Microsoft Office applications include Outlook, Word, Excel, PowerPoint, and Access. If you are new to this software or are upgrading from a previous version of Microsoft Office study this lecture to learn how to use them. Any questions, send those to me@sukh.co

1. An introduction to
Microsoft Office 2007
by
Sukh Sandhu
me@sukh.co
Search: SukhSandhu

2. Microsoft Office 2007
 A package of softwares
 Word – text editor
 Excel – spreadsheet
 PowerPoint – presentations
 Outlook – e-mail
 Access – database
 Publisher – brochures, calendars, postcards, etc.
 +++
 The current versions are
Office 2007 which was released
on January 30 in 2007.

3. Microsoft
Word 2007

4. Microsoft word
 Text
processor to create documents
 Templates for different types of
documents
 Web pages

5. 5
The Different Versions of Word
 MS Word 97
 MS Word 2000
 MS Word 2002 (XP)
 Includes Smart Tags, Task Panes
 MS Word 2003
 Minimal changes from 2002
 MS Word 2007
 Major changes in user interface, file formats

6. Microsoft Office
2003 vs. 2007
 Interface is very Program 2003 Ext. 2007 Ext
different and takes
a bit of getting use
to. Word .doc .docx
 Files saved with
the default setting Excel .xls .xlsx
in Office 2007
CANNOT be Power .ppt .pptx
opened by earlier Point
versions.
Access .mdb .accdb
 To change go to
tools, options, &
save tab

7. Page Setup: Windows MS Word
2003 or Earlier
 MARGINS
 Left:1.5
 Right: 1.0
 Top: 1.5
 Bottom: 1.0

8. Margins: Windows MS Word
2007

9. 9

10. 10

11. Use the Ribbon instead of
toolbars and menus
• When you first start some of the programs in 2007 Microsoft Office system, you may be
surprised by what you see. The menus and toolbars in some programs have been
replaced with the Ribbon, which is part of the Microsoft Office Fluent user interface.
• The Ribbon is designed to help you quickly find the commands that you need to
complete a task.
• Commands are organized in logical groups, which are collected together under tabs.
• Each tab relates to a type of activity, such as writing or laying out a page.
• To reduce clutter, some tabs are shown only when needed. For example, the Picture
Tools tab is shown only when a picture is selected.

12. 12
When to Use Word
 Most paper-based documents
 Letters
 Simple tables
 Simple brochures and publications
 Email
 Outlook usually uses Word as its editor
 Electronic documents
 Simple Web pages

13. 13
When NOT to Use Word
 Complex publications
 Instead use Microsoft Publisher, Adobe
PageMaker, or Quark
 Complex tables
 Use Microsoft Excel
 Complex Web pages
 Use Microsoft Front Page

14. Use the keyboard
Okay, keyboard
people, these slides
are for you.
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.

15. Use the keyboard
The new shortcuts
also have a new
name: Key Tips.
To use Key Tips, start
by pressing ALT.
Next:
1. Press the Key Tip for the tab you want to display.
For example, press H for the Home tab. This
makes all the Key Tips for that tab’s commands
appear.
2. Press the Key Tip for the command you want.

16. Keyboard shortcuts for Microsoft
Office Word
• The keyboard shortcuts that are described in this Help topic refer to
the U.S. keyboard layout. Keys on other layouts might not
correspond exactly to the keys on a U.S. keyboard.
• For keyboard shortcuts in which you press two or more keys
simultaneously, the keys to press are separated by a plus sign (+) in
Microsoft Office Word 2007 Help. For keyboard shortcuts in which
you press one key immediately followed by another key, the keys to
press are separated by a comma (,).

