[Compatibility Mode] Confusion in Office 2007

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1 [Compatibility Mode] Confusion in Office 2007 Confused by [Compatibility Mode] in Office 2007? You re Not Alone, and Here s Why Funnybroad@gmail.com 8/30/2007 This paper demonstrates how [Compatibility Mode] means something different, how it behaves differently across the three Office 2007 applications that utilize it: Word 2007, Excel 2007, and PowerPoint 2007, and how this will be a major source of confusion when collaborating on the same documents with Office 2003 users.

2 Contents 1 Introduction What are the Compatibility Tools for Office 2007? Who Should Worry About the Inconsistencies of the Compatibility Tools? Why Worry About the Inconsistencies of the Compatibility Tools? More Training Requirements and/or More Strain on End-User Support Teams More Time and Effort Required for Deployment/Migration Planning and Decision-making Key to Indicator Symbols: Key to Colors: Software Versions and Updates Windows XP SP Microsoft Office Professional Plus 2007 V Microsoft Office Professional Edition 2003 V SP Compatibility Pack for the 2007 Office system Version Very High-Level Summary of Inconsistencies Sources of Explanation on the meaning of [Compatibility Mode] By Office 2007 Application Compatibility-Related Top-Level Help Topics Compatibility-Related Topics listed under the Top Level Topic View 1 (Arranged Differently) Compatibility-Related Topics listed under the Top Level Topic View 2 (Named Differently) Compatibility Mode Help Comparisons for Each Office 2007 Application Turning it ON Compatibility Mode Help Comparisons for Each Office 2007 Application Turning it OFF (aka Convert, Save, or Upgrade) Compatibility Checker Help Comparisons for Each Office 2007 Application Instructions for Enabling *Compatibility Mode+ Explained by the Resource Kit Article Compatibility mode in the 2007 Office System [Compatibility Mode] with No New Features Involved Affect of Save Files in this format: Setting on *Compatibility Mode+ New File Creation Affect of Setting the Default Save Format to the New Format on [Compatibility Mode]: Default Save Format = New Formats Create New File Add Simple Text Save As Format Keep File Open [Compatibility Mode] Confusion in Office 2007 Page 2 of August 2007

3 3.3 Affect of Office Button / Save As New Format on [Compatibility Mode]: Default Save Format = Create New File Add Simple Text Save As New Format Keep File Open Affect of Office Button / Convert on [Compatibility Mode] Default Save Format = Create New File Add Simple Text Office Button / Convert Keep File Open [Compatibility Mode] with Old and New Features Involved Availability of New Office 2007 Features in [Compatibility Mode] that are Common to Word, Excel, and PowerPoint (SmartArt, 2007 Charting, and Themes) View SmartArt Charting Themes Availability of New Office 2007 Features in [Compatibility Mode] that are Common to Word, Excel, and PowerPoint (SmartArt, 2007 Charting, and Themes) View Availability of OLD Office 2003 Features in [Compatibility Mode] that are Common to Word, Excel, and PowerPoint Diagramming: Organization Chart Gallery and Tools Diagramming: Gallery and Tools Affect of Office Button / Save As New Format on [Compatibility Mode]: Default Save Format = Create New File Use New Feature to Add Content (SmartArt) Save As New Format Keep File Open Affect of Office Button / Convert on [Compatibility Mode]: Default Save Format = Create New File Use New Feature to Add Content (SmartArt) Office Button / Convert Keep File Open Inconsistent Messages Presented by the Compatibility Checker for the Same New Feature Used (SmartArt): Default Save Format = New Formats Create New File Add SmartArt Save As Format PICTURE TOOL & DRAWING TOOL Adjustments that will Break Feature Refresh for SmartArt and Equations The Perilous Journey through Office Compatibility Pack and its Effects on [Compatibility Mode] in Office [Compatibility Mode] When Collaborating on Office documents in the formats Text Only [Compatibility Mode] When Collaborating on Office documents in the formats New Feature Content Affect of Office Button / Convert When Collaborating on Office documents in the New Formats New Feature Content (SmartArt) Affect of Office Button / Convert When Collaborating on Office documents in the Format New Feature Content (SmartArt) After Office Button / Convert, When Does the Formatted File Actually Get Deleted & Replaced with the New File in the New Format? Conclusion... Error! Bookmark not defined. [Compatibility Mode] Confusion in Office 2007 Page 3 of August 2007

4 1 Introduction Establish a high quality and consistency baseline for all Windows Vista-based applications.. Windows Vista User Experience Guidelines Providing a consistent user interface reduces training, support, and testing costs for customers. Chapter 5: User Interface Fundamentals - Application Specification for Microsoft Windows 2000 for Desktop Applications Strive for consistency in the way that the solution looks and in the way that users work with it. Thinking About User Interface Design - Microsoft Office 2000/Visual Basic Programmer's Guide The Ribbon adds consistency across applications, which reduces the time users spend learning each application. Overview of the Ribbon User Interface - Office Developer Reference Predictability. The Microsoft Office applications offer a long and rich legacy of acceptance, upon which you can build successful UI innovation. Straight-forward design ensures continued user comfort and maximized results. Favor the predictable over the novel. Developer Overview of the User Interface for the 2007 Microsoft Office System Be consistent. Consistency makes the interface familiar and predictable, which reduces user errors and improves performance. Consistency is enhanced with components that have a similar appearance and behavior and with actions that have the same result regardless of context. Designing a User Interface for Windows CE People don't like to learn things. If they take the time to learn something, they expect to be able to apply that knowledge in many places. It follows that good designers conserve the number of things users need to learn to get stuff done. They will feel comfortable when they can rely on different parts of your product to do exactly what they think it will do. How To Avoid Foolish Consistency - Microsoft Design The above quotes lead me to believe that Microsoft, including the Office 2007 team, has an appreciation for consistency where it makes the most sense. So what happened to the notion of consistency when it came to the compatibility tools for Office 2007? [Compatibility Mode] Confusion in Office 2007 Page 4 of August 2007

5 This paper demonstrates how the compatibility tools for Office 2007 and previous versions of Office behave differently for the same exact feature/function combinations across the three primary Office applications that utilize them: Word, Excel, and PowerPoint. These inconsistencies will be a source of confusion for all Office users, especially if they will be collaborating on files using multiple versions of Office for an extended period of time. More confusion will result in higher training and support costs. [Compatibility Mode] Confusion in Office 2007 Page 5 of August 2007

6 1.1 What are the Compatibility Tools for Office 2007? There are 4 main tools provided for compatibility : 1. [Compatibility Mode] in Office 2007 according to the Office 2007 Resource Kit: In Office Excel 2007, compatibility mode prevents new features in Office Excel 2007 from being saved to a file that will be edited in a previous version of Excel. *note: not entirely true, SmartArt is a new feature available in Excel [Compatibility Mode] In Office PowerPoint 2007, compatibility mode disables functionality that cannot be rendered with an adequate level of visual fidelity or editability in previous versions of PowerPoint. This ensures a consistent presentation experience across different versions of PowerPoint. In Office Word 2007, compatibility mode primarily ensures visual fidelity between different versions. Some features in Office Word 2007 are grayed out and not available in compatibility mode, to prevent the addition of content that is not compatible with previous versions of Word. 2. The Compatibility Checker in Office 2007 according to Microsoft: detects any features that are not recognized by previous versions. This helps users who need to share documents between different versions of Office. displays a list of any content in the document that may not appear the same or be fully editable when the current new file format is launched either when a user downgrades a file by saving one of the new file formats to a previous file format, or when the user clicks Compatibility Checker on the Office Button Finish menu. 3. Feature refresh in Office 2007 according to Microsoft: allows features that have been altered by compatibility mode to be made available again when a file is re-opened in Office Word 2007, Office Excel 2007, or Office PowerPoint Not all content can be refreshed in the 2007 Office release after it has been downgraded to a previous version. 4. Compatibility Pack for the 2007 Office System for Previous Office Versions according to Microsoft: Microsoft has added the new Office Open XML Formats to the following 2007 Microsoft Office programs: Microsoft Office Excel 2007 Microsoft Office PowerPoint 2007 Microsoft Office Word 2007 A compatibility pack is available to make sure that you can open and save Office Open XML Formats in earlier versions of Microsoft Office. You can install the compatibility pack on a computer that is running Microsoft Office 2003 programs, Microsoft Office XP programs, or Microsoft Office 2000 programs. When you install the compatibility pack, you can open, edit, save, and create files in the robust Office Open XML Formats. [Compatibility Mode] Confusion in Office 2007 Page 6 of August 2007

