ST030b Converting to Office 2007

Transcription

1 ST00b Converting to Office 007 Using Windows 7 March 0 Information Technology Skills Series

2 7 th March 0 Table of Contents Folder Required and Introduction... Navigating in Windows Explorer... Opening Word Getting Help in Microsoft Office The Word 007 Screen... 6 The Office Button... 7 The Ribbon... 8 The Word 007 Ribbon... 9 Using the Quick Access Toolbar... 0 Creating a New Document... Changing Font Styles and Sizes... Opening an Existing Word Document... Adding Page Numbering... Creating a Bulleted List... Setting Margins... 6 Changing the Page Display... 7 Using the Mini Toolbar... 8 Print Previewing... 9 Printing a Document... 0 Closing Word & Opening Excel... The Excel 007 Screen... The Excel 007 Ribbon... The Formulas Tab... Opening an Existing Excel Workbook... Using The AutoSum Button... 6 Rotating Text... 7 Freezing Rows and Columns... 8 Closing Excel & Opening Outlook... 9 The Outlook 007 Screen... 0 Creating a New Message... Changing the Calendar Display... Closing Outlook & Opening PowerPoint... The PowerPoint 007 Screen... The PowerPoint 007 Ribbon... Creating a New Presentaion... 6 Adding New Slides... 7 Changing the Slide Layout... 8 Opening an Existing PowerPoint Presentation... 9 Background Themes... 0 Setting Slide Transitions... Closing a PowerPoint & Today s Session... Session Conclusion... Session Evaluation... Accessing The IT Training Exercise Files From Your Officee PC... These session notes are available in alternative formats on request. For further information please contact Chris Horton in Computer Centre Room 08 (078 0, c.horton@rhul.ac.uk) RHUL IT Department Page ST00b Converting to Office 007

3 FOLDER REQUIRED AND INTRODUCTION A. Folder Required The folder required for this session is: Folder Name Location Converting to Office 007 R:\IT Training\Converting to Office 007 B. Introduction The intention of this session is to give you an introduction to Microsoft Office 007. We will be looking at Word, PowerPoint, Excel and Outlook to get a better understanding of the differences and similarities between Microsoft Office 007 and previous versions. Microsoft Office 007 brings all the power of the programs from previous versions and delivers them in a new user interface that is results-oriented. This means that the programs now have a different appearance but still use the same tools you are used to in order to create different files. Microsoft Office 007 is very different from previous versions of Microsoft Office and as such takes a little bit of getting used to. However, once you ve mastered the changes in Microsoft Office 007, you ll find that you are able to create, manage and distribute an impressive range of documents as you have in previous versions. C. Starting Windows Explorer We need to begin by copying the session s files from the (R:) drive to our (Y:) drive. To do this we will first open Windows Explorer and then copy the folder containing the files across. To start Windows Explorer: Click on the Start button to open the Start Menu. Click on Computer to the right of the Start menu. OR Press the Windows key at the right of the keyboard and with it still depressed press E on the keyboard. This is the application we will use to locate the Converting to Office 007 folder we will need for today s session. This folder contains the files we will be using today, and so by copying this one folder to our (Y:) drive we can avoid having to copy the files individually. When on an open-access computer you should always save to your (Y:) drive because this is your personal drive that no one else can view or edit. Note: If you are doing this on your office PC you may find that you need to map to the (R:) drive in order to get access to it. For details on how to do this see Page at the back of these Session Notes. RHUL IT Department Page ST00b Converting to Office 007

4 COPYING FOLDERS USING WINDOWS EXPLORER Windows Explorer provides access to drives, folders, and files on your computer. As its name suggests, it allows you to explorer the structure of your computer's storage system and to ultimately organise that system the way that you want. Basically, there are two panes. The left pane is known as the Explorer Bar, while the right pane displays files and folders. 6 Before starting ensure that Windows Explorer is displaying. We will now locate and copy the folder Converting to Office 007 from the (R:) drive to our (Y:) drive. This will allow us to update the files in this folder during this session. If necessary scroll down in the left-hand panel to display the list of available drives. Click on the (R:) drive in the list to select the drive and display its contents in the righthand panel. In the right-hand panel double-click on the IT Training folder to view its files and folders. Locate the Converting to Office 007 folder and then right-click on it to obtain a short cut menu. We want to copy this folder, so click on Copy. In the left-hand pane, scroll down to locate your (Y:) drive then right-click on the drive to obtain a short cut menu. Select Paste to paste the folder into your (Y:) drive ready for use. You do not need Windows Explorer any further, so close it by clicking on its Close button at the top-right corner of its window. RHUL IT Department Page ST00b Converting to Office 007

5 OPENING WORD 007 On an open-access PC, the main Microsoft Office 007 programs can all be accessed easily from the Start menu. Click on Start at the bottom-left of the screen on the Task bar. Select Word 007 to open the program. A new window will appear on screen for you. Continue onto the next page to learn more about what is new in Word 007. Microsoft Word 007 is still the same writing tool as it has always been, only with more features. Using all the new features of the rich design environment, you will be able to create even more professional-looking documents in less time. In addition to creating your own documents, you will now be able to share them more easily with other users via enhanced sharing and reviewing tools. Making use of the updated user interface, you will also be able to integrate information from other sources into your Word documents. RHUL IT Department Page ST00b Converting to Office 007

