1. Summer 2008Colby College ITS Office 2003 to 2007 Making the Move

2. Summer 2008Colby College ITS Tutorial Objectives Topics Office 2007 Overview Design Ribbon SmartArt File Versions Excel Overview PowerPoint Overview Word Overview

3. Summer 2008Colby College ITS Office 2007 Overview - The Design - The Ribbon - SmartArt - File Versions

4. Design Objective Add Simplicity –Easy to find commands –Showing only the commands you use –Organizing commands by task Establish Groups –Commands within a larger task Keep Familiar Functions –Still there –Location has sometimes changed Deliver More Secure File Sharing Summer 2008Colby College ITS

5. Design Results (1) Ribbon –Command Tabs –Command Groups –Contextual Tools –Dialog Box Launchers –Galleries –New File Menu –Quick Access Toolbar –New View Controls Summer 2008Colby College ITS

6. Design Results (2) Smart Art –Converts textual data to graphics Keyboard Shortcuts –All old CTRL and function shortcuts remain –New shortcut keys start with ALT –You can turn on 2003 ALT shortcut keys File Formats –XMLS based Version Compatibility –Conversion utilities Summer 2008Colby College ITS

7. Summer 2008Colby College ITS Office 2007 Overview - The Design - The Ribbon - SmartArt - File Versions

8. Which Programs Use The Ribbon Office Excel 2007 Office PowerPoint 2007 Office Word 2007 Office Outlook 2007 –In open items such as –Mail, Contacts, and Appointments Summer 2008Colby College ITS

9. Summer 2008Colby College ITS The Ribbon What it does –Groups work (activities) by task rather than function What is different –You can find information by what you want to do (tabs) rather than by what classification a programmer put it under How this helps you –More intuitive, easier to learn

10. Summer 2008Colby College ITS What is on the Ribbon? 1.Command Tabs Seven basic tabs, each representing an activity area 2.Command Groups Specific actions related to the activity 3.Commands Buttons, dialog boxes or menus

11. Summer 2008Colby College ITS Two New Features The Microsoft Office Button –Replaces File menu –Basic commands to open, save, and print The Quick Access Toolbar –Contains much-used commands –By default: Save, Undo, and Repeat

12. Summer 2008Colby College ITS Dialog Launchers Lose a command? Probably in a dialog box Click the launcher arrow

13. Summer 2008Colby College ITS Contextual Commands Some tabs only appear when a specific type of object is selected Select a picture The image editing tab appears

14. Summer 2008Colby College ITS Mini Toolbar Small formatting toolbar Appears when you right-click something that can be formatted Saves several steps when you want to perform simple formatting

15. Summer 2008Colby College ITS Quick Access Toolbar Holds actions you use all the time (copy, paste, etc) To add a command –Right-click on it –Select “Add to Quick Access Toolbar”

16. Summer 2008Colby College ITS Hiding the Groups for More Room When you need more room to just “write” Double Click the active tab To redisplay the groups, double click the active tab again

17. Summer 2008Colby College ITS Zoom Click the percent number to the left of the slider to open the Zoom dialog box If your mouse has a wheel –Hold down the CTRL key –Rotate wheel forward to zoom in, backward to zoom out

18. Summer 2008Colby College ITS Behind the Scenes Microsoft Office Button > Word Options Options, security and settings are now all under Word Options

19. Summer 2008Colby College ITS Office 2007 Overview - The Design - The Ribbon - SmartArt - File Versions

20. Summer 2008Colby College ITS Smart Art Only available in Office 2007 –Word –Excel –Outlook –PowerPoint Special Capabilities

21. Types of Smart Art List Process Cycle Hierarchy Relationship Matrix Pyramid Summer 2008Colby College ITS … … … … … … …

22. Creating Smart Art Illustration Group > Insert SmartArt. Click the type and layout that you want Enter text by: –Click in a shape in your SmartArt graphic, and then type your text. –Click [Text] in the Text pane, and then type or paste your text. –Copy text from another program, click [Text], and then paste into the Text pane. Summer 2008Colby College ITS

23. The Smart Art Dialog Box Click type at left Then click layout in cnter Summer 2008Colby College ITS

24. Changing Smart Art Colors Click your SmartArt graphic Design Tab > SmartArt Tools SmartArt Styles > Change Colors. Click the color variation you want Summer 2008Colby College ITS

25. In PowerPoint Only (1) If you already have text on a slide, you can convert it to Smart Art Summer 2008Colby College ITS