7 1.2 Who Should Worry About the Inconsistencies of the Compatibility Tools? Anyone who is involved in an Office 2007 deployment or migration for a large organization should be concerned with these inconsistencies, especially if the effort will take more than a few months, and users with different versions of Office will be collaborating on the same files. 1.3 Why Worry About the Inconsistencies of the Compatibility Tools? There will be more training requirements and/or more strain on end-user support teams. There will be more thoughtful decision-making required regarding pace of deployment, new features to disable, new file format adoption, timing of the deployment to certain groups that may/may not heavily collaborate on the same files, etc More Training Requirements and/or More Strain on End-User Support Teams Ideally, any organization would prefer to simply train their users on a single topic of Office 2007 Compatibility, providing single answers to questions including (but not limited to): What does [Compatibility Mode] mean? How do you turn [Compatibility Mode] on or off? What application behavior is to be expected when [Compatibility Mode] is turned on? Where can users find help on the subject of [Compatibility Mode]? What is there to know about the new features common to Word, Excel and PowerPoint in [Compatibility Mode] such as Themes, SmartArt and Charts? Are they: Available? Completely disabled? Substituted by old features? What happens to items of content that are created using common new features in Office 2007 or- common old features in previous Office versions if you: Save in the formats in Office 2007? Re-save the file in Office 2003 using either the new 2007 or formats? Convert a file in the using the Convert button? What scenarios will permanently convert content created with a new feature to a state in which I will no longer be able to modify it with the new feature? Which convert scenarios will completely replace my format file with a new 2007 format file? With the current state of the Compatibility Tools for Office 2007, the answer to every one of these questions is NOT be the same for Word, Excel and PowerPoint, even though you would be carrying out the exact same task using an exact same common feature. This will result in more training required and/or more strain on user support organizations! And don t forget: Training must be provided for the users who will continue to use previous versions of Office so that they can effectively collaborate with the Office 2007 users!! Compatibility with Word, Excel and PowerPoint will behave differently for them as well! [Compatibility Mode] Confusion in Office 2007 Page 7 of August 2007

8 1.3.2 More Time and Effort Required for Deployment/Migration Planning and Decision-making The current state of the Compatibility Tools for Office 2007 complicates Planning and Decision-making for an Office 2007 Deployment/Migration. It is unknown whether or not Microsoft is planning future improvements, or customers have to accept it as-is. Until more information is available from Microsoft, more time and effort must be spent on several key decisions including: 1) Whether or not to adopt the new file formats and if so, when. 2) Whether or not to completely disable certain new features until a % of the organization is running Office ) What training materials and training time per user will be required to cover the topic of compatibility 4) Whether or not to proceed with a deployment, or wait for future hotfixes, updates, Service Packs or the next version of Office that may alleviate some of the inconsistencies [Compatibility Mode] Confusion in Office 2007 Page 8 of August 2007

9 1.4 Key to Indicator Symbols: Anything in bold red text indicates that the behavior at that point in the scenario is different across one or more of the main 3 Office 2007 applications: Word, Excel and PowerPoint The statement is COMPLETELY WRONG. The statement is partially wrong, poorly written or leaves out important information that the user needs The statement is CORRECT, and should be applied to the other Office applications. 1.5 Key to Colors: Behavior is not as described in Microsoft documentation (Help verbiage or other materials from Microsoft.com) No error message, but this item is so far from the expected and documented behavior, that it should qualify as a BUG! Inconsistencies in behavior, functionality and or Help descriptions of the same feature OR same function across Word, Excel and PowerPoint 2007 = CONFUSION!!! Word 2007 Excel 2007 PowerPoint 2007 Excel 2007 & PowerPoint 2007 [Compatibility Mode] Confusion in Office 2007 Page 9 of August 2007

10 1.6 Software Versions and Updates The tests in this document were conducted with the following software versions and Updates applied: Windows XP SP Microsoft Office Professional Plus 2007 V High Priority updates applied according to KB KB KB KB KB KB KB KB Other Office Updates applied found in the Microsoft Knowledge Base: KB KB Microsoft Office Professional Edition 2003 V SP2 1. Office 2003 Service Pack 2 (SP2) KB High Priority updates applied according to KB KB KB KB KB KB KB KB KB KB KB KB KB KB KB KB Compatibility Pack for the 2007 Office system Version Security Update for Office 2007 (KB936514) [Compatibility Mode] Confusion in Office 2007 Page 10 of August 2007

11 1.7 Very High-Level Summary of Inconsistencies If you don t have time to study and understand all of the details presented in this document, here are some of the most important highlights to keep in mind: MOST IMPORTANT DO NOT rely solely on Microsoft s or any other source s informational materials (Resource kit, help verbiage, KB articles, free online training, informational messages, etc ) to get a full understanding of Office 2007 compatibility. These materials either leave out important details, are too vague, or in some cases present incorrect information. BE SURE YOU TEST IT YOURSELF. DO NOT assume that because you understand compatibility for one application, that you understand it for all applications. The ways of getting in and out of Compatibility Mode differ across the applications. Examples: For new blank files, if you ve got save files in this format: set to the formats, in Excel and PowerPoint they automatically start/open in [Compatibility Mode]. In Word, you have to save to the format once to enter into [Compatibility Mode]. Office Button / Convert in Excel forces you to save the file, then close and reopen the file to get out of [Compatibility Mode]. Word and PowerPoint do not. The Convert button should always be available if you re [Compatibility Mode], but many times, it is not made available. Common NEW feature availability and behavior (such as SmartArt, Charting, and Themes) in [Compatibility Mode] differs by application. Examples: SmartArt and the new 2007 Charting are available and fully functional in Excel and PowerPoint in any mode. Neither is available in Word [Compatibility Mode], and they are replaced by Word 2007 s implementation of the old 2003 Diagramming and Charting Tools. Themes are available in [Compatibility Mode] in Excel and PowerPoint in any mode, but are disabled in Word [Compatibility Mode] (the Themes section in the ribbon is grayed-out). Some application-specific new features that are not downgradable will still be available for use in *Compatibility Mode+, even though once the file is saved, you are presented a message that the content you just created is about to be permanently converted, and no longer editable with the new feature. Examples of this are Word 2007 s Citations, Bibliography, and Placeholder text. Common OLD feature availability and behavior (such as Org Charts, Diagramming and 2003 Charting) in [Compatibility Mode] differs by application. Example: The Old Diagramming Tools (including the special one for organization charts) are available in Word [Compatibility Mode]. You can create new diagram/organization chart content using the old Diagramming tools while in Word 2007 [Compatibility Mode], or you can use the old diagramming tools to edit existing diagram content created in previous versions of Word. The Old Diagramming Tools are NOT available in Excel 2007 or PowerPoint 2007, and existing diagram content created in previous versions of Office is treated as graphic objects: If single-clicked, the regular Drawing tools are presented. Furthermore, double-clicking the objects prompts you to permanently convert them to either SmartArt or Shapes. Therefore with Excel and PowerPoint, you are no longer able to fully collaborate on diagram content between Office 2007 and Office 2003 with either side retaining the ability to use a fully-functional feature. [Compatibility Mode] Confusion in Office 2007 Page 11 of August 2007