17. Keyboard shortcuts - Display and
use windows
TO DO THIS PRESS
Switch to the next window. ALT+TAB
Switch to the previous window. ALT+SHIFT+TAB
Close the active window. CTRL+W or CTRL+F4
Restore the size of the active window after you maximize it. ALT+F5
Move to a task pane from another pane in the program window (clockwise F6
direction). You may need to press F6 more than once.
Move to a task pane from another pane in the program window (counterclockwise SHIFT+F6
direction).
When more than one window is open, switch to the next window. CTRL+F6
Switch to the previous window. CTRL+SHIFT+F6
Maximize or restore a selected window. CTRL+F10
Copy a picture of the screen to the Clipboard. PRINT SCREEN
Copy a picture of the selected window to the Clipboard. ALT+PRINT SCREEN

18. Keyboard shortcuts - Use dialog
boxes
TO DO THIS PRESS
Move from an open dialog box back to the document, for dialog boxes such ALT+F6
as Find and Replace that support this behavior.
Move to the next option or option group. TAB
Move to the previous option or option group. SHIFT+TAB
Switch to the next tab in a dialog box. CTRL+TAB
Switch to the previous tab in a dialog box. CTRL+SHIFT+TA
B
Move between options in an open drop-down list, or between options in a Arrow keys
group of options.
Perform the action assigned to the selected button; select or clear the SPACEBAR
selected check box.
Select an option; select or clear a check box. ALT+ the letter
underlined in
an option
Open a selected drop-down list. ALT+DOWN
ARROW
Select an option from a drop-down list. First letter of an
option in a
drop-down list
Close a selected drop-down list; cancel a command and close a dialog box. ESC
Run the selected command. ENTER

19. Keyboard shortcuts – Microsoft
Word shortcuts
For more shortcuts, please visit MS Word tutorial website:
 http://office.microsoft.com/en-us/word-help/keyboard-
shortcuts-for-microsoft-office-word-HP010147626.aspx
 http://www.keyxl.com/aaa367b/5/Microsoft-Word-keyboard-
shortcuts.htm

20. Most useful - Keyboard shortcuts –
Microsoft Word shortcuts -
Document Open/New/Saving
New Document:
Ctrl + N
Open Document:
Ctrl + O
Go to last location you were working in when document was
closed (after doc is opened):
Shift + F5
Save Document:
Ctrl + S
Save As
F12
Close Document:
Ctrl + W

21. Most useful - Keyboard shortcuts –
Microsoft Word shortcuts -
Editing/Reviewing/Printing
Show/Hide Paragraph marks and hidden text:
Ctrl + Shift + 4 (not num key 4)
Reveal Formatting:
Shift + F1
Open Font dialog box:
Ctrl + D
Turn off/on Track Changes:
Ctrl + Shift + E
Delete one word to left:
Ctrl + Backspace

22. Most useful - Keyboard shortcuts –
Microsoft Word shortcuts -
Editing/Reviewing/Printing
Delete one word to right:
Ctrl + DELETE
Spelling / Grammar check:
F7
Print Document:
Ctrl + P
Print Preview (toggle between):
Ctrl + Alt + I

23. Most useful - Keyboard shortcuts –
Microsoft Word shortcuts -
Navigating the Ribbon
Home tab:
Alt + H
Insert tab:
Alt + N
Page Layout tab:
Alt + P
References tab:
Alt + S
Mailings tab:
Alt + M
Review tab:
Alt + R
View tab:
Alt + W

24. Most useful - Keyboard shortcuts –
Microsoft Word shortcuts -
Common tasks in Microsoft Office
Word
CTRL+SHFT+SPACEBAR Create a nonbreaking space.
CTRL+HYPHEN Create a nonbreaking hyphen.
CTRL+B Make letters bold.
CTRL+I Make letters italic.
CTRL+U Make letters underline.
CTRL+SHFT+< Decrease font size one value.
CTRL+SHFT+> Increase font size one value.
CTRL+[ Decrease font size 1 point.
CTRL+] Increase font size 1 point.
CTRL+SPACEBAR Remove paragraph or character formatting.
CTRL+C Copy the selected text or object.
CTRL+X Cut the selected text or object.
CTRL+V Paste text or an object.
CTRL+ALT+V Paste special
CTRL+SHFT+V Paste formatting only
CTRL+Z Undo the last action.
CTRL+Y Redo the last action.
CTRL+SHFT+G Open the Word Count dialog box.

