better sense of the new user interface. If you have any specific
questions about the three programs covered in this tutorial feel free to look at one of the more
complete guides to Word, Excel, and PowerPoint located at the front desk. For any information
regarding other Microsoft Office applications you can find many resources on the Web.