12 There are informational prompts that should be telling the user the same thing, but none are stated very clearly, and some state incorrect information. For example, here s the informational message presented by each application in Office 2007 when one saves a file containing SmartArt to the formats: Word: SmartArt Graphics will be converted into a single object that can t be edited in previous versions of Word. - Incorrect. They can be edited with the Picture Tools. Check compatibility when saving in Word formats - Does that mean for all documents or just this one? Excel: Significant loss of functionality. This object will no longer be editable. Location: Sheet1,Shapes - Incorrect. They can be edited with the Picture Tools, and I used SmartArt, not Shapes Check compatibility when saving this workbook. - Oh! this workbook. Why don t the other apps say that? PowerPoint: The SmartArt graphic and any text in it cannot be edited when using earlier versions of PowerPoint. (Slide 1) - Thank you PowerPoint, now I know how they can t be edited. Why don t the other apps say that? Check compatibility when saving in PowerPoint formats - Does that mean for all presentations or just this one? There are different compatibility options presented depending on the application. Example: Word presents a checkbox in the Save/As dialog: Maintain compatibility with Word Excel and PowerPoint do not. If you use the Office Button / Convert method to get out of *Compatibility Mode], sometimes the file in the old format will be deleted and replaced by a file in the new format! It will always occur in Excel It will occur in Word and PowerPoint only if the file is residing on your local hard drive. If the file is residing on a network share or in a SharePoint document library, a new file will be created in the new format, but the original file will remain, even though you will be told by prompts that they will be replaced. There are safeguards in place for Excel, but not Word or PowerPoint. For example, when a workbook in the new file format containing content created with certain new 2007 features is opened in Excel 2003, it will always open in read-only mode, and will always generate this informational message: This file was created in a newer version of Microsoft Excel. The file has been converted to a format you can work with, but the following issues were encountered. The file has been opened in read-only mode to protect the original file. The object will no longer be editable. Word does provide at least a warning message, but PowerPoint provides no message at all. [Compatibility Mode] Confusion in Office 2007 Page 12 of August 2007

13 2 Sources of Explanation on the meaning of [Compatibility Mode] By Office 2007 Application This section compares the contents of the various sources of documentation available to help users understand what [Compatibility Mode] means for Word, Excel and PowerPoint The following tables illustrate how differently the information is presented, and why end-users can become easily confused. When end-users read and learn what *Compatibility Mode+ means for one application, it usually won t apply to the others. Even when it does, it s explained in a totally different way. Proceed to the tables beginning on the next page: [Compatibility Mode] Confusion in Office 2007 Page 13 of August 2007

14 2.1 Compatibility-Related Top-Level Help Topics Help Index Word 2007 Excel 2007 PowerPoint 2007 Top-Level Compatibility Topics: Why not name the top-level topic on compatibility the same thing? [Compatibility Mode] Confusion in Office 2007 Page 14 of August 2007

15 2.2 Compatibility-Related Topics listed under the Top Level Topic View 1 (Arranged Differently) Word 2007 Excel 2007 PowerPoint 2007 Imagine your users trying to learn what compatibility is all about by going to help in one application, and expecting to find the same information on that common topic in help in another application. They will have to re-find the topic in every application. [Compatibility Mode] Confusion in Office 2007 Page 15 of August 2007

16 2.3 Compatibility-Related Topics listed under the Top Level Topic View 2 (Named Differently) The Same Basic Compatibility topic in Word, Excel & PowerPoint Is presented as this in the application s Help Facility: Main topic on the subject of compatibility that is listed in Help Index Word Converting Documents Excel File conversion and compatibility PowerPoint Import content from other PowerPoint versions In 2007, opening files created in a previous version Word User Word 2007 to open documents created in previous versions of Word Excel No topic on this subject is presented at this level. PowerPoint Use PowerPoint 2007 to open or save a presentation in another file format. In a previous version, opening 2007 files Word Open a Word 2007 document in an earlier version of Word Excel Open an Office Excel 2007 workbook in an earlier version of Excel PowerPoint Open a PowerPoint presentation in an earlier version of PowerPoint Saving to another format Word Use Word to open or save a file in another file format Excel Save a workbook in another file format PowerPoint Use PowerPoint 2007 to open or save a presentation in another format. Same! Close! File creation for use in a previous version Word Create a document to be used by previous versions of Word Excel Use Office Excel 2007 with earlier versions of Excel PowerPoint No topic on this subject is presented at this level. Check for compatibility Word No topic on this subject is presented at this level. Excel Check a Workbook for compatibility with earlier versions of Excel PowerPoint Determine whether a PowerPoint 2007 presentation is compatible with earlier versions of PowerPoint Close! Formatting and/or content created with new 2007 features that gets either completely lost, changed, converted, or loses full functionality when saved to other formats. Word Excel PowerPoint No topic on this subject is presented at this level. Excel formatting and features that are not transferred to another file format. Features that change when you open a PowerPoint 2007 presentation in an earlier version of PowerPoint Supported file formats Word No topic on this subject is presented at this level. Excel File formats that are supported in Excel PowerPoint File formats that are supported in PowerPoint 2007 Close! Compatibility Checker Tool Word Compatibility Checker Errors Excel No topic on this subject is presented at this level. PowerPoint Compatibility Checker Formatting and/or content created with features in a previous version of Office that gets either completely lost, changed, converted, or lose full functionality when opened in Where are the titles that use the term *Compatibility Mode+? (Answer: There aren t any...) Word No topic on this subject is presented at this level. Excel No topic on this subject is presented at this level. PowerPoint Features that are lost when you open a presentation created in an earlier version of PowerPoint in PowerPoint 2007 [Compatibility Mode] Confusion in Office 2007 Page 16 of August 2007

17 2.4 Compatibility Mode Help Comparisons for Each Office 2007 Application Turning it ON Instructions from Help on how to turn [Compatibility Mode] ON: Word 2007 Excel 2007 PowerPoint 2007 There is no topic in Excel 2007 Help called Turn compatibility mode on, but there is this: Work in compatibility mode in Excel 2007 In Excel 2007, when you open a workbook that was created in an earlier version, it is automatically opened in Compatibility Mode, and you see Compatibility Mode in square brackets next to the file name in the Excel title bar (title bar: A horizontal bar at the top of a window, dialog box, or toolbar that shows the name of the document, program, or toolbar.). In Compatibility Mode, any new or enhanced Excel 2007 features are not available when you work in a workbook, which prevents the loss of data and fidelity when the workbook is opened in an earlier version of Excel. Also, rather than using the current XML-based file format (.xlsx), the workbook is saved in Excel file format (.xls), a binary file format that is easily opened in an earlier version of Excel. Turn on Compatibility Mode When you create a new document that will be used in a previous version, you can turn on Compatibility Mode by saving the file in Word format. 1. Open a new document. 2. Click the Microsoft Office Button, and then click Save As. 3. Select Word Document in the Save as type list. 4. In the File name box, type a name for the document. 5. Click Save. Unlike other 2007 Microsoft Office system programs, such as Microsoft Office Word 2007, you cannot manually turn on Compatibility Mode in Excel, and you don't have the option to include any new features when you work in a workbook in Compatibility Mode. THIS IS WRONG 2x in the same sentence: 1. If you read help in Word 2007 for Turn on Compatibility Mode, it is simply a matter of saving to the format. You can do the same thing in Excel 2007: Save a file to the format (.xls), close and reopen it, and you will have manually turned on Compatibility mode. 2. SmartArt is a New Feature and you can use them in Excel 2007 [Compatibility Mode] Turn compatibility mode on When you create a new PowerPoint 2007 presentation that will be used in a previous version, you can turn on compatibility mode by saving the file in PowerPoint format. 1. Open a new presentation. 2. Click the Microsoft Office Button, and then click Save As. 3. Click PowerPoint Presentation. 4. In the File name box, type a name for the presentation. 5. Click Save. [Compatibility Mode] Confusion in Office 2007 Page 17 of August 2007

