Preview New Features of Office 2007 Programs

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1 Preview New Features of Office 2007 Programs With new software, you expect some increased functionality. This lesson is a subjective review of new features that the trainers of Software Training Services think have a Wow factor. You may or may not agree, but take a look. It will be fun. Exercises 1. Word Excel Outlook PowerPoint Access 2007 Ver Page 1.

2 Exercise 1: Word 2007 Our favorite new features are: PDF file creation Quick parts/building blocks PDF file creation With an add-in program from Microsoft, you can create a PDF file while in Word. This add-in will be pushed to your PC with the Office 2007 programs. It is recommended that you first save your document as a Word file. To create a PDF file of that same document: 1. Click on the Office Button. 2. Point to (but do not click) on Save As. Select PDF or XPS. Ver Page 2.

3 3. In the Publish as PDF or XPS dialog box, select your options. 4. Click. The PDF file is created and opened in Adobe Reader. Ver Page 3.

4 Quick parts/building blocks Building blocks are items in a document that are saved using the Quick Parts tool, so that the items may be reused in other documents. Examples are closings in a letter, standard paragraphs, a report design, a cover page, an employee list or a special style. This text used to be referred to as boilerplate. Creating building blocks can automate tasks and save time. To create a building block: 1. Select the content to save as a building block. In this example, a Word Art item is selected. 2. Click on the tab in the Ribbon. 3. In the Text commands, click on the down arrow for Quick Parts. 4. From the list, select Save Selection to Quick Part Gallery. 5. Type a name for the building block and click OK. Ver Page 4.

5 To use the building block: 1. Place the cursor where you want to add the block. 2. Click on the tab in the Ribbon. 3. In the Text commands, click on the down arrow for Quick Parts. The following options are displayed. 4. From the list, you may click to select a block that you added to Quick Parts or click on Building Blocks Organizer to see all available building blocks including those provided by Microsoft, such as cover pages and page numbering. If you select Building Blocks Organizer, the following dialog box is displayed from which to select a building block. In this example the Mod Cover page is selected. Ver Page 5.

6 Exercise 2: Excel 2007 Our favorite new features are: Increased worksheet size Page layout view Improved Charts Increased worksheet size An Excel 2007 worksheet can contain 1 million rows and 16,000 columns. This is a substantial increase from 65,536 rows and 256 columns in Excel The increased worksheet size allows for large export files from other data sources. Ver Page 6.

7 Page layout view If you use Word, you have enjoyed the Page layout view that displays the headers and footers. In Excel 2007, the Page layout view now is available. This makes it easier to create, modify and view the worksheet s layout. For example, here is a worksheet in Normal view in Excel Here is the same worksheet in Page layout view. Page one is shown with its header. To access the Page layout view, click on its tool in the lower right corner of the window. Page layout view Ver Page 7.

8 Improved Charts The Charts in 2007 are created with a new charting engine that replaces MSGraph, which was used by the Office 2003 programs. The Charts have a more contemporary and professional look. The same chart was created in Excel 2003 and in Excel YTD 2007 Amount Spent In Excel 2003 Cost Sharing, 171, Travel & Hospitality, 18, Movable Equipment, 6, Communications, 20, Supplies & Services, 50, Fringe Benefits, 401, Student Assistants, 17, Full Time Faculty, 500, Summer Faculty, 108, Full Time Staff, 151, Full Time Faculty Summer Faculty Full Time Staff Student Assistants Fringe Benefits Supplies & Services Communications Movable Equipment Travel & Hospitality Cost Sharing In Excel 2007 Ver Page 8.

9 Exercise 3: Outlook 2007 Our favorite new features are: Attachment preview Calendar overlay mode Calendar snapshot Attachment preview In addition to the options to open or save an attachment, you have the option to preview an attachment. If the message that you open has an attachment, you will see the attachment listed in the header information, as shown here. To preview the attachment, click once in the header to select it. If a warning message appears, click once on the Preview file button. The attachment will be previewed in the message window. To return to the message, click once on the Message button. Outlook still blocks potentially unsafe attachments that might contain viruses. You only should preview or open attachments from a trusted source. TIP: If you want to save an message without the attachment, right click on the attachment listed in the header. Select Remove. Then you can file the message and not worry about the size of a large attachment. Ver Page 9.

10 Calendar overlay mode When calendars are viewed in Overlay Mode, the entries for all the opened calendars can be seen at one time. The calendars are transparent, allowing you to view multiple schedules as one schedule. For example, your schedule and your co-worker s schedule are viewed together as though on a single calendar. To use the Overlay Mode: 1. Open the calendars that you want to view. 2. Click on the View in Overlay Mode arrow on the calendar s name tab. The calendars display in Overlay Mode. The color coding indicates from which calendar the item came. In this example, the blue entries are from the Comp Training Rm 141 calendar. The pink entries are from the main calendar. 3. To return to the side-by-side layout, click on the View in Side by Side Mode arrow to the left of the calendar s name tab. Ver Page 10.

