February 2006Colby College ITS Office 2004 to 2008 Making the Move

February 2006Colby College ITS Tutorial Objectives After completing this tutorial, you should be able to: Find common menu selections on the new “Elements Gallery” Use new features in Office 2008 Manage Files

February 2006Colby College ITS New Features Common to all Office 2008 Applications

The Gallery Puts frequently used features in a thumbnail collection February 2006Colby College ITS

Excel’s New Look February 2006Colby College ITS

PowerPoint’s New Look February 2006Colby College ITS

Word’s New Look February 2006Colby College ITS

February 2006Colby College ITS What is on the Gallery 1.Tabs Show the names of the different design and formatting features 2.Groups Contain specific categories of elements 3.Left pane Element style names, rest the pointer on a thumbnail to see it 4.More Groups button Some tabs contain more groups than can be shown at one time 5.Scroll arrow To see more element styles, click the scroll arrow

February 2006Colby College ITS Displaying the Gallery in WORD In WORD Hidden at first Must be in Web layout view, print layout view, or publishing layout view To display –View > Elements Gallery The Elements Gallery displays, showing the groups below the Document Elements tab

SmartArt Graphics Create designer-quality diagrams, charts, and other information graphics Choose from dozens of SmartArt graphics to visually represent lists, hierarchies, and other relationships Preview and add all SmartArt graphics from the Elements Gallery in Excel, PowerPoint, and Word February 2006Colby College ITS

Adding a SmartArt Graphic Elements Gallery > SmartArt Graphics tab Click the graphic that you want to add In Text Pane, type the text that you want to include in your SmartArt graphic You can add or remove shapes or nodes by clicking Add or Remove February 2006Colby College ITS

Changing the Color Click the SmartArt graphic View menu > Formatting Palette Formatting Palette > SmartArt Graphic Styles > Colors tab Click color theme that you want February 2006Colby College ITS

Updated Word Art Excel, PowerPoint, and Word include updated, modern-looking WordArt Can be used to apply 2-D and 3-D effects Preview and apply WordArt from the WordArt tab in each application's Elements Gallery February 2006Colby College ITS

Themes Quickly create a unified look for your documents, presentations, and workbooks Each theme has a coordinated set of fonts, colors, and visual effects that you can apply in one click February 2006Colby College ITS

Save As PDF Share your documents, presentations, and workbooks by using the popular Portable Document Format (PDF) Helps ensure that your documents appear with the correct layout and fonts on any computer that can view PDF files Now available directly from the Save As dialog box on the File menu in Word, PowerPoint, and Excel February 2006Colby College ITS

Office Toolbox Consolidates –Formatting Palette –Object Palette –Compatibility Report –Scrapbook –Reference Tools February 2006Colby College ITS

February 2006Colby College ITS Using New Features in Excel 2008

Excel 2008 Ledger Sheets Formula Builder Formula AutoComplete Improved Charting February 2006Colby College ITS

February 2006Colby College ITS Project Gallery Opens when Excel launches Offers to create a new workbook or launch the list wizard, which is used to import data from an external file or database

Page Layout Displays print view per page February 2006Colby College ITS

Normal February 2006Colby College ITS

February 2006Colby College ITS Adding a Ledger Sheet (1) Elements Gallery > Sheets tab Click a group (example: Budgets) Click sheet style (example: Bill Tracker)

February 2006Colby College ITS Adding a Ledger Sheet (2) Click another group (example: Lists) Click sheet style (example: Address List) Ledger sheet is added

February 2006Colby College ITS Copy Formatting to Other Cells Select a cell or a range of cells with format you want Click Format Drag pointer across the cells that you want to "paint“ Cells now have desired format

February 2006Colby College ITS Conditional Formatting Select the cells Format > Conditional Formatting Define condition (example: highlight cells that are greater than 150) Click OK Format applied to cells that meet the condition

February 2006Colby College ITS Using AutoFill (1) Type the first entry in a logical list (January) Point to lower right corner of cell Fill handle appears Drag fill handle down and right Series is completed

February 2006Colby College ITS Using AutoFill (2) When Excel does not recognize the logical progression Excel > Preferences Formulas and Lists > Custom Lists Enter entries Click Add Type first entry Drag handles to complete the list

February 2006Colby College ITS Range Names in Plain Language Select range to name Type name in box Press Return Click any cell that is not named Click arrow next to name box Select the name Excel jumps to that range

February 2006Colby College ITS Using Named Ranges in Formulae Click empty cell Type a formula using named range (example: =SUM(Rent) Press RETURN Results is displayed

February 2006Colby College ITS Using New Features in PowerPoint 2008

PowerPoint 2008 Slide Themes Custom Layouts Send slides to iPhoto Dynamic Guides February 2006Colby College ITS

February 2006Colby College ITS Slide Themes (1) Click Built-in Themes group (example: Advantage) Elements Gallery > Slide Themes If slide themes are not available, click View > Normal

February 2006Colby College ITS Slide Themes (2) Elements Gallery > Slide Layouts Click All Layouts group (example: Content with Caption)

February 2006Colby College ITS Slide Themes (3) PowerPoint applies selected theme

February 2006Colby College ITS Slide Themes (4) To Keep theme but change colors: –View > Formatting Palette –Click Document Theme –In Colors pop-up menu Click the theme colors that you want