6 GETTING HELP IN MICROSOFT OFFICE 007 What to Do If You Can t Find a Command in 007 Try using the Help window. To do this: Click on the Help button near the top-right of Word, Excel, PowerPoint, Access, and Outlook to open a Help window in any of the Microsoft products. On the Get Help with page that first appears, click on the Getting help link in the second row of the left column under the Browse Word 007 support heading. On the Getting help page you can then browse the different options available, for example about changes and where commands can now be activated from. Reference Guides Comparing Previous Commands with 007 Microsoft has produced a reference guide for Word, Excel, PowerPoint, Access, and Outlook. Each reference guide is available in an Excel 007 format and lists commands available in 00 with their new equivalent in 007. To access this guide for Word commands: Click on the Home button near the top of the open Help window. In the Search panel at the top of the Help window enter: new locations of familiar commands and then click on the Search button to the right of the panel. Next click on the Reference: Locations of Word 00 commands in Word 007 option under the Search results for: new locations of familiar commands subheading. Under the In this article heading click on New locations of familiar commands. Click on the Word Ribbon mapping workbook link located just below the New locations of familiar commands subheading. You can now either click on [Open] to display the file or [Save] to save the file to a location of your choice. Note: The help available on the Microsoft website varies between applications, so information that is available for Word may not be available for Excel or PowerPoint. Interactive Guides Microsoft has also produced the following interactive guides that are worth looking at: Word 00 to Excel 00 to PowerPoint 00 to command-reference-guide-HA aspx Outlook 00 to command-reference-guide-ha006.aspx RHUL IT Department Page ST00b Converting to Office 007

7 THE WORD 007 SCREEN Like all of the products in the Office 007 suite, Word looks a little different. The general layout of the screen is much the same as in previous versions but the menu has gone and is replaced by the Ribbon. The Office Button has been added and the Status Bar has undergone some changes as well. The Office Button The Ribbon The Status Bar View and Zoom Use the Office Button to access file management functions such as saving, opening, closing, printing, etc. The Ribbon is the control centre of Word 007. Instead of menus, you can now use the tabs on the Ribbon to access commands which have been categorised into groups. The left side of the Status bar contains a number of buttons that not only show information about your document but also can be clicked on to access specific commands. Use these buttons to change the view or to increase/decrease the zoom ratio for your document. RHUL IT Department Page 6 ST00b Converting to Office 007

8 THE OFFICE BUTTON A major change in Office 007 is the introduction of the Office Button. This button appears at the top-left of any Office window and it is used in place of the File menu that appeared in previous versions. The Office Button lets you use familiar commands such as Open, Save, Save As, Print, and Close. An arrow indicates that a submenu exists for the menu option. You can point to the arrow to display the submenu options, complete with descriptions. The Options button provides access to options that were available under Tools > Options in previous versions. Familiar Commands under the Office Button New Open Save Save As Print Close Options Exit Use this option to create a new document either a blank document, a document based on an installed template or using an online template. Use this option to open an existing document. Use this option to save your current document using the default file format. This option allows you to save the current document at the same time as choosing which format you would like for the file. Use this option to either preview your document or send it to the printer of your choice. Use this option to close your existing document. Each Office Button has an Options button (such as [Word Options]) which can be used to access the settings of the current program. Use this option to exit the current program. RHUL IT Department Page 7 ST00b Converting to Office 007

9 THE RIBBON Office 007 brings together its previous menus and toolbars into one control centre called The Ribbon. The Ribbon is a band that runs across the top of the window and it contains commands that are divided into groups of commonly used features. Each group is displayed on a different tab. For example, the main group of frequently used commands is displayed on the Home tab. How Does the Ribbon Work? The Ribbon is organised into tabs. Each tab represents a different set of frequently-used commands. As previously mentioned, the Home tab contains the main commands for each application. For example, when you are using Word, the Home tab contains commands such as changing fonts, working with paragraphs, changing styles, editing and even the clipboard commands. As you move from one tab to another, the groups of commands will change. How are Commands Grouped? In previous versions of Office some of the commands were difficult to find, especially if you didn't use them very often. Instead of searching through toolbars or menus, you can now use the tabs on the Ribbon to find frequently used groups of commands. In addition to having a number of different tabs, each tab is also separated into groups of similar functions, in much the same way as toolbars were organised in previous versions of Office. For example, in Word, on the Home tab, there is a group for the Clipboard, for Font commands, Paragraph commands, etc. On the Page Layout tab there is a group for Themes, Page Setup, Page Background, and so on. Some of the commands within a group are even context-sensitive, that is, they only appear when you select a particular type of object or item. Home tab Font group Styles Gallery RHUL IT Department Page 8 ST00b Converting to Office 007

10 THE WORD 007 RIBBON The Ribbon, in Word 007, contains seven main tabs. As with other Office 007 applications, the Ribbon replaces the pulldown menus and toolbars used in previous versions. You can use the Ribbon to access all your frequently-used commands, as well as all the new features available in Word 007. Take a few moments to look through the tabs and their commands. Home Tab The Home tab contains groups of commands that can be used when editing and formatting a document. Insert Tab The Insert tab can be used when you want to add particular items to your document, such as ClipArt, Shapes, Charts, Hyperlinks, Tables, Page Colour, Text Boxes, Headers and Footers, etc. Page Layout Tab The Page Layout tab contains commands for changing the size and orientation of the document as well as its appearance. It also includes themes and the Arrange group which you can use to manipulate objects. References Tab The References tab contains all the commands that you need to work with supporting elements of a document such as the table of contents, table of figures, table of authorities, footnotes, endnotes, etc. Mailings Tab The Mailings tab contains commands that will help you work with and manage list and mailing letters and/or envelopes. RHUL IT Department Page 9 ST00b Converting to Office 007

11 USING THE QUICK ACCESS TOOLBAR Microsoft has included a new Quick Access Toolbar (also known as the QAT) which is located by default at the top-left of all Office windows. It provides quick access to tools that you use on a regular basis. You can customise the Quick Access Toolbar by adding commands to it and you can move it to a different location if it suits the way you use the application. 6 We will now add the Format Painter and the Open folder options to the Quick Access Toolbar (QAT). To do this: Before starting click on the Home tab at the left of the Ribbon to view the groups and commands on the Ribbon. Locate the Format Painter tool in the Clipboard group at the left of the Ribbon. Right-click with your mouse over the tool to view a list of options. Select Add to Quick Access Toolbar in the list that appears. The Format Painter tool should now appear on the Quick Access Toolbar (QAT) at the top-left of the screen. To add the Open folder option begin by clicking on the Customise Quick Access Toolbar tool on the QAT to view a list of options. Select Open in the list that appears to add it to the QAT. The Open folder will be added to the toolbar. Note that on open-access PCs the Quick Access Toolbar will revert back to its original settings when you shut down the computer. RHUL IT Department Page 0 ST00b Converting to Office 007

