Technology Training Services. What s New in Office 2007?

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1 Technology Training Services What s New in Office 2007?

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3 What s New in Office 2007? Written by Nonie Bernard Technology Training Services June 2008 Maricopa County Community College District June 2008 The Maricopa County Community College District is an EEO/AA institution. This training manual may be duplicated or put on the Internet for instructional purposes. Please give credit to the Maricopa Community Colleges and to the author(s). This training manual is not to be sold for profit. Technology Training Services Maricopa Community Colleges 2411 West 14th Street Tempe, Arizona (480)

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5 Technology Training Services Vision & Mission Vision Mission Technology Training Services is dedicated to improving employee job performance at all levels by exceeding expectations in the areas of technology training, instructional design, and customer support. Technology Training Services provides leadership and support to the Maricopa Community College District as the District implements new technologies that address challenging administrative needs and educational standards. We design, develop, and deliver the highest quality in-service technology training, materials, and support to all of the employees of the Maricopa Community Colleges. To fulfill this mission we: Provide responsive and accessible technology training on a variety of administrative systems and desktop applications. Design and develop comprehensive training and reference materials. Provide technology training support in a variety of ways including telephone helplines, one-on-one assistance, online help, troubleshooting, consultation, and referral services. Support the colleges' technology training efforts by delivering onsite technology training, delivering Train-the-Trainer sessions, and providing training materials. Provide leadership and support to the teams implementing new technologies and administrative systems within the organization. Cultivate positive partnerships with our colleges to meet and exceed their training needs and expectations. Collaborate with organizational teams to develop strategies to meet future technology training needs. Chair and host the Regional Training Committee (RTC) to collaboratively develop training strategies, maintain technology training consistency, and overcome the challenging technology training needs throughout the District. Expand and update our knowledge and skills in the areas of technology, training, and instructional design.

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7 Table of Contents Training Objectives...1 Microsoft Office 2007 Fluent User Interface...4 Fluent User Interface...4 Ribbon...4 Microsoft Office Button...4 Quick Access Toolbar...4 Status Bar...4 Microsoft Office Button Commands Gallery...6 Microsoft Office Button...6 Commands Gallery...6 Office Button: Recent Documents List...10 Recent Documents List...10 Pinning a Document to the List...10 Application Options...12 New Location...12 Modifying Options...12 Understanding the Ribbon...14 Purpose of the Ribbon...14 Tabs...14 Tab Groups...14 Standard Tabs...16 Standard Tabs Common to All Applications...16 Home Tab...16 Insert Tab...16 Review Tab...16 View Tab...16 Standard Tabs Specialized for an Application...16

8 Table of Contents (continued) Contextual Tools and Tabs...26 Appear When They re Needed...26 Quick Access Toolbar...28 Customizable, Ever-Present Toolbar...28 Customize Using the Quick Access Toolbar List...29 Add Ribbon Commands to the Quick Access Toolbar List...29 Customize the Quick Access Toolbar by Using Application Options...29 Removing Commands from the Quick Access Toolbar...30 Reposition the Quick Access Toolbar...34 Above or Below the Ribbon...34 Making More Room by Minimizing the Ribbon...36 Why Minimize the Ribbon?...36 Minimizing the Ribbon...36 Temporarily Maximize the Ribbon...36 New Status Bar Features...38 Zoom Slider...38 View Shortcuts...39 Customizable Status Bar...39 Mini Toolbar...42 Where and When You Need It...42 Preventing the Mini Toolbar from Appearing Automatically...42 Galleries and Live Preview...44 Galleries...44 Live Preview...44

9 Table of Contents (continued) Using Themes to Format a Document...46 What Is a Theme?...46 Theme Colors, Fonts, and Effects...50 Themes Group...50 Colors...50 Fonts...51 Effects...51 Improved OfficeArt Features...52 More Consistent Across Applications...52 Format Tab...52 Pictures and Clipart...52 Shapes and Drawings...52 SmartArt Graphics...60 Types of Graphics...60 Simple to Use...60 WordArt is Changing...72 WordArt in Microsoft Word...72 WordArt in Excel and PowerPoint...72 Modifying Word Art in Excel and PowerPoint...73 Charting Changes...74 Simpler Interface...74 Data Stored in an Excel Spreadsheet...74 Important Note for PowerPoint Presentations...74 Cleaning Up Documents for Publishing...78 Why Clean Up a Document?...78 Preparing a Document for Distribution...78 Inspecting Documents...78

10 Table of Contents (continued) Marking a Document as Final...82 Prevent Inadvertent Changes...82 Enable Editing Again...82 Saving as a PDF or XPS / ing a PDF or XPS...86 Save or as PDF or XPS...86 Microsoft Office Add-In...86 New File Formats in Office Open XML...88 Benefits...88 New File Name Extensions...89 Compatibility with Previous Versions...90 Save as a Previous Version...90 Getting Help in Office Where Is that Command?...92 Interactive Command Reference Guides...92 Static Reference Guide...92 Appendix A. Locating the Save as PDF or XPS Add-In from Microsoft...98 Appendix B. Using the PowerPoint Static Reference Guide Appendix C. Static Reference Guide for Word, Excel, and PowerPoint Index...108

11 Training Objectives This workshop has been designed to present the following competencies: 1. Use the functions of the Office Button. Commands Recent Documents list Application options 2. Pin a document to the Recent Documents list. 3. Access the Options dialog. 4. Describe the components of the Ribbon. Groups Tabs Commands Show Dialog button 5. Navigate and explore the standard tabs of the Ribbon. Home Tab Insert Tab Page Layout Tab Review Tab View Tab 6. Work with Ribbon Tab Groups. 7. Describe contextual tools and tabs. 8. Customize the Quick Access Toolbar. 9. Reposition the Quick Access Toolbar. 10. Minimize and maximize the Ribbon. 11. Use the Zoom Slider to change screen magnification. 12. Use the Mini Toolbar. 13. Access and use galleries. 14. Use Live Preview. 1

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13 Training Objectives Continued 15. Use Themes to modify the look of a document. 16. Insert, format, and delete OfficeArt objects. a. Pictures and Clip Art. b. Shapes and Drawings. c. SmartArt. 17. Remove personal information from a document. 18. Mark a document as final. 19. Save a document as a PDF. 20. Save an Office 2007 document as an earlier version. 21. Use a reference tool to locate an Office 2003 command in Office

14 Microsoft Office 2007 Fluent User Interface Fluent User Interface The Microsoft Office 2007 workspace not only has a sleek, new look, but it also offers greatly improved functionality and a simplified interface. The new Office 2007 Fluent user interface was designed to make the huge number of Microsoft Office commands and tools (more than 1,500 in Word!) available quickly and easily, when they re needed. You should find that the graphical representation of the tools you are most likely to need while working with the application enables you to work more intuitively and efficiently. In addition, a more consistent interface across Word, Excel, Outlook, PowerPoint, and Access should make your Office experience feel almost seamless. Ribbon The largest new component of the Fluent User interface is the Ribbon, which provides a graphical representation of tools and replaces the traditional menus and toolbars found in earlier versions. Microsoft Office Button The Microsoft Office button provides a central location for commands that represent all of the things you can do with an entire document, such as open, close, save, print, publish, etc. It has replaced the File menu, found in earlier versions. Quick Access Toolbar The Quick Access Toolbar allows you to keep a customized set of tools handy; and it always displays, regardless of what tab is selected on the Ribbon, or even when the Ribbon is minimized. Status Bar The status bar, at the bottom of the workspace, still keeps track of document statistics like what page you re on and how many pages are in the document but now it includes View Shortcut buttons and a handy Zoom Slider to adjust the on-screen size of your document. 4

