ST031b Converting to Office 2010 Helping to find the most-used Features

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1 ST0b Converting to Office 00 Helping to find the most-used Features April 0 Information Technology Skills Series

2 rd April 0 Table of Contents WORD THE WORD 00 RIBBON ()... THE WORD 00 RIBBON ()... WORD 00 S IMPORTANT LITTLE PLACES... 5 USING THE QUICK ACCESS TOOLBAR... 6 PRINT PREVIEWING & PRINTING... 7 EXCEL THE EXCEL 00 RIBBON ()... 9 THE EXCEL 00 RIBBON ()... 0 EXCEL 00 S IMPORTANT LITTLE PLACES... EXCEL 00 WHERE IS IT? TIPS... OUTLOOK OUTLOOK 00 S IMPORTANT LITTLE PLACES... 5 OUTLOOK 00 S TO-DO BAR... 6 OUTLOOK 00 WHERE IS IT? TIPS... 7 These session notes are available in alternative formats on request. For further information please contact Chris Horton in Computer Centre Room 08 (078 05, c.horton@rhul.ac.uk) RHUL IT Department Page ST0b Converting to Office 00 Tips

3 Word 00 RHUL IT Department Page ST0b Converting to Office 00 Tips

4 THE WORD 00 RIBBON () One of the main differences between Office 00 and Office 00 is the Ribbon at the top of the screen. This replaces the older Toolbars and Menus with Tabs and Groups. Some tabs are context-sensitive, and so only display (at the right of the Ribbon) when needed, e.g. the Design and Layout Table Tools when working with tables. Home tab Paragraph group Overview of the Main Tabs File tab: (Backstage View) Enables access to file management functions such as saving, opening, closing, printing, etc. (Note: Close the File tab by clicking another tab, not the Close button, which will close Word) Home tab: This contains the most frequently used features Includes the Font and Paragraph options, along with Bold, Italic, Underline, and Find Insert tab: Is used to add particular items to your document, such as ClipArt, Shapes, Hyperlinks, Tables, Page Colour, Text Boxes, and Headers & Footers Page Layout tab: Contains commands for changing the document s size, orientation and appearance RHUL IT Department Page ST0b Converting to Office 00 Tips

5 THE WORD 00 RIBBON () Overview of the Main Tabs continued References: This contains the commands for producing a table of contents, table of figures, table of authorities, footnotes, and endnotes Mailings tab: Contains the commands for producing Mail Merged documents and/or envelopes Review tab: This includes the Spelling and Grammar, Word Count, Translate, Language setting and Track Changes features View tab: Contains options to change how the document displays, along with showing/hiding the Ruler and Navigation Pane Developer tab: This includes the Macro and Forms features RHUL IT Department Page ST0b Converting to Office 00 Tips

WORD 00 S IMPORTANT LITTLE PLACES Home tab Find & Replace Paste & Copy Dialogue Box Launcher Show/Hide More button Display Ruler View Buttons Page Zoom Home tab Paste & Copy buttons Dialogue box

6 WORD 00 S IMPORTANT LITTLE PLACES Home tab Find & Replace Paste & Copy Dialogue Box Launcher Show/Hide More button Display Ruler View Buttons Page Zoom Home tab Paste & Copy buttons Dialogue box Launcher Show/Hide button More button Find & Replace buttons View buttons Page Zoom buttons This contains the most frequently used commands, including the Paste, Bold, Italic, Underline, Font, and Paragraph options The Cut, Copy and Paste buttons are located at the left of the Home tab To display the original dialogue boxes (e.g. the Font dialogue box) click on the diagonal-facing arrow (when available) at the right of the Group name This Shows (and Hides) the normally hidden characters, e.g. spaces, hard returns and Page Breaks (Where available) displays a further range of options than is normally displayed on the Ribbon e.g. Styles on the Home tab This accesses the Find and Find and Replace dialogue boxes Use these buttons to change the document s view, e.g. from Draft to Print Layout view The page s viewing size can be increased/decreased using the Plus/Minus buttons Also, clicking on the percentage number displays the Zoom dialogue box These can also be accessed from the View tab (Ribbon s centre-right) RHUL IT Department Page 5 ST0b Converting to Office 00 Tips

USING THE QUICK ACCESS TOOLBAR Most of the Office 00 applications include the Quick Access Toolbar (also known as the QAT), which provides quick access to tools you use regularly.

