Introduction to Microsoft Office 2007

Transcription

1 Introduction to Microsoft Office 2007 What s New follows: TABS Tabs denote general activity area. There are 7 basic tabs that run across the top. They include: Home, Insert, Page Layout, Review, and View other tabs depend upon the program. Everything on a tab has been selected according to user activities. GROUPS-- Related items are nested together here. COMMANDS-- A command is a button, a box to enter information, or a menu. Quick Access Toolbar contains shortcuts to the most commonly used fields. Customizable! Microsoft Office Button - is where you start in Office You can open, save, print and more from here. It has replaced the File Menu in Office 2003 but has many of the same basic commands. THE DIALOG BOX LAUNCHER -- Use the Dialog Box Launcher ( ) in the bottom right corner of each group to look for more options related to that group. A dialog box will appear. Tab Bar contains tabs that display tools and commands in the ribbon. Ribbon contains groups of tools and commands. The Ribbon The Ribbon is used in Word, Excel, Access, PowerPoint, and Outlook (Mail, Contacts, and Appointments). Tab Command A Little More About Tab contents: The Home tab contains all the things you use most often, such as the commands in the Font Group, Paragraph, Styles, Editing & the Clipboard. The Insert tab contains buttons to insert images, clip art, charts, or shapes in your document. Tables and Hyperlinks are here, as well as page numbers, text boxes, WordArt headers and footers and more. The Page Layout Tab contains size, orientation (landscape and portrait), margins, indentation, paragraph formatting, & more. Group The menus and toolbars in most programs have been replaced with the RIBBON which is organized as The Ribbon will adapt depending on what you're working on, to show you the commands that you might need for that task. For example, if you're working with a chart in Excel, the Ribbon will show the commands you need for working with charts. Otherwise, those commands aren't visible. Page1

2 Quick Access Toolbar Don t like the ribbon? Think it takes up too much real estate on your screen? Minimize it. Minimize the Ribbon - Double-click the name of the active tab. - Doubleclick a tab again to restore the Ribbon. - Keyboard shortcut - CTRL+F1 - To minimize or restore the Ribbon. The Quick Access Toolbar is the small area above the Ribbon. It contains the commands that you use most frequently such as Save, Undo, and Repeat. You can add your favorite commands to it so that they are available no matter which tab you are on. To add more commands: -- Click on the little down arrow to the right of it. -- Select More Commands in the list. -- Highlight the command you want to add and -- Click ADD. -- When you are finished adding commands, click OK. -- OR, Right click on any command from anywhere and select Add to Quick Access Toolbar Office Button The Office Button is where you start in Office You can open, save, print and more from here. It replaces the File Menu in previous Office versions and has the same basic commands. You can also click the Options button here for the Office program you are working in to find the program settings that control things such as your preferences to correct spelling or save a file. The Mini Toolbar Restore the Ribbon - Click Customize Quick Access Toolbar. - Click on Minimize the Ribbon. Always keep the Ribbon minimized - Click Customize Quick Access Toolbar. - Click Minimize the Ribbon. To use the Ribbon while it is minimized - Click the tab you want to use, - Then click the option or command you want to use. [ You can select text in your Microsoft Office Word document, click the Home tab, and then in the Font group, click the size of the text you want. After you click the text size you want, the Ribbon goes back to being minimized.] Document Types Office 2007 has new file formats. In Word it is.docx. It is based on the new Office Open XML Formats (XML is short for Extensible Markup Language). The new file formats help keep file sizes smaller, safer and less susceptible to damage. The new file formats also gives you the ability to use features that are available only in Office One example of such a feature is the new SmartArt Graphics available from the Insert TAB. Opening documents with the old file type They open in Compatability Mode. Note the words [Compatability Mode] after to the title name in the title bar. The Mini Toolbar is an additional tool that allows you to quickly format selected text no matter which tab you are working on so you don t have to click back to the Home tab. It displays when you select text and point at it. It first appears in a faded fashion, but when you point to the toolbar it becomes solid, so that you can click on a formatting option there. What is compatibility mode? It is Office telling you that the document uses an older file format. Because that file format doesn't recognize some of the new features in the new version of Office, those features are either turned off or modified so that they approximate an older version of Word. Working with the Ribbon Page2

