What s New in Office 2010?

What s New in Office 2010? General Changes in Office 2010 Applications This document provides a summary of highlighted/significant changes in Office 2010 with simple step-by-step directions for each highlighted change. New Icons Office 2010 gives all Office applications a new icon, shown at left. Taskbar Jump Lists In Windows 7, each Office 2010 application gets a taskbar integration that includes a very helpful "jump list." Right-click the taskbar icon to display the jump list. Outlook makes the most use of jump lists, offering message templates and common actions. The Word 2010 jump list shown at left shows recent documents as well as provides the ability to pin the program to the taskbar. Step-by-Step Launch MS Word 2010 from the Start Menu. Right-click the MS Word icon in the Taskbar to display the MS Word Jump List. Choose Pin this program to the Taskbar. Click the Push Pin to pin any document to the Jump List. The document now displays in the Pinned section of the Jump List. Note: Windows 7 uses Profiles for each user thus your documents and your personal preferences for Jump Lists will only display for you! The next user to login will not see your documents or experience your personal preferences for Windows 7. What s New in Office 2010? Technology Department Olathe Public Schools Page 1

The Ribbon and Quick Access Toolbar In Office 2010, all applications now share the common Ribbon interface, including Outlook, In addition, the Ribbon has been tweaked. The Office button in the upper-left corner of the screen has been replaced with the File Tab. You will need to add items to the Quick Access Toolbar as you did in Office 2007 using the drop-down arrow to the right of the default buttons on the Quick Access Toolbar. Step-by-Step As a refresher, use the drop-down arrow in the Quick Access Toolbar to add several frequently-used commands to this toolbar. Backstage View When you click the File Tab, it brings up what Microsoft calls Backstage View. Backstage is essentially an area where you can obtain and define information about documents. It is also used to access common tasks you can perform, such as saving and printing files. Backstage View offers additional features from what was offered in Office 2007. Choosing Print from the menu on the left, for example, lets you preview your document before printing; you can also choose printer settings such as whether to print one-sided or collated, what margins to use, etc. In many instances, features in the Backstage View were present in Office 2007, but not easily located. In Backstage View, the Info tab in Backstage is particularly useful, giving you important information about your current file, such as the author and last time it was modified, as well as letting you review previous versions. What s New in Office 2010? Technology Department Olathe Public Schools Page 2

Step-by-Step Take a moment to see what the Backstage View offers. Open a document in MS Word and take a look at the Print Preview area. What s New in Office 2010? Technology Department Olathe Public Schools Page 3

Paste Preview In Office 2010, with the new Paste Preview option, when you paste in content, you can now preview how it will look depending on your paste choice, making it much less likely that you'll have to undo a paste operation. Hover your mouse over each option, and you'll see the effect that using that option will have on the operation. When you see the option you want, simply make that choice. Paste Preview lets you set a default paste option as well. Paste Source Formatting Merge Formatting Keep Text Only Step-by-Step Open a blank MS Word document. Enter the bulleted items as shown in this section. Select and Copy the 4 bulleted lines. Use the Paste Option buttons as shown above by hovering over them to display what the results would be if selected. What s New in Office 2010? Technology Department Olathe Public Schools Page 4

Photo editing tools Also enhanced in Office 2010 are the photo-editing tools, accessible via the Ribbon. Select a photo or picture you've placed in a document, and a Format tab will appear with new tools for editing images in a variety of ways, including sharpening or softening, changing the contrast and color saturation, cropping (to include cropping to a shape), eliminating the background, and adding a variety of "artistic effects." Original Photo Artistic Effect Crop to a Shape Remove the Background Step-by-Step Open a blank MS Word document. Insert any photo from the Photos Library located on your computer. Resize it and copy/paste it 4 times. Double-click each photo to access the Picture Tools ribbon and practice using the new tools. What s New in Office 2010? Technology Department Olathe Public Schools Page 5

Save Directly to Your Windows Live SkyDrive Office 2010 allows you to save your documents directly from the Office 2010 application to your Windows Live SkyDrive. Easily share the document with others by editing permission settings. See separate tutorial for using your Windows Live SkyDrive with Office 2010 documents. What s New in Office 2010? Technology Department Olathe Public Schools Page 6

What s New in Word 2010? In addition to the changes that are global to all applications in Office 2010, some additional changes in Word 2010 are: Special Effects Added to Text In Word 2010, you can now add special effects such as bevel, glow, reflect and shadow directly to. There's also support for more sophisticated typography, such as using ligatures and small caps. These new effects keep text as text instead of turning text into WordArt graphics. This allows text to be spell checked, searched, etc. Step-by-Step Open a blank MS Word document. Enter the text Special Effects Added to Text as shown below. Use the Text Effects button to modify text. Misspell a word and notice that MS Word will catch the misspelling and prompt you to fix this. This is different than the previous WordArt option, where the text was transformed into a graphic and could not be spell-checked or searched. Special Effects Added to Text What s New in Office 2010? Technology Department Olathe Public Schools Page 7