18 2.5 Compatibility Mode Help Comparisons for Each Office 2007 Application Turning it OFF (aka Convert, Save, or Upgrade) Note: There is no help topic in any application that would be parallel to Turn on Compatibility Mode called Turn off Compatibility Mode. Instead, these terms are used (but not consistently): Convert, Upgrade, Save Instructions from Help on how to turn [Compatibility Mode] OFF: Convert Word 2007 Excel 2007 PowerPoint 2007 Convert a document to Office Word 2007 Convert a workbook to the current file format Open the workbook that you want to convert to the current file format. NOTE The workbook is opened in Compatibility Mode. Click the Microsoft Office Button, and then click Convert. In the Microsoft Office Word dialog box, click OK. Do one of the following: To replace the original file with a file in the Office Word 2007 file format, click the Microsoft Office Button, and then click Save. To save the original document in its original file format and create another document in the Office Word 2007 file format, click the Microsoft Office Button, click Save As, and then type a new name for the file. Click the Microsoft Office Button, and then click Convert. If you receive a message about converting workbooks, click OK. TIP If you don't want to see this message about converting workbooks, select the Do not ask me again about converting workbooks. To work in the current file format, click Yes to close and reopen the workbook. Convert your presentation to PowerPoint 2007 If you no longer need to work in compatibility mode because people you work with have upgraded to PowerPoint 2007 or you want the full functionality of PowerPoint 2007, you can convert your PowerPoint presentation to a PowerPoint 2007 file. Converting saves the presentation as a PowerPoint 2007 file (.pptx). After the presentation is converted, it is no longer available in the original file format, but you have access to all of the new and enhanced features and functionality that PowerPoint 2007 offers, and the file size is smaller. TIP If you want to keep a copy of the presentation in the original file format, before you convert it, save the presentation with a different name in the previous version file format. When you convert a file, the original file is overwritten. In PowerPoint 2007, open the presentation that you want to convert to PowerPoint 2007 format. The presentation automatically opens in compatibility mode. Click the Microsoft Office Button, and then click Convert. If you receive a message about converting presentations, click OK. If you don't want to see the message about converting presentations again, select the Do not ask me again about converting documents check box. Continued [Compatibility Mode] Confusion in Office 2007 Page 18 of August 2007

19 Continued from Previous Page Instructions from Help on how to turn [Compatibility Mode] OFF: Save or Upgrade Use Word to open or save a file in another file format You can use Microsoft Office Word 2007 to open or save files in other formats. For example, you can open a Web page and then upgrade it to access the new and enhanced features in Office Word For more information on upgrading documents, see Use Microsoft Office Word 2007 to open documents created in previous versions of Word. NOTE The File menu has been replaced with the Microsoft Office Button. Open a file in Office Word 2007 You can use Office Word 2007 to open files in any of several formats. 1. Click the Microsoft Office Button, and then click Open. 2. In the Open dialog box, click the type of file that you want to open. 3. Click the file, and then click Open. Save an Office Word 2007 file in anther file format You can save Office Word 2007 documents to any of several file formats. 1. Click the Microsoft Office Button, and then click Save As. 2. In the Save As dialog box, in the Save as type list, click the file type that you want. 3. In the File name box, type a name for the file. 4. Click Save. Upgrade a workbook to Excel 2007 file format Note: Excel uses two terms that the other apps do not: Upgrade - refers to either Convert or Saving to the new 2007 format. Current format refers to the new 2007 format When you open a workbook that was created in an earlier version of Excel, and you no longer plan for anyone to work on this workbook in the earlier version, you can upgrade the workbook to the current Excel 2007 file format. When you upgrade to the current file format, you will have access to all of the new and enhanced features and functionality that Excel 2007 offers, and the file size will be smaller. To upgrade the workbook, you can: Convert the workbook to the current file format When you convert a workbook, it is replaced with a copy of the workbook in the current file format (.xlsx). After the workbook is converted, it is no longer available in the original file format. Save the workbook in the current file format If you want to keep a copy of the workbook in the original file format, rather than converting the workbook, you may want to save the workbook in the current file format (.xlsx). For more information, see Save a workbook in another file format. Use PowerPoint 2007 to open or save a presentation in another file format Important Microsoft Office PowerPoint 2007 does not support saving to PowerPoint 95 and earlier file formats. If you save your Office PowerPoint 2007 presentation to an earlier version of PowerPoint file format, formatting and features that are unique to Office PowerPoint 2007 may not be retained. For more information, see Features that change when you open a PowerPoint 2007 presentation in an earlier version of PowerPoint. 1. In Office PowerPoint 2007, open the presentation that you want to save in a different file format. 2. Click the Microsoft Office Button, and then click Save As. 3. In the File name box, enter a new name for the presentation, or do nothing to accept the suggested file name. 4. In the Save as type list, select the file format that you want, and then click Save. For more information about choosing a file format, see File formats that are supported in PowerPoint [Compatibility Mode] Confusion in Office 2007 Page 19 of August 2007

20 2.6 Compatibility Checker Help Comparisons for Each Office 2007 Application Word > Converting documents > Compatibility Checker Errors The Compatibility Checker lists elements in your document that aren't supported or will behave differently in Word format. Some of these features will be permanently changed and won't be converted to Microsoft Office Word 2007 elements even if you later convert the document to Office Word 2007 format. In the Compatibility Checker, you can review a summary of elements that behave differently in previous versions of Word and then either click Continue to save the document in Word format or click Cancel. Errors????? Aren t they really informational messages? Word 2007 Excel 2007 PowerPoint 2007 Excel > File conversion and compatibility > Check a workbook for compatibility with earlier versions of Excel To ensure that a Microsoft Office Excel 2007 workbook does not have compatibility issues that cause a significant loss of functionality or a minor loss of fidelity in an earlier version of Excel, you can run the Compatibility Checker. The Compatibility Checker finds any potential compatibility issues and helps you create a report so that you can resolve them. Important When you work on a workbook in Compatibility Mode, where the workbook is in Excel Binary file format (BIFF8) instead of the new Office Excel 2007 XML-based file format (.xlsx), the Compatibility Checker is automatically run when you save a workbook. PowerPoint > Import content from other PowerPoint versions > Compatibility Checker Use the Compatibility Checker to identify potential losses of functionality when you save your Microsoft Office PowerPoint 2007 presentation in the file format of an earlier version of PowerPoint. This document contains messages that the Compatibility Checker generates. Use the information under each message to see what causes the message to appear and suggestions about what action to take. There are two different types of Compatibility Checker messages. In the more common case, you will lose edit functionality only when opening the file in a earlier version of PowerPoint. For example, if you save a presentation with a SmartArt graphic to a earlier version of PowerPoint format, and then open that file in an earlier version of PowerPoint, the SmartArt graphic will be changed to a picture. However if you open the file again in Office PowerPoint 2007, without making any edits to that SmartArt graphic picture, you can continue editing your SmartArt graphic. These types of messages have in earlier versions of PowerPoint in them. In the second case you will permanently lose functionality. For example, if you have modified the placeholder text on a custom layout, that placeholder text will be permanently lost. You cannot edit some Office PowerPoint 2007 content in earlier versions of PowerPoint. For example, shapes and text with new effects are converted to pictures in earlier versions of PowerPoint to ensure that they look the same in a presentation. As a result, you cannot change the line width, fill color, or other aspects of the shapes and text. Also, once the text is turned into a bitmap, any animations on that text will not display during the presentation. Tip If you want to modify a SmartArt graphic, a shape, or other in your Office PowerPoint 2007 presentation, save a copy of your Office PowerPoint 2007 presentation, and then save the copy as a PowerPoint file. By doing so, you can make changes to your original Office PowerPoint 2007 presentation if your SmartArt graphics, shapes, or other objects are converted to pictures when you save the presentation in the file format of an earlier version. PowerPoint > Import content from other PowerPoint versions > Determine whether a PowerPoint 2007 presentation is compatible with earlier versions of PowerPoint Important Microsoft Office PowerPoint 2007 does not support saving to PowerPoint 95 or earlier file formats. To ensure that you can open your Office PowerPoint 2007 presentation in an earlier version of PowerPoint, and to minimize significant losses of functionality and fidelity, you can run the Compatibility Checker in Office PowerPoint The Compatibility Checker finds potential compatibility issues between Office PowerPoint 2007 and earlier versions of PowerPoint, and creates a report to help you resolve any issues. As an example of a loss of functionality that can occur, some of the new shape effects in Office PowerPoint 2007 (such as reflection and glow) appear as pictures in earlier versions of PowerPoint. For more information about other Office PowerPoint 2007 features and elements that can change, see Features that change or are lost when you open a PowerPoint 2007 presentation in an earlier version of PowerPoint. Important When you work on a presentation in compatibility mode, where the presentation is in PowerPoint file format instead of the new Office PowerPoint 2007 file format (.pptx), the Compatibility Checker runs automatically when you save your presentation. [Compatibility Mode] Confusion in Office 2007 Page 20 of August 2007