15 Exercise Identify the New Features of the Word Workspace 1. Referring to the illustration above, draw a line (in the table below) to connect each callout number to the name of the Fluent user interface feature to which it points. Callout Number Fluent User Interface Feature Ribbon Status bar Microsoft Office button Quick Access toolbar Primary Purpose Keeps track of document statistics Provides a graphical representation of tools Allows you to keep a customized set of tools handy Replaces the File menu in older versions 2. In the table above, draw a line to connect the name of each Fluent user interface feature to its corresponding primary purpose. 5

16 Microsoft Office Button Commands Gallery Microsoft Office Button The Microsoft Office button is located at the upper-left of the Office 2007 workspace. It s the button to click when you want to open up a document, save it, print it, or do just about anything else other than create, edit, and view it. It s the place to go to view your recent documents, as well as any documents you decide to permanently pin to the recent documents list. It even is the place to go to customize the application. Commands Gallery When you click on the Microsoft Office button, a window opens. In the left pane of the window is a gallery of commands. A gallery item with an east-pointing triangle will either open a dialog box or provide you with a subsidiary gallery of related commands. Commands with no triangle will work just by clicking. The New, Open, Save, and Close commands work the same as they always have. The new Convert menu item allows you to convert a document created in an earlier version so that you can take advantage of all of the features in Office The Save As and Print menu items, when single-clicked, work the same as before. However, if you hover over either item or click on the triangle, you will see a submenu of options and/or related commands. The Prepare, Send, and Publish menu items each display a subgallery of commands from which to choose. Steps to Use the Office Button Commands 1. Click on the Microsoft Office button to open the window. 2. Single-click on the New, Open, Convert, Save, Save As, or Print gallery item to perform the corresponding command. 3. Click the triangle, or hover over the Save As, Print, Prepare, Send, or Publish gallery item to view, and select a command from, the corresponding subgallery. 6

17 Exercise Work with the Office Button Commands In this exercise, we ll use the Open command to open a document. Then, we ll use the Print gallery item two different ways: first, to get to the Print dialog; then, to get to the Print subgallery and choose Print Preview. Finally, we ll close the document and create a new, blank document. 1. Launch Microsoft Word Click on the Office button to open the Office button window. 3. Click on the Open command. 4. Navigate to the Desktop: Office 2007 Class folder, and open the file called Styles.docx. 5. With the Styles.docx file active, click on the Office button. 6. Click the Print command. Notice that the Print dialog window opens, as if you were about to print the document. 7. Click the button in the Print dialog window. 7

18 Exercise Work with the Office Button Commands (continued) 8. Click the Office button again. 9. Click on the east-pointing triangle at the right of the Print command. 10. Click on the Print Preview command to open Print Preview. 11. Click on the Close Print Preview button on the Ribbon. 12. Close the Styles.docx document by clicking on the Office button, and then clicking on the Close command. (Exercise continued on next page) 8

19 Exercise Work with the Office Button Commands (continued) 13. Create a new, blank document by clicking the Office button, and then clicking New. 14. In the New Document window, choose Blank document, and then click the button. For now, we will just save the new document and give it a name. 15. Save the new document by clicking the Office button, and then clicking Save. 16. In the Save As window, navigate to the Desktop, and open the Office 2007 Class folder. Name the document Practice, and click the button. 9

20 Office Button: Recent Documents List Recent Documents List The Recent Documents list appears in the right pane of the Microsoft Office Button window. It contains all of your most recently opened documents, as well as any documents you ve permanently pinned to it. To open a document that appears on the Recent Documents list, click the desired document s name. Pinning a Document to the List Notice that there is a little pushpin, lying on its side, to the right of each document name on the Recent Documents list. That pushpin may be activated by clicking it, so that the document will be remain pinned to the list, regardless of how long or how many documents ago it was last opened. A document does not need to be open in order to pin it to the list; it merely needs to show up on the Recent Documents list. You can recognize a document that is pinned to the Recent Documents list, because the pushpin is green and appears to be stuck into the list. Steps to Pin a Document to the Recent Documents List 1. If the document you want to pin does not appear on the Recent Documents list, you must open the document so that it will show up on the list. 2. Click the Office button to open the Office Button window. 3. On the Recent Documents list, locate the document you want to pin. 4. Click the pushpin to the right of the document name. 5. To unpin a pinned document, click the green pushpin to the right of the document name. 10

21 Exercise Pin Documents to the Recent Documents List In this exercise, we ll first pin the Styles.docx document to the Recent Documents list so that it will appear on the list, regardless of how many documents get opened after it. Then we ll pin one other document to the list. 1. With Word 2007 open, click the Office button. 2. Look at the Recent Documents list, and locate Styles.docx. 3. Move your mouse until it points to the inactive pushpin icon to the right of Styles.docx. 4. Click on the pushpin to activate it. Notice that the pushpin turns green and appears to be pinned to the Recent Documents list. 5. Move your mouse until it points to the inactive pushpin icon to the right of the document labeled number Click the pushpin to activate it. 11

22 Application Options New Location The application options button for Word, Excel, and PowerPoint has been relocated to the bottom of the Office Button menu. All of the options that you used to find under the Tools menu are now listed in a nested series of windows, with an overall-simplified design. Modifying Options The interface is more consistent and straightforward, but the process for actually modifying options is pretty much the same. First, you choose a category of options, and then you locate and modify the specific option. Some of the options, such as Language Settings, will open another window. Steps to Modify an Application Option 1. Click the Office button to open the Office Button window. 2. At the bottom of the Office Button window, click on the application Options button to open the Options window. 3. In the left pane of the window, click the category of the option you wish to modify. 4. If necessary, scroll to the option you wish to modify. 5. Modify the option, using the interface for that particular option. 6. Click. 12

23 Exercise Modify the Number of Recent Documents to Show In this exercise, we ll modify the number of documents that appear on the Recent Documents List. 1. In Word 2007, open the Office Button window and take note of how many documents appear on the Recent Documents list. 2. Click the Word Options button at the bottom of the Office Button window. 3. In the left pane of the Word Options window, click Advanced to view the Advanced category of Word options. 4. Use the scroll bar to scroll the right pane of the Word Options window down to the Display section. 5. Change the number of recent documents to show by clicking the down arrow until the number gets to Click the OK button to close the Word Options dialog. 7. Reopen the Office Button window and notice that only five documents are now showing on the Recent Documents list, including the two pinned documents. 13

24 Understanding the Ribbon Purpose of the Ribbon The Ribbon replaces most menus and toolbars found in earlier Microsoft Office versions. It serves as command central for almost all of the commands you ll need to use in Word, Excel, and PowerPoint. The Ribbon is located along the top of your document window. Knowing that you can always look in the same area for all the commands and tools you may need should provide a boost in efficiency and comfort as you work with your documents. Tabs The Ribbon is divided up into several tabs, each of which is specialized for use during specific types of tasks. Only one tab at a time is visible. The tab that is visible is known as the active tab. Steps to Activate a Tab 1. Move your cursor over the tab you wish to make active. 2. Click on the tab to display the available commands. Tab Groups Tab commands are organized into named groups. Each group includes some combination of buttons, galleries, and commands. Some groups also display a show dialog button, which, when clicked, opens a dialog box or window related to the particular group. Tab groups will collapse, down to a single icon as necessary, when the application window is made narrower. 14

25 Exercise Explore the Ribbon, Tabs, and Groups In this exercise, we ll explore some of the components of the Ribbon, as well as observe how its looks change depending on the width of the window. 1. In Word 2007, make sure the application window is as wide as it can be on your screen, by clicking and dragging the resize corner (lower-right corner of document window) to the right, as far as you can on your screen. 2. Move your mouse pointer over the words Page Layout on the Ribbon (the Page Layout tab). 3. Click the Page Layout tab. 4. Notice the tab groups that make up the Page Layout tab, and the types of commands that are included within each group. 5. Using the window resize corner, decrease the width of the document window. 6. As you decrease and increase the width of the window, notice how the details on the ribbon change to correspond to the available width. 7. Maximize the document window by clicking the maximize button at the right end of the title bar. 8. Move your mouse pointer over the word Home on the Ribbon (the Home tab). 9. Click the Home tab. 15