12 CREATING A NEW DOCUMENT When you want to create a letter, report or anything with words in it, you will first need to create a document. All documents created in Word are based on a template. A template defines the basic layout of a document. To create a simple document, you are able to base it on the Blank Document template installed with Word. Click on the Office Button at the top-left of the screen to display the menu. Select New to display the New Document dialog box. The New Document dialog box displays the installed and online templates available to you. Make sure Blank and recent is selected in Templates at the top of the left pane of the window as shown. Make sure Blank document is selected under the Blank and recent category at the topcentre of the window as shown. Click on [Create] at the bottom-right of the window to create a new blank document. Notice that the document is automatically assigned a name, which is displayed in the Title bar. RHUL IT Department Page ST00b Converting to Office 007

13 CHANGING FONT STYLES AND SIZES Begin by entering the title for the new document, which is: Working with Word 007. Then press [Enter] on the keyboard to move to a new line. Click and drag over the title Working with Word 007 to select it. You should now make the title larger. Therefore to do this click on the Home tab at the left of the Ribbon and then click on the drop-down arrow of Font Size in the Font group at the left of the Ribbon. Point to different font sizes in the menu that displays and see the document change automatically with Live Preview. Live Preview is a new feature in Word 007 which allows you to preview changes in your document before making a decision. When you have finished select a suitable font size of your choice. You should also make the title bold, so with it still selected click on Bold in the Font group at the left of the Ribbon. The letters increase in thickness and intensity. You should now save the document to the IT Skills folder on your (Y:) drive, so click on the Office Button at the top-left of the screen and select [Save As] to open the Save 6 As dialog box. Click on the drop-down arrow in Save in: and click on your (Y:) drive to select it and double-click on your IT Skills folder. 7 In File name: panel you can keep the name Working with Word 007.doc 8 Click on [Save] to save the document. 9 You can make changes to your document, such as changing the font type and font size, and applying bold, italic and underline in a similar way as you did in earlier versions. The main difference with Word 007 is that you have to be viewing the Home tab in order to see these options. We no longer need this document, so close it by clicking on the Office Button at the topleft of the screen and then clicking on [Close] at the bottom of the menu that displays. RHUL IT Department Page ST00b Converting to Office 007

14 OPENING AN EXISTING WORD DOCUMENT Although there are a number of different ways to open an existing document; you can use the Office Button or doubleclick directly on an icon of the file you are looking for. Perhaps the best and simplest way to do it is from within Word 007 itself, using the Open dialog box. The Open dialog box has tools that help you to identify file types and locations. Click on the Office Button at the top-left of the program and select [Open] to display the Open dialog box. If necessary scroll down in the left-hand panel to display the list of available drives. Click on the (Y:) drive in the list to select the drive and display its contents in the righthand panel. In the right-hand panel double-click on the Converting to Office 007 folder to view its contents. Click on the file Car Parking Habits.doc and click on [Open]. Note: Word 007 uses a different file format to previous versions. To show that a file has been saved using this new format, and so may contain features that cannot be read by previous versions, the file is appended with the.docx extension (e.g. Title.docx) rather than the previous.doc (e.g. Title.doc). If you wish to save a Word document so that those not using Office 007 can read it without difficulty you should save it with the.doc extension, as has been done in this case. To do this select the Word Document option in the Save As dialogue box. RHUL IT Department Page ST00b Converting to Office 007

15 ADDING PAGE NUMBERING As with previous versions of Word, you can easily add page numbers to your document, which is especially useful when producing larger documents. You should now add page numbers to the bottom centre of each page. To do this begin by clicking on the Insert tab at the left of the Ribbon. Then click on Page Number in the Header & Footer group in the centre of the Ribbon to display a list of options. Click on Bottom of page to display a menu of options and then select the Plain Number option to apply the page numbers. Click on Close Header and Footer in the Close group at the right of the Ribbon to return to the document text. Since we have made changes to the open document we will need to save what we have done. Don t forget to click on Save in the Quick Access Toolbar at the top-left of the screen often to ensure information will not be lost. It is recommended that you Save your work every 0 minutes or so to make sure that your documents are protected from losing any information. RHUL IT Department Page ST00b Converting to Office 007

16 CREATING A BULLETED LIST A bullet is simply a symbol or special character placed at the start of a sentence or a line of text. The most basic bullet in Word is a filled-in circle but other symbols can be used. Bulleted lists are used to make a list stand out from the rest of the text and make each item in the list easier to identify and read. Bulleted lists are used where the list of items has no particular order or priority. An alternative to the Bulleted list is the Numbered list where the list displays with a number (or letter) in place of the bullet. This is generally used where the list of items has an order or priority. 6 Scroll down to the end of page and then click and drag over the two items we are going to turn into a bulleted list, which are: The rise in workers commuting into cities People s preference to using cars over public transport With these two items selected make them a bulleted list by clicking on the Home tab at the left of the Ribbon and then clicking on Bullets centre of the Ribbon. in the Paragraph group in the Now add an additional bullet point to this list. To do this click at the end of the People s preference to using cars over public transport item and then press the key at the right of the keyboard to place a new bullet point below the last one. Now type the text for this item, which is The worry of travel disruptions Notice how the new bullet point matches the previous ones. You can also change the design of the bullet point for one or more items in the list. To demonstrate this click and drag over The worry of travel disruptions and then click on the drop-down arrow in Bullets different bullet types available. in the centre of the Ribbon to view a list of Select a different bullet type from the one being used. Notice the third bullet point is now different to the others. 7 Click on Save to save the changes you have made. 8 Also remember that you can create and modify a Numbered list in the same way by using the Numbering button. RHUL IT Department Page ST00b Converting to Office 007