21 2.7 Instructions for Enabling [Compatibility Mode] Explained by the Resource Kit Article Compatibility mode in the 2007 Office System This table was taken from an Office 2007 Resource Kit Article titled Compatibility mode in the 2007 Office system. Corrections/Additions are in Red: Action in the 2007 Office release Word 2007 Excel 2007 PowerPoint 2007 Open a file saved in file formats used by previous versions. X X X Not in all cases. See Section 5.1 Convert a file from 2007 Office release to a previous version using Save As. X X Does not work. Stays in Normal mode until you close and re-open the file. See Section 3.2. X Set the application default to save using the file formats from previous versions of Office. Create a new document based on a.dot template (available in previous versions of Office). Save a file from 2007 Office release to the new file format version using Save As and selecting Maintain compatibility with Word option. Open a file saved in the new file formats that were previously saved from 2007 Office release to the new file format version using Save As and selecting Maintain compatibility with Word option. Original table as displayed in the Office 2007 Resource Kit: X Newly created documents will not start in [Compatibility Mode], and you have to save at least once. See Section 3.1. X X X X X However, some new features are available, but the content you create with them will lose full functionality once you close and re-open the file. See Section [Compatibility Mode] Confusion in Office 2007 Page 21 of August 2007

22 3 [Compatibility Mode] with No New Features Involved This section compares how inconsistent [Compatibility Mode] behavior is across Word, Excel, and PowerPoint even when no new (or old) features are involved. Proceed to the tables beginning on the next page: [Compatibility Mode] Confusion in Office 2007 Page 22 of August 2007

23 3.1 Affect of Save Files in this format: Setting on [Compatibility Mode] New File Creation Word 2007 Excel 2007 PowerPoint 2007 Step 1: Set the default Save Files in this format to the formats. Office Button / Word Options: Office Button / Excel Options Office Button / PowerPoint Options Step 2: Select Office Button / New / Blank [Document Workbook Presentation] / Create Look for the [Compatibility Mode] Indicator next to the filename across the top of the window. Each should look something like this: Normal Mode, then [Compatibility Mode]* [Compatibility Mode] [Compatibility Mode] *At this link, 9e76-81fce661210e1033.mspx?pf=true, you ll see this (minus the red snidey comments!): Therefore, you must save your newly created Word document at least once to the formats for [Compatibility Mode] to be activated. [Compatibility Mode] Confusion in Office 2007 Page 23 of August 2007

24 3.2 Affect of Setting the Default Save Format to the New Format on [Compatibility Mode]: Default Save Format = New Formats Create New File Add Simple Text Save As Format Keep File Open Word 2007 Excel 2007 PowerPoint 2007 Step 1: Set the default Save Files in this format to new formats. Office Button / Word Options: Office Button / Excel Options Office Button / PowerPoint Options Step 2: Office Button / New / Blank [Document Workbook Presentation] / Create Step 3: Add a small amount of text. Step 4: Office Button / Save As to the format. Step 5: Observe what Mode you are in after Save As to the format, and kept the file open: [Compatibility Mode] Normal Mode [Compatibility Mode] Shouldn t this go into *Compatibility Mode+ after you save to the format??? (You have to close and re-open it) Step 6: Observe if there is a Convert Button Available after you save to the format? Yes Yes (Why is there a convert button presented when you re in Normal Mode?) Yes [Compatibility Mode] Confusion in Office 2007 Page 24 of August 2007

25 3.3 Affect of Office Button / Save As New Format on [Compatibility Mode]: Default Save Format = Create New File Add Simple Text Save As New Format Keep File Open Word 2007 Excel 2007 and PowerPoint 2007 Newly created blank file starts in this mode: After only simple text is added: Effect of Office Button / Save As / New Format Clicking Save displays: Normal Mode, then [Compatibility Mode] *Note: Must save the file once to get a new Word document into [Compatibility Mode]. This example continues as if you ve manually saved it once in the format. Maintain compatibility option is available Without Maintain compatibility with Word checked, this will display: [Compatibility Mode] Maintain compatibility option is NOT available No message. Open File (now saved in new format) remains in mode: You are about to save your document to one of the new file formats. This action will allow you to use all the new features in Word 2007, but may cause changes in the layout of the document. Click OK to continue, or click Cancel and select the Maintain compatibility with Word checkbox to preserve the layout of your document. With Maintain compatibility with Word checked: No message Without Maintain compatibility with Word checked: Normal Mode With Maintain compatibility with Word checked: [Compatibility Mode] Normal Mode *Why don t Excel and PowerPoint give you the Maintain compatibility with option as well??? [Compatibility Mode] Confusion in Office 2007 Page 25 of August 2007

26 3.4 Affect of Office Button / Convert on [Compatibility Mode] Default Save Format = Create New File Add Simple Text Office Button / Convert Keep File Open Word 2007 Excel 2007 PowerPoint 2007 Newly created blank file starts in this mode: Normal Mode, then [Compatibility Mode] *Note: Must save the file once to get a new Word document into [Compatibility Mode]. This example continues as if you ve manually saved it once in the format. [Compatibility Mode] [Compatibility Mode] After only simple text is added: Effect of Office Button / Convert You will get a pop-up message only: You are prompted with a Save As pop-up window with Save as type: pre-selected as Excel Workbook (*.xlsx) After you click save, you re prompted to close and reopen the workbook now. Cannot test: No Convert Button is available. Must save at least once in format to see a Convert Button. This action will convert the document to the newest file format. The layout of the document may change. Converting allows you to use all of the new features of Word and reduces the size of your file. This document will be replaced by the converted version. And then you re left in the open file. The workbook conversion to the current file format completed successfully. To use the new and enhanced features of the current file format, you must close and reopen the workbook. Do you want to close and reopen the workbook now? *Reference: PowerPoint 2007 Help Topic HA titled Convert your presentation to PowerPoint 2007 which presents only one method to get out of Compatibility mode: Click the Microsoft Office Button, and then click Convert. Resulting Mode Normal Mode, but filename in the Title Bar is displayed with OLD doc extension [Compatibility Mode] until you close and re-open. Then Normal Mode Cannot test: No Convert Button is available. See same reference as above [Compatibility Mode] Confusion in Office 2007 Page 26 of August 2007