25. Simple formatting
 Text:
Font, size, color, bold/italic/underline
 Layout: Bullets, numbering, alignment

26. Changing font
Welcome to this lecture

27. Bold / italic / underline
Welcome to this lecture

28. Changing text color
How to change text color

29. Changing text size
How to change text size

30. Alignment of text
The first impression and view of a document is
very important for the reader. The options listed
underneath are the most important ones. These
can make the document nice looking, but also
very bad. A professional document should have
a standard font (like Times New Roman or Arial),
appropriate size (normal text size 12), and black
color.
The layout of the text should make the reader
comfortable – it should be easy to read. In thesis,
or other large documents, the text is often
aligned to both the left and right margins. This
creates a clean look at both sides of the text.
Additional extra space are put in between words
as necessary.

31. Page setup / margins
2,5 cm 2,5 cm
2,5
4,0 cm 2,5 cm
4,0 cm
0 cm Left

32. Line spacing

33. Word count

34. Headings and table of contents
Heading 1
Texttextexttexttexttexttextexttexttextex
ttextexttexttexttexttextexttexttext
Heading 2
Texttextexttexttexttexttextexttexttextex
ttextexttexttexttexttextexttexttext
Heading 3
Texttextexttexttexttexttextexttexttextex
ttextexttexttexttexttextexttexttexttext
Heading 3
Texttextexttexttexttexttextexttexttextex
ttextexttexttexttexttextexttexttext

35. Page numbers
1

36. Picture and crop

37. Reference / citation
Shresta
Shresta, Kumar
Kumar
Learn Microsoft Office in one lecture
2010
Kathmandu
Tribhuvan University Teaching Hospital
Shresta, Kumar

38. Reference list / bibliography
(1)

39. Save document
Word lecture
1

40. MS Word Compatibility

41. Revealing Your Formatting
Find this button on
your toolbar

42. Section and Page Breaks

43. Section and Page Breaks cont.
 Use page breaks when
format stays the same
 Use section breaks
(next page) when
format changes or
between chapters
 For example, use for
landscape table or
figures! That page will be
landscape and the rest
portrait.

44. Inserting Breaks:
MS Word 2007

45. 45
Goals for Advanced Users
 Takeadvantage of special features
 Automate repetitive tasks

46. 46
Course Agenda
1. Tabs and Tables
2. Mail Merge
3. Graphics
4. Power Tips
5. Macros and Your Choice

47. Session 1 –
Tabs & Tables
Advanced Microsoft Word

48. 48
Question:
How can you put one word
on the left margin of a line,
and another word on the right?
Like This
Tabs

49. 49
Things Hardly Anybody Knows
 Rocket Science
 Brain Surgery
 Strategy for NY Knicks
 How to use Tabs in Microsoft Word

50. 50
Tabs
 Traditional way to create
columns
 Tabs must have two components:
1. Tab Characters
2. Tab Stops

51. 51
Secret: How to Use Tabs
1. Type tab characters in text
2. Select lines of text
3. Set which type of tab stop you want
4. Insert tab stops on ruler w/ mouse
To edit the tab stop, just double-click it

52. 52
Tab Tab Stop & Tab Stops Tab Stop
Center
Chars Decimal
Left Tab Stop Right
Tab Stop
Tab
Button Default
Tab Stop
Tab
Ruler
Character

53. 53
Tab Characters
 Special non-printing characters (  )
 To create:
Press Tab key on keyboard
 To view:
Press Show/Hide button ( ¶ )

54. 54
Tab Stops
 Indicated on Ruler ( View / Ruler )
 Can be different for each paragraph
 Types of Tab Stops:
 Left
 Center
 Decimal
 Right

55. 55
Setting a Tab Stop
 Select paragraphs
 Click tab button to select type of Tab
Stop
(Left, Center, Right, etc.)
 Click ruler where you want the Tab Stop
 Repeat process for next tab

56. 56
Adjusting Tabs
 Selectparagraphs
 Use mouse to move tab stops on ruler
 Be careful not to insert new tabs, or
delete existing tabs

57. 57
Editing a Tab Stop
 Select paragraphs
 Click Page Layout > Paragraph Dialog Box
Launcher > Tabs
 Select Tab Stop you want to change
 Choose type (Left, Center, Right, etc.)
 Choose leader if desired (e.g., ………)
 Press Set button
 Repeat process for next tab