26 Standard Tabs Standard Tabs Some tabs are always available on the Ribbon while you re working in an application. These tabs are known as standard tabs. Standard Tabs Common to All Applications Four standard tabs are common to Word, Excel, and PowerPoint: Home, Insert, Review, and View. These common tabs serve the same general purpose in each application, and they include many of the same commands. However, there are differences among the common standard tabs depending on which application you re viewing. Home Tab When you first open an Office application, the Home tab, by default, is the active tab. The Home tab includes the most frequently used commands, many of which appeared on the formatting toolbar in earlier Office versions. Insert Tab The Insert tab includes commands for all sorts of things that get inserted into documents: tables, pictures, links, headers and footers, symbols, page breaks, etc. Review Tab The Review tab includes the Proofing group (spelling and grammar tools, thesaurus, language tools, etc.); Comments group; and tracking and change tools. In addition, there are some application-specific tools included on the Review tab. View Tab The View tab is where you ll find commands to view your document, workbook, or presentation in various ways; the Show/Hide tools; the Zoom tools; the Window tools; and the Macro tools. Standard Tabs Specialized for an Application In addition to the standard tabs common to all three applications, there are some standard tabs that may be common to only Word and Excel, and some that appear in only one application. Because each application is specialized for a certain type of work, each application includes standard tabs that are unique to it. 16

27 Exercise Explore the Standard Tabs In this exercise, we ll start with the standard tabs common to all three applications. We ll take a look on the screen at the standard tabs in Word, and compare and contrast the Word 2007Ribbon with the screenshots of the same tabs in Excel and PowerPoint. With each tab, notice the similar groups and commands; and notice the differences based on the types of tasks performed in each application. We ll then take a look at the standard tabs that are not common to all three applications, but are specialized for only one or two applications. The exercise steps, as well as the screenshots of referenced toolbars, can be found on the following pages. The remaining pages in this exercise are in landscape orientation in order to give you a larger, more detailed view of the toolbars. 17

28 1. In Word, click on the Home tab, and compare and contrast the Word Ribbon with the Excel and PowerPoint screenshots below. Home tab in Excel Home tab in PowerPoint Exercise Explore the Standard Tabs (continued) 18

29 2. In Word, click on the Insert tab, and compare and contrast the Word Ribbon with the Excel and PowerPoint screenshots below. Insert tab in Excel Insert tab in PowerPoint Exercise Explore the Standard Tabs (continued) 19

30 3. In Word, click on the Review tab, and compare and contrast the Word Ribbon with the Excel and PowerPoint screenshots below. Review tab in Excel Review tab in PowerPoint Exercise Explore the Standard Tabs (continued) 20

31 1. In Word, click on the View tab, and compare and contrast the Word Ribbon with the Excel and PowerPoint screenshots below. View tab in Excel View tab in PowerPoint Exercise Explore the Standard Tabs (continued) 21

32 Page Layout (Word): Page Layout (Excel): References (Word): Exercise Explore the Standard Tabs (continued) The following screenshots represent standard tabs that appear in only one or two Office 2007 applications. 22

33 Mailings (Word): Formulas (Excel): Data (Excel): Exercise Explore the Standard Tabs (continued) 23

34 Design (PowerPoint): Animations (PowerPoint): Slide Show (PowerPoint): Exercise Explore the Standard Tabs (continued) 24

35 Notes 25

36 Contextual Tools and Tabs Appear When They re Needed Some tabs appear on the Ribbon only when particular types of tasks are being performed. When such tabs appear, the ribbon displays a tool heading above the single or multiple tabs. For instance, when you insert any type of illustration (picture, clip art, shape, SmartArt object, or chart) a contextual tool heading and one or more contextual tabs appear on the ribbon. When you create or work with a table, two additional tabs appear beneath a Table Tools heading. Following are some of the contextual tools and tabs that appear in the applications. Table Tools (Word and PowerPoint) Design tab Layout tab Chart Tools (Word, Excel, and PowerPoint) Design tab Layout tab Format tab Picture Tools (Word, Excel, and PowerPoint) Format Steps to Insert a Picture 1. Click the Insert tab on the Ribbon. 2. On the Insert tab, within the Illustrations group, click the Picture button. 3. Navigate to the folder that contains the desired picture, click on the picture, then click the Insert button. 26

37 Exercise Insert and Enlarge a Picture In this exercise, we will insert a picture into a Word document and use the contextual Picture Tool, Format tab to make the image larger. 1. In Word, use the Recent Documents list to open Practice.docx, which you created earlier. 2. On the Ribbon, click the Insert tab. 3. On the Insert tab of the Ribbon, locate the Illustrations group, and click the Picture command. 4. Navigate to the Desktop: Office 2007 Class folder. 5. Click the file named MCCD_BW.JPG. 6. Click the button to insert the logo into your document. 7. With the logo selected, examine the contextual Format tab that has appeared, along with the Picture Tools label that appears directly above the tab. 8. In the Size group of the Format tab, locate the Shape Width scroll box, and then click the up arrow several times until the width dimension reads 1. 27

38 Quick Access Toolbar Customizable, Ever-Present Toolbar The Quick Access Toolbar is a customizable toolbar that contains a set of commands that are independent of the Ruler tabs. You can add and remove buttons that represent the commands you want to have available at all times, regardless of which Ruler tab is active. Default Quick Access Toolbar Customized Quick Access Toolbar By default, the Quick Access Toolbar includes the Save, Undo, and Redo commands. You can add commands to the Quick Access Toolbar three different ways: Choose a command from the Customize Quick Access Toolbar list. Add a command from the Ribbon. Add and remove commands via the application Options: Customize window. The Quick Access Toolbar in Office 2007 replaces the ability to add commands to various toolbars in earlier Office versions. Quick Access Toolbar button Customize Quick Access Toolbar list 28

39 Quick Access Toolbar (continued) Customize Using the Quick Access Toolbar List Clicking the Quick Access Toolbar button (located at the right end of the Quick Access Toolbar) displays the Customize Quick Access Toolbar list. The list includes ten commonly used commands. The commands that are already on the Quick Access Toolbar have checkmarks in the boxes to their left. You can add others to the Quick Access Toolbar by simply clicking on them. Steps to Add a Command from the Customize Quick Access Toolbar List 1. Click the Customize Quick Access Toolbar button. 2. Find the desired command on the list, then click to select it. 3. To remove a selected command from the toolbar, click to deselect it. Add Ribbon Commands to the Quick Access Toolbar List You can choose any of the commands on the various tabs of the Ribbon and easily add them to the Quick Access toolbar. Just locate the command on the Ribbon, right-click on it, and select Add to Quick Access Toolbar. Steps to Add a Command from the Ribbon 4. Locate the desired command on the Ribbon. 5. Right-click on the command on the Ribbon. 6. From the popup list, choose Add to Quick Access Toolbar. Customize the Quick Access Toolbar by Using Application Options You can access an extensive list of commands from the Customize Quick Access Toolbar list by clicking More Commands This opens the Customize window of the application options, where you can add and remove commands. (This window can be accessed via the application options button on the Office Button menu, also.) 29

40 Quick Access Toolbar (continued) Steps to Add and Remove Commands Using Application Options 1. Click the Customize Quick Access Toolbar button. 2. Click More Commands Chose a command category from the popup list. 4. Click on the desired command from the list on the left, and click Add. 5. If you want to remove a command, click to select it from the list on the right, and click Remove. 6. Once you have added and/or removed as many commands as you wish, click OK. Removing Commands from the Quick Access Toolbar You can quickly remove any command from the Quick Access Toolbar by right-clicking on the command icon on the Quick Access Toolbar, and choosing Remove from Quick Access Toolbar. You may also remove commands by going into the Customize section of the application Options. Steps to Remove a Command 1. Locate the command on the Quick Access Toolbar. 2. Right-click on the command. 3. Click to choose Remove from Quick Access Toolbar. 30