17 SETTING MARGINS Word offers you several choices for setting the margins of your document, including the Margins gallery, and the option to specify your own custom settings using the Page Setup dialogue box that you are likely to be familiar with from previous versions. You should now modify the document s margins so that they are.cm all the way around. To begin this click on the Page Layout tab at the left of the Ribbon and click on Margins in the Page Setup group at the left of the Ribbon to open the Margins gallery. Select Custom Margins at the bottom of the gallery list to open the Page Setup dialog box. Ensure that the Margins tab is selected then click and drag over the value in the Left: panel to select it, and overtype it with the new margin setting, which is. Similarly, click and drag over the value in the Right: panel to select it, then type. 6 When you have finished click on [OK] to save the new margin settings for the document and close the Page Setup dialog box. Note: The Page Setup dialogue box can also be displayed by clicking on the Page Setup button at the bottom right-hand corner of the Page Setup group heading (see 7 illustration below). Similarly, many other dialogue boxes that are familiar from previous versions are accessible by clicking on this button in the relevant group heading. 8 Click on Save to save the changes you have made. 7 RHUL IT Department Page 6 ST00b Converting to Office 007

18 CHANGING THE PAGE DISPLAY Word 007 offers a number of different ways in which the size of the page being displaying on the screen can be changed. You can easily change the size in which the document is displayed on screen. To do this: Click on the View tab that is located towards the centre of the Ribbon Click on the 00% button in the Zoom group at the centre of the Ribbon to display the page full size. Similarly, click on the Page Width button in the Zoom group at the centre of the Ribbon to display the page across the full width of the screen. If you wish to select a particular size for the page display, for example by specifying a percentage value, you can use the Zoom dialogue box. To display this click on the Zoom button in the Zoom group at the centre of the Ribbon. To change the display size you can either click on one of the preset option buttons or specify the actual percentage required in the Percent: panel. When you have finished click on [OK] to apply the change. Another way of changing the display size is by using the Zoom Slider at the bottom righthand side of the Status bar. To increase the display size either click on the Plus sign sufficient times to obtain the required size, or click and hold until the required size is obtained. Alternatively, drag the pointer between the Plus and Minus signs to the right to achieve the required size. To decrease the display size either click on the Minus sign sufficient times to obtain the required size, or click and hold until the required size is obtained. Alternatively, drag the pointer between the Plus and Minus signs to the left to achieve the required size. You can also display the Zoom dialogue box from the Status bar. To do this click on the percentage value that displays immediately to the left of the Minus sign on the Status bar. You can then make any changes required and close the dialogue box by clicking on [OK]. 6 RHUL IT Department Page 7 ST00b Converting to Office 007

19 USING THE MINI TOOLBAR When you select text, you can show or hide a handy, miniature, semi-transparent toolbar called the Mini toolbar. The Mini toolbar provides some of the most frequently used formatting commands such as fonts, font styles, font sizing, alignment, text colour, indent levels, and bullet features. When you point to the Mini toolbar it becomes active and opaque. Before starting scroll to the top of page of the document. Click and drag over the first paragraph on the page to select it and do not move your mouse after you let go of the left mouse button. You should see a shadowed box appear near where your mouse pointer is. Move the mouse pointer onto the box to bring it into full view. This is the Mini toolbar. To continue to view the Mini toolbar you must not click away from the selected text because this will deselect the text and remove the Mini toolbar from view. Click on the drop arrow for Font Size in the Mini toolbar and click on pt. 6 7 Click on the drop arrow of the Font Colour tool in the Mini toolbar and click on Dark Red which appears in the Standard Colours palette at the bottom-left of the list that appears. Click away from the heading to deselect the text and remove the Mini toolbar from view to see the changes we have made to the paragraph. Click on Save to save the changes you have made. RHUL IT Department Page 8 ST00b Converting to Office 007

20 PRINT PREVIEWING Before printing your document it is useful to do a Print Preview, as this shows you on screen how the document will look when it is printed, giving you the opportunity to make some final changes if needed. You can also print directly from the preview screen. 6 You should now perform a Print Preview of your document. To do this click on the Office Button at the top-left of the screen then point to Print in the menu that appears and select Print Preview. The first page of the document will be shown as it will appear when printed. Click on Two Pages in the Zoom group in the centre of the Ribbon to display the first two pages of the document. Click on 00% in the centre of the Ribbon to zoom into the first page of the document. Click on One Page in the Zoom group in the centre of the Ribbon to display a single page at a time. Click on Previous Page in the Preview group in the centre of the Ribbon so you return to page. Click on Close Print Preview at the right of the Ribbon to return to Print Layout view. RHUL IT Department Page 9 ST00b Converting to Office 007

21 PRINTING A DOCUMENT Traditionally, printing means producing your document on paper, but in today s Web and online world it might mean printing to the Web or to another file. Word gives you a lot of control over what and how much to print as well as enabling you to select the printer to use. You can print one or multiple copies of a document, one or multiple pages and even collate copies. Click on the Office Button at the top-left of the screen and select Print in the menu that appears to display the Print dialog box. Click on the drop-down arrow for Name: at the top of the dialog box to see a list of printers you can print from. Click away from the list to hide it. In the centre of the dialog box you can specify the number of copies you wish to print of the document. Click and drag over the number in Number of copies: and type. When you are ready to print you would normally click on [OK] to send the document to your selected printer for printing. However, in this case we do not want to print and so incur printing costs, therefore click on [Cancel] to close the Print dialogue box without printing. RHUL IT Department Page 0 ST00b Converting to Office 007