26. In PowerPoint Only (2) Click text box that contains the text on the slide that you want to convert Paragraph Group > Home Tab > Convert to SmartArt Graphic Select layout Summer 2008Colby College ITS

27. In PowerPoint Only (3) Tip –If you want both a slide with the text and another slide with the SmartArt graphic created from that same text create a copy of the slide before you convert it –If you have not closed your presentation, you can reverse the conversion by clicking Undo on the Quick Access Toolbar Summer 2008Colby College ITS

28. Sharing a Smart Art Graphic (1) Automatically saved inside the document If you want to embed in another document version or program that does support Smart Art –Save as another file type or –Save the graphic separately Summer 2008Colby College ITS

29. Sharing a Smart Art Graphic (2) Saving as an Earlier Version –Select all shapes in the graphic –Home Tab > Clipboard Group > Cut –Home Tab > Clipboard Group > Paste Special –Save > Microsoft Office Graphic Object –Click OK –Click the SmartArt graphic border Press DELETE to delete the border Microsoft Office Button > Save As –Click the earlier version file format Summer 2008Colby College ITS

30. Sharing a Smart Art Graphic (2) Saving as a Separate Graphics File Click the slide that contains graphic Home Tab > Clipboard > Copy Home Tab > Clipboard > Paste Special Select the graphics file format you want To work with your file in another program –Insert it as an object Summer 2008Colby College ITS

31. Converting Older Diagrams (1) Excel diagrams to… –SmartArt graphics or Individual shapes or Leave it as is –To change a diagram's individual pieces from an earlier version of Microsoft Office, you must convert the diagram PowerPoint –SmartArt graphics or Individual shapes or Leave it as is –To change a diagram's individual pieces from an earlier version of Microsoft Office, you must convert the diagram Summer 2008Colby College ITS

32. Converting Older Diagrams (2) Word diagrams to… SmartArt graphics NOT to individual shapes You CANNOT convert a single diagram –Convert one = Convert entire document To change a diagram's individual pieces that were created in an earlier version –You must convert the diagram Summer 2008Colby College ITS

33. Summer 2008Colby College ITS Office 2007 Overview - The Design - The Ribbon - SmartArt - File Versions

34. Summer 2008Colby College ITS New File Format Now based on XML Makes documents safer –Separates files that contain scripts or macros –Easier to identify and block unwanted code Reduces file sizes Makes documents less vulnerable

35. Summer 2008Colby College ITS Older Version Documents Office will open older documents in compatibility mode Compatibility Mode will appear next to the name of the file.

36. Summer 2008Colby College ITS Compatibility Mode Has fewer options and actions Stay in Compatibility if you will be sharing your files with other people who may not have Office 2007

37. Summer 2008Colby College ITS Converting Older Files Microsoft Office Button > Convert More options and actions now available

38. Summer 2008Colby College ITS Sharing Files (1) To open a 2007 file in an older version Conversion dialog will appear Once converted it will look MOSTLY the same –New features will NOT display

39. Summer 2008Colby College ITS Sharing Files (2) Microsoft Office Button > Save As An older version document Any new features will be lost

40. Summer 2008Colby College ITS Getting Ready to Print Page Layout > Page Setup Contains Size (8.5 x 11, A4, and so on), Orientation (landscape and portrait), and Margins

41. Summer 2008Colby College ITS Printing

42. Summer 2008Colby College ITS Excel 2007 - New Features Run the Demo! Organizing Data with Tables

43. Introducing Galleries(1) Directly apply formatting by selecting an appearance you want from a gallery Three types –Drop-down –Grid layout –Embedded Summer 2008Colby College ITS Drop Down Gallery

44. Introducing Galleries (2) Summer 2008Colby College ITS Grid Layout Gallery Embedded Gallery

45. More Colors In 2007, you can have as many different colors in a workbook as you like You can assign a design theme to a workbook –Offers you color choices that are part of a complementary whole –Not just a dialog box with no guidance about which colors to choose Summer 2008Colby College ITS

46. Conditional Formatting (1) Summer 2008Colby College ITS

47. Conditional Formatting (2) Prior to Excel 2007 –Up to three conditions –Define a format for each In Excel 2007 –As many rules as you like –Apply several rules to a single data value –Choose to stop evaluating rules after a particular rule has been applied –Change the order in which the rules are evaluated Summer 2008Colby College ITS

48. More Professional Looking Charts Charts summarize data visually Excel 2007 –Creates attractive and informative charts quickly –Special tabs on the ribbon just for charts Select type of chart Formatting Layout –Takes advantage of new graphic and drawing capabilities Summer 2008Colby College ITS