58. 58
Is There a Better Way to
Present This Information?
ISDN requires an installation charge of $600 and
costs $55 per month. DSL requires an installation
charge of $600 and costs $80 per month. T1
requires an installation charge of $4000 and
costs $1500 per month.
Use a Table

59. 59
When Do You Use a Table?
Type of Installation Monthly
Connection Cost Charge
ISDN $600 $55
DSL $600 $80
T1 $4000 $1500
When you have similar data

60. 60
Tables
The better way to create
short columns of text

61. 61
Diagram of a Table
Column
ID Name Zip
1 Steve 10923
2 Hillary 10934
Row 3 Joan 10723
Cell

62. 62
What Is a Table?
 Information organized by rows and
columns
 Columns are sometimes called "fields"
 Each piece of information is a Cell

63. 63
Why Use Tables?
 Present similar data concisely
 Avoids repetition
 Enables special formatting
 Can do simple calculations

64. 64
Disadvantages of Word Tables
 Limited features compared to Excel
 Limited calculating power
 If you need large tables, use Excel instead

65. 65
Word Tables vs. Excel Tables
 Word is better for:
 Text tables
 Tables within text documents
 Excel is better for:
 Tables consisting mainly of numbers
 Tables with many calculations
 Large tables

66. 66
Creating a Table
 Place cursor where table should appear
 Click Insert > Table
 Enter data into each cell
 Use Tab key to go to cell at right
 At end of table, Tab adds new row

67. 67
Converting to a Table
 Select a tabular text organized with tabs
 Click Insert > Table > Convert Text
 Be sure that text separator is Tab
 Check for correct number of columns

68. 68
Moving & Resizing a Table
 Handles appear when pointer moves over
table
 The Move handle (upper left)
 The Resize handle (lower right)
 Move cursor over vertical border to reveal
column-width handle
 The same occurs for row-height handles
 Also, use the Table Tools > Layout ribbon
 Click the arrow buttons in the Cell Size area

69. 69
Fast Formats for Tables
 Select any cell in a table
 Select the Table Tools > Design ribbon
 Choose desired Table Style

70. 70
Table Borders
 Borders are useful for highlighting cells
 To use:
 Select cells that require borders
 Open the Table Tools > Layout ribbon
 Click the Borders button in Table Styles

71. 71
Special Table Properties
 Adjust text alignment within cells
 Vertical and/or horizontal alignment
 To use:
 Select cells that require alignment
 Right-click one of the cells
 Choose Cell Alignment option

72. 72
Tabs and Tables
 In Tables, Tabs provide special
indentation
 But — you cannot use the Tab key
 Instead type Ctrl Tab
 With ruler, you can also set hanging
indents

73. 73
Sorting Table Rows
 Select rows that you want to sort
 Select Table Tools > Layout > Sort
 Choose column by which you want to sort

74. 74
Exporting & Importing Tables
 Select and copy Word table
 Then paste into Excel worksheet
Or,
 Select and copy Excel table
 Then paste directly into Word document

75. 75
Calculations
 Select cell where you want Sum
 Click Table Tools > Layout > Formula
 Check the Formula dialog box, click OK
 NOTE: If the numbers in the table change,
the formulas have to be updated:
 Right-click the sum or average
 Select Update Field

76. 76
Common Formulas
 =SUM(ABOVE) — Adds up column of
numbers immediately above
 =SUM(LEFT) — Adds up row of numbers
immediately to the left
 =AVERAGE(ABOVE) — Averages the
column of numbers immediately above
 =AVERAGE(LEFT) — Averages the row of
numbers immediately to the left

77. Developing Multipage
Documents
 Styles
 Outlining
 Sections
 Tableof Contents
 Cover Page
 Master Documents

78. Exploring Styles
 Usestyles to automate document-
formatting tasks and to ensure
consistency between related documents
 A style consists of various formats such as
font style, font size, and alignment that are
combined into one set that you name

79. Exploring Styles
Styles Gallery
Document
formatted with
the Word 2007
Quick Style set,
which is applied
to all new
documents