22 CLOSING WORD & OPENING EXCEL When you have finished working with a program and no longer need to have it available you should close the program. When you want to open a new program and do not need your current one open, it is best to first close the current program before opening a new one so your computer only runs the program(s) you are currently wanting to use. Click on the Office Button and click on [Exit Word] at the bottom-right of the menu that appears. Since we have saved our document after the last time we altered it, we are not asked to save any changes and Word just closes. To open Excel, which is the next program we will be working with, first click on Start on the Task bar at the bottom-left of the screen. Select Excel 007 to open the program. A new window will appear on screen for you. RHUL IT Department Page ST00b Converting to Office 007

23 THE EXCEL 007 SCREEN Like all of the products in the new Office 007 suite, Excel looks a little different. The general layout of the screen is much the same as in previous versions but the menu has gone and is now replaced with the Ribbon. There s the addition of the Office Button and the Status Bar has undergone some changes as well. The Office Button The Ribbon Formula Bar The Status Bar View and Zoom Use the Office Button to perform file management functions such as saving, opening, closing, printing, etc. Excel Options are also available for you to specify the settings you prefer when working with Excel 007 (this replaces Tools > Options in previous versions). The Ribbon is the control centre of Excel 007. Instead of menus, you can now use the tabs on the Ribbon to access commands which have been categorised into groups. The Formula Bar still appears at the top of the screen. It is used to enter and edit formulas and perform calculations upon your worksheet data. The Status Bar appears at the bottom of the Excel window. Information in the Status bar will appear from time to time, depending on what you are working with in Excel. Use these buttons to change the view or to increase/decrease the zoom ratio for your document. RHUL IT Department Page ST00b Converting to Office 007

24 THE EXCEL 007 RIBBON The Ribbon, in Excel 007, contains seven main tabs. As with other Office 007 applications, the Ribbon replaces the pulldown menus and toolbars provided in previous versions. You can use the Ribbon to perform all your frequently-used commands, as well as all the new features available within Excel 007. Home Tab The Home tab contains groups of commands that can be used when creating, editing and formatting a worksheet. Insert Tab The Insert tab can be used when you want to add particular objects to your worksheet, such as ClipArt, Shapes, Charts, PivotTables, Tables, Hyperlinks, Text Boxes, Headers and Footers, etc. Page Layout Tab The Page Layout tab contains commands for changing page settings, selecting themes, and manipulating objects. The Page Layout tab also includes the Sheet Options group which helps you to control how your worksheet appears onscreen and when it is printed. Formulas Tab The Formulas tab contains all the commands that you need to help you build, analyse and manage formulas within your worksheet. It also contains a Defined Names group which can be used for naming and managing data. Data Tab The Data tab contains commands that will help you to work with and manage data lists. There are buttons for importing/exporting data and a range of commands for sorting, filtering, consolidating, sub-totalling and outlining data. RHUL IT Department Page ST00b Converting to Office 007

25 THE FORMULAS TAB The Formulas tab now contains all the commands that you need to create formulas and functions within Excel 007. The Formulas tab also contains commands that can be used to help you manage formulas and to track/fix any errors that may occur. The Formulas Tab The Formulas tab contains the commands to help you build, analyse and manage formulas within your worksheet. It also contains a Defined Names group which can be used for naming and managing ranges of data. The Insert Function Button The Insert Function button can be used to access the Insert Function dialog box which was available in previous versions of Excel. You can use this dialog box to build formulas using functions and to access help to find explanations of the functions and their parameters. RHUL IT Department Page ST00b Converting to Office 007

26 OPENING AN EXISTING EXCEL WORKBOOK Although there are a number of different ways to open an existing workbook; you can use the Office Button or doubleclick directly on an icon of the file you are looking for. Perhaps the best and simplest way to do it is from within Excel 007 itself, using the Open dialog box. The Open dialog box has tools that help you to identify file types and locations. Click on the Office Button at the top-left of the program and select [Open] to display the Open dialog box. If necessary scroll down in the left-hand panel to display the list of available drives. Click on the (Y:) drive in the list to select the drive and display its contents in the righthand panel. In the right-hand panel double-click on the Converting to Office 007 folder to view its contents. Click on the file Food Products.xls and click on [Open]. Note: Excel 007 uses a different file format to previous versions. To show that a file has been saved using this new format, and so may contain features that cannot be read by previous versions, the file is appended with the.xlsx extension (e.g. Title.xlsx) rather than the previous.xls (e.g. Title.xls). If you wish to save an Excel workbook so that those not using Office 007 can read it without difficulty you should save it with the.xls extension, as has been done in this case. To do this select the Excel Workbook option in the Save As dialogue box. RHUL IT Department Page ST00b Converting to Office 007

27 USING THE AUTOSUM BUTTON The AutoSum button enables you to easily add together the contents of a range of cells. Wherever possible excel suggests the cells you wish to sum, however it is easy to change the suggestion by clicking and dragging across the cells you do require. Remember: you can select cells that are not alongside each other by selecting the first cell required, then holding-down the [Ctrl] key on the keyboard and clicking on the other required cells. When you have finished release the [Ctrl] key. Before starting make sure you are viewing the BCM Dairy spreadsheet. Click on cell G0 (highlighted in yellow) which is where the total for cells B0 to F0 is to appear. Make sure you are viewing the Home tab on the Ribbon and then click on the AutoSum button (illustration below) in the Editing group at the right of the Ribbon. Note: Click on the button NOT the drop-down arrow to its right. Where possible Excel offers a suggested range to be summed, as indicated by the moving border around cells B0 to F0. If you wish to use the suggested range you just need to press [Enter] to accept it. Alternatively, if you wish to use a different range you just click and drag across the required cells. When the required cells are selected, as is the case here, press the [Enter] key at the right of the keyboard to complete the calculation. Click on Save to save the changes you have made. RHUL IT Department Page 6 ST00b Converting to Office 007