41 Exercise Customize the Quick Access Toolbar In this exercise, we ll customize the Quick Access Toolbar using three different methods. First, we ll add use the Customize Quick Access Toolbar list to add the Print Preview command. 1. In Word 2007, click the Customize Quick Access Toolbar button. 2. In the Customize Quick Access Toolbar list, click Print Preview. 3. Notice that Print Preview has been added to the Quick Access Toolbar. Next, we ll add a Ribbon command to the Quick Access Toolbar. 4. At the top of the Ribbon, click the tab. 5. In the Proofing section of the Review tab, right-click the Thesaurus command. (The Thesaurus command will appear like one of the two examples below, depending on the width of the document window.) 6. From the contextual list that appears, click Add to Quick Access Toolbar. 7. Notice that the Thesaurus command has been added to the Quick Access Toolbar. 31

42 Exercise Customize the Quick Access Toolbar (continued) Finally, we ll use Word Options to remove the Thesaurus command from the Quick Access Toolbar. 8. Click the Customize Quick Access Toolbar button. 9. In the Customize Quick Access Toolbar list, click More Commands 10. The Customize page of the Word Options window will appear. Notice that the left pane shows available commands, and the right pane shows commands that appear on the Quick Access Toolbar. 11. In the right pane of the window, click to highlight Thesaurus 32

43 Exercise Customize the Quick Access Toolbar (continued) 12. With Thesaurus highlighted, click the Remove button between the two panes. 13. Notice that Thesaurus no longer appears in the right pane. 14. Click. 15. Notice that the Thesaurus command no longer appears in the Quick Access Toolbar. 33

44 Reposition the Quick Access Toolbar Above or Below the Ribbon The Quick Access Toolbar can be positioned either above or below the Ribbon. By default, it appears above the ribbon, next to the Office Button. You can reposition it below the ribbon, which will bring it just a little closer to your work. Steps to Reposition the Quick Access Toolbar 1. Click the Customize Quick Access Toolbar button. 2. Click Show Below the Ribbon or Show Above the Ribbon. Above the Ribbon Below the Ribbon 34

45 Exercise Reposition the Quick Access Toolbar 3. In Word 2007, click the Customize Quick Access Toolbar button. 4. In the Customize Quick Access Toolbar list, click Show Below the Ribbon. 5. Notice that the Quick Access Toolbar now appears between the Ribbon and the top of the document window. 6. Click the Customize Quick Access Toolbar button again. 7. In the Customize Quick Access Toolbar list, click Show Above the Ribbon. 8. Position the Quick Access Toolbar either above or below the Ribbon, depending on your preference. 35

46 Making More Room by Minimizing the Ribbon Why Minimize the Ribbon? Although the Ribbon is a really useful new feature of Office 2007, it does take up some real estate at the top of the working window. Wouldn t it be great if you could just move it out of the way temporarily when you need to view just a little more of your document? When the ribbon is minimized, only the tabs show. Minimizing the Ribbon You can minimize the Ribbon quickly and easily, and then maximize it just as easily again. There are two methods to minimize and maximize the Ribbon: Use the Customize Quick Access Toolbar button. Use the Ribbon tabs. Temporarily Maximize the Ribbon To temporarily view the Ribbon with it minimized, click the tab you want to view. The Ribbon will appear and then reminimize as soon as you have chosen a tool or clicked back into your document. Steps to Minimize the Ribbon Using the Customize Quick Access Toolbar Button 1. With the Ribbon showing, click the Customize Quick Access Toolbar button. 2. Click Minimize the Ribbon. 3. Repeat steps 1 and 2 to maximize the ribbon. Steps to Minimize the Ribbon Using the Ribbon Tabs 1. With the Ribbon showing, double-click the active Ribbon tab. 2. To temporarily show the Ribbon, click on any tab. 3. To maximize the Ribbon, if it is minimized, double-click any Ribbon tab. 36

47 Exercise Minimize and Maximize the Ribbon First, we ll minimize and maximize the Ribbon using the Customize Quick Access Toolbar button. Then we ll use the double-clicking method. 1. With the Ribbon showing, click the Customize Quick Access Toolbar button. 2. Click Minimize the Ribbon (activate the checkbox). 3. To temporarily view the Ribbon, click one of the tabs. 4. Click back into your document, and the Ribbon disappears. 5. With the Ribbon minimized, click the Customize Quick Access Toolbar button. 6. Click Minimize the Ribbon (deactivate the checkbox). 7. With the Ribbon showing, double-click the active tab to minimize the Ribbon. 8. With the Ribbon minimized, double-click any tab to maximize the Ribbon. 37

48 New Status Bar Features Default Status Bar in Word Default Status Bar in Excel Default Status Bar in PowerPoint Zoom Slider A new feature common to the Status Bar in Word, Excel, and PowerPoint is the Zoom Slider, which controls the screen magnification. You can change magnification via three methods: Click the percentage button to open the Zoom dialog box. Click the Zoom Out or Zoom In button at either end of the Zoom Slider. Click and drag the Zoom Slider. Steps to Use the Zoom Slider 1. Click the Zoom Out button to decrease the screen magnification 2. Click the Zoom In button to increase the screen magnification. 3. Click the percentage button to open the Zoom dialog box. 4. Click and drag the Zoom Slider right to increase, or left to decrease the screen magnification. 38

49 New Status Bar Features (continued) View Shortcuts The View Shortcut buttons are new all located in the same position on the Status Bar, regardless of which application you re using. Customizable Status Bar The Status Bar is customizable to include any of the items available on the Status Bar list. The list includes different commands, depending on the application. Steps to Customize the Status Bar 1. Right-click on a blank area of the Status Bar to open the Customize Status Bar list. 2. Click an item to toggle it on or off (on means it is visible on the Status Bar). Customize Status Bar list (Word) Customize Status Bar list (Excel) Customize Status Bar list (PowerPoint) 39

50 Exercise Use the Zoom Slider In this exercise, we ll use the features of the Status Bar Zoom tools to change the screen magnification. Zoom percentage button Status Bar Zoom tools Zoom Out button Zoom slider Zoom In button 1. On the Status Bar, click the Zoom percentage button to open the Zoom dialog box. 2. In the Zoom dialog box, click the radio button next to 75%, and then click. 40

51 Exercise Use the Zoom Slider (continued) 3. Click the Zoom In button 12 times, or click and hold the Zoom In button, until the Zoom percentage button reads 220%. 4. Click and drag the Zoom slider to the left until the Zoom percentage button reads 100%. 41

52 Mini Toolbar Where and When You Need It The Mini Toolbar is a little floating toolbar that was designed to put the commands you re most likely to need right there where you need them, next to the selection you re working with. When you select a region of a document or click into a document. It appears automatically, in a translucent state, just above where you re working. As you move your cursor to approach the Mini Toolbar, it becomes opaque. The Mini Toolbar also appears, either directly above or directly beneath the contextual menu, when you right-click in a document. Preventing the Mini Toolbar from Appearing Automatically If you frequently use the click-and-drag method to move blocks of text around, you may find that the Mini Toolbar gets in your way. To prevent the Mini Toolbar from appearing when you select text, you can turn it off in the Popular section of application Options. Even with it turned off, it will still show up along with the contextual menu when you right-click. 42

53 Exercise Use the Mini Toolbar 1. Open the Styles.docx document. 2. In the first paragraph, double-click to select the word quick. 3. Move your pointer up to the Mini Toolbar, and click to apply a text highlight color. 43