Insert Screenshots Also new is a tool that lets you take screenshots and insert them into Word documents. From the Insert tab, select Screenshot, and you'll see a list of screenshots you've already taken, even if they've been taken with a different program. You can then insert any of them into Word. In addition, you can select the Screen Clipping option, which allows you to take a screenshot anywhere in Windows and insert it into your document. No need to use a third party or additional tool to capture a screenshot, just use Word 2010 s built in tool to capture any area of the screen. First, minimize your Office application and maximize the screen you want to use. Then maximize your Office application again, and click Screenshot in the Illustrations group of the Insert tab, choose click Screen Clipping at the bottom of the pop-up window. You'll return to a view of the desktop the way it looked when you last saw it, except that it will be frosted over; now use your cursor to select the area you wish to capture, and it will be pasted into the document. Step-by-Step Open a blank MS Word document. Practice using the Screenshot command to insert available windows into the open document. Practice using the Screen Clipping command to drag and draw over an area of the screen you wish to clip and have copied into the open document. You will need to minimize all open windows except for the one from which you wish to clip! Use the Screenshot Screen Clipping command to insert any part of another application s window. What s New in Office 2010? Technology Department Olathe Public Schools Page 8

What s New in Excel 2010? Sparklines Excel hasn't been modified as much as the other major applications in Office 2010, but there have been some useful additions. The most important is called "Sparklines" -- small cell-sized charts that you can embed in a worksheet next to data to get a quick visual representation of the data. From the Insert tab, choose the Sparklines group. Select the type of Sparkline you desire from the group. For example, if you had a worksheet that tracked the responses of patrons grading the Olathe Public Schools, you could create a Sparkline for each grade that graphed performance over time, in a very compact way. Step-by-Step Open a blank MS Excel document. Enter text as shown above in the document. Since the years are not to be charted, enter an apostrophe before each year to cause MS Excel to think of this data as text. Example: 2008 2009 2010 2011 Click in Cell F2 and choose Insert > Sparklines (line style). Click the small data range box on the far right side of the Data Range line as shown below. Drag over the cells in Row 2 you wish to chart. Click the small box once again. What s New in Office 2010? Technology Department Olathe Public Schools Page 9

Click OK. The first sparkline is drawn in Row 2. Use the Fill Down box located in the bottom right corner of this cell to copy the formula down to the remaining row. What s New in Office 2010? Technology Department Olathe Public Schools Page 10

Conditional Formatting (Not covered in this tutorial.) Conditional formatting provides the ability to apply a format to a range of cells, and then have the formatting change according to the value of the cell or formula. In Excel 2010, this has been improved as well, including the addition of more styles and icons. Pivot Table Enhancements (Not covered in this tutorial.) Pivot tables are used to summarize, analyze, explore and present data. A Pivot table is a way to extract data from a long list of information and present it in a more meaningful and user friendly format. For example, you may have data of student scores in a spreadsheet. You could turn this into a pivot table, and then view only the Math scores for each pupil. New in Excel 2010 is a feature called Show Values As. Right click a Pivot table and choose Show Values As, you will see many new options here. It helps you in trying out several different calculations until you get exactly what you were looking for. The Slicer feature is new in Excel 2010 and provides a visualization of your PivotTable view so you can dynamically segment and filter the data to display. Like the Sparklines feature, you can also locate this option from the Insert tab. What s New in Office 2010? Technology Department Olathe Public Schools Page 11

What s New in PowerPoint 2010? Create a Video PowerPoint 2010 now lets you convert your Presentations in to Videos. Step-by-Step Open the sample PowerPoint file from the Desktop of the Computer. In order to create a video, click the File Tab, and choose Save & Send > Create a Video Change any settings you desire from the dialog box that appears. Choose the intended audience and media format. Select the location and enter a name for the file. Then click Create Video. PowerPoint 2010 creates a video of your PowerPoint file in Windows Media Video (.wmv) format. Locate the new video file and double-click it to play the video. Create another video using the 2nd PPT file from the Desktop. Use other settings for a different type of media (Internet or DVD). What s New in Office 2010? Technology Department Olathe Public Schools Page 12

Video Editing Tools Directly in PowerPoint PowerPoint 2010 introduces a variety of enhanced video features. Among the new features is a set of basic video editing tools built directly into PowerPoint. They're not as powerful as those found in full-blown video editing software but work well for common tasks such as trimming and compressing videos and adding fade-ins and fade-outs. Highlight a video you've embedded in a presentation, and the tools appear in the Ribbon. Step-by-Step Open the previously-used 3-slide sample PowerPoint file from the Desktop of the Computer. Insert a blank 4 th slide. From the Insert Tab, choose to Insert a Video from file. Select the sample wildlife video from the Videos Library as shown below. What s New in Office 2010? Technology Department Olathe Public Schools Page 13

Play the video for approximately 5 seconds and then Add a Bookmark to that location. Repeat and add another bookmark. Show the presentation in slide show view and hover over the bookmark and then click to move the video quickly to that location. What s New in Office 2010? Technology Department Olathe Public Schools Page 14

Trim the video to approximately 29 seconds by selecting the Trim Video command from the Ribbon. Drag the Red End Time marