Getting Acquainted with Office 2007 Table of Contents

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1 Table of Contents Using the New Interface... 1 The Office Button... 1 The Ribbon... 2 Galleries... 2 Microsoft Help with Changes... 2 Viewing Familiar Dialog Boxes... 2 Download Get Started Tabs from Microsoft... 2 Quick Access Toolbar... 3 Minimizing the Ribbon... 3 Keyboard Shortcuts... 3 Mini Toolbar... 4 Customizing Applications... 4 File Properties... 4 New Zoom Feature... 5 New Feature Saving as a PDF File... 5 Implementing Office 2007 at Carlson School... 6 Word New Features... 6 Style Sets... 6 Live Preview... 6 Applying a Style... 6 Changing Style Sets... 7 Tables... 8 Modifying a Table... 9 Deleting a Table... 9 New Reference Options Citations and Bibliographies... 9 Excel New Features...10 Page Layout View...10 Headers and Footers...10 More Room for Data...10 Table Formatting...11 Charts...12 Moving a Chart...13 Displaying Chart Titles and Labels...14 Conditional Formats...15 Customizing Conditions...15 Copyright 2007 Carlson School of Management, Office of Information Technology, University of Minnesota. Duplication of material without prior written consent is forbidden. September, 2007

2 Using Excel Styles for Formatting...16 Applying an Excel Cell Style...16 PowerPoint New Features...17 Slide Layouts...17 New Graphic Options...18 Picture Formats...18 Smart Art...18 Modifying Smart Art...20 Animations Changes...21 Transitions...21 Animations...21 Animation Options...22 Custom Animation...22 Changing Custom Animation...23 Removing Custom Animation...23 Applying Animation to All Slides...23 Applying a Theme in PowerPoint...23 Using Themes in Word and Excel...24 Applying a Theme to a Word 2007 File...24 Applying a Theme to an Excel 2007 File...25 New File Format Compatibility Issues with Earlier Office Versions...26 Converting an Office 2003 Document Copyright 2007, Carlson School of Management, University of Minnesota

3 Using the New Interface One of the first things you will notice is that the core applications of Office 2007, Word, Excel, and PowerPoint, have undergone a major change in appearance and behavior. The familiar menu and toolbar buttons have been replaced with a ribbon interface. The Office Button New Ribbon replaces menu and toolbars. The Office button, found in the upper-left corner of each application has many of the commands which were formerly available from the File menu. It also displays a list of your most recently used files. You can click the pin icon to pin an item you always want to keep handy. Click the pin to keep a file on the Recent Document list. Copyright 2007 Carlson School of Management, Office of Information Technology, University of Minnesota. Duplication of material without prior written consent is forbidden. September, 2007

4 The Ribbon The Ribbon is organized in tabs which contain buttons and galleries. Many of the features you are accustomed to using are now located in different places, but Microsoft redesigned these features with the goal of making them easier to find. Galleries Each ribbon is comprised of galleries for elements in the same category. From the Home tab of the ribbon, the Font gallery displays the font formatting options. Font Gallery Microsoft Help with Changes To help you adjust to the new interface, use the Help button in the upper-right corner of the application. Microsoft has also created interactive guides to help you find the answers you need. Visit: In the Search field enter Interactive to display links to interactive guides for each application. Viewing Familiar Dialog Boxes Many of the galleries have a button that can take you to a more familiar dialog box. For instance, on the Home ribbon shown above, there is a to the right of Font that will take you to the familiar Font formatting dialog box. Download Get Started Tabs from Microsoft You can download a Get Started tab in Word, Excel, and PowerPoint. A new tab will display in each application that can help you locate commands in Office Once launched, you can select commands you used in Office 2003 and the application will show you where to find it in Office Visit: and search for get started tab. Tabs for each application must be downloaded and installed separately. 2 Copyright 2007, Carlson School of Management, University of Minnesota

5 Quick Access Toolbar The Quick Access toolbar is located in the upper-left corner of the screen. Click the Customize Quick Access Toolbar button to easily add or remove buttons from this toolbar. Selecting More Commands allows you to add any command to this toolbar. Tip: Add tools that you use frequently to avoid having to return to a tab for such tools as Spell Check or Print Preview. Tip: You can also right-click a tool that you want to add to the Quick Access toolbar. Minimizing the Ribbon The new ribbon takes up a lot of screen real estate. You can minimize the ribbon either from the button on the Quick Access Toolbar, or by double-clicking any ribbon tab. Click any ribbon tab again to display the full ribbon. Keyboard Shortcuts You can still use keyboard shortcuts in Office Pressing the Alt key displays a letter next to each tab. Press the desired letter key to enter the options from the tab as indicated. For instance, in the example below, first press the Alt key; then press P to get to the Page Layout tab. Additional options will display to assist you through the keyboard shortcuts available under Page Layout. Keyboard shortcut tips are also displayed when you rest your mouse on a button. In the example below, the mouse pointer is rested on the B for bold, and a tip displays below indicating the keyboard shortcut. Copyright 2007, Carlson School of Management, University of Minnesota 3