80. Exploring Styles
 Four style categories:
 Paragraph: includes character and
paragraph formats
 Character: includes character styles only
 List: includes styles to format a series of lines
with numbers or bullets
 Table: includes styles to format a table grid
and text

81. Building a Document in Outline
View
 UseOutline View to organize headings
and subheadings that identify topics and
subtopics
 Assign each heading a level from 1 to 9,
with Level 1 being the highest level
 Assign the Body Text level to the
paragraphs
 Move or delete blocks of text

82. Working in Outline View Show Level
list arrow
Move Up
button
Expand
button
Collapse
button
Plus outline symbol indicates that
additional levels or paragraphs of text
are included under the heading

83. Working With Sections
 Multi-pagedocuments often consist of
two or more sections, each of which can
be formatted differently
 Header text and page numbers can be
different in each section
 Deselect the Link to Previous button when
you change the text of a header in a new
section

84. Generating a Table of Contents
 Insert a table of contents to provide readers
with an overview of topics and subtopics
 Word searches for headings, sorts them by
heading levels, and then displays the
completed table of contents
 Format headings and subheadings with
Heading styles
 Customize a table of contents by modifying
TOC styles

85. Adding a Cover Page
 Use one of Word’s preset cover page
designs
 Add text to content controls
 Remove unwanted content controls

86. Creating a Master Document
A master document is a Word document
that contains links to two or more related
documents called subdocuments
 Create a master document to organize
and format long documents such as
reports and books

87. Finalizing a Master Document
 Workin Outline view to expand and
collapse a master document
 Expand the master document to view each
individual subdocument and make
changes to the content
 Collapse subdocuments for the master
document to contain only links to all the
subdocuments included within it

88. Finalizing a Master Document
 Onceyou have inserted subdocuments in
a master document, you can
 Add or update a table of contents
 Modify the document headers and footers

89. Exploring Advanced Graphics
 Modify a Picture
 Edit Charts
 Create a SmartArt Graphic
 Edit Clip Art
 Use Layering Options
 Align, Distribute, and Rotate Graphics
 Insert a Watermark and Page Border

90. Modifying a Picture
 Use the tools on the Picture Tools Format
tab to modify a picture in hundreds of
different ways
 Apply a preset picture style
 Further modify the style by
 Cropping it
 Changing the shape of the picture
 Modifying the picture border
 Apply picture effects

91. Modifying a Picture
 Cropping a picture
Before After

92. Editing Charts
 Modifycharts with the tools
contained on three Chart Tools
contextual tabs
 Design tab: Modify the appearance and
content of the chart itself
 Layout tab: Modify the appearance of the
various chart components
 Format tab: Modify the appearance of the
drawing canvas that contains the chart

93. Editing Charts New data for 2008
 Adding new chart data
A third bar is added to each data
series

94. Creating a SmartArt Graphic
 Youcan create seven types of SmartArt
graphics
 Once you have selected a type, you select
a layout and then type text in each of the
SmartArt shapes or in the text pane
 You can further modify a SmartArt graphic
by changing fill colors, shape styles, and
layouts

95. Creating SmartArt
 Names and positions for organization chart

96. Editing Clip Art
A clip art picture from the Clip Organizer is
made up of a number of separate
objects
 All of the objects are grouped together
when you insert the clip art picture
 Ungroup a clip art to edit its individual
objects
 The drawing canvas is an area upon which
you can draw multiple shapes and insert
clip art

97. Editing Clip Art
 Two methods to convert a clip art picture
into a drawing object:
 Right-click a clip art picture and select Edit
Picture from the menu
 Change the clip art picture from an inline
graphic to a floating graphic

98. Using Layering Options
 The Arrange group includes commands to
layer objects relative to each other
 Layering options include:
 Bring to Front
 Bring Forward
 Bring in Front of Text
 Send to Back
 Send Backward
 Send Behind Text

99. Aligning, Distributing, and
Rotating Graphics
 TheAlign and Distribute option in the
Arrange group includes commands you
can use to change the relative positioning
of two or more objects
 The Alignment commands align objects
relative to each other: left, right, center
 The Distribute commands distributes the
same amount of space between objects
 The Rotate command allows you to rotate
an object on its axis