28 ROTATING TEXT Excel enables you to easily change the orientation of your data this is known as text rotation. You may, for example, have a worksheet that has many columns of values that need to be squeezed onto one page. Rotating the column headings will allow you to retain narrow columns and still have longish and descriptive headings for each column. We will rotate the text in cell A9, so click in cell A9 of the current worksheet to select it. 6 Click on the Home tab at the left of the Ribbon. Next click on the Orientation command (illustration below) in the Alignment group towards the centre of the Ribbon. Select Angle clockwise from the menu that displays to angle the cell at 0. Now set the rotation in the opposite direction by clicking on the Orientation command and selecting Angle Counterclockwise. Now set the rotation of cells B9 to G9. To do this Click on cell B9 and click and drag across to cell G9. Click on the Orientation command and select Angle Counterclockwise to set the rotation of the remaining headings. Click on Save to save the changes you have made. RHUL IT Department Page 7 ST00b Converting to Office 007

29 FREEZING ROWS AND COLUMNS Sometimes a spreadsheet is so large that you have to use the scroll bar at the right of the screen to scroll through the data. As a result you may no longer be able to see the headings at the top of the spreadsheet. To overcome this problem it can be useful to use Excel s Freeze Panes facility in order to keep the headings in view. 6 7 We will freeze row so that the business name always display. To do this click on cell A, as the rule for freezing panes is that you always click on the cell below the row to be frozen. As a result row will now be frozen and remain on the spreadsheet when you scroll through the content. Click on the View tab in the centre of the Ribbon. Next click on Freeze Panes in the Window group which is found towards the right of the Ribbon and select Freeze Panes from the list that displays. Click away from the row and notice a thin black indicator line between rows and, which shows the separation between the frozen and unfrozen parts of the spreadsheet. Use the scroll bar at the right of the screen to move through the spreadsheet and notice how row remains on the screen. We will now freeze column A so it always stays visible. To begin you need to first click in cell B. This is because you need to select the column to the right of the one to remain visible. Note: Doing this now will result in the existing frozen row becoming unfrozen. If you wish to freeze both a column and a row you need to click on the cell that is both to the right of the column to be frozen and below the row to be frozen. For example to keep both column A and row visible you would click on cell B (column B to the right of column A; row below row ). With cell B selected click on Freeze Panes in the Window group towards the right of the Ribbon and select Freeze First Column. Click away from the selected column and use the scroll bar at the bottom-right of the screen to move through the spreadsheet to notice how column A remains on the screen. To remove the frozen column, click on the Freeze Panes command and select Unfreeze Panes to unfreeze the column. RHUL IT Department Page 8 ST00b Converting to Office 007

30 CLOSING EXCEL & OPENING OUTLOOK When you have finished working with a program and no longer need to have it available you should close the program. When you want to open a new program and do not need your current one open, it is best to first close the current programme before opening a new one so your computer only runs the program(s) you are currently wanting to use. Click on the Office Button and click on [Exit Excel] at the bottom-right of the menu that appears. If Excel asks whether you would like to save the changes, click on [No]. We are now going to briefly look at Outlook. To open this on an open-access PC: First click on Start in the Task Bar at the bottom-left o the screen. Click on All Programs. Click on Mail. Select Outlook (Staff ) to open the program and configure your account on this PC. If the Microsoft Outlook dialogue box displays stating that the Search Engine is disabled, click on [OK]. 6 If the Microsoft Outlook dialogue box displays asking if you wish to synchronize your RSS Feeds, click on [No]. RHUL IT Department Page 9 ST00b Converting to Office 007

31 THE OUTLOOK 007 SCREEN One of the first things that you might notice about Outlook 007 is that the good old menu bar is still there! The Office Button and the Ribbon features are available once you start working with any of the main features in Outlook, such as creating a message, an appointment, a contact, etc. The Menu Bar In the main Outlook 007, the menu bar is available and works in just the same way as with previous versions of Microsoft Outlook. The Standard Toolbar You can use the buttons on the Standard Toolbar to perform some of the most popular tasks within Outlook such as creating New messages, tasks, contacts, etc. The Navigation Pane The Navigation Pane is similar to the previous versions of Microsoft Outlook although there are now a few additional features such as being able to minimise it so that more of the main screen area is available. To-Do Bar The To-Do Bar is a new feature within Outlook 007. It integrates your follow-up messages, tasks and appointments in one central location. Status Bar The Status Bar appears at the bottom of the Outlook 007 window and can be used to view useful information, such as the progress of a task, the number of items in a folder, etc. RHUL IT Department Page 0 ST00b Converting to Office 007

32 CREATING A NEW MESSAGE Creating a new message in Outlook 007 is very similar to previous versions, the main difference being that the New Message window uses a Ribbon rather than menus and tool bars. We will now go through the process of creating a new message so that we can see where the most commonly used features are located on the Ribbon. Before starting click on the New button at the top-left of the screen in the Toolbar to open a New Message window. Click on [To ] at the top-left of the message window to display the Select Names dialog box and access the Global Address List. We are going to send the to ourselves, so type your surname in the search area provided. Then select your name in the list and click on the [To ->] button at the bottom of the dialog box to copy your name to the list of message recipients. When you have finished click on [OK] to close the Select Names dialog box. In the Subject: panel enter a suitable subject for the and then in the Message area enter a brief message When sending s the location of the most commonly used features are: To attach a file: Click on the Message tab at the left of the Ribbon and then click on the Attach File button in the Include group at the centre of the Ribbon. You can then proceed as in previous versions. To include the BCC field: Click on the Options tab towards the left of the Ribbon and then click on the Show Bcc button in the Fields group towards the left of the Ribbon. To set the importance level: Click on the Message tab at the left of the Ribbon and then click on the High Importance or Low Importance button as appropriate in the options group towards the right of the Ribbon. To add a Read Receipt: Click on the Options tab towards the left of the Ribbon and then click on the Request a Read Receipt button in the Tracking group towards the centre of the Ribbon. When you have finished send the by clicking on the Send button at the left of the New Message window RHUL IT Department Page ST00b Converting to Office 007