27 4 [Compatibility Mode] with Old and New Features Involved This section compares how inconsistent [Compatibility Mode] behavior is across Word, Excel, and PowerPoint and how the confusion is further compounded when you start dealing with old Office 2003 features and new Office 2007 features. Proceed to the tables beginning on the next page: [Compatibility Mode] Confusion in Office 2007 Page 27 of August 2007

28 4.1 Availability of New Office 2007 Features in [Compatibility Mode] that are Common to Word, Excel, and PowerPoint (SmartArt, 2007 Charting, and Themes) View 1 Word 2007 [Compatibility Mode] Excel 2007 [Compatibility Mode] PowerPoint 2007 [Compatibility Mode] SmartArt NO. Clicking SmartArt Icon presents the old Diagramming Tool from Yes, always available. Clicking the SmartArt Icon presents: Yes, always available. Clicking the SmartArt Icon presents: Charting NO. Clicking Chart Icon presents the old Charting Tool from Themes NO. The Themes group on the ribbon is disabled in [Compatibility Mode] Yes, always available. Clicking the Chart Icon presents: Yes, always available in any mode. Yes, always available in any mode for creating new charts*. Clicking the Chart Icon presents: Yes, always available in any mode, but is presented different in the ribbon: *A new chart can be created using the new 2007 charting tools in PowerPoint 2007 in any mode. If you have saved the presentation to the format, and you have NOT CLOSED the file yet, you can continue to use the Charting tools on the chart you created. However, once you close and re-open that file, the chart(s) will have to be manually re-converted back to the 2007 charting format. You can even create new charts using the new tools in that same file, but the chart(s) you created before you closed the file will have to be manually re-converted. If you have saved the presentation to the NEW 2007 format in PowerPoint 2007, and then you re-save the presentation to the new format in PowerPoint Compatibility pack, even though you don t touch the charts at all, they will be converted to the old charting format, and when you re-open the file again in PowerPoint 2007, you will have to manually re-convert them. [Compatibility Mode] Confusion in Office 2007 Page 28 of August 2007

29 4.2 Availability of New Office 2007 Features in [Compatibility Mode] that are Common to Word, Excel, and PowerPoint (SmartArt, 2007 Charting, and Themes) View 2 In Compatibility Mode Word 2007 Excel 2007 PowerPoint 2007 New Features Completely Disabled New Features Substituted with (Old Features) New Features Available with Feature Refresh Automatic Convert New Features Available with Feature Refresh Manual Convert Themes SmartArt (Old Diagramming) 2007 Charting (Old Charting) SmartArt 2007 Charting SmartArt 2007 Charting New Features Available without Feature Refresh Themes Themes [Compatibility Mode] Confusion in Office 2007 Page 29 of August 2007

30 4.3 Availability of OLD Office 2003 Features in [Compatibility Mode] that are Common to Word, Excel, and PowerPoint (Organization Charts, Diagramming, and Office 2003 Charting) OLD FEATURE/TOOL: Word Diagramming: Organization Chart Gallery and Tools NEW Objects w/ OLD Tools YES Organization Chart option within the Diagram Gallery presented when SmartArt Icon is clicked. Excel 2007 and PowerPoint 2007 NEW Objects w/ OLD Tools NO The old 2003 diagramming tool that was used for creating and working with Organization Charts is NOT available. Word 2007 EXISTING Objects Created in 2003 YES Behavior when object is clicked: Organization Chart Tools becomes available in the Ribbon. Behavior when double-clicked: Nothing Organization Chart Tools remain activated. Excel 2007 and PowerPoint 2007 EXISTING Objects Created in 2003 NO Behavior when object is clicked: Drawing tools are presented in the ribbon. But most Shape and WordArt Styles are disabled. Behavior when object is double-clicked: You are prompted to permanently convert it to SmartArt or Shapes Diagramming: Gallery and Tools YES The Diagram Gallery menu is presented when SmartArt Icon is clicked. NO. Same as above YES Behavior when object is clicked: Organization Chart Tools becomes available in the Ribbon. NO Same behavior as above Behavior when double-clicked: Nothing Diagram Tools remain activated. [Compatibility Mode] Confusion in Office 2007 Page 30 of August 2007

31 4.4 Affect of Office Button / Save As New Format on [Compatibility Mode]: Default Save Format = Create New File Use New Feature to Add Content (SmartArt) Save As New Format Keep File Open Word 2007 Excel 2007 PowerPoint 2007 Newly created blank file starts in this mode: Normal Mode, then [Compatibility Mode] *Note: Must save the file once to get a new Word document into [Compatibility Mode]. This example continues as if you ve manually saved it once in the format.) [Compatibility Mode] [Compatibility Mode] Add content using new feature: SmartArt *You cannot add SmartArt or Charts while in [Compatibility Mode] in Word 2007, so this Word scenario substitutes those with Diagramming and the old 2003 charting tool). Yes, you can add SmartArt while in [Compatibility Mode] Yes, you can add SmartArt while in [Compatibility Mode] After SmartArt and Charts added: Effect of Office Button / Save As / New Format Clicking Save displays: Without Maintain compatibility with Word checked, this will display: No message. No Message. You are about to save your document to one of the new file formats. This action will allow you to use all the new features in Word 2007, but may cause changes in the layout of the document. Click OK to continue, or click Cancel and select the Maintain compatibility with Word checkbox to preserve the layout of your document. With Maintain compatibility with Word checked: No message Continued [Compatibility Mode] Confusion in Office 2007 Page 31 of August 2007

32 Continued from previous page Open File (now saved in new format) remains in mode: The condition of the SmartArt Without Maintain compatibility with Word checked: Normal Mode Convert Button NOT Available With Maintain compatibility with Word checked: [Compatibility Mode] Convert Button available Without Maintain compatibility with Word checked: Diagram converted to SmartArt With Maintain compatibility with Word checked: - Diagram remains in Old Diagramming Tool Format [Compatibility Mode] - Convert Button NOT Available (??? Shouldn t the Convert button be made available any time you re in [Compatibility mode]?) Fully Functional with 2007 SmartArt Normal Mode Convert Button NOT Available Available (but that s ok there shouldn t be one available in normal mode) Fully Functional with 2007 SmartArt [Compatibility Mode] Confusion in Office 2007 Page 32 of August 2007