6 Mini Toolbar By default, Word, Excel, and PowerPoint have a mini toolbar that displays when text is selected. Initially, it displays faintly. Moving your mouse over it makes it display as shown below. This eliminates the need to move back to the Home tab for basic formatting. Customizing Applications Features that were formerly customized from Tools, Options, can now be accessed from the [Application] Options button available from the Office button displays Word options.. The example below For more information about available options, click the explanation of each option. to launch Help and view an File Properties To locate file properties, click the Microsoft Office button Properties., select Prepare; then select 4 Copyright 2007, Carlson School of Management, University of Minnesota

7 Some options to customize: Click here for Help Proofing - Set options for spell checking, and AutoCorrect. Save - Select option to save in alternate format (Office ). Please see page 26 regarding file compatibility issues. This is suggested until all faculty and staff are converted to Office Be aware, however, that some features are not available when saved to the Office format. (See PDF information below as alternate option to preserve formats.) Advanced/Display Set the number of files to display as recent documents. Customize Add commands to the Quick Access Toolbar. New Zoom Feature Office 2007 has a new zoom tool at the bottom-right side of the screen. Simply slide the Zoom button to the desired option, or click the + to zoom in or the to zoom out. New Feature Saving as a PDF File You can download an add-in to allow you to save Microsoft Office Files as a PDF. Visit: Enter pdf in the Search field and download the 2007 Microsoft Office Add-in: Microsoft Save as PDF or XPS. Tip: If you need to share a file with users who do not have Office 2007, and you have applied some of the new formatting options, you can Save as a PDF prior to sharing your file with them. This will save the formats for viewing or printing ONLY. They will not be able to edit your file. Copyright 2007, Carlson School of Management, University of Minnesota 5

8 Implementing Office 2007 at Carlson School We have prepared a website to keep you informed about implementing Office 2007 at Carlson School. Currently students with new laptops issued in the fall of 2007 have Office 2007 installed on their laptops. The computer labs have both versions. Please visit: for more information. Word New Features Microsoft created several features to allow you to quickly apply a format to your entire document. These are Style Sets and Themes and they impact fonts, colors, and paragraph formatting. Style Sets Applying styles is a quick way to format your document and is essential if you want to create a table of contents. Live Preview Word has live preview allowing you to see formatting options before applying them. These are available when working with styles and themes or when formatting tables. Applying a Style If you are unfamiliar with styles, now is a great time to familiarize yourself with this useful feature. Many people only use the heading options for styles. To view style samples, click in a paragraph or heading and then rest your mouse over any of the style buttons displaying in the Styles gallery of the Home tab. Word will display how the selected paragraph will look if you apply that style. To apply the style, click the style button you prefer and the selected paragraph will format accordingly. To remove a style, click Normal from the Styles gallery or click the display a list of styles and click Normal. button to Selected Style Selected Paragraph 6 Copyright 2007, Carlson School of Management, University of Minnesota

9 Changing Style Sets Once you have styles applied to a document, it is easy to change to a different style set. Many options are available. 1. Apply styles to the headings of your document. 2. Click the Change Styles button from the Styles gallery of the Home tab. A preview of the new style set displays changing each style that has been applied to the document. This will also change paragraph formatting of all paragraphs in your document. 3. To apply the new style, click the desired style set. Note: If working in compatibility (Word ) mode, some of the color options are not available. To change fonts: Once you have a style applied, you can also change fonts and/or colors by clicking the Change Styles button and selecting the feature you want to change. Copyright 2007, Carlson School of Management, University of Minnesota 7

10 Tables Creating and formatting tables has been made very easy. You can select from many designs and formats to make your document more attractive and your table easy to read. 1. From the Insert tab, select Table. 2. Select the desired number of rows and columns. Your new table displays and a Table Tools context-sensitive tab displays at the top of the screen above the ribbon with table formatting tools. Click the tab to activate the table tools. A wide variety of automatic formatting options are available. 3. Click the arrows to scroll through the options. When you find a format you like, simply click the button to apply that format. Note: If you apply styles or a theme (see page 24 for more information) to your document, some of the formatting for the table will change to coordinate with the selected style or theme. 8 Copyright 2007, Carlson School of Management, University of Minnesota