33 CHANGING THE CALENDAR DISPLAY There are a number of areas within the Outlook 007 Calendar that you can modify in order to see the information you require. We will now examine the features that are most frequently used. To display the Calendar click on the Calendar option at the bottom left of the window. 6 The default for the Calendar is to display a single day. You can change this to a Week or Month view by clicking on the buttons that are located just below the tool bar at the top of the screen (see illustration below). You can also select to display a particular number of days by clicking and dragging across the required dates in the small calendar that displays at the top left of the screen. For example, clicking across dates will display the details of any appointments for those days in the main calendar at the centre of the screen (see illustration below). Note: you can select non-continuous dates by using the [Ctrl] key on the keyboard, i.e. click on the first date required then hold down the [Ctrl] key on the keyboard and with it still depressed click on the other dates required. When you have finished release the [Ctrl] key. By default Calendar displays just the current month, however you can change this if you wish. To do this: Begin by selecting a single day by clicking on the Day button just below the tool bar at the top of the screen. Point to the vertical line that separates the small calendar on the left from the main appointments listing in the centre of the screen, so that the cursor changes to a doubleheaded arrow (see illustration below). With the double-headed arrow displaying click and drag the line to the right. When there is sufficient room Calendar will display a second month. 6 RHUL IT Department Page ST00b Converting to Office 007

34 CLOSING OUTLOOK & OPENING POWERPOINT When you have finished working with a Microsoft Office program and no longer need to have it available you should close the program. It is always a good idea to close programs you are no longer using to save any files you might have been working on as well as to rescue your computer from running programs you are not currently working with. To close Outlook 007 click on the Close button at the top-right of the screen. If you have deleted any s, then they will be in the Deleted Items folder and when you close Outlook 007, the Microsoft Office Outlook dialogue box will display asking if you wish to permanently delete the items in the Deleted Items folder. Click on [Yes] if you wish to delete the items or [No] to close Outlook without deleting the items from the Deleted Items folder. To open PowerPoint, which is the next program we will be working with, first click on Start in the Task Bar at the bottom-left o the screen. Select PowerPoint 007 to open the program. RHUL IT Department Page ST00b Converting to Office 007

35 THE POWERPOINT 007 SCREEN Like all of the products in the new Office 007 suite, PowerPoint looks a little different. The general layout of the screen is much the same as in previous versions but the menu has been replaced by the Ribbon. The Office Button has been added and the Status Bar has undergone some changes as well. The Office Button The Ribbon Use the Office Button to perform file management functions such as saving, opening, closing, printing, etc. The Ribbon is the control centre of PowerPoint 007. Instead of menus, you can now use the tabs on the Ribbon to access commands which have been categorised into groups (the font group is circled above). Theme The Theme used by the current presentation is displayed here. The Status Bar View and Zoom The Status Bar appears at the bottom of the PowerPoint window. Information in the Status Bar will appear from time to time, depending on what you are working with in PowerPoint. Use these buttons to change the view or to increase/decrease the zoom ratio for your document. RHUL IT Department Page ST00b Converting to Office 007

36 THE POWERPOINT 007 RIBBON The Ribbon, in PowerPoint 007, contains seven main tabs. As with other Office 007 applications, the Ribbon replaces the pulldown menus and toolbars used in previous versions. You can use the Ribbon to access frequently-used commands as well as new features available within PowerPoint. Take a few moments to look through the tabs and their command groups. Home Tab The Home tab contains groups of commands that can be used when editing and formatting a presentation. Insert Tab The Insert tab can be used when you want to add objects to your presentation, such as ClipArt, Shapes, Charts, Photo Album, Hyperlinks, Tables, Text Boxes, Headers and Footers, Movies and Sounds etc. Design Tab The Design tab contains commands for changing the page settings, selecting a theme for a presentation and working with backgrounds. Animations Tab The Animations tab contains all the commands that you need to help you build and work with animations and slide transitions. Slide Show Tab The Slide Show tab contains commands that will help you run your slide show, create custom slides, record narration and rehearse timings. RHUL IT Department Page ST00b Converting to Office 007

37 CREATING A NEW PRESENTATION You can start with a blank presentation when you require little in the way of design and colour. If you plan to create your own design in the presentation, the Blank Presentation template is often a good place to start. This template is also appropriate for very simple slides that could be used as overhead transparencies as the initial font colour is black. Click on the Office Button at the top-left of the presentation, then click on [New] to display the New Presentation dialog box. In the Blank and recent template section in the centre of the dialog box, click on Blank Presentation and select [Create]. Click in the title placeholder Click to add title of the slide that appears. Type Introduction to Office 007 and click in the Click to add subtitle placeholder. Type Using PowerPoint You should now save the presentation, so click on the Office Button at the top-left of the presentation and click on [Save As] to open the Save As dialog box. If necessary scroll down in the left-hand panel to display the list of available drives. Click on your (Y:) drive in the list to select the drive and display its contents in the righthand panel. We will save the file to the Converting to Office 007 folder, so navigate to this in the right-hand panel and then double-click on it to select it. Leave the presentation file name as Introduction to Office 007.ppt and click on [Save]. RHUL IT Department Page 6 ST00b Converting to Office 007

38 ADDING NEW SLIDES Having created your Title slide you can now start building up your presentation with further slides. PowerPoint offers a number of different slide layouts for you to choose from, including a Blank slide, the Title slide you have just used, a Title and Bulleted list slide, and a Chart slide. We will now use the Title and Content slide option in order to produce a bulleted list slide outlining some of the areas we are going to look at in this session. To add the new slide click on the Home tab at the left of the Ribbon. In the Slides group at the left of the Ribbon click on the New Slide drop-down arrow to view a menu of slide templates available. Click on Title and Content ( st row, nd column) to insert the new slide. We will first add the Slide s title, so click on the text Click to add title and then typing the title for this slide, which is: Content In the centre of the slide are six icons which offer options such as creating a Chart, however we will use this slide to create a bulleted list, so begin by clicking on the text Click to add text. Now enter the first bullet point, which is: Word 007 then press [Enter] on the keyboard to move to the second bullet point. Now add the text for this bullet point, which is: PowerPoint 007 then press [Enter] on the keyboard to move to the next bullet point. 6 Now add the text for the third bullet point, which is: Excel Click on Save to save the changes you have made. RHUL IT Department Page 7 ST00b Converting to Office 007