Create a Custom Layout (1) 1.View menu > Master > Slide Master 2.Left pane Click in space BELOW first slide 3.Insert menu > New Layout 4.Insert menu > Layout Placeholders 5.Click the placeholder type that you want to add to your layout 6.Drag your cursor to draw the placeholder on the slide February 2006Colby College ITS

Create a Custom Layout (2) You can: –Resize the placeholder –Move the placeholder –Add instructional text 7.View > Normal 8.File > Save As > Template February 2006Colby College ITS

February 2006Colby College ITS Linking to Another Presentation Create a custom show –Slide Show > Custom Shows > New –Type name for show –Select slides for show –Click OK Link to another presentation –Click on slide –Slide Show > Action Settings Mouse Over tab –Select Hyperlink –Click Other PowerPoint Presentation –Select another presentation

February 2006Colby College ITS Using New Features in Word 2008

Word 2008 Publishing Layout View Document Elements Publication Templates February 2006Colby College ITS

Publishing Layout View (1) February 2006Colby College ITS

Publishing Layout View (2) Word 2004 –Normal View –Page Layout –Two other views, Outline and Notebook Word 2008 –Page Layout renamed Print Layout – New Publishing Layout View Offers familiar page layout tools Features similar to Microsoft Publisher In Publishing Layout View (below), the document appears to lay upon a woodgrain background, and the ruler guides change from the tabs-oriented word processing ruler to positioning rulers on the top and left side. This mode also presents an uncluttered toolbar with drop down menus of AutoShapes (discussed below) and lines, a magnifying glass tool for zooming in and out, and arrangement and grouping menus of icons. February 2006Colby College ITS

Publishing Layout View (3) In this view, Elements Gallery presents – Publication Templates for creating Brochures Flyers Programs Menus Posters February 2006Colby College ITS

Notebook View Resembles spiral paper notebook Take notes, flag items, and record audio February 2006Colby College ITS

February 2006Colby College ITS AutoShapes (1) Gold Grabber allows you to adjust skew, resizing and positioning In the above example –Grabber adjusts inside radius of tines –Reduced on the right

AutoShapes (2) To modify fill color or line weight – Double click on autoshape –Adjust settings in modal window –Changes are applied when OK is clicked February 2006Colby College ITS

WordArt Offers gold grabbers on special text blocks that can be adjusted to skew the lettering or distort text along a curve, for example Once created, a WordArt text block can be modified using the same modal window as AutoShapes February 2006Colby College ITS

February 2006Colby College ITS Adding A Header in Word (1) Elements Gallery > Document Elements Click Header Group

February 2006Colby College ITS Adding A Header in Word (2) Click style you want (example Contrast) The header appears in the document

February 2006Colby College ITS Adding A Header in Word (3) Click a different style (example Edge) The header is changed

February 2006Colby College ITS Creating Templates (1) From an existing document Open the document. View menu > Draft (or) Print Layout (or) Outline (or) Web Layout Add, delete, or change text, graphics, or formatting File > Save As Click Word Template (.dotx). Type the name for the new template Click Save Unless you select a different location, Word saves the template file in the following folder: /Users/username/Library/Application Support/Microsoft/Office/User Templates/My Templates/

February 2006Colby College ITS Creating Templates (2) From another template File > Project Gallery. Click a template to copy Click Open. Add, delete, or change any text, graphics, or formatting File > Save As. Click Word Template (.dotx). Type the name for template To have a template appear in the My Templates category of the Project Gallery –Save in /Users/username/Library/Application Support/Microsoft/Office/User Templates/My Templates

February 2006Colby College ITS Updating a Document To update a document based on a previous version of a template: Open the document Switch to print layout view Tools > Templates > Add-Ins Select Automatically update document styles check box Word will update the document to use the modified template

February 2006Colby College ITS Adding Effects to Pictures (1) Click the picture that you want to change View > Formatting Palette > Picture Click Effects In the Image Effects dialog box –Choose the effect that you want –Use controls in the Preview box to adjust the effect

February 2006Colby College ITS Adding Effects to Pictures (2) Applying Quick Styles: View > Formatting Palette Click object you want to change Under Quick Styles and Effects –Click a tab –Click the style or effect that you want

Mail Merge Tools > Mail Merge Manager Choose Mail Merge Type Select Recipients List Drag Placeholders Preview Results February 2006Colby College ITS

February 2006Colby College ITS Managing Files in Office 2008

Best Practices Use Compatibility Report Use common image formats, fonts, movie format, etc. Save files in XML format Use file extensions Avoid special characters in filenames Avoid linking to objects – embed them Avoid Apple-specific macros Preview before you print February 2006Colby College ITS

Integrated in Formatting Palette Blinks red when you enter or create anything that is not supported in previous versions of Excel Can be turned off in preferences February 2006Colby College ITS Compatibility

Opening Files in Different Formats File > Open In Enable pop-up menu > file type If you don't see or don’t know –Click All Documents Locate the document you want Note –Because Word must convert the file to open it, some changes might occur February 2006Colby College ITS

Saving Files in Different Formats (1) Word 2008 saves files in the new XML format You can save your documents in other file formats so that they can be opened with earlier versions of Word Note –Some new features of your file may be lost in an older version February 2006Colby College ITS

Saving Files in Different Formats (2) File > Save As Enter name for document On the Format pop-up menu –Click the file format that you want February 2006Colby College ITS

February 2006Colby College ITS Questions? Comments? Contact: Mel Regnell ext