54 Galleries and Live Preview Galleries A standard feature of the new Fluent user interface, galleries present you with an array of options (called thumbnails because they are small samples) from which to choose. You ve seen a gallery before if you ve ever selected a text highlight color. Text Highlight Gallery With past versions of Office, if you wanted to try on a gallery option, you had to choose and apply it, and then view your document. If you weren t satisfied, you then had to choose the command again to reopen the gallery and try a different option. Live Preview Note Steps to View a Gallery and Use Live Preview Live Preview is a great new feature that lets you view your document or selection as you pause your mouse pointer over each thumbnail in a gallery. This means that you can try on various gallery options without committing to them. Commands that include galleries have small down arrows next to them, but not all commands with down arrows have galleries some of them have lists. To find out whether a command includes a gallery, click its down arrow. Live Preview does not work with every Mini Toolbar command. 1. Select the portion of the document to be formatted. 2. Click the down arrow next to the command that includes a gallery. 3. Move the mouse pointer and pause over various thumbnails. (You may use the arrow keys to move among thumbnails.) 4. As you pause at each thumbnail, the portion of the document you selected will change to reflect that gallery option. 5. Once you ve settled on a gallery option, simply click the thumbnail. 44

55 Exercise Use Live Preview In this exercise, we ll use the Text Highlight Color gallery to choose a different color for the word we highlighted in the preceding exercise. 1. In Styles.docx, select the word quick in the first paragraph (the same word you highlighted in the previous exercise). 2. On the Home tab of the Ribbon, in the Font group, click the down arrow next to the Text Highlight Color tool. 3. Use your mouse to hover over each of the color thumbnails in the gallery, noticing that the highlight of the selected word changes color to match as you pause over each thumbnail. Also, try using the arrow keys to navigate among the thumbnails. 4. Click the thumbnail of the text highlight color you prefer, based on your live preview of the gallery. 45

56 Using Themes to Format a Document What Is a Theme? A theme is a combination of theme colors, theme fonts, and theme effects. A theme may be applied to a file as a single selection from a gallery. When you apply a theme to a document, spreadsheet, or presentation; you effectively apply matching color and style options for all of the text, headings, tables, charts, shapes, and diagrams at once. Your organization or department could designate a standard theme across the board, so all of your documents would have a consistent, branded look to them. The best way to understand how themes work is to use Live Preview to see how several different themes affect the look of one document. Steps to Choose a Theme 1. From the Themes group, click the down arrow beneath the Themes command. (See Note below.) 2. Use your mouse to hover over various theme thumbnails, as you decide which theme would look best for your document. 3. Once you decide on a theme, click the thumbnail to assign the theme to your document. 4. You can switch themes by repeating the steps above. Note The Themes Group is included in the Page Layout tab in Word and Excel; in PowerPoint, the Themes Group is included in the Design tab. Themes Group in Word and Excel Themes Group in PowerPoint 46

57 Exercise -- Use Themes to Format a Document 4. Open Styles.docx. Use the Zoom tools to reduce the screen magnification so that you see three pages across and two pages down (like the illustration above). 5. On the Ribbon, click the Page Layout tab. 6. In the Themes group, click the down arrow beneath the Themes command to open the Themes gallery. 7. You can scroll up and down, and you can resize the Themes gallery, using the resize corner. 8. Notice that the theme assigned to the document is Office. The Office theme is the default built-in theme. 47

58 Exercise -- Use Themes to Format a Document (continued) 9. Using your mouse, hover over the Apex thumbnail. Notice that some of the colors change, and some of the page breaks change. 10. Spend just a few seconds hovering over each of the thumbnails, noting the overall effect on the document. 11. Click on a thumbnail to apply the theme of your choice. 12. Use the Zoom tools to increase the screen magnification, and get a closer look at some of the details of the theme you chose, such as text and heading fonts and colors; and the table, chart, and diagram details. 48

59 Notes 49

60 Theme Colors, Fonts, and Effects Themes Group The Themes Group of the Page Layout tab includes three additional tools besides Themes. Each of these additional tools has an associated gallery that displays the format for each of the Themes. Each theme has a group of associated colors, a group of associated fonts, and a group of associated effects. Colors When you click the Colors tool in the Themes group, each row represents the colors associated with a particular Theme. You can use your mouse to pause over the colors for various themes. If you choose a group of Colors that represent a different Theme than your document, then you will have modified the theme for this document. Your document s Theme colors are included at the top of the gallery when you use the various tools that show a color gallery, such as: font color, shape outline and fill, border and line color, and fill color tools. 50

61 Theme Colors, Fonts, and Effects (Continued) Fonts When you click the Fonts tool in the Themes group, each gallery row represents the fonts associated with a particular Theme. You can browse the gallery and choose a different Font set for your document, if you wish. Theme fonts are included in the gallery when you use the Font tool (on the Home tab or the Mini Toolbar). Effects When you click the Effects tool in the Themes group, you see thumbnails of the Effects associated with each Theme. If you choose a different theme s Effect, you will modify the look of graphics throughout your document. 51

62 Improved OfficeArt Features More Consistent Across Applications Microsoft has completely overhauled its diagramming features for Office Besides providing a number of great new options for all sorts of different shapes, diagrams, styles, and effects, the interface is consistent across Word, Excel, and PowerPoint; so you can work with graphics in any of the three applications and still feel at home. Format Tab When you insert or select a graphic, the contextual Format tab becomes visible on the Ribbon. The Format tab includes a variety of tools to customize your graphic. You will have access to galleries and Live Preview to try various formats before you commit. Depending upon the type of graphic you re working with, the Format tab will be under the contextual Picture Tools or Drawing Tools. Pictures and Clipart If the inserted or selected graphic is a picture or clipart, then the Picture Tools, Format tab is displayed. The Picture Styles group includes several options to add effects to your picture. Shapes and Drawings If the inserted or selected graphic is a shape or drawing object, then the Drawing Tools, Format tab is displayed. The Shape Styles group includes a gallery of basic shape styles, as well as fill and outline galleries and the Change Shape gallery. 52

63 Exercise Use the Picture Tools In the next three exercises, we ll work with a document that includes several illustrations. You ll sample some of the OfficeArt features that are common to Word, Excel, and PowerPoint. First, we ll work with the Picture tools. 1. Open the document, Illustrations.docx, located in the Office 2007 Class folder. 2. Expand the window so it fills the entire computer screen. 3. Double-click the photograph of the trillium flower. 4. Take a look at the Format tab of the Ribbon. Notice the Picture Styles group. 5. At the right edge of the Picture Styles gallery, at the bottom of the scroll bar, click the More button. 6. Browse the Picture Styles gallery, using Live Preview to see how the photograph looks with the various styles. 7. Apply your choice of a frame or other style for the photograph. 53

64 Exercise Use the Picture Tools (continued) 8. Still in Illustrations.docx, double-click the block-shaped logo to select it and display the Picture Tools / Format Tab. 9. Click the Picture Shape tool to display the Picture Shape gallery. Since this gallery does not offer Live Preview, simply click on one of the Basic shapes to see how it affects the logo. 10. Click the Picture Border tool to display the Picture Border gallery. This gallery does offer Live Preview, so you can browse it and preview the border color and style to apply to the logo picture. 11. Apply one or more options from the Picture Border gallery to the block-shaped logo. 12. Now, double-click the horizontal logo to select it and display the Picture Tools / Format Tab. 13. Click the Picture Effects tool to display the Picture Effects gallery. 14. Click Preset to open the Preset subgallery. 15. Use Live Preview to view the Preset options. 16. Click on one of the thumbnails to add the preset effect to the horizontal logo. 54