3 You might want stay in compatibility mode if you know you'll be sharing your documents with a lot of people who are using older versions of Word. That way, you see what they will see. And you will be able to anticipate what they can and can't do in their version of Word. You can, of course, save your older doument to the new file type and have access to all of the new features of Office Converting the Document Format You can convert your older documents to the new file format. To do so: - Open the document in Word Click the Microsoft Office Button, then - Click the Convert command on the menu. Sharing Documents with the New Doc Type You can share your latest document with someone who has an Office 2000 and newer and he/she will be able to open it. However, the installation must be updated with the latest patches and service packs. When hew/she clicks on the document she will be asked if she wants to download a converter that will let her open your document. A Yes answer will enable her to be able to view your document. However, the document she opens won't look exactly the same as the one you made, because there are many features in your new version of Word that don't exist in her version. Still, she can open it, and will be able to work with it and send it back to you. Note The converter works only with the latest operating systems, Office versions, and service packs. Sharing Your Documents with Old Doc Types If you're concerned that the individual you want to share a file with does not have his/her Office version fully updated, you can save your documents with the older file format before ing it. - Click the Save As command in your Quick Access Toolbar or from the Microsoft Office Button. - In the Save As dialog box, click on the down arrow on the Save As Type box and choose an older version. Pick the Word format on the list of options. You may get a warning that saving in the older file format will cause certain features to be lost or modified. For example, if your document contains a new diagram, Word would notify you that the diagram will be combined into a single, un-editable object. That way your recipient can at least see the diagram. But she won't be able to edit it, because her version of Word doesn't understand how to work with this new feature. Basic Tasks [FYI : the old keyboard shortcuts that used the Ctrl key still work.] Create a New Document - Keyboard shortcut Ctrl + N - Click on the new blank document icon that you have added to your Quick Access Toolbar. - Click on the Office Button, select New, and click on Create. Open a Document - Keyboard shortcut Ctrl + O - Click on the Open folder icon that you have added to the Quick Access Toolbar. - Click on the Microsoft Office Button, Select Open, in the Open dialog box, locate and select the file you want to open. Click the Open button. Save a New Document - Click the Microsoft Office Button, select Save As. Select the location where you want to save. Enter the file name in the File Name box. Click the Save button. - Click on the Save As icon that you have added to your Quick Access Toolbar. - Keyboard shortcut F12. Save an Existing Document - Keyboard shortcut Ctrl +S - Click on the Save button in the Quick Access Toolbar. - Click the Microsoft Office Button, select Save. Select the location where you want to save. Enter a new file name in the File Name box or accept the current document name if you are saving. Click the Save button. Preview a Document - Click on the Print Preview button that you have added to your Quick Access Toolbar. - Click the Office Button, point to the Print list arrow, and select Print Preview. Page3