5 6 7 Follow these steps: Before starting view the Quick Access Toolbar at the top left of the screen, and notice that it currently contains the Save and Undo/Redo buttons.

the Ribbon s tab. To begin, click on the Home tab at the left of the Ribbon. Then locate the Format Painter tool in the Clipboard group at the left of the Ribbon.

7 USING THE QUICK ACCESS TOOLBAR Most of the Office 00 applications include the Quick Access Toolbar (also known as the QAT), which provides quick access to tools you use regularly. This is located by default at the top-left of the window. The Quick Access Toolbar can be customised easily by adding commands to it Follow these steps: Before starting view the Quick Access Toolbar at the top left of the screen, and notice that it currently contains the Save and Undo/Redo buttons. We will now investigate how to add commands to the Quick Access Toolbar (QAT) by adding the Format Painter from the Home tab, and the Open folder option which, by default, is not included on any of the Ribbon s tab. To begin, click on the Home tab at the left of the Ribbon. Then locate the Format Painter tool in the Clipboard group at the left of the Ribbon. Right-click on the Format Painter to view a list of options. Select Add to Quick Access Toolbar. The Format Painter 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 down-arrow on the QAT (see illustration below) to view a list of options. Select Open in the list that appears to add it to the QAT RHUL IT Department Page 6 ST0b Converting to Office 00 Tips

8 PRINT PREVIEWING & PRINTING Many of the Office 00 applications, including Word have amalgamated Print Preview into the Print window, with the printer information on the left and Print Preview on the right. This is accessed by clicking on the File tab at the left of the Ribbon and selecting Print. To close the Print & Print Preview window click on any tab other than the File tab, e.g. the Home tab. RHUL IT Department Page 7 ST0b Converting to Office 00 Tips

9 Excel 00 RHUL IT Department Page 8 ST0b Converting to Office 00 Tips

10 THE EXCEL 00 RIBBON () Like most of the other Office 00 applications, Excel 00 uses the Ribbon s Tabs and Groups to replace the older Toolbars and Menus. Some tabs are context-sensitive, and so only display (at the right of the Ribbon) when needed, e.g. the Design, Layout, and Format tabs when working with Charts. Home tab Alignment group Overview of the Main Tabs File tab: (Backstage View) Enables access to file management functions such as saving, opening, closing, printing, etc. (Note: Close the File tab by clicking another tab, not the Close button, which will close Excel) Home tab: This contains the most frequently used features Includes the Font and Alignment options, along with AutoSum, Conditional Formatting, Sort, and Find Insert tab: Is used to add particular items to your document, such as Charts, Symbols, PivotTables, and Pictures Page Layout tab: Contains commands for changing the worksheet s size, orientation and appearance RHUL IT Department Page 9 ST0b Converting to Office 00 Tips

11 THE EXCEL 00 RIBBON () Overview of the Main Tabs continued Formulas tab: This provides easy access to the different Function categories, along with the Formula Auditing feature, Watch Window and Cell naming Data tab: Contains the Filter options, along with Text to Columns, External Data and What-If Analysis Review tab: This includes the Spelling and Thesaurus, Comments, and Protection options View tab: This contains options to change how the worksheet displays, along with Freeze Panes RHUL IT Department Page 0 ST0b Converting to Office 00 Tips

EXCEL 00 S IMPORTANT LITTLE PLACES Home tab Sort & Filter Dialogue Box Launcher Conditional Formatting AutoSum Button New Worksheet Button AutoCalculate indicator Layout Buttons Zoom Slider Home tab

12 EXCEL 00 S IMPORTANT LITTLE PLACES Home tab Sort & Filter Dialogue Box Launcher Conditional Formatting AutoSum Button New Worksheet Button AutoCalculate indicator Layout Buttons Zoom Slider Home tab Dialogue box Launcher Conditional Formatting AutoSum button Sort & Filter New Worksheet Button AutoCalculate Indicator Layout buttons Zoom Slider This contains the most frequently used commands, including the Paste, Bold, Alignment, Conditional Formatting and AutoSum options Click on the diagonal-facing arrow (when available) at the right of the Group name to display the original dialogue boxes (e.g. the Format Cells dialogue box) This enables the appearance of a cell to change depending on the value it contains Enables the total for a number of values to be easily created. Also enables access to other Functions This enables simple Highest-to-Lowest and Lowest-to-Highest sorting, along with access to the Sort dialogue box, and Filtering This creates a new worksheet, which will be positioned immediately to the left of the New Worksheet button Displays the Sum, Count, and/or Average for any selected cells containing data Use these buttons to change the worksheet s view e.g. from Normal to Page Layout Increase/decrease the worksheet s viewing size by using the Plus/Minus buttons Clicking on the percentage number displays the Zoom dialogue box These can also be accessed from the View tab (at right of the Ribbon) RHUL IT Department Page ST0b Converting to Office 00 Tips