49. Sample Excel 2007 Chart Summer 2008Colby College ITS

50. Headers and Footers in Excel Summer 2008Colby College ITS View > Page Layout Click "Click to add header" Header & Footer Tools and Design tabs appear at the top of the Ribbon

51. Printing Page Layout tab Adjust worksheet in “Page Layout” before printing –Page Setup, Orientation, Size Summer 2008Colby College ITS

52. New Workbook Window Summer 2008Colby College ITS Microsoft Office Button > New Select new blank workbook or template. On left are template categories installed with Excel 2007 Click Featured under Microsoft Office Online for links to demos and training

53. Summer 2008Colby College ITS Excel 2007 – Walk Through

54. Opening Your File Microsoft Office Button > Open or Excel Options at the bottom of the menu –Used to set program options Summer 2008Colby College ITS

55. Setting Options In previous versions options were set under the “Tools” menu In 2007, options are accessed through the “Excel Options” button – for example, in Excel –Turn R1C1 off –Show the formula bar Summer 2008Colby College ITS

56. Inserting a Column Click on the column to the left of where you want your new column Home > Cells > Insert Click Insert Sheet Columns Summer 2008Colby College ITS

57. Format and Edit Data (1) Summer 2008Colby College ITS The Usual Suspects –Home > Font > Bold (or) Font Color (or) Size –Home > Alignment > Center –Home > Clipboard > Copy and Paste Multiple duplicate entries

58. Enter a Formula 1.Home > Sum 2.Formula result. For more advanced formulae, the Formulas tab has more options Summer 2008Colby College ITS

59. Summer 2008Colby College ITS PowerPoint 2007 – What’s New

60. Themes 1.Title and Subtitle placeholders 2. Text placeholder selected 3. Content placeholder used for both body text and slide content such as clip art, SmartArt graphics, tables, shapes, pictures, and charts 4. Header and footer placeholders Summer 2008Colby College ITS

61. Themes and Quick Styles Simplify creation Select a theme –Background, text, graphics, charts, and tables all change to reflect the theme Can apply the same theme to Word or Excel 2007 document Quick Style galleries change to adapt to that particular theme Summer 2008Colby College ITS

62. Custom Layouts Now can create custom layouts –Contain as many placeholders as you want –Elements such as charts, tables, movies, pictures, etc. –Save them for future use. Summer 2008Colby College ITS

63. Placeholders Were always there But not editable so we didn’t recognize them Now we can edit them, create custom layouts Summer 2008Colby College ITS

64. Available Objects in a Layout Summer 2008Colby College ITS Standard layouts Click here to see an online demo of custom layoutshere

65. Improved Effects Add effects like shadow, reflection, glow, soft edges, warp, bevel, and 3-D rotation You no longer have to hire a designer to create these effects for you Summer 2008Colby College ITS

66. New Export Formats Portable Document Format (PDF) –Fixed-layout electronic file format that preserves document formatting and enables file sharing XML Paper Specification (XPS) –Electronic file format that preserves document formatting and enables file sharing Summer 2008Colby College ITS

67. Security Features Prevent Changes –Mark as Final command Add a Digital Signature Enhanced program recovery Summer 2008Colby College ITS

68. Summer 2008Colby College ITS PowerPoint 2007 – Walkthrough

69. Views Normal view Slide Sorter view Notes Page view Slide Show view Master views: –Slide –Handout –Notes Summer 2008Colby College ITS

70. Normal View 1.Outline tab To print a hard copy of an outline of your presentation, Print > Outline view 2.Slides tab Thumbnails make it easy for you to navigate see effects of any design changes. 3.Slide pane Displays a large slide view 4.Notes pane Type notes here Summer 2008Colby College ITS

71. Slide Sorter View Provides you with a view of your slides in thumbnail form Makes it easy to sort and organize the sequence of your slides Helps to prepare your presentation for printing Summer 2008Colby College ITS

72. Masters View Includes: –Slide –Handout –Notes view Store information about the presentation, including –Background, color, fonts, effects, placeholder sizes and positions Key benefit –Ability to make universal style changes to every slide, notes page, or handout Summer 2008Colby College ITS

73. Start a New Presentation Microsoft Office Button > New Choose an option (only a fragment of which is shown here) Summer 2008Colby College ITS

74. Choose a Theme Click Design tab Select a thumbnail (this one is Flow) Preview appears on the slide Click More arrow for a full theme gallery Summer 2008Colby College ITS

75. Customizing the Theme Click Design tab Colors, Fonts, and Effects Background Styles – Point to thumbnail for preview To apply your own background –Click Format Background Summer 2008Colby College ITS