11 Modifying a Table Many of the options to modify your table, such as merging or splitting cells, repeating header rows on multiple pages, etc. are available from the Layout tab. First click the table, then click the Table Tools context sensitive tab, and then click the Layout tab to select the desired options. Deleting a Table Click the Select Table button or and press the Backspace key. From the Table Tools tab, click Layout, then click Delete, Delete table. New Reference Options Citations and Bibliographies In addition to Tables of Contents, Indexes, Cross-references, and Footnotes, which were available in previous versions, you can now use options to insert citations, manage sources, and insert a bibliography. These are great features for students or faculty writing research papers. Click the References tab to explore these options. These features are covered in more detail in the Word 2007 New Features class. Copyright 2007, Carlson School of Management, University of Minnesota 9

12 Excel New Features In addition to the common features mentioned earlier, Excel 2007 has many new or enhanced features. Page Layout View Excel now has a page layout view, similar to that for Word, to allow you to see how your worksheet will print. It also makes it easy to add headers or footers. You can change views using the buttons on the Status bar at the bottom of the screen. Page Layout View Headers and Footers If you click the Page Layout View, you will see a display as below. If you click in the Header area, the Header & Footers Tools tab displays, providing options for adding content to your header and/or footer. Header and footer tools Click here to type header text. More Room for Data Excel can now store over 1,000,000 rows and 16,000 columns. While this may be more than many of us require, it is a valuable feature for those who work with a large amount of data. Note: If you save to compatibility mode, your worksheet will return to the previous capacity of 65,536 rows and 256 columns. 10 Copyright 2007, Carlson School of Management, University of Minnesota

13 Table Formatting You can now easily format a large data sheet. This is similar to the table formatting available in Word as shown earlier in this class. However, in addition to visual formatting, it adds features such as sorting and filtering. If you add or insert a column (even at the end), it adds your selected formatting to the new column. If you delete a row, it modifies the other rows to keep the selected formatting scheme. 1. From the Home tab, select Format as Table. A palette of formats displays. 2. Select the desired option. The Format As Table dialog box displays. Excel automatically selects the entire contiguous range of data. You can change this range, if desired. Copyright 2007, Carlson School of Management, University of Minnesota 11

14 3. Make changes if necessary, and click OK. Your table displays per your selected option and includes features such as sorting and filtering. See example below. Table Tools context sensitive tab Sort and Filter options After applying one table format, you can easily change the style from the Table Styles gallery on the ribbon. For additional table options, click the Table Tools context sensitive tab in the upper part of the screen. Note: Some table options do not transfer in Compatibility mode when opened in an earlier version of Excel. Charts Creating Charts has been made easier, with fewer steps required. 1. Select the cells you want to chart. 2. Click the Insert tab; then select the type of chart you want to create. A palette of options for that type of chart displays. 12 Copyright 2007, Carlson School of Management, University of Minnesota

15 3. Click the desired option for that chart type. The chart displays on the active worksheet. Move chart to different worksheet Move chart on the active sheet, click and drag the border. Moving a Chart To move the chart on the active worksheet, click on the chart border and drag it to the desired location. To move the chart to a different worksheet, click the Move Chart Location button. Copyright 2007, Carlson School of Management, University of Minnesota 13

16 Displaying Chart Titles and Labels The above instructions do not automatically display titles or labels. Use one of the following options to add titles and/or labels to your chart. Option 1 Single-click the chart to activate it and provide chart options. Activate the Chart Tools context sensitive tab. In the Chart Layouts gallery, select a chart type that includes titles. When the new layout displays with text boxes, click in the text box to enter a title. Click title box to enter desired title Option 2 You can also add titles by selecting the Chart Tools context-sensitive tab, then clicking Layout tab. This allows you to specifically add the options you want, including gridlines and data labels. 14 Copyright 2007, Carlson School of Management, University of Minnesota

17 Conditional Formats Excel 2007 has advanced features allowing you to format a data range quickly to see trends or highlight important information. 1. Select a range of numerical data. 2. From the Home tab of Excel, click Conditional Formatting. The Live preview feature allows you to see how your data will display, based upon your selection. Many pre-defined options are available. 3. Select the desired option to apply the formatting. The example below shows the Blue Data bar format applied to the Jan data. This is similar to a chart view. Many other options are available. Customizing Conditions To customize the conditions by which data is evaluated, set option rules using one of the selections circled below. Copyright 2007, Carlson School of Management, University of Minnesota 15

18 Using Excel Styles for Formatting Excel also has styles that can be applied to your file. Applying an Excel Cell Style Select the cells you want to format; then from the Home tab, select the Cell Styles button to display a list of styles. Select the desired option. 16 Copyright 2007, Carlson School of Management, University of Minnesota