13 EXCEL 00 WHERE IS IT? TIPS Apply Filter Create Charts Freeze Panes Hide Columns/Rows RHUL IT Department Page ST0b Converting to Office 00 Tips

14 Print Gridlines Print Titles (on each page) Set Print Area RHUL IT Department Page ST0b Converting to Office 00 Tips

15 Outlook 00 RHUL IT Department Page ST0b Converting to Office 00 Tips

OUTLOOK 00 S E-MAIL IMPORTANT LITTLE PLACES In addition to the areas highlighted below, many of the points covered in the previous Word and Excel sections are also relevant to Outlook 00, e.g. the Zoom Slider, Dialogue Box Launcher, and More button.

16 OUTLOOK 00 S IMPORTANT LITTLE PLACES In addition to the areas highlighted below, many of the points covered in the previous Word and Excel sections are also relevant to Outlook 00, e.g. the Zoom Slider, Dialogue Box Launcher, and More button. Expanded Folder (black triangle) Home tab Global Address Book button UnExpanded Folder (white triangle) Reading Pane Home tab Global Address Book button Expanded Folders UnExpanded Folders Reading Pane This contains a number of useful commands, including the New , Delete, and Categorize buttons Gives access to the Global Address book Expanded folders (i.e. showing their subfolders) now display with a black triangle (click on the triangle to unexpand) Unexpanded folders (i.e. those not showing their subfolders) now display with a white triangle (click on the triangle to expand) Displays the content of a selected without the need to open it. RHUL IT Department Page 5 ST0b Converting to Office 00 Tips

OUTLOOK 00 S TO-DO BAR Outlook s To-Do bar helps you to easily view your upcoming Appointments, Tasks, and flagged

You can also use this to open your Calendar at a particular day, by just clicking on the date in the Date Navigator

Minimise To-Do bar Date Navigator Upcoming Appointments Tasks & Reminders List Changing the To-Do bar s View You can

17 OUTLOOK 00 S TO-DO BAR Outlook s To-Do bar helps you to easily view your upcoming Appointments, Tasks, and flagged s, without having to move from the Mail window. You can also use this to open your Calendar at a particular day, by just clicking on the date in the Date Navigator panel. If you wish to temporarily hide the To-Do bar just click on its Minimise arrow. Minimise To-Do bar Date Navigator Upcoming Appointments Tasks & Reminders List Changing the To-Do bar s View You can easily change what is included on the To-Do bar, for example to show more months in the Date Navigator: Right-click on the Date Navigator s header area RHUL IT Department Page 6 ST0b Converting to Office 00 Tips

Signature 5 Create an Auto Reply (Out of Office Assistant) Remember: Step 5

and those not part of RHUL (Outside my organization tab) 5 6 Note: If not

18 OUTLOOK 00 WHERE IS IT? TIPS Displaying the Global Address List Adding a Signature 5 Insert a Signature 5 Create an Auto Reply (Out of Office Assistant) Remember: Step 5 enables separate Replies for those within RHUL (Inside my organization tab) and those not part of RHUL (Outside my organization tab) 5 6 Note: If not wishing to send Replies now select Do not send automatic replies before closing RHUL IT Department Page 7 ST0b Converting to Office 00 Tips

19 Turn on Auto Reply (once set-up) 5 Turn Off Auto Reply Add a Shared Mailbox Enter complete address to be included RHUL IT Department Page 8 ST0b Converting to Office 00 Tips

20 Calendar Create an Appointment Create a Meeting To make recurring: 5 6 Add a Shared Calendar RHUL IT Department Page 9 ST0b Converting to Office 00 Tips

21 Setting your Calendar for Others to See RHUL IT Department Page 0 ST0b Converting to Office 00 Tips

ST030b Converting to Office 2007

ST030b Converting to Office 2007 ST00b Converting to Office 007 Using Windows 7 March 0 Information Technology Skills Series 7 th March 0 Table of Contents Folder Required and Introduction... Navigating in Windows Explorer... Opening