100. Formatted Pictures for Graphics
Steps

101. Inserting a Watermark
A watermark is a picture or other type of
graphic object that appears lightly
shaded behind text in a document
 Use pictures as watermarks – reduce
brightness

102. Working with References
 Insert a Citation
 Manage Sources
 Generate a Bibliography
 Insert an Equation
 Modify an Equation

103. Inserting Citations
 TheCitations & Bibliography group on the
References tab includes features to help
you keep track of:
 Resources you use to write research papers
 Articles
 Any document you obtained from other
sources, such as books and Web sites

104. Inserting Citations
A citation is a short reference, usually
including the author and page number,
that gives credit to the source of a quote
or other information included in a
document

105. Modifying Citations and
Managing Sources
 Modify the contents of a citation
 Edit the source of the citation
 Format a citation for specific guidelines
such as
 Chicago
 MLA
 APA

106. Generating a Bibliography
 Assemble all your sources on a separate
page or pages at the end of your
document
 You can choose to create a:
 Works Cited list: Lists only the works included
in citations in your document
 Standard bibliography: Lists all the sources
you used to gather information for the
document

107. Inserting Equationsto insert
 Use the Equations feature
mathematical and scientific equations
from one of the categories in the
Equation galleries
 You can also create your own equations
that use a wide range of math structures
including
 Fractions
 Radicals
 Integrals

108. Modifying Equations
 Use many of the formatting options in the
Font and Paragraph groups on the Home
tab to modify an equation
 Choose to show an equation in:
 Professional Format
 Linear Format

109. Building Forms
 Construct a Form Template
 Add and Modify Content Controls
 Add a Building Block Content Control
 Insert Legacy Forms Controls
 Format and Protect a Form

110. Forms Design
A form is a structured document with
spaces reserved for entering information
 Create a form as a template that includes
labeled spaces, called form fields, into
which users type information
 The form template can include check box
fields, help messages, and other controls to
make the form interactive

111. Constructing a Form Template
A Word form is created as a form
template, which contains all the
components of the form
 A field label is a word or phrase that tells
users the kind of information required for the
field
 A control is the placeholder inserted to
contain data associated with the label

112. Constructing a Form Template Text
Rich Text
content control
Plain
content
control
Combo Box
content control
Date Picker
content control
Drop-Down List
content control
Picture content
control
Building Block
content control
contains text and a Legacy Tools
SmartArt graphic Check Box
Form Field

113. Adding and Modifying Text
Content Controls
 Rich Text Content Control
 Use when you want formatting, such as
bold or a different font size, automatically
applied to text that users enter
 Text Content Control
 Use when you do not want formatting
applied or you want to format the entry
with a style

114. Adding Date Picker and
Picture Content Controls
 Use the Date Picker content control to
provide users with a calendar from which
they can select a date
 Use the Picture content control to provide
a placeholder for users to insert a picture

115. Adding Drop-Down Content
Controls
 Drop-Down List Content Control
 Provides a list of choices
 Users can only select from the list
 Combo Box Content Control
 Provides a list of choices
 Users can select from the list or they can
type a new entry

116. Adding a Building Block
Content Control
 Youcan create your own Building Block
content control to insert into a form
 The Building Block content control can
contain both text and objects, such as
pictures and SmartArt graphics
 TurnDesign Mode off before you insert a
Building Block content control

117. Inserting Legacy Forms Controls
 Enhancea form by including Legacy
Forms controls:
 Text Form Field
 Check Box Form Field
 Workin the Text Form Field Options dialog
box to customize a legacy form control

118. Formatting and Protecting a
Form
 Turn Design Mode off before you protect
a form
 Click the Protect Document button in the
Protect group
 Select the protection required:
 Filling in forms

119. Customizing Word
 Create a macro
 Record macro steps
 Edit a macro
 Customize the Quick Access toolbar
 Modify Options
 Use the Document Inspector

120. Plan a Macro
 Automate repeated tasks by using
macros
 A macro is a series of Word commands
and instructions that you group together as
a single command to accomplish a task
automatically

121. Planning a Macro
 Macro tasks:
 Determine the tasks you want the macro to
complete
 Macro steps:
 Include the correct steps to perform the task
 Macro information:
 Determine the information related to the macro
 Record macro procedure:
 Use the Record Macro dialog box to record the
macro