76. Add Slides, Choose Layouts Home > New Slide Select a layout thumbnail Summer 2008Colby College ITS

77. Insert a Picture (1) 1.Insert Picture from File icon or 2.Insert tab > Picture 3.The picture is positioned inside border Summer 2008Colby College ITS

78. Insert a Picture (2) 4.Select the picture 5.Picture Tools > Format 6.Use buttons and options there to work with the picture Summer 2008Colby College ITS

79. Insert a Text Caption Box Insert > Text Box > Format Styles for text boxes and other shape Shapes Gallery –Point to any style to show preview Summer 2008Colby College ITS

80. Insert an Organization Chart Summer 2008Colby College ITS Click SmartArt Org Chart Icon 1.Org charts adopts them from slides 2.Type in pane next to chart 3.Text maps to chart shapes

81. Printing the Presentation 1.Office button > Print > Print Preview 2.To change program-wide settings –Click PowerPoint Options. Summer 2008Colby College ITS

82. Summer 2008Colby College ITS Word 2007 – What’s New

83. Managing Research Sources (1) Summer 2008Colby College ITS

84. Managing Research Sources (2) Stores a master list of the sources To quote a source, insert a citation –Word 2007 keeps record of cited resources Preview shows you: –Citation example (In this case - MLA format) –Bibliography example (In this case – MLA format) Click a button to create the bibliography Summer 2008Colby College ITS

85. Managing Research Resources (3) You write a paper in MLA style You need an article in APA style Simply choose another style and Word 2007 will reformat the paper’s citations and bibliography for you Will also store a master list of sources for you Summer 2008Colby College ITS

86. Equation Writing Easily insert professionally formatted formulas and equations Create your own equations based on common math structures Save it so you don’t have to retype it Summer 2008Colby College ITS

87. Publishing Formats First time you need to install a free add-in Link to add-in is available when you click Save As After installation, choose PDF when you use the Save As command Summer 2008Colby College ITS

88. Summer 2008Colby College ITS Word 2007 - Walkthrough

89. Summer 2008Colby College ITS Under the Microsoft Office Button

90. Summer 2008Colby College ITS Bullets, Numbers and More Remember to click to dialog arrow for more options

91. Summer 2008Colby College ITS Styles Home > Styles 1.Quick Styles are ready-made styles, quick and easy to apply 2.Click this button to see several more ready to use Quick Styles 3.Click the Dialog Box Launcher to open the Styles pane

92. Summer 2008Colby College ITS Format Painter Duplicates formatting from one section of text to another Place the cursor on source formatting Click the Format Painter button Select the target text Click again or ESC to turn it off

93. Summer 2008Colby College ITS Spelling and Grammar Review > Proofing

94. Summer 2008Colby College ITS Inserting… Used to insert pictures, clip art, charts, or shapes Tab also contains Tables, Hyperlinks Page Numbers, Text Boxes, and WordArt

95. Working with Tables (1) To clear contents –Select the table, press DELETE To remove a table from page –Select the table, press BACKSPACE To add a row at end of a table –Click in the last cell, press TAB To insert a tab character in a table cell –Click in the cell, press CTRL+TAB. Summer 2008Colby College ITS

96. Working with Tables (2) To number rows, select column –Home Tab > Paragraph Group –Click Numbering To number columns, select the top row –Home Tab > Paragraph Group –Click Numbering To insert a blank line before a table –Click before any text in the upper-left cell –Press ENTER To move a table row and its contents –Select the row –Press either ALT+SHIFT+UP ARROW ALT+SHIFT+DOWN ARROW. Summer 2008Colby College ITS

97. Building Blocks Summer 2008Colby College ITS

98. Building Blocks Some building blocks are available from the Ribbon Others are available only from the Building Blocks Organizer To insert a building block –Select it in the Building Blocks Organizer –Click Insert –Customize placeholders with your own text Summer 2008Colby College ITS

99. Starting Mail Merge Mailings tab > Start Mail Merge Select Type of Mailing Summer 2008Colby College ITS

100. Mail Merge – Recipients Mailings tab > Select Recipients Select source or Type new List Fill appropriate fields. Summer 2008Colby College ITS

101. Mail Merge – Merge Fields Mailings tab > Insert Merge fields Summer 2008Colby College ITS Mailings tab > Preview Results

102. Summer 2008Colby College ITS Questions? Comments? Contact: Mel Regnell Mel.Regnell@colby.edu ext. 4217 Mel.Regnell@colby.edu