33 4.5 Affect of Office Button / Convert on [Compatibility Mode]: Default Save Format = Create New File Use New Feature to Add Content (SmartArt) Office Button / Convert Keep File Open Newly created blank file starts in this mode: After SmartArt and Charts added: Effect of Office Button / Convert Open File (after Convert) remains in mode: The condition of the SmartArt Word 2007 Excel 2007 PowerPoint 2007 Normal Mode, then [Compatibility Mode] *Note: Must save the file once to get a new Word document into [Compatibility Mode]. This example continues as if you ve manually saved it once in the format. *You cannot add SmartArt or Charts while in [Compatibility Mode] in Word 2007, so this Word scenario substitutes those with Diagramming tool). This action will convert the document to the newest file format. The layout of the document may change. Converting allows you to use all of the new features of Word and reduces the size of your file. This document will be replaced by the converted version. Normal Mode, but filename in the Title Bar is displayed with OLD doc extension [Compatibility Mode] You are prompted to save the document in the new format: And then prompted to close and re-open: The workbook conversion to the current file format completed successfully. To use the new and enhanced features of the current file format, you must close and reopen the workbook. Do you want to close and reopen the workbook now? [Compatibility Mode] - WITHOUT Convert Button Available Clicking No to close and reopen the workbook keeps you in the newly saved file in the new format, but you stay in [Compatibility Mode] [Compatibility Mode] Cannot test: No Convert Button is available. *Reference: PowerPoint 2007 Help Topic HA titled Convert your presentation to PowerPoint 2007 which presents only one method to get out of Compatibility mode: Click the Microsoft Office Button click Convert., and then Cannot test: No Convert Button is available. Same comment above. Diagram converted to SmartArt Fully Functional with 2007 SmartArt Cannot test: No Convert Button is available. Same comment above. [Compatibility Mode] Confusion in Office 2007 Page 33 of August 2007

34 4.6 Inconsistent Messages Presented by the Compatibility Checker for the Same New Feature Used (SmartArt): Default Save Format = New Formats Create New File Add SmartArt Save As Format After SmartArt is added: Message after saving to the format: Word 2007 Excel 2007 PowerPoint 2007 Continued [Compatibility Mode] Confusion in Office 2007 Page 34 of August 2007

35 Continued from previous page Inconsistencies Corrections The following features in this document are not supported by earlier versions of Word. These features may be lost or degraded when you save this document in an earlier file format. Click Continue to save the document. To keep all of your features, click Cancel, and then save the file in one of the new file formats. Summary Number of occurrences SmartArt graphics will be converted into a single object that can t be edited in previous versions of Word. Help Check compatibility when saving in Word formats Continue Cancel SmartArt Graphics will be converted into a single object that can t be edited in previous versions of Word. Incorrect. They can be edited with the Picture Tools. 1 The following features in this workbook are not supported by earlier versions of Excel. These features may be lost or degraded when you save this workbook in an earlier file format. Click Continue to save this workbook anyway. To keep all of your features, click Cancel, and then save the file in one of the new file formats. Summary Significant Loss of functionality The object will no longer be editable. Locations: Sheet1, Shapes Number of occurrences Find Help Check compatibility when saving this workbook Copy to New Sheet Continue Cancel This object will no longer be editable. Location: Sheet1,Shapes Incorrect part 1. They can be edited with the Picture Tools Incorrect part 2: I used SmartArt, not Shapes 1 The following features in this presentation are not supported by earlier versions of PowerPoint. These features may be lost or degraded when you save this presentation in an earlier file format. Click Continue to save the presentation anyway. To retain all of your features, click Cancel, and then save the file in one of the new file formats. Summary The SmartArt graphic and any text in it cannot be edited when using earlier versions of PowerPoint (Slide 1) Number of occurrences Help Check compatibility when saving in PowerPoint formats Continue 1 Cancel The SmartArt graphic and any text in it cannot be edited when using earlier versions of PowerPoint. (Slide 1) This is correct. I know how they can t be edited. Questions/ Notes Check compatibility when saving in Word formats - Does that mean for all documents or just this one? Why doesn t Word give you any indicators as to WHERE the SmartArt is, when Excel provides the sheetname AND a find option and PowerPoint tells you the slide number? Check compatibility when saving this workbook. - this workbook tells me this workbook only. Check compatibility when saving in PowerPoint formats - Does that mean for all presentations or just this one? [Compatibility Mode] Confusion in Office 2007 Page 35 of August 2007

36 4.7 PICTURE TOOL & DRAWING TOOL Adjustments that will Break Feature Refresh for SmartArt and Equations Word PowerPoint Step 1 Office Button / Word Options / Save / Save files in this format: Word Document (*.docx) Office Button / PowerPoint Options / Save / Save files in this format: PowerPoint Presentation Step 2 Select Office Button / New / Blank Document Step 3 Insert 12 items of SmartArt and 12 Equations Step 4 Save a copy of the file in the format (.doc): Test1.doc Save a copy of the file in the new 2007 format (.docx): Test2.docx Step 5 In Word 2007, open Test1.doc Using the Picture Tools to modify each item of content as indicated in the table below. Save a copy of the file up to the new 2007 format: Test3.docx Step 6 In Word Compatibility Pack, open Test1.doc. Modify each item according to the table below, and re-save over Test1.doc Do the same for Test2.docx, and re-save over it. Step 7 In Word 2007, open all test files and examine the condition of each item Select Office Button / New / Blank Presentation Insert 12 items of SmartArt Save a copy of the file in the format: Test1.ppt Save a copy of the file in the new 2007 format : Test2.pptx Testing in PowerPoint 2007 is not applicable, because SmartArt (not previously touched by PowerPoint 2003) is fully functional in either file format. In PowerPoint Compatibility Pack, open Test1.ppt. Modify each item according to the table below, and re-save over Test1.ppt Do the same for Test2.pptx, and re-save over it. In PowerPoint 2007, open all test files and examine the condition of each item Picture Tool Adjustment Word SmartArt Word Equations PowerPoint SmartArt 1. Adjust the Brightness. X X 2. Adjust the Contrast. X X 3. Recolor to grayscale. X X 4. Add a Shadow Effect. X 5. Crop the object X X 6. Compress. X 7. Rotate the object X X n/a 8. Change the text wrapping X n/a 9. Change the Object s Height and/or Width 10. Change text wrapping. (Activates border tools). Make border red. X X n/a 11. Change text wrapping. (Activates align tools). Align Right. X n/a 12. R click / format picture / layout / behind text X 13. Line Style X The X indicates which items will be permanently converted into a graphic image if modified using Picture Tools. [Compatibility Mode] Confusion in Office 2007 Page 36 of August 2007

37 5 The Perilous Journey through Office Compatibility Pack and its Effects on [Compatibility Mode] in Office 2007 [Compatibility Mode] Confusion in Office 2007 Page 37 of August 2007

38 5.1 [Compatibility Mode] When Collaborating on Office documents in the formats Text Only Office 2007 w/ Default Save = formats Create New File Add Simple Text Save As Format Text-only Edit in Office Compatibility Pack Save back to format Re- Open in Office 2007 In Office 2007, opening a file in formats containing NO new features previously added with Office Prompts/ Messages: Word (.doc) Excel (.xls) PowerPoint (.ppt) None None None. Mode: [Compatibility Mode] [Compatibility Mode] Normal Mode According to documentation, opening a file in the format should automatically open in [Compatibility Mode]. It seems as if it has to contain content created with a new feature (such as SmartArt) to trigger [Compatibility Mode] in this scenario. [Compatibility Mode] Confusion in Office 2007 Page 38 of August 2007

39 5.2 [Compatibility Mode] When Collaborating on Office documents in the formats New Feature Content Office 2007 w/ Default Save = formats Create New File Use New Feature to add Content Save As Format Text-only Edit in Office Compatibility Pack Save back to format Re-Open in Office 2007 Save up to the New Format In Office 2007, opening a file in format CONTAINING new features (SmartArt, Equations, etc ) previously added with Office Prompts/ None None None Messages: Mode after opening: [Compatibility Mode] [Compatibility Mode] [Compatibility Mode] Message when saving back to the New Format: Mode after saving to new format: You are about to save your document to one of the new file formats. This action will allow you to use all the new features in Word 2007, but may cause changes in the layout of the document. Click Ok to continue, or click Cancel and select the Maintain compatibility with Word checkbox to preserve the layout of your document. Normal Mode NO MESSAGE [Compatibility Mode] Must close and re-open to get out of Compatibility Mode. NO MESSAGE Normal Mode [Compatibility Mode] Confusion in Office 2007 Page 39 of August 2007