4 Print a Document - Keyboard shortcut Ctrl + P - Click on the Printer icon that you have aded to your Quick Access Toolbar. - Click the Office Button, point to the Print list arrow, and select Print to choose your Printer, or Quick Print to accept default Printer values. Close a Document - Click the X in the upper right corner. - Keyboard shortcut Ctrl + W - Click on the Close button that you have added to the Quick Access Toolbar. - Click on the Office Button and select Close. - Proofing -- this is where you can enter Auto Correct options. Type in words here that you commonly misspell and their replacement text and Word will automatically correct as you type. You might also type in abbreviations for long phrases that you use a lot such as East Brunswick Public Library. (I use ebpl2 for this. Or ebpl for ). Formatting Tips The Font Group in the Home Tab Edit Undo - Click the Undo button on the Quick Access Toolbar - Keyboard shortcut Ctrl + Z Edit Redo - Click the Redo button on the Quick Access Toolbar - Keyboard shortcut Ctrl + Y - To format selected text use the commands in the Font grop on the Home tab that are visible or click the Dialog box launcher to display the full range of options for text formatting. [See above] The Paragraph Group in the Home Tab Get Help - Click on the? in the upper right corner to open the Help window. Type search terms and press <Enter>. - Keyboard shortcut F1 Word Options Use Word Options under the Microsoft Office Button to customize how Word works for you. Open by clicking on the Office button and then click on Word Options at the bottom. The "Word Options" dialog appears, allowing you to configure the following groups of options by clicking on categories in the left pane: Popular, Display, Proofing, Save, Advanced, Customize, Add-Ins, Trust Center, Resources Many of these will be set up with standard selections upon installation. However, there are a couple that you might want to check out yourself. - Popular here is where you might want to turn off the annoying screen tips once you have become familiar with the program. - Change line spacing Click on the down arrow next to the line spacing button and select whether single or double, Add Bulleted or Numbered Lists These are in the top left row of the Paragraph Group. Click on the down arrows to choose formatting for each. - Add Borders Click on the down arrow next to the Borders box (bottom row middle) to choose which border to apply. - Increase or decrease indents Continued clicking on either the left or the right indent buttons will move the text over. You can also select the distance you want each click to move over in the Page Layout tab by clicking the Paragraph Dialog Box Launcher, and then clicking the Indents and Spacing tab. - Change alignment Click on the alignment buttons in the middle row. Page4

5 The Styles Group in the Home Tab Adding Value: Tables, Graphics & More The Insert Tab - Use this group to access preformatted Quick Styles. Quick Styles are sets of styles that are designed to work together to create an attractive and professional looking document. Style sets have sets of colors and fonts that are automatically applied when you select a set or you can choose from among them to change them. - To select a style, set click on the down arrown next to Change Styles in the ribbon. Choose your style type [Elegant, Fancy Formal, Manuscript ] - Once you have chosen your style, you can see the formatting that can be applied to the different parts of your document that go with that style, [Title, Heading 1, Heading 2, Heading 3, Normal, Emphasis, ] - Click on the down arrow next to the choices for that style and then click on a type to choose. - To add a blank page, page break, or cover page click on icons in the Pages group. - Add tables Click on the down arrow in the Tables group and choose the number of rows and columns or click on Insert or Draw Tables or even Quick Tables for preformatted tables. - Add pictures, clip art, shapes, SmartArt, ClipArt from the Illustrations group Click on each button to view options. Clicking on Picture will bring up the Insert Picture dialog box and you can browse to find the image you want. Clicking on ClipArt will bring up a ClipArt Search box. - Add Headers and Footers, page number from the Header and Footer Group Click on the down arrow next to each one and then use the right arrows to view and select a formatting style. Notice something new here. As you hover over a each type, the text in your document that you have selected displays that type - a preview of sorts. And it changes on the document as you move from type to type. However, nothing is selected until you click to make your choice. Page Setup in the Page Layout Tab - Change Page Orientation Click the Orientation button and choose Portrait or Landscape. - Change Margins Click the Margins button and select your settings. - Set Up Columns - Click on the Columns button and choose the number of columns and additional settings. Save-As-PDF feature - The Save-As-PDF feature is an add-on that The Library has downloaded on all staff and public machines (in case people are trying to use it at home), which allows you to save your document in PDF format. It allows you to export and save to the PDF and XPS formats in the following Microsoft Office programs - Word, Excel, PowerPoint, Access, Publisher and more. It also allows you to send as e- mail attachment in the PDF and XPS formats in a subset of these programs. - To save your open document as a PDF go to the Microsoft Office button. - Click on Save as. - Select PDF or XPS - Publish a copy of the document as a PDF or XPS file and follow the the directions. Page5