65 Exercise Use the Picture Tools (continued) 17. Double-click the clipart wavy border. 18. Click Picture Effects, then click Reflection to open the Reflection subgallery. 19. Use Live Preview to browse the Reflection gallery options. 20. Click to select the Reflection option you want to apply to the clipart wavy border. 21. With the clipart wavy border still selected, click Picture Effects again, then click Glow to open the Glow subgallery. 22. Browse the Glow options, and then click to apply your chosen Glow option to the clipart wavy border. 23. With the clipart wavy border still selected, click Picture Effects again, then click Soft Edges to open the Soft Edges subgallery 24. Use Live Preview to browse the gallery options. Start at 1 Point and work your way down the gallery. 25. What happens to the clipart object when you reach 10 Point? 26. Click the Picture Effects tool to close the gallery, without choosing a Soft Edges effect. 55

66 Exercise Use the Picture Tools (continued) Continuing on with the same document, we ll sample some of the new Office 2007 Drawing tools. 27. In the document, Illustrations.docx, go to the page that contains the Smiley Face shape and the gear diagram. Although it originally was page 2, it may be on page 3 or 4 now, depending upon the changes you made in the previous exercise. 28. Expand the window so it fills the entire computer screen. 29. Double-click the Smiley Face shape. 30. Take a look at the Format tab of the Ribbon. Notice that it is now under Drawing Tools. Notice, also, the Shape Styles group. 31. With the Smiley Face selected, click the More arrow on the Shape Styles gallery to display the entire gallery. 32. Browse the Shape Styles gallery, using Live Preview to observe how each style affects the Smiley Face shape. 56

67 Exercise Use the Drawing Tools (continued) 33. Click to apply one of the Shape Styles in the top row of the gallery. 34. Click on the View tab, and click Two Pages. This step is necessary to ensure that you will be able to see the Smiley Face graphic during the next part of the exercise. 35. Click the Format tab to return to the Drawing Tools/Format tab. 36. With the Smiley Face still selected, click the Shadow Effects tool in the Shadow Effects group of the Format tab. 57

68 Exercise Use the Drawing Tools (continued) 37. Browse the Shadow Effects gallery, using Live Preview, watching how each thumbnail changes the way the drawing appears. 38. Click one of the thumbnails to apply the Shadow Style to the Smiley Face graphic. 39. Click the Office button, choose Save As, and name the document Illustration Formats. 58

69 Notes 59

70 SmartArt Graphics Types of Graphics Microsoft Office 2007 SmartArt provides a convenient set of professional-looking, predesigned templates for a number of basic diagram categories: List Process Cycle Hierarchy Relationship Matrix Pyramid Each category includes several specific diagram types. In addition, you can download additional diagram types from Microsoft Office online. Simple to Use Inserting a SmartArt graphic is simple. You browse a gallery of templates; as you browse and click, a larger picture and description of each template comes into view to help you make your decision. 60

71 SmartArt Graphics (continued) Once you ve inserted a SmartArt graphic, you can customize your diagram, using the SmartArt Tools, which comprises the Design and Format tabs. SmartArt diagrams have placeholders for text, so all you really have to do is choose a template, and then click and type. Many of the templates include placeholders for pictures, too. Once you ve inserted, and even formatted, your SmartArt diagram; you can change your mind and simply switch to a different template. Steps to Insert a SmartArt Graphic 1. Click on the Insert tab. 2. In the Illustrations group, click the SmartArt command. 3. When the Choose a SmartArt Graphic window opens, choose a graphic category from the left-hand window (or view All categories in a single list). 4. Browse the thumbnails in the gallery. Click on any of the thumbnails to view a larger sample and suggestions for its use. 5. Click the OK button. 6. Type text for the diagram into the text pane or directly into the placeholders. 61

72 Exercise Insert and Format a SmartArt Graphic In this exercise, we will create a SmartArt graphic to illustrate the educational process of life-long learning. 1. Create a new, blank Word document. 2. On the Home tab, Styles group, choose Title style. 3. Type Life-Long Learning Beyond High School and press Return. 4. Click on the Insert tab. From the Insert tab, choose SmartArt. 62

73 Exercise Insert and Format a SmartArt Graphic (continued) 5. In the left pane of the Choose a SmartArt Graphic window, click Process to view the graphic templates most likely to communicate the meaning of our process. 6. Click the Continuous Process SmartArt gallery thumbnail to view a larger sample and suggestions for its use. 63

74 Exercise Insert and Format a SmartArt Graphic (continued) 7. Click The Upward Arrow list, and then click. 8. Notice that you see the empty graphic, and you see a text pane to the side of the graphic. The insertion point will be at the first bullet of the text pane. 9. Type Associate s Degree 64

75 Exercise Insert and Format a SmartArt Graphic (continued) 10. Press the down arrow key on your keyboard to move to the next bullet in the text pane. 11. Type Bachelor s Degree, and then press the down arrow key. 12. Type Master s Degree. Since the text pane has no more bullets, press Return. 13. Type Doctorate, then press Return. Notice how the SmartArt shape is adding placeholders as you add lines to the text pane. 14. Type Life-Long Learning. Your Click the down arrow between bullets, and type the remaining degrees, so your list and diagram look like the illustration below: 15. Close the text pane and examine your diagram. (You can either click the on the text pane, or use the Ribbon: SmartArt Tools > Design > Text Pane group > Text Pane button.) 65

76 Exercise Insert and Format a SmartArt Graphic (continued) You realize something s missing! You meant to insert Community Education between Master s Degree and Life-Long Learning. 16. In the SmartArt Tools / Design Pane / Create Graphic group, click the Text Pane command to show the text pane. 17. Click to place the insertion point at the end of the line that reads Doctorate, and then press Return to create a new bullet. 18. Type Continuing Education. 19. Notice the red X next to Life-Long Learning and the message at the bottom of the text pane. You ll have to either delete a bullet, or choose a different layout to accommodate all your bullets. 66

77 Exercise Insert and Format a SmartArt Graphic (continued) 20. Close the text pane, and select the SmartArt diagram. 21. In the SmartArt Tools, Design Pane, Layouts group, click the More Layouts button. 22. Click the Vertical Equation layout. 67

78 Exercise Insert and Format a SmartArt Graphic (continued) 23. Click and drag the bottom center handle of your SmartArt diagram to make the diagram taller. 24. In the SmartArt Styles group, click the Change Colors button; browse and select a different color style. 68

79 Exercise Insert and Format a SmartArt Graphic (continued) 25. Click the More button to view and browse the entire SmartArt Styles gallery; and click to choose a SmartArt Style. 26. At the far right of the Design tab, click Reset Graphic to restore the default design settings to your diagram. 27. Click Undo (on the Quick Access Toolbar) to restore the changes you previously made to the graphic. 28. On the SmartArt graphic, click the arrow shape between the Master s Degree and Life-Long Learning shapes, to select it. 69

80 Exercise Insert and Format a SmartArt Graphic (continued) 29. Click the Format tab of the SmartArt Tools. Look at the Shapes group. 30. In the Shapes group, click Change Shape. 31. In the Equation Shapes section of the Shapes gallery, click the equal sign shape Click OK. 70

81 Exercise Insert and Format a SmartArt Graphic (continued) 32. Click on the Page Layout tab. 33. In the Themes group, use Live Preview to view how your SmartArt graphic might change if you chose a different theme, color, font, or effect. 34. Save your document as Lifelong Learning Diagram. 71

82 WordArt Is Changing WordArt in Microsoft Word The old familiar WordArt gallery still exists in Microsoft Word However, some of the.interface for modifying WordArt has changed slightly, although they are in keeping with the overall OfficeArt interface design. WordArt in Excel and PowerPoint You will not see the old familiar WordArt gallery in Excel and PowerPoint. Instead, you ll have an all-new gallery of WordArt styles that doesn t include any shape modifications. It s found in the Text group of the Insert Ribbon in both Excel and PowerPoint. Insert tab, Text tools in Excel 2007 Insert tab, Text tools in PowerPoint 2007 WordArt Gallery in Excel and PowerPoint