40 5.3 Affect of Office Button / Convert When Collaborating on Office documents in the New Formats New Feature Content (SmartArt) Office 2007 w/ Default Save = New formats Create New File Use New Feature to add Content Save As New Format Text-only Edit in Office Compatibility Pack Save back to New Format Re-Open in Office 2007 Office Button / Convert Create new file with SmartArt & Chart. Office Button / Save As / format Normal Mode Fully functional SmartArt Word 2007 Excel 2007 PowerPoint 2007 Normal Mode Normal Mode Fully functional SmartArt Fully functional SmartArt Open in Office 2003 When Opened in 2003, Pop-up Window displays: Because this file was created in a newer version of Word, it has been converted to a new format that you can work with. However, the following items have been affected:. Features that do not exist in this version of Word have been removed. Layout and the ability to edit certain features have changed. When opened in 2003, File Conversion in Process Brief Message. Then, because it contains a new feature, a pop-up message displays: This file was created in a newer version of Micrsoft Excel. The file has been converted to a format you can work with, but the following issues were encountered. The file has been opened in read-only mode to protect the original file. The object will no longer be editable. File is left open in Read-Only Mode, and must be saved to a new name to be open read/write. NO MESSAGE when opening pptx file in PowerPoint Continued [Compatibility Mode] Confusion in Office 2007 Page 40 of August 2007

41 continued from previous page. Click Effects Add text & click save shortcut. Re-open the file in Office Examine condition of new feature object and the mode that the file opened in. Effect of Office Button / Convert On single-click, SmartArt is represented by a graphic (picture object) On double-click, SmartArt presents pop-up Format Picture tool window On single-click, SmartArt is represented by a graphic (picture object) On double-click, SmartArt presents popup Format Picture tool window No Message. No Message. No Message. No Message [Compatibility Mode] (even though it s in the new format (.docx) SmartArt is being represented by a graphic object. No Message. Normal Mode Smart Art is Fully Functional with 2007 SmartArt Tools. No convert button available. (Doesn t need to be) On single-click, SmartArt is represented by a graphic (picture object) On double-click, SmartArt presents pop-up Format Picture tool window No Message Normal Mode Smart Art is Fully Functional with 2007 SmartArt Tools. No convert button available. (Doesn t need to be) This action will convert the document to the newest file format. The layout of the document may change. Converting allows you to use all of the new features of Word and reduces the size of your file. This document will be replaced by the converted version. BUT IT S ALREADY IN THE NEW FORMAT!!!!????? NOTES Switches to Normal Mode after Convert, but filename in the Title Bar is displayed with OLD doc extension ANY WORD FILE IN THE NEW FORMAT (.DOCX) WHETHER IT WAS CREATED BY OR SAVED BY WORD COMPATIBILITY PACK, REGARDLESS OF CONTENT (PLAIN TEXT, OLD FEATURES, NEW FEATURES) WILL OPEN IN [COMPATIBILITY MODE] [Compatibility Mode] Confusion in Office 2007 Page 41 of August 2007

42 5.4 Affect of Office Button / Convert When Collaborating on Office documents in the Format New Feature Content (SmartArt) Office 2007 w/ Default Save = New formats Create New File Use New Features (SmartArt & Charting) to add Content Save As Text-only Edit in Office Compatibility Pack Save back to Re-Open in Office 2007 Office Button / Convert Save Shortcut in Quick Access Toolbar Create a new file. Insert SmartArt and a Chart. Office Button / Save As / format Word 2007 Excel 2007 PowerPoint 2007 New File Starts in Normal Mode New File Starts in Normal Mode New File Starts in Normal Mode Fully functional SmartArt Fully functional SmartArt Fully functional SmartArt Fully functional 2007 Chart Feature [Chart test not applicable in Excel] Fully functional 2007 Chart Feature Save/As format results in: Save/As format results in: Save/As format results in: Office 2003 add text & save w/shortcut Continued on next page No message on open. No message on save. No message on open. No message on save. No message on open. No message on save. [Compatibility Mode] Confusion in Office 2007 Page 42 of August 2007

43 Continued from previous page Mode in Office [Compatibility Mode] [Compatibility Mode] [Compatibility Mode] 2007 on open: Click Effect: SmartArt: Single or Double-click and Picture Tools are made available (NO SmartArt tools) SmartArt: Single or Double-click and Smart Art is Fully Functional with the SmartArt Tool. SmartArt: Single or Double-click and Smart Art is Fully Functional with the SmartArt Tool. Effect of Office Button / Convert This action will convert the document to the newest file format. The layout of the document may change. Converting allows you to use all of the new features of Word and reduces the size of your file. This document will be replaced by the converted version. This action converts the workbook to the current file format, which allows you to use all of the new features of Excel, and it reduces the file size. The original workbook will be deleted and cannot be restored after this conversion. *Excel 2007 refers to the new format as the current format This action will convert the document to the newest format. Converting allows you to use all the new features of PowerPoint and reduces the size of your file. This document will be replaced by the converted version. Behavior and Mode After Convert After you click OK, the file is left open. After you click OK, you re NOT given the chance to change the filename, but it immediately saves to the same base name +.xlsx file, deletes the.xls file, and prompts you to close and reopen the file: After you click OK, you re immediately prompted to save again over same basename with the new.pptx extension, but you re given the chance to change the filename if you want to. Save with shortcut: Where s the old file? SmartArt Fully Functional Normal Mode, but filename in the Title Bar is displayed with OLD doc extension Pop-up Save As window. Root file name remains the same, but new format is selected. If it was on a network drive or SharePoint Library: it s still there. If it was on your local hard drive: it got deleted. The workbook conversion to the current file format completed successfully. To use the new and enhanced features of the current file format, you must close and reopen the workbook. Do you want to close and reopen the workbook now? SmartArt Fully Functional Normal Mode Filename name displayed with NEW.xlsx extension. Saves again to the new format no messages. It always gets deleted, regardless of it s location. SmartArt Fully Functional Normal Mode Filename displayed with NEW.pptx extension. Saves again to the new format no messages. If it was on a network drive or SharePoint Library: it s still there. If it was on your local hard drive: it got deleted. = ONLY IF IT S RESIDING ON YOUR LOCAL HARD DRIVE! [Compatibility Mode] Confusion in Office 2007 Page 43 of August 2007

44 5.5 After Office Button / Convert, When Does the Formatted File Actually Get Deleted & Replaced with the New File in the New Format? IT DEPENDS WHERE IT RESIDES: Word 2007 Excel 2007 PowerPoint 2007 What occurs when Office Button / Convert is selected: This action will convert the document to the newest file format. The layout of the document may change. Converting allows you to use all of the new features of Word and reduces the size of your file. This document will be replaced by the converted version. This action converts the workbook to the current file format, which allows you to use all of the new features of Excel, and it reduces the file size. The original workbook will be deleted and cannot be restored after this conversion. This action will convert the document to the newest format. Converting allows you to use all the new features of PowerPoint and reduces the size of your file. This document will be replaced by the converted version. If the file is on a MAPPED NETWORK SHARE or in a SharePoint 2003 Document Library:.doc file does not ever get deleted even though you are told This document will be replaced by the converted version..xls file gets deleted & new.xlsx file gets created when you click OK to the confirmation window..ppt does not ever get deleted even though you are told This document will be replaced by the converted version. If the file is in your MY DOCUMENTS folder:.doc file gets deleted after you click the save shortcut..xls file gets deleted & new.xlsx file gets created when you click OK to the confirmation window..ppt file gets deleted & a new.pptx gets created when you click OK to the confirmation window. [Compatibility Mode] Confusion in Office 2007 Page 44 of August 2007

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