11 Calendar snapshot You can send a copy of your calendar, called a snapshot, to another person in an message. The calendar will appear in the body of the message. If the calendar snapshot is sent to someone with an Outlook Exchange mail account at The University of Akron, that person can choose to open the snapshot as an Outlook calendar and view it in Side by Side or Overlay Mode. When you send a snapshot, the recipient does not obtain access to your Calendar and will not be notified when changes are made. A snapshot is a onetime glance at your Calendar, which you specify by selecting time frames and styles. To send a Calendar snapshot: 1. Open the Calendar folder on the Navigation pane. 2. Click on the Send a Calendar via link. The Send a Calendar via dialog box is displayed on top of a new message. 3. Select a Calendar, Date Range and level of Detail. 4. If you only want working hours to be included, check the box for Show time within my working hours only. Ver Page 11.

12 5. Click on OK. The message window appears similar to the following: 6. The recipient will see: 7. The recipient can use the Open the Calendar button on the ribbon to open your Calendar Snapshot information in their Calendar so they can view this information with their information in Side by Side or Overlay Mode. Ver Page 12.

13 Exercise 4: PowerPoint 2007 Our favorite new features are: Creating your own slide layouts SmartArt Graphics Creating your own slide layouts PowerPoint 2007 has many standard layouts, which may meet your needs. If you want a different look, you can create a new layout in the Slide Master view. To create a new master layout: 1. With Slide 1 of the presentation displayed, click on the tab of the Ribbon. 2. In the Presentation Views command group, click on. The Slide Master view is displayed with the Slide Master tab active on the Ribbon. 3. Click on in the Ribbon 4. Click on the down arrow. 5. From the Placeholder list, as shown here, select the Placeholder you want to add to the new layout. Ver Page 13.

14 6. The mouse pointer will appear as a thin cross. On the slide, drag to draw a rectangle that will be the placeholder. 7. With the placeholder selected, make any formatting changes, using the Ribbon. 8. On the Slide Master tab on the Ribbon, click on. The Rename Layout dialog box opens. 9. Type a name for this new layout and click on. 10. Click on. The Normal view is displayed. The new layout is now available for use in the open presentation by selecting it at the down arrow for. The presentation also can be saved as a template, if you wish to use the elements of this presentation again and again. Ver Page 14.

15 SmartArt Graphics With SmartArt Graphics, you can create, edit and format a variety of diagrams. SmartArt is available in Word and Excel, as well. To insert a SmartArt graphic: 1. On a slide with a content placeholder, click on the SmartArt icon. 2. On a slide without a content placeholder, SmartArt icon click on the tab and select. Here are two examples of SmartArt. Ver Page 15.

16 Exercise 5: Access 2007 Our favorite new features are: Tabbed objects Split Form view Multivalued Lookup fields Collecting data by using messages Tabbed objects When you displayed database objects, such as tables, forms, queries and reports, in Access 2003, the objects were presented as overlapping windows. In Access 2007, the objects are presented as tabbed documents. In this example, the Classes table, Class Schedule report and Student Schedule report are open. Ver Page 16.

17 Split Form view This layout displays a form on top and a datasheet below at the same time. If you click a record in the datasheet, the record s data appears in the form. You may want to do this to select a record from the list in the datasheet and edit the record in the form. To create a split form: 1. Select either the table or the form in the Navigation pane. 2. Click on the tab in the Ribbon. 3. Click on. Ver Page 17.

18 Multivalued Lookup fields In Access, a Lookup Field is a column where the values are returned from another table or value list in the database. The person doing the data entry sees a list of values at a down arrow and selects a value from the list. In Access 2003, only one value could be selected from the list. In Access 2007, databases in the 2007 format can have a Lookup Field set to accept multiple values. For example, in a table with a class list for this term, the instructor of record field could contain more than one name. The Lookup Wizard provides a good method for creating a multivalued lookup field. In one of the last steps of the wizard, you need to mark the checkbox to allow for multiple values. An example of the datasheet view of a table with a multivalued lookup field for Instructor is shown below. Collecting data by using messages Access 2007 works with Outlook 2007 to generate and send an message that includes a data entry form. The form is not an Access database form. It is an HTML or InfoPath form. When the recipients fill out the form and send it back to you, the replies are processed automatically or manually, based on your specifications. If you choose automatic processing, the contents of the form are appended to the appropriate table or select query in your database as soon as the reply reaches your Outlook inbox. There are qualifications to this process, but collecting data by using an message can save you hours of entering data. Ver Page 18.

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