Microsoft® Office Training North Shore Community College presents: Microsoft® Office Training [Notes to trainer: For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides. Because this presentation contains Macromedia Flash animations, saving the template may cause a warning message to appear regarding personal information. Unless you add information to the properties of the Flash file itself, this warning does not apply to this presentation. Click OK on the message.] Get up to speed with the 2007 system

Get up to speed with the 2007 Office system Course contents Overview: A new look to familiar programs Lesson 1: The new Office: Made for you Lesson 2: Answers to critical questions Each lesson includes a list of suggested tasks and a set of test questions. Get up to speed with the 2007 Office system

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 Menus and toolbars have been replaced by the Ribbon, which contains tabs that you click to get to commands.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. 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. Get up to speed with the 2007 Office system

Get up to speed with the 2007 Office system 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. Get up to speed with the 2007 Office system

The new Office: Made for you Lesson 1 The new Office: Made for you

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. 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. Get up to speed with the 2007 Office system

Get up to speed with the 2007 Office system 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. Get up to speed with the 2007 Office system

Get up to speed with the 2007 Office system 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). 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. Get up to speed with the 2007 Office system

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. 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. Get up to speed with the 2007 Office system

More commands, but only when you need them Commands you use most are available on the Ribbon all the time. Others appear only when you need them, in response to an action you take. For example, the Picture Tools in Word appear on the Ribbon when you insert a picture, and they go away when you’re done. The Ribbon responds to your action. So don’t worry if you don’t see all the commands at all times. Take the first steps, and what you need will appear. 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. Get up to speed with the 2007 Office system

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: 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. On the Home tab, click the arrow in the Font group. The Font dialog box opens, with the full selection of font commands. Get up to speed with the 2007 Office system

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. 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.] Now you can see a live preview of your choice before you make a selection, which saves you time and gives you better results. Get up to speed with the 2007 Office system

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. 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.] Get up to speed with the 2007 Office system

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. Animation: Right-click, and click Play. 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. Click Play to see both these processes in action. [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.] 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. Get up to speed with the 2007 Office system

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. 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.] Get up to speed with the 2007 Office system

Working with different screen resolutions Everything described so far applies if your screen is set to high resolution and the program window is maximized. If not, things look different. How? Like this: 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. 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. Get up to speed with the 2007 Office system

Working with different screen resolutions Everything described so far applies if your screen is set to high resolution and the program window is maximized. If not, things look different. How? Like this: 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. 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. Get up to speed with the 2007 Office system

Suggestions for practice Add a bulleted list in Word. Apply heading styles in Word. Insert a picture into a Word document. Format text in Word using the Mini toolbar. Add a button to the Quick Access Toolbar in Excel®, and then delete one. Find more Excel options. [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.] Online practice (requires Word 2007 and Excel 2007, part of the 2007 Microsoft Office system) Get up to speed with the 2007 Office system

Get up to speed with the 2007 Office system Test 1, question 1 The Paste, Cut, and Copy commands appear where on the Ribbon? (Pick one answer.) On the last tab. On the first tab. On the Quick Access Toolbar. Get up to speed with the 2007 Office system

Get up to speed with the 2007 Office system Test 1, question 1: Answer On the first tab. These commands are used frequently, so they logically appear on the first tab of the Ribbon. Of course, you can add them to the Quick Access Toolbar if you want. Get up to speed with the 2007 Office system

Get up to speed with the 2007 Office system Test 1, question 2 You move from a computer with a high screen resolution to one with a low resolution. You don’t see the commands in one group. What do you do? (Pick one answer.) Click the View tab. Click the View toolbar. Click the arrow on the group button. Get up to speed with the 2007 Office system

Get up to speed with the 2007 Office system Test 1, question 2: Answer Click the arrow on the group button. If commands are not displayed, either because of screen resolution or because the program window isn’t maximized, you can display commands in a group by clicking the arrow on the group button. Get up to speed with the 2007 Office system

Answers to critical questions Lesson 2 Answers to critical questions

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. 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. In this lesson, you’ll find out how to work with some of the new options. Get up to speed with the 2007 Office system

What happened to the File menu? The Microsoft Office Button appears in the upper-left corner of the window in several Microsoft Office programs, such as Word and Excel. But the button offers more commands than the File menu did. For example, you’ve got support here for checking that files in Word, Excel, and PowerPoint don’t contain private information or comments. Get up to speed with the 2007 Office system

What happened to the File menu? The Microsoft Office Button also leads you to the program settings that control things like your preferences for correcting spelling. In previous versions of Office programs you could set options in the Options dialog box, which you opened through the Tools menu. Many of those options can now be found when you click the Microsoft Office Button. 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. Get up to speed with the 2007 Office system