19 PowerPoint New Features Slide Layouts Slide layouts have been simplified. Selecting the New Slide button from the Home tab displays a slide that can contain text and/or graphics. To add text, simply click and type. To add a graphic, select the desired button. To change the layout, right-click the slide from the Slides view on the left side of the screen. OR Click the Layout button to display alternate layouts. Right-click slide to change layout Click button to add graphic Copyright 2007, Carlson School of Management, University of Minnesota 17

20 New Graphic Options The following new graphic options are available in Word, Excel, and PowerPoint. Because PowerPoint is the most graphic of these applications, we are covering this information in this section of this course. Picture Formats New options to apply frames and alternative shapes for pictures can make your presentations and documents have a professional look with very little effort. Although the new options to format graphic frames are also available in Word and Excel, they are probably most effectively used in PowerPoint. 1. Double-click the inserted picture on your slide or document to display the Picture Tools context-sensitive tab and tools. Note: To see more picture styles and layouts, click the More Styles button. 2. Rest your mouse over the options to display the effect in live preview; then select the desired option. Note the example above displaying an alternative shape. You can change shapes, border styles, and effects. Smart Art Smart Art makes is another new feature available in all applications. You can now use Smart Art to provide a more attractive display of listed items, show a progression (such as a plan or historical display), or add other graphics (such as an Org chart). This can help make your presentations and documents more meaningful and add visual interest. Using SmartArt on New Slides 1. Click the New Slide button. 2. From the slide layout, click the Insert SmartArt Graphic button. (In Word or Excel, select the Insert tab; then select SmartArt.) 18 Copyright 2007, Carlson School of Management, University of Minnesota

21 The Choose a SmartArt Graphic screen displays. 3. In the List area, select an option. The description for that option displays on the right-side of the screen. 4. Select the desired SmartArt option and click OK. 5. Enter the desired text in the text boxes provided. Note: SmartArt can be resized in the same manner as clip art or other graphics. Using Existing Bullets If you have a slide that contains bullets that you would like to convert to SmartArt, right-click in the text box and select Convert to SmartArt to display a palette of SmartArt styles. Select the desired option. Copyright 2007, Carlson School of Management, University of Minnesota 19

22 Modifying Smart Art You can promote or demote SmartArt, change the colors, and add additional shapes. If necessary, click the SmartArt object to display the SmartArt Tools context-sensitive tab. To promote (outdent) a SmartArt object, select the object; then click the Promote button. To demote (indent) a SmartArt object, select the object; then click the Demote button. To add a shape, click the Add Shape button. To change SmartArt style click More from the Layouts gallery. 20 Copyright 2007, Carlson School of Management, University of Minnesota

23 Animations Changes Office 2007 no longer has animation schemes, allowing you to apply the same animation to your entire presentation. You can apply transitions to all slides. Many presenters like to apply transitions and animation to a presentation. While animations and transitions can help to make your presentation more interesting and effective, they should be used carefully and with restraint. They can increase file size and are sometimes distracting to your audience. Transitions Transitions impact the movement from slide to slide. PowerPoint 2007 makes it easy to apply transitions. 1. From the Animations tab, in the Transitions to this Slide gallery, select the desired options. Click the for additional options. PowerPoint displays an example for the selected transition. You can adjust the transition speed, apply sound (use with caution), or set automatic timing, if desired. 2. To apply the same transition for all slides, select Apply To All. This is usually recommended for a business audience to keep a common theme throughout the presentation. Animations Animations impact the order in which text or graphics are added to a specific slide. Animations must be added individually to each slide unless applied using the slide master. 1. Navigate to the slide you want to animate. 2. Click to select the text or graphic you want to animate. 3. From the Animations tab, select the desired option. Animation options will vary depending upon the item selected. See the examples that follow. Resting your mouse over the options will display the effect. 4. Select the desired option. Copyright 2007, Carlson School of Management, University of Minnesota 21

24 Animation Options The illustrations below display some of the animation options available for the variety of objects you can insert into your PowerPoint presentations. Text Animation Options: Typically text will be animated By 1st Level Paragraphs to display one bullet at a time. Chart Animation SmartArt Animation Picture Animation Custom Animation Additional animation options are available from Custom Animation, which displays as the last option from any of the above examples. This is covered in more detail in the PowerPoint 2007 Basics class. 1. Navigate to the slide for which you want to apply custom animation. 2. Select the item you want to animate from your slide. 3. Select Custom Animation. The Task Pane displays animation options on the right side of the PowerPoint screen. 4. Verify that AutoPreview is selected. 5. Click Add Effect. You can add effects for entrance, exit, emphasis, and motion. 6. Select the desired option and view the preview. 7. To add timing or other options, in the Modify area, select the desired options. 22 Copyright 2007, Carlson School of Management, University of Minnesota

