The document provides an overview of a training course that introduces users to the new Microsoft Office 2007 system and its features such as the Ribbon interface, new file formats, and how to work with files from previous versions; it describes the changes in programs like Word, Excel, and Outlook and how to navigate the new interface elements like tabs, groups and commands on the Ribbon.
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Microsoft office_2007
1. Microsoft Office 2007
®
Get up to speed with the
2007 Office system
Get up to speed with the 2007 Office system
Academic Computing Services 2007
2. Course contents
• A new look to familiar programs
• The new Office: Made for you
• Answers to critical questions
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3. Course goals
• 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.
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4. 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Menus and toolbars have been replaced by the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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5. Computer Requirements
• Operating System - Windows Vista | Windows XP SP2
• Memory Required - 512MB or higher recommended for
instant search
• HardDisk Required - 1.5 GB a portion of this disk spaces
will be freed after installation if original download
package is removed from hard drive
• Minimum Processor Speed - 500 MHz processor or
higher
• Display - 1024x768 or higher resolution monitor
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6. The new Office: Made for you
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7. 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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8. 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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9. What’s on the Ribbon?
How do you get
started?
Begin with the first
tab.
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).
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10. 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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11. More commands, but only when
Commands you use
you need them
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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12. 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.
For example, to get to a less commonly used font option in PowerPoint® 2007:
On the Home tab, click the arrow
in the Font group.
The Font dialog box opens, with the full selection of font
commands.
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13. 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.
Animation: Right-click, and click Play.
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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14. 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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15. 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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16. Working with different screen
Everything described
resolutions
so far applies if your
screen is set to high
resolution and the
program window is
maximized.
If not, things look
different.
How? Like this:
• 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.
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17. Working with different screen
Everything described
resolutions
so far applies if your
screen is set to high
resolution and the
program window is
maximized.
If not, things look
different.
How? Like this:
• Screen not maximized: Some groups will display
only the group names.
• Tablet PCs: On those with smaller screens, the
Ribbon adjusts to show smaller versions of tabs and
groups.
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18. Suggestions for practice
1.Add a bulleted list in Word.
2.Apply heading styles in Word.
3.Insert a picture into a Word document.
4.Format text in Word using the Mini toolbar.
5.Add a button to the Quick Access Toolbar in Excel®, and
then delete one.
6.Find more Excel options.
Online practice (requires Word 2007 and Excel 2007, part of the 2007 Microsoft
Office system)
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19. Answers to critical questions
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20. Answers to critical questions
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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21. What happened to the File
The Microsoft Office
menu?
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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22. What happened to the File
The Microsoft Office
menu?
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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23. Where do I start a blank
When you create a
document?
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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24. What about favorite keyboard
If you rely on the
shortcuts?
keyboard more than
the mouse, you’ll want
to know that the
Ribbon design comes
with new shortcuts.
This change brings two big advantages over previous
versions of Office programs:
• There are shortcuts for every single button on the
Ribbon.
• Shortcuts often require fewer keys.
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25. What about favorite keyboard
The new shortcuts
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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26. What about favorite keyboard
What about the old keyboard shortcuts?
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.
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27. 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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28. What about the new file formats?
Word 2007, Excel
2007, and PowerPoint
2007 use new file
formats.
There are lots of great reasons for the change:
• Increased security for your files and reduced chances
of file corruption.
• Reduced file size.
• New features.
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29. What about the new file formats?
A bit more about the new format in Word, Excel, and PowerPoint:
• 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.
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30. Working with files from earlier
You may be the first in
versions
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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31. Working with files from earlier
Here’s how:
versions
• 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.
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32. Working with files from earlier
Here’s how:
versions
• Colleagues who have Word, Excel, or PowerPoint versions 2000
through 2003 (and the latest patches and service packs) can
open 2007 files.
– 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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33. What about the new file format in
The new file format in
Access?
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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34. What about the new file format in
Access?
Version compatibility
• 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.
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35. What about the new file format in
Access?
Version compatibility
• 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.
– 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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36. Suggestions for practice
1.Create a new document in Word.
2.Delete private information and comments from your
document.
3.Save your Word file as a different version.
4.Check out your options in Excel.
5.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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37. 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.
More….
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38. 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.
More….
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39. Outlook 2007 with Business
Contact Manager 2007
• 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
More….
protection/control, and much more.
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40. PowerPoint 2007
• 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.
More….
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41. 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.
More….
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42. Quick Reference Card
•For a summary of the tasks covered in this course,
view the Quick Reference Card.
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Notes:
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.
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.
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.
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.
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.
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.
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.]
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.]
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.
[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.]
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.
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.
[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.]
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.
For example, you’ve got support here for checking that files in Word, Excel, and PowerPoint don’t contain private information or comments.
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.
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.
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.
To learn more about keyboard shortcuts, see the Quick Reference Card, linked to at the end of this presentation.
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.
[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.]
If the technical details interest you: The new file formats are based on XML (Extensible Markup Language) and embrace the Office Open XML Formats.
Note: There’s a new file format in Access, too, but it has some different characteristics. The presentation covers that in a bit.
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.
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.
The new file format also allows improved encryption for stronger privacy and security.
The Quick Reference Card linked to at the end of this presentation has pointers to more information about the new Access file format.
[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.]