83 WordArt Is Changing (continued) Modifying WordArt in Excel and PowerPoint In both Excel 2007 and PowerPoint 2007, once you ve created a text object and replaced the placeholder text with your own words, you use the Drawing Tools, Format toolbar to modify the WordArt to your liking. Drawing Tools in Excel 2007 Drawing Tools in PowerPoint

84 Charting Changes Simpler Interface Formatting charts in all three applications is now quite consistent and utilizes the Office Art contextual tools and tabs. Data Stored in an Excel Spreadsheet One big change in Word and PowerPoint is that now, when you insert a chart in either application, Office opens an Excel spreadsheet, complete with sample data that matches the chart style you selected. Important Note for PowerPoint Presentations If you need to take a PowerPoint presentation on the road, and it includes charts, make sure you have access to the Excel application. On the following pages are the Chart Tools tabs (Design, Layout, and Format) for Word 2007, Excel 2007, and PowerPoint

85 Chart Tools / Design Tab (Word): Chart Tools / Design Tab (Excel): Chart Tools / Design Tab (PowerPoint): Charting Changes (continued) 75

86 Chart Tools / Layout Tab (Word): Chart Tools / Layout Tab (Excel): Chart Tools / Layout Tab (Word): Charting Changes (continued) 76

87 Chart Tools / Format Tab (Word): Chart Tools / Format Tab (Excel): Chart Tools / Format Tab (Word): Charting Changes (continued) 77

88 Cleaning Up Documents for Publishing Why Clean Up a Document? Have you ever sent an electronic version of a document off to a publisher or another organization, only to realize later that it included a watermark, or comments, or footer information that you didn t mean to be seen outside your department? Even if you went through and tried to find all those little personal items you didn t want to include, you may have neglected to look for hidden text or properties information. Preparing a Document for Distribution The Office Button gallery includes a number of subgallery items under the category, Prepare. These items show information you might want to view or offer tasks you might want to perform before you share your document outside your own work group. 78

89 Cleaning Up Documents for Publishing (continued) Inspecting Documents When you ask Word, Excel, or PowerPoint to inspect the document, workbook, or presentation, it checks for hidden information such as comments, hidden text, and properties; and for the kinds of other features you may want to remove or at least modify before you send your document out into public. Comments, revisions, versions, and annotations Document properties and personal information Custom XML data Headers, footers, and watermarks Hidden text You can whose which of the above items to check, and you can choose which to remove if the inspection finds any of them. Steps to Inspect a Document 1. Click the Office Button. 2. In the left pane of the Office Button list, click Prepare. 3. In the right pane, click Inspect Document. 4. If the warning prompts you to save the document, click Save. 5. Click to select the types of features you want to be inspected. 6. Click Inspect. 7. From the Document Inspector results window, click Remove All for the items you want to remove from the document. 8. Click Close to leave the Inspect Document process. 79

90 Exercise Remove Personal Information from a Document 1. Open Styles.docx. 2. Click the Office button. 3. In the left pane, click Prepare. 4. In the right pane, click Inspect Document. 5. If you get a warning that the file contains change that have not been saved. Do you want to save the file now? click Yes. 6. In the Document Inspector window, click Inspect. 80

91 Exercise Remove Personal Information (continued) 7. Review each the inspection result rows. 8. Click each Remove All button in turn. Notice that the exclamation point changes to a checkmark after each row is cleaned up. 9. When all of the items have been removed, click Close. 81

92 Marking a Document as Final Prevent Inadvertent Changes Another useful new feature of Office 2007 is the ability to mark a document as final. When you choose this command, three changes are made to the file: Typing and editing commands are disabled. Proofing marks are turned off. The document status is set to Final. This communicates to anyone with whom you share an electronic version of the document that this is a completed version. It also helps you and others from making inadvertent modifications. A document that has been marked as final displays a Mark as Final icon in the status bar. Marking a document as final does not present someone else with Office 2007 from changing the status and then editing the document. Also, any document marked as final, if opened in an earlier version of a Microsoft Office application, will not be readonly. Enable Editing Again To enable editing on a document that has been marked as final, you simply click Mark as Final again. The command acts as a toggle. Steps to Mark a Document as Final 1. Click the Microsoft Office Button. 2. In the left pane of the Office Button window, click Prepare. 3. In the right pane of the Office Button window, click Mark as Final. 4. To re-enable editing on a document marked as final, repeat steps

93 Exercise Mark a Document as Final 1. In Microsoft Word 2007, open Styles.docx. 2. Click the Office button. 3. In the left pane of the Office Button window, click Prepare. 4. In the right pane of the Office Button window, click Mark as Final. 5. You will see an alert that gives you the option to continue or cancel. Click OK. 6. You will see another alert that explains what Mark as Final does. Click OK. 83

94 Exercise Mark a Document as Final (continued) 7. Notice the Marked as Final icon in the status bar. 8. Attempt to edit the document. 9. Notice in the status bar the message: This modification is not allowed because the selection is locked. 10. Now turn Mark as Final off by repeating steps 1, 2, and 3 from the previous page. 11. Notice that the status bar no longer displays the Marked as Final icon, and that you can now edit the document again. 84

95 Notes 85

96 Saving as a PDF or XPS / ing as a PDF or XPS Save or as PDF or XPS It is often useful to save a file in a fixed-layout style that is easy to print by anyone and hard to modify by anyone. With Office 2007 applications, you can save documents as either of two such file formats: Portable Document Format (PDF) Adobe s fixed-layout electronic file format that preserves formatting and enables file sharing and printing. XML Paper Specification (XPS) Microsoft s fixed-layout electronic file format that preserves formatting and enables file sharing and printing. Microsoft Office Add-In To save or a file as PDF or XPS, you must have the Microsoft Office 2007 Save as PDF or XPS add-in installed. If you don t know whether you already have the add-in installed, just try saving a document as PDF or XPS. If it works, you re all set. If you don t have it, there will be a command in the Save As subgallery to help you find and download the add-in. This is a one-time, free add-in. See Appendix A for step-by-step directions to find the add-in and instructions on Microsoft s website (or use the command that appears in the subgallery of the Save As gallery). Steps to Save a File as a PDF 1. Click the Office button. 2. In the left pane of the Office Button window, click Save as. 3. In the right pane of the Office Button window, click PDF or XPS. 4. Click and examine the Options dialog box. 5. Choose options and click, or choose no options and click. 6. Click. 86

97 Exercise Save a Document as a PDF 1. In Microsoft Word 2007, open Styles.docx. 2. Click the Office button. 3. In the left pane of the Office Button window, click Prepare. 4. In the right pane of the Office Button window, click PDF or XPS. 5. Click the Save as type down arrow to see that you have the option to save as either PDF or XPS. Choose PDF. 6. Save the PDF document in the Office 2007 Class folder. 7. Click and examine the Options dialog box. 8. Click to close the Options dialog without making any changes. 9. Click. 87

98 New File Formats in Office 2007 Open XML Microsoft Office 2007 has moved to a new file format for Word, Excel, and PowerPoint. It s called Open XML. This is important to you for three reasons: Open XML has several benefits Open XML gives rise to several new file name extensions (beyond the old.doc,.slx, and.ppt). Compatibility issues exist with older versions of Office. Benefits The benefits of Open XML Formats over the old, binary, file formats used in previous versions of Word, Excel, and PowerPoint are as follows: Compact files. Office 2007 file size can be up to 75% smaller for the same content. Improved damaged-file recovery. If a part of your document becomes damaged or corrupted, the rest of the file will be unaffected. This means that you re likely to lose less of your document than before. Better privacy and more control over personal information. Document Inspector cleans up documents and removes hidden information you don t want others to see. Better integration outside the Office Suite. With Open XML, a user can open an Office 2007 document using Microsoft s Word Viewer or another third-party application without having to have the actual Word, Excel, or PowerPoint application. Easier detection of documents containing macros. Files that contain macros use different file extensions than those without macros. An m is the last character in the filename extension of any document that contains macros. 88