39 CHANGING THE SLIDE LAYOUT Having selected a slide layout, and even entered content, you can still change it to a different option. However, it should be noted that doing this can result in the loss of at least some of the data already added to the slide. To demonstrate how slides can be changed in this way we will add a Two Content slide to the presentation and then change it to a Title Only slide. To add the new slide click on the Home tab at the left of the Ribbon. In the Slides group at the left of the Ribbon click on the New Slide drop-down arrow to view a menu of slide templates available. Click on Two Content ( nd row, st column) to insert the new slide. Add the Slide s title, by clicking on the text Click to add title and then typing: Further Details To change this slide design to a different one ensure you are still viewing the Home tab and then click on the Layout drop-down arrow (see illustration below) to view a menu of slide templates available. Click on Title Only ( nd row, rd column) to make the update. Click on Save to save the changes you have made. RHUL IT Department Page 8 ST00b Converting to Office 007

40 OPENING AN EXISTING POWERPOINT PRESENTATION Although there are a number of different ways to open an existing presentation; you can use the Office Button or double-click directly on an icon of the file you are looking for. Perhaps the best and simplest way to do it is from within PowerPoint 007 itself, using the Open dialog box. The Open dialog box has tools that help you to identify file types and locations. Click on the Office Button at the top-left of the program and select [Open] to display the Open dialog box. If necessary scroll down in the left-hand panel to display the list of available drives. Click on your (Y:) drive in the list to select the drive and display its contents in the righthand panel. In the right-hand panel double-click on the Converting to Office 007 folder to display its contents. Click on the file Project Overview.ppt and click on [Open]. Note: PowerPoint 007 uses a different file format to previous versions. To show that a file has been saved using this new format, and so may contain features that cannot be read by previous versions, the file is appended with the.pptx extension (e.g. Title.pptx) rather than the previous.ppt (e.g. Title.ppt). If you wish to save a PowerPoint Presentation so that those not using Office 007 can access it without difficulty you should save it with the.ppt extension, as has been done in this case. To do this select the PowerPoint Presentation option in the Save As dialogue box. RHUL IT Department Page 9 ST00b Converting to Office 007

41 BACKGROUND THEMES Background themes are unique to PowerPoint 007 and use the new theme colour model that defines two dark colours and two light colours to be used for text and backgrounds. Light colours are always visible over dark colours and vice versa. There are six accent colours that look good over any of the four possible background colours. 6 Before starting make sure you have opened the required presentation and are viewing it. Click on the Design tab at the left of the Ribbon and click on the More button for Themes in the Themes group in the centre of the Ribbon to view a list of themes available. Click on a theme of your choice in the list that appears. Use the Slides pane at the left of the screen to click through the slides to view the changes to each slide. Click on Background Styles at the right of the Ribbon to view a list of background styles available. This option allows you to keep the theme, or design, you have chosen but change the colours in the theme. Click on a background theme of your choice to view how the colours have changed but the design as remained the same. Click on Save to save the changes you have made. RHUL IT Department Page 0 ST00b Converting to Office 007

42 SETTING SLIDE TRANSITIONS Slide transitions are the animation-like effects that occur during a Slide Show when you move from one slide to the next. You can control the speed of each slide transition effect, and you can also add sound. PowerPoint 007 now includes some additional transition effects and has a dedicated Animations tab to help you set the effects for each slide Before starting click on the Slide Sorter button (see illustration below) at the bottomright of the screen to view all the slides of the document in one window, then click on slide to select it. Click on the Animations tab at the left of the Ribbon and click on the More button at the bottom-right of Transition to This Slide in the centre of the Ribbon. Click on a slide animation of your choice to view a preview of the how the slide will move into view during a slide show presentation. Click on slide and then click on the More button for Transition to This Slide in the centre of the Ribbon and click on a different slide transition. Follow step to add transitions to a few more slides. Click on slide and click on the Slide Show button at the bottom-right of the screen to begin a slide show beginning at the first slide of the presentation. Click with your left mouse button to quickly go through the slides and view the transitions for each slide. After viewing a few slides click on the key at the top-left of the keyboard to close the slide show. Click on Save to save the changes you have made. RHUL IT Department Page ST00b Converting to Office 007

43 CLOSING POWERPOINT & TODAY S SESSION When you have finished working with a Microsoft Office program and no longer need to have it available you should close the program. Click on the Office Button and click on [Exit PowerPoint] at the bottom-right of the menu that appears. Since we have saved our document after the last time we altered it, we are not asked to save any changes and PowerPoint just closes. This concludes today s session. SESSION CONCLUSION Today we have had a brief introduction to the changes Microsoft has made to Word 007, PowerPoint 007, Excel007 and Outlook007. We have learned that a lot of the tools that we are used to using are still available. SESSION EVALUATION If you have completed this session as a taught session, we would welcome your feedback to help us to improve our training provision by completing a short online Session Evaluation. To access the Evaluation from any Open-Access PC: a. To access the Evaluation from any Open-Access PC: i. Click on the Start button to open the Start Menu. ii. Click on All Programs to cascade the Programs menu iii. Click on Training to display the Training subfolder. iv. Select Session Evaluation. The short online Session Evaluation will display ready for you to complete. This should take no longer than a couple of minutes. b. Alternatively, to access the Evaluation when not in an Open-Access PC Lab: i. Ensure your computer is connected to the Internet. ii. Open a web browser of your choice and then display the Evaluation by going to: RHUL IT Department Page ST00b Converting to Office 007