122. Creating a Macro
 Create a macro by using the macro
recorder or by entering codes into the
Visual Basic Editor
 For most routine macros, use the macro
recorder
 Records each step you perform as a
sequence of Visual Basic codes
 Forcomplex macros, use the Visual Basic
Editor

123. Recording Macro Steps
 Once you have created a macro, you
need to record the macro steps
 The macro recorder actually records
each step you perform as a sequence of
Visual Basic codes
 Can use the mouse to click commands and
options
 Must use the keyboard to select text

124. Running a Macro
 When you run a macro, the steps you
recorded are performed
 Run a macro in three different ways:
 Select the macro by name in the Macro
dialog box, then click Run
 Click a button on the Quick Access toolbar
if you have assigned the macro to the
Quick Access toolbar
 Press a keystroke combination if you have
assigned shortcut keys to the macro

125. Customizing the Quick Access
Toolbar
 Create a custom toolbar that contains
only the buttons you want to perform
specific tasks
 Can include buttons to perform macros
12

126. Using the Document Inspector
 Usethe Document Inspector to check
that a document does not contain any
 Hidden text
 Personal information
 Comments that you do not want other
users to see
12

127. Microsoft
PowerPoint

128. Microsoft PowerPoint
 Softwareto make presentations
 Templates and different designs
 Same menues as Microsoft Word

130. How to make a nice
presentation
 Text
 Font should be easy to read
 Text color with high contrast to the background
 Big font size
 Less text is better
 Use the same formatting throughout the presentation
 Pictures and figures
 Choose understandable figures
 Pictures with high quality
 Pictures and figures should be relevant

131. Presentation
 Be careful with use of animations
 Know what you are presenting
 Don’t read from the slide
 Speak to the people
 Speak loudly
 Practice before presentation!

133. Microsoft
Excel

134. Microsoft Excel
 Mathematical software
 Spreadsheets to make stastitical
calculations

135. Microsoft Excel
 Formula for calculations of different
results in a set of data
 In
data
 Out data
 Graphical view of statistics

136. Overview: A hands-on introduction
Excel 2007 has a new look! It’s got
the familiar worksheets you’re
accustomed to, but with some
changes.
Notably, the old look of menus and
buttons at the top of the window
has been replaced with the
Ribbon.

137. More commands, but
only when you need them
The commands on
the Ribbon are the
ones you use the
most.
Instead of showing every command all the time,
Excel 2007 shows some commands only when you
may need them, in response to an action you take.
So don’t worry if you don’t see all the commands
you need at all times. Take the first steps, and the
commands you need will be at hand.

138. 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.
Click the Dialog Box Launcher , and you’ll see a
dialog box or task pane. The picture shows an
example:
1
On the Home tab, click the arrow in the Font
group.
2
The Format Cells dialog box opens, with superscript
and other options related to fonts.

139. 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.
This change brings two big advantages over
previous versions of Excel:
• There are shortcuts for every single button on the
Ribbon.
• Shortcuts often require fewer keys.

140. What about favorite
keyboard shortcuts?
The new shortcuts
also have a new
name: Key Tips.
You press ALT to
make Key Tips
appear.
For example, here’s how to use Key Tips to center
text:
1 Press ALT to make the Key Tips appear.
2 Press H to select the Home tab.
3 Press A, then C to center the selected text.

141. A new view
Not only the Ribbon
is new in Excel 2007.
Page Layout view is
new, too.
If you’ve worked in Print Layout view in Microsoft
Office Word, you’ll be glad to see Excel with similar
advantages.

142. Working with different
screen resolutions
Everything
described so far
applies if your
screen is set to high
resolution and the
Excel window is
maximized.
If not, things look
different.
When and how do things look different?
• When the Excel window isn’t maximized. Some
groups will display only the group name.
• With Tablet PCs. On those with smaller screens, the
Ribbon adjusts to show smaller versions of tabs
and groups.