99 New File Formats in Office 2007 (continued) New File Name Extensions The following table, taken from an Office Help document, lists the file types and associated new file extensions: Word XML file type Document Macro-enabled document Template Macro-enabled template Excel XML file type Workbook Macro-enabled workbook Template Macro-enabled template Non-XML binary workbook Macro-enabled add-in PowerPoint XML file type Presentation Macro-enabled presentation Template Macro-enabled template Macro-enabled add-in Show Macro-enabled show Slide Macro-enabled slide Office theme Extension.docx.docm.dotx.dotm Extension.xlsx.xlsm.xltx.xltm.xlsb.xlam Extension.pptx.pptm.potx.potm.ppam.ppsx.ppsm.sldx.sldm.thmx 89

100 New File Formats in Office 2007 (continued) Compatibility with Previous Versions Since Word, Excel, and PowerPoint have different file formats in Office 2007 than they did in earlier Office versions, there are a few compatibility issues. However, these can be overcome fairly easily with the tools that are available. Compatibility mode will check for compatibility issues between the current version and the previous version, depending on the version when you open the document, and the version as which you save it. You can: Open a file created in , and then save it as Open a file created in , and then save it as Create a new file, and then save it as Open a file created in 2007, and then save it as Open a 2007 Office file in Word, Excel, or PowerPoint (This requires that you have installed a necessary file converter. Contact your Help Desk, or go to the Microsoft Download Center to get the Microsoft Office Compatibility Pack for 2007 Office Word, Excel and PowerPoint File Formats.) Save as a Previous Version To save a document created or saved in Office 2007 to a version that is compatible with Office , you use the Save As gallery command, and then choose the desired file format from the subgallery. Steps to Save a 2007 Office Document as an Earlier Version 1. Click the Office button. 2. In the left pane of the Office Button window, click Save as. 3. In the right pane of the Office Button window, click the Word Document, Excel Workbook, or PowerPoint Presentation button. 4. Choose the location to save the document, then click 5. Read the issues noted in the Compatibility Checker, then either click Continue to go ahead and save, or click Cancel to stop the Save As process and return to where you were in the document. 90

101 Exercise Save a Word 2007 Document in Word Format 1. In Microsoft Word 2007, open Styles.docx. 2. Click the Office button. 3. In the left pane of the Office Button window, click Save As. 4. In the right pane of the Office Button window, click Word Document. 5. Save the document in the Office 2007 Class folder. 6. Notice that the file name will be Styles.doc. Click. 7. A Compatibility Checker dialog opens. Read the messages, and then click 8. Notice that the title bar indicates the.doc file extension and reminds you that it is in compatibility mode. 9. Close Styles.doc. 91

102 Getting Help in Office 2007 Where Is that Command? As you begin to use the 2007 Office applications, you may have trouble locating some of the commands that you used to be able to find without even thinking about it. Interactive Command Reference Guides The support team at Microsoft has created interactive reference guides for Word and Excel that allow you to point to a command in the interface, and get feedback on what to do in 2007 to get the same command or achieve the same task. It will tell you, or even show you if you wish. Static Reference Guides As of June 2008, there is no interactive reference guide for PowerPoint available. There is a static reference guide available, which is actually a spreadsheet that helps you find PowerPoint commands in PowerPoint See Appendix B for instructions to access Microsoft s Reference: Locations of PowerPoint 2003 Commands in PowerPoint In addition, Appendix C of this manual is a 3-page list of Office 2003 commands, and the associated shortcut keys and Office 2007 command locations. It is divided into three pages sections: Word, Excel, and PowerPoint. 92

103 Getting Help in Office 2007 (continued) Steps to Open the Interactive Command Reference Guide 1. Click the Help button. 2. In the Browse Word Help window, click Getting help. 3. In the Getting Help window, scroll down until you see the heading for Interactive: Word 2003 to Word 2007 command reference guide. 4. Click the Start the guide button. 5. Your web browser will open. When the Welcome page appears, click Start. Steps to Use the Interactive Command Reference Guide 1. Locate the Office 2003 menu or toolbar item you want to find in Office Point to the item, and read the instructional message. 3. Click on the item. The view will switch to the 2007 Office interface, and the appropriate tabs and commands will be highlighted. 4. To return to the 2003 interface view to choose another command, click anywhere on the screen. 93

104 Exercise Use the Interactive 2003 to 2007 Command Reference In this final hands-on exercise of the What s New in Office 2007 class, we ll access and use the Interactive Word 2003 to Word 2007 command reference guide. This should leave you feeling confident that you can begin right away to successfully accomplish your daily tasks in Office 2007! 1. In Word 2007, click the Help button. 2. In the Browse Word Help window click Getting Help. 3. In the Topics in Getting help window, scroll down until you see the heading for Interactive: Word 2003 to Word 2007 command reference guide. 4. Click the Start the guide button at the bottom of the window. 94

105 Exercise Use the Interactive Command Reference (continued) 5. Wait for the browser to open and the Welcome page to appear. Click Start. 6. Look at the browser window. It looks just like a Word 2003 window. 7. Click on the Tools menu, and then move your mouse down and pause your pointer (without clicking) over Options 8. Notice the message that appears directly beneath your mouse pointer. 95

106 Exercise Use the Interactive Command Reference (continued) 9. Click on the Options menu item. See how the view switches to Word 2007, and the Office Button window opens, and the Word Options button is highlighted. 10. Click anywhere in the window to switch back to the Word 2003 view. 11. Click on the Format menu, and then move your mouse down and pause your pointer (without clicking) over Columns Notice the instructional message. 12. Now click on the Columns menu item, and view the Word 2007 visual guide. 96

107 Exercise Use the Interactive Command Reference (continued) 13. Click anywhere to switch back to the Word 2003 view. 14. Locate and pause your mouse pointer over the Print command on the Standard Toolbar in Word 2003; view the instructional message. 15. Now click the Print command and view the Word 2007 visual guide. 16. Click anywhere in the window to switch back to the Word 2003 view. 17. Find two more of your favorite commands, using the interactive guide. 97

108 Notes 98

109 Appendix A Locating the Save as PDF or XPS Add-In from Microsoft Since website addresses have a tendency to change over time, these step-by-step directions will show you how to use the built-in Microsoft Office Help feature to find the precise Microsoft Download Center webpage you need. 1. From within Microsoft Word, Excel, or PowerPoint 2007, click the Help button at the top-right corner of the file window. 2. In the search window at the top of the Office Help window, type Save as PDF; then click the Search button. 3. When the Results page appears, look for the topic entitled Enable support for other file formats, such as PDF and XPS. (As of the time this book was printed, it was the first row on the Results page.) Click the topic name. 99

110 Appendix A (continued) 4. In the Help window, scroll down to the section, Install and use the Save as PDF or XPS add-in from Microsoft. 5. Click the link in the Help window. Your web browser will activate, and the download page will appear. 6. Follow the instructions on the website. 7. If you are unable to download and/or install the add-in, please contact your Help Desk. 100

111 Appendix B Using the PowerPoint Static Reference Guide PowerPoint Help features a noninteractive, or static, reference guide for finding PowerPoint 2003 commands in PowerPoint The following instructions will help you get started using this guide. 1. In PowerPoint, click the Help button. 2. In the Browse PowerPoint Help window, click Getting help. 3. In the Getting help list, click Reference: Locations of PowerPoint 2003 commands in PowerPoint Scroll down almost to the bottom of the Help window to the section called New locations of familiar commands. 5. Click the Ribbon mapping workbook link. 6. Excel will launch, and you will see a warning message regarding the file that needs to open. Click Yes. 101

112 Appendix B (continued) 7. An Excel window will open to Tips for using this workbook. 8. Click one of the sheet tabs to view the page that lists each of the PowerPoint 2003 commands for that subject, and the corresponding PowerPoint 2007 location and command. 102

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