Where do I start a blank document? When you create a new document, workbook, presentation, or database, you’ll get a full, colorful window to help you begin. You can start with a blank or existing file, as you’re accustomed to doing. Or to jump-start your authoring work, look on the left. Under Microsoft Office Online, click Featured, and choose from the catalog of links to online templates and training courses. 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. Get up to speed with the 2007 Office system

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 Office programs: There are shortcuts for every single button on the Ribbon. Shortcuts often require fewer keys. Get up to speed with the 2007 Office system

What about favorite keyboard shortcuts? The new shortcuts also have a new name: Key Tips. The picture shows an example of using Key Tips to remove a heading style in Word. Press ALT to make the Key Tips appear. Press H to select the Home tab. Press E to select the Clear Formatting button in the Font group to remove the heading style. 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. Get up to speed with the 2007 Office system

What about favorite keyboard shortcuts? What about the old keyboard shortcuts? Keyboard shortcuts of old that begin with CTRL are still intact, and you can use them as you always have. For example, the shortcut CTRL+C still copies something to the clipboard, and the shortcut CTRL+V still pastes something from the clipboard. To learn more about keyboard shortcuts, see the Quick Reference Card, linked to at the end of this presentation. Get up to speed with the 2007 Office system

What if I can’t find a command? [Author: .swf gets inserted here; delete this placeholder before inserting .swf file.] If you can’t find the command you’re looking for, there’s help. Animation: Right-click, and click Play. The animation shows 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 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: 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.] For Word 2007, Excel 2007, and PowerPoint 2007, there’s a visual, interactive reference guide to help you quickly learn where things are. Get up to speed with the 2007 Office system

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. 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.] Get up to speed with the 2007 Office system

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: If the technical details interest you: The new file formats are based on XML (Extensible Markup Language) and embrace the Office Open XML Formats. Increased security for your files and reduced chances of file corruption. Reduced file size. New features. Get up to speed with the 2007 Office system

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. Note: There’s a new file format in Access, too, but it has some different characteristics. The presentation covers that in a bit. Get up to speed with the 2007 Office system

Working with files from earlier versions You may be the first in your group to get the 2007 Office system. Or you may work with departments that need to use Office documents saved in an earlier format. Don’t worry, you can still share documents between the 2007 Office system and earlier versions of Office programs. Get up to speed with the 2007 Office system

Working with files from earlier versions Here’s how: 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. 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. Get up to speed with the 2007 Office system

Working with files from earlier versions Here’s how: 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. 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. Get up to speed with the 2007 Office system

What about the new file format in Access? The new file format in Access 2007, .accdb, supports new product features. For example, Access supports the attachment data type—which lets you store documents and files as compressed attachments in your database—and multivalued fields. The new file format also allows improved encryption for stronger privacy and security. Get up to speed with the 2007 Office system

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. Get up to speed with the 2007 Office system

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. The Quick Reference Card linked to at the end of this presentation has pointers to more information about the new Access file format. Get up to speed with the 2007 Office system

Suggestions for practice Create a new document in Word. Delete private information and comments from your document. Save your Word file as a different version. Check out your options in Excel. Use a keyboard shortcut in Excel. [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.] Online practice (requires Word 2007 and Excel 2007, part of the 2007 Microsoft Office system) Get up to speed with the 2007 Office system

Get up to speed with the 2007 Office system Test 2, question 1 Where is the first button that you click to get to the commands to open and save your files? (Pick one answer.) On the first tab. In the upper-left corner. At the bottom of the Ribbon. Get up to speed with the 2007 Office system

Get up to speed with the 2007 Office system Test 2, question 1: Answer In the upper-left corner. It’s the Microsoft Office Button . Get up to speed with the 2007 Office system

Get up to speed with the 2007 Office system Test 2, question 2 To use a keyboard shortcut to select a tab on the Ribbon, you first press which key on the keyboard? (Pick one answer.) ALT. SHIFT. CTRL. Get up to speed with the 2007 Office system

Get up to speed with the 2007 Office system Test 2, question 2: Answer ALT. This will display badges showing which key you press to access each tab. Get up to speed with the 2007 Office system

Get up to speed with the 2007 Office system Test 2, question 3 Colleagues who do not have the 2007 Microsoft Office system can open your Word, Excel, and PowerPoint 2007 files. (Pick one answer.) True. False. Get up to speed with the 2007 Office system

Get up to speed with the 2007 Office system Test 2, question 3: Answer True. The 2007 Office system has many measures in place to help you share documents with people using earlier versions of Office programs. Get up to speed with the 2007 Office system

Get up to speed with the 2007 Office system Quick Reference Card For a summary of the tasks covered in this course, view the Quick Reference Card. Get up to speed with the 2007 Office system