144. For your project
 Mean (average)
 Percentile / quartile
 Maximum / minimum
 Standard deviation

146. Microsoft Outlook 2007
What’s New?

147. Overview: A new version of Outlook
Look out! There’s a new version of
Outlook.
It has a whole new look along with
new features. But don’t worry, that
doesn’t mean you’ll need to spend
a lot of time learning a new
program.
Instead, the new design and new
features will help you more
efficiently and easily accomplish
the tasks you do in Outlook every
day.

148. What’s changed and why
The first time you
create a message in
Outlook 2007 (or
open one you
receive), you’ll see
the Ribbon.
It’s the band across
the top of the
window.
One of the most dramatic changes in Outlook,
the Ribbon gives Outlook its new look.
But as you get up to speed, you’ll see that the
change is more than visual—it’s there to help you
get things done more easily and with fewer steps.

149. Introducing the Ribbon
Here’s a new e-mail
message. The
Ribbon is at the top
of the window.
The Ribbon is visible
each time you
create or edit
something in
Outlook.
Why the new system? Microsoft carefully
researched how people use commands in Outlook.
As a result of that research, some Outlook
commands are now more prominent, and
common commands are displayed and grouped in
ways that make them easy to find and use.

150. A closer look at the Ribbon
To better help you
learn how to use the
Ribbon, here’s a
guide to its basic
arrangement.
1 Tabs: The Ribbon is made up of different tabs, each
related to specific kinds of work you do in Outlook.
2 Groups: Each tab has several groups that show
related items together.
3 Commands: A command is a button, a box to enter
information, or a menu.

151. The Ribbon shows what you need
Once again, you’ll
encounter the
Ribbon when you
take certain actions
such as creating
messages, calendar
entries, or contacts.
The Ribbon shows tabs and commands appropriate
for what you’re doing.
That is, the tabs on the Ribbon will differ depending
on the area of Outlook you’re working in.

152. The Ribbon shows what you need
The picture shows
some of these
differences.
1 A new message shows the Message and Options
tabs.
2
A new appointment shows the Appointment tab.
3
A new contact shows the Contact tab.

153. There’s more than meets the eye
A small arrow at the
bottom of a group
means there’s more
available than what
you see.
This button is
called the Dialog
Box Launcher.
The picture shows that to see a full list of font
options, you’d click the arrow next to the Basic Text
group on the Message tab of a new e-mail
message.

154. The Mini toolbar
The Mini toolbar
allows you to quickly
access formatting
commands right
where you need
them: in the body of
an
e-mail message.
The picture shows how it works:
1 Select your text by dragging with your mouse, and
then point at the selection.
2 The Mini toolbar appears in a faded fashion. If you
point to it, it becomes solid. You can click a
formatting option.

155. The Quick Access Toolbar
The Quick Access
Toolbar is a small
toolbar above the
Ribbon.
It’s there to make
the commands you
need and use most
often readily
available.
What’s best about the Quick Access Toolbar?
What’s on it is up to you.
That is, you can add your favorite commands to it
with a simple right-click.

156. A new look for the calendar
The new design of
the calendar in
Outlook 2007 makes
it easier to see
what’s what.
Moving around is
easier, too.
The picture shows some examples:
3 Also new is the Tasks area. It shows your current and
upcoming tasks and tracks your accomplishments,
too.

157. A new look for contacts
In Outlook 2007,
Electronic Business
Cards make
contacts easy to
view and easy to
share.
You’ll first notice the new look for contacts when
you click Contacts to switch to that area of
Outlook. You can send Electronic Business Cards
through e-mail. You might want to include your
own Electronic Business Card as part of your e-mail
signature.

158. A new look for contacts
Notice that in this
picture, the
Navigation Pane is
minimized to show
more of the
Contacts pane.
You can minimize the Navigation Pane from any
area of Outlook by clicking the Minimize the
Navigation Pane button.

159. Questions?

160. Any questions?
Write to:
Sukh Sandhu
me@sukh.co
@sukhsandhu
About the writer: Sukh is a qualified BCA, PGDCA, MSC (IT) and Masters in Information Technology from University of
Ballarat (Australia) and also pursuing PhD in Computer and Information Sciences and Support Services and MBA from
Amity University. He started his career at age of 15 as Web designer & developer with a USA based organization.