25 Changing Custom Animation To change the selected effect, select the item (from the Task Pane) for which you want to change the animation. Click the Change button and select an alternate effect. Removing Custom Animation To remove animation, select the item (from the Task Pane) for which you want to remove the animation. Click the Remove button from the Animation Task Pane. Note: There are numerous effects that can be applied. We will illustrate some of them in this class, but experimenting is the best method to find what works for you. Applying Animation to All Slides If you want animation applied to all slides, this must be done from the Slide Master. Click the View tab, select Slide Master. Apply animation as desired. This is covered in more detail in the PowerPoint 2007 Basics class. Applying a Theme in PowerPoint Themes are available in PowerPoint, Word, and Excel. The templates or themes in PowerPoint 2007 are more subdued than in previous versions. To apply a theme (design/template) in PowerPoint, click the Design tab. A selection of themes displays. Rest your mouse over the available options to view a preview. After applying a theme, you can change the colors, fonts, and effects associated with that theme. Copyright 2007, Carlson School of Management, University of Minnesota 23

26 Using Themes in Word and Excel Themes for Word and Excel are only available when working in the Office 2007 file format (not in Compatibility mode) and can make it easy for you to have a coordinated look for all files included in a presentation. Themes include colors, paragraph formatting, and font styles. Applying a Theme to a Word 2007 File Themes have no impact in a Word document unless you have applied styles and a style set for some or all of its formatting. To apply a theme to a Word 2007 file: 1. Apply styles AND select a different style set as indicated in the instructions on page 7. (A Style Set must be applied for Themes to apply additional formatting.) 2. Click the Page Layout tab, and select Themes. As you rest your mouse over the themes, Word displays a preview. 3. Select the desired theme. 24 Copyright 2007, Carlson School of Management, University of Minnesota

27 Applying a Theme to an Excel 2007 File You must apply styles to your workbook file for the text to format based upon a selected theme. If your file contains charts or tables, the color scheme will format based on the theme, even if styles have not been applied elsewhere in the file. To apply a theme, click the Page Layout tab and select Themes. Rest your mouse over a theme to preview its impact. Select the desired theme. Remember that you must have applied styles for the theme to impact your text formatting. A theme will impact a chart or table format. Modifying a Theme After applying a theme, you can change the colors, fonts, and effects associated with that theme. Click the desired option buttons next to the Themes button to explore. Copyright 2007, Carlson School of Management, University of Minnesota 25

28 New File Format Compatibility Issues with Earlier Office Versions The default file format in Office 2007 is XML (Extensible Markup Language). The new format is indicated with an x in the file extension. For instance, Word documents are.docx; Excel are.xlsx, etc. While older documents can be opened successfully in Office 2007, users who have previous versions of Office may not to be able to open files in the new formats. The two resolutions below should resolve this potential problem. Resolution 1 Users who do not yet have Office 2007 should download the Compatibility Pack from Microsoft. Installation of this Compatibility Pack will allow you to open, edit, and save files using these new file formats. For more information, please visit where we have provided links to the Microsoft site. There is no compatibility pack available for Mac users at this time. However, there appear to be few file compatibility issues when using xml files with a Mac. Resolution 2 Those using Office 2007 can use the "Save As" option to save files down to the Office version. To do so, click the Microsoft Icon (Office Button) in the upper-left corner of the application screen; select Save As. In the Save as type: field, select for the application you are using. This saves the file in compatibility mode so that others using older versions of Office can open and use the files. You can also make this a default setting, if desired. Please see the information under Customizing Applications beginning on page 4. Note: When you save in compatibility mode ( ), a screen displays indicating that some features may not work in the compatibility mode. This could waste time for some users and/or require additional testing to make sure it works properly in the compatibility mode on a computer with Office If no editing of a document is required, you can also use the Save as PDF option mentioned on page 5, which will display all Office 2007 formats accurately. Converting an Office 2003 Document If you open an Office 2003 file, it will remain in the older format unless you convert it. PLEASE BE AWARE that some older features or formatting may be lost. We suggest that you save a backup copy before converting any documents to the alternate format. Option 1 Select File, Save As, and save to the newest version. This option will give you a new (additional) file. Option 2 from the Office button, select Convert. (Note: You will not see the Convert option if the file you are using is already in the XML format. This option will replace the old file with the converted file. 26 Copyright 2007, Carlson School of Management, University of Minnesota

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