The Transition Word 2003 to Word 2007

Transcription

1 Transition.qxd 7/3/08 3:27 AM Page 40 The Transition Word 2003 to Word 2007 The Fluent Interface Tab The transition from Word 2003 to Word 2007 will be significantly different for students, instructors, and for industry than the transition from previous versions of Word to new versions. Three factors account for the differences: 1. The Fluent user interface that replaces toolbars and menus with a ribbon is totally new. 2. The new XML default file format (.docx) is not backward compatible with previous versions of Word. 3. The formatting defaults have changed significantly from Word The Ribbon consists of three basic components: 1. Tabs are listed across the top of the Ribbon (Home, Insert, Page Layout, etc.). Each tab displays a different ribbon. 2. Groups are listed at the bottom of the Ribbon (Clipboard, Font, Paragraph, etc.) and contain a variety of related commands. The groups are different on each ribbon that is displayed by a tab. 3. Commands are the related functions that are located in each group. Command Group Default File Format Formatting Defaults The new Fluent interface is easier to learn. The system is intuitive, and the use of groups facilitates the learning of related commands. The default file format presents a major challenge to industry during the transition period, but it is transparent to the user and is very simple to learn. The challenge to industry is that documents stored in previous formats will have to be converted to the new XML format. It also presents a problem when one organization sends a Word 2007 document to an organization that is using a previous version of Word. Unless the document is stored in a compatible format, the recipient will not be able to open the Word 2007 document. Documents stored in a compatible format cannot use or edit new features of Word 2007 such as SmartArt. Since you are not likely to be sending documents from the classroom to other organizations, the default file format is not likely to be an issue unless you are teaching a distance education class and students are using a different version. The defaults of Word 2007 and Word 2003 differ significantly. Many technology users are surprised to discover the dramatic impact that the changes in Word defaults have on document formatting. The first clue to the changes is shown in the font and font size boxes on the Home tab. 40 The Transition Word 2003 to Word 2007

2 Transition.qxd 7/3/08 3:27 AM Page 41 Word 2007 has six new ClearType fonts, and the Calibri 11 point font shown replaces Times New Roman 12 point as the default body text font. Cambria is the new heading default font replacing Arial. The defaults are shown in the table below. Note some of the following default changes have a greater impact on formatting than the font and font size changes. Default Word 2007 Word 2003 Body font and size Calibri (sans serif) 11 point Times New Roman (serif) 12 point Heading font Cambria (serif) varied size Arial (sans serif) varied sizes Title style Cambria, 26 point, dark blue, left align Arial, 16 point, bold, centered Margins 1 left, right, top, and bottom 1.25" left and right; 1" top and bottom Line spacing Space after paragraph 10 point 0 Document theme Office None The new defaults particularly the line spacing, the space after paragraph, the title style, and heading styles produce documents that look different than traditional document formats. Microsoft emphasizes that the rationale for changing the defaults is to enhance both readability and the appearance of documents. The illustration on the left below shows how the date, inside address, and salutation of a letter would appear if traditional format guides were used with the Word 2007 defaults. The illustration on the right shows how guides and defaults can be modified to produce an attractive letter format. Word 2007 Defaults Word 2007 Defaults Modified Remove Space After Paragraph Heading Styles and Document Themes Office 2007 uses document themes consistently in all of the applications so that a document created in Word can be coordinated with a document in Excel or PowerPoint. Color is heavily integrated into the document themes. The illustration shown on the next page summarizes the defaults for the title and heading styles. The Transition Word 2003 to Word

3 Transition.qxd 7/3/08 3:27 AM Page 42 Word 2007 Heading Styles The default body text is Calibri, 11 pt. color Black. Default Document Theme: Office: Microsoft Rationale for Changes Formatting Decisions Microsoft emphasizes that the rationale for changing the defaults from Word 2003 to those in Word 2007 is to enhance both readability and the appearance of documents. The first impression is that the documents look very different especially the 1.15 line spacing rather than the traditional 1.0 single spacing. However, as users work with and become more accustomed to the new formats, the reaction soon changes and users comment that the extra spacing between lines really enhances the readability of a document. Microsoft developers, based on feedback from some of the more than 3.5 million people who downloaded and tried the software, believe that the new user interface and the defaults will be well received by industry. Users have readily adapted to the defaults of past versions of word processing software, and based on the reactions already received on the new version, users are likely to accept the defaults of the current version. Word 2007 does include a Word 2003 look and a compatibility mode for users of earlier Word versions. However, users cannot edit or use new features such as preformatted Quick Parts or SmartArt in documents that were saved in compatible format. Decisions regarding document formats require consideration of four elements: (1) attractiveness of the format, (2) readability of the format, (3) effective use of space on the page, and (4) efficiency in producing the document. Both documents formatted with Word 2007 defaults and Word 2003 defaults can meet these criteria. Employed students may find that they are creating documents using Word 2007 in one setting and Word 2003 traditional formats in the other. Authors who prepare text materials and educators who teach document formatting will have to make many formatting decisions as will users in industry. Authors of the College Keyboarding and the Essentials series believe that it is important to use the new defaults when it is feasible to do so and to make minor modifications when it enhances formatting and document production. 42 The Transition Word 2003 to Word 2007

4 Transition.qxd 7/3/08 3:27 AM Page 43 At the same time, we believe it is important to help students, instructors, and industry make a smooth transition to applying the new defaults to document formatting. Observations About Formatting with Word 2007 Some of our observations and beliefs about formatting with Word 2007 are summarized below. The 1.15 spacing provides readers with more open and more readable copy, and we believe it will rapidly replace the use of single spacing (1.0) in industry. Because 1.15 spacing is very readable and takes less space than double spacing, we believe that few people in industry will use double spacing for reports. In recent years, double-spaced reports have been used primarily in academic settings and less in industry. With Word 2003 many users in industry used the default 1.25" side margins for both unbound and leftbound reports rather than changing the left margin to 1.5" for leftbound reports. Binding was not a problem with a 1.25" left margin. With the Word 2007 default of 1" side margins, additional space is needed for the binding of leftbound reports. Therefore, we believe that for bound reports, users in industry will return to using a 1.5" left margin. The automatic 10 point spacing after a paragraph saves time and creates an attractive format for documents that contain significant amounts of text. Reports, memos, minutes, briefs, and press releases are just a few examples of documents that are more efficient to create and that are more readable with the 10 point after paragraph spacing. Documents with short lines such as the inside address of a letter, multiple copy recipients, or a distribution list will need to have the extra space after the paragraph removed both to conserve space and to enhance the appearance of the document. Document themes and Built-In styles enhance both appearance and productivity, but many users who are accustomed to more conservative traditional formats will have to make a major adjustment. The wide array of galleries of styles will enable most users to select a style that meets their needs. Preformatted cover pages, page numbering, margins, and tables are just a few of the many examples of design galleries that are available in Word Color is integrated into the document themes and in the Built-In styles. Color is also being used more in industry. We believe that the use of color in documents particularly in reports and other documents that contain charts and visual illustrations will continue to increase significantly because it is becoming more cost effective. We think it is important to teach students how to use color effectively regardless of whether they will print documents in black and white or in color. The Transition Word 2003 to Word

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