6 Excel Tips Formatting -- The Home Tab - The Font and the Clipboard groups are very similar to those in Word. - To Add Cell Borders - Select the cells(s), click the Border button list arrow in the Font Group and select a border type. - To Change Cell Alignment Select the Cell(s) and choose button from Alignment Group. The top row contains centering alignment buttons. - To Merge and Center Select cells and click on the button in the Alignment Group. - To Wrap Text There is a new Wrap Text button above the Merge and Center button in the Alignment Group. Click. - Increase or Decrease Indent Click on buttons in Alignment Group. Applying Number Formats - - The Home Tab Use the Number Group to assign formatting to the numbers you have entered into cells. - Select cells and then choose from choices such as dates, currency, fractions, scientific and more. - Click on the down arrow next to the dollar sign to choose a different type of currency. Insert, Delete & Format Cells in The Home Tab Editing Cells - Home Tab - Total a Cell Range - Click the cell where you want to insert the total and click the Sum button in the Editing Group. Verify the selected cell range and click the Sum button again. - Fill adjacent Cells -- Select an empty cell below, to the right, above, or to the left of the cell that contains the data that you want to fill in that cell. Click the Fill button in and select Up down right or left. - Sorting Cells To sort a column alphabetically that has contents in adjacent cells, select the contents of that column. Then click on the Sort & Filter button. Choose how you want to sort A-Z, Z- A, Custom, When the Sort Warning dialog box appears, select Expand the Selection to include the data in the other cells in the sort process. Charts, Graphics, & More -- The Insert Tab - Use the Insert tab to add graphical representations of your data in the form of charts. Or to add images, WordArt, hyperlinks or more. The Page Layout Tab This contains many of the same contents that you will find in MS Word. There are a few additions that will be useful to know for Excel. - Fit your spreadsheet to a printed page(s) - Go to the Scale to Fit Group (similar to Page SetUp in Word) and use the Drop downs to select the Width and Height to a set number of pages. You can also call up the group dialog box so see all options. - To Print Gridlines go to the Sheet Options Group and put a checkmark next to Print. Page Layout View - Page Layout view is new in Excel If you have worked in Print Layout view in Microsoft Office Word, this new view in Excel will look familiar to you. - Inserting Rows or Columns Select a row or column and then click Insert. OR Right click on the selected row or column to the right of the column of below the row you want to insert and slect insert form the contextual menu. - Delete a Column or Row - Select a row or column and then click Delete. OR Right click on the selection and select Delete from the contextual menu. - In Page Layout view there are page margins at the top, sides, and bottom of the worksheet, and a bit of blue space between worksheets. There are rulers at the top and side that you can use to adjust margins. You can turn the margins on and off as you need them. This is located on the bottom right side of the Status Bar. Page6

7 Outlook Tips The To-Do Bar New in Outlook 2007: The Ribbon - The ribbon is available when create new or reply to messages, or calendar items, contacts, tasks or journal entries. - Above is the Ribbon in a new Mail Message. It functions in the same way as in the other Office components, but with features that are specific to Outlook. - The main tab in Outlook is called the Message tab. It contains all of the basic tools for formatting, spell checking, attaching documents, finding contacts, flagging and more. - To send clickable hyperlinks in an you must work format the message as html, not plain text. To Turn on rich text go to Options, Format, and select HTML. Quick Access Toolbar - The Quick Access Toolbar is also on the top line next to the Office button in each message that is opened for editing. - You can add buttons to it by right clicking on the feature you want an selecting Add to Quick Access Toolbar. New Format for Contacts - Contacts can now look like electronic business cards if someone has sent one to you. - The navigation on the left allows you to choose the view of these contacts that best suits. - On the right side of the screen, visible from wherever you are in Outlook, it s function is to help you keep track of tasks and appointments. - Clicking on the words To-Do Bar brings a narrow pop out window that contains a datemaster (the month at a glance), upcoming events that you have scheduled in your calendar, your task list and a place to enter more. New Navigation in the Calendar - The Calendar includes bigger buttons. - There is now also a Tasks area in the Calendar that allows you do see the tasks that are due on that date in the Calendar. - There are also Back and Forward buttons that let you move from one date to the next. Additional Resources - Microsoft Office 2007 Online System Courses: - Microsoft Office 2007 PowerPoint Guide: - Microsoft Office 2007 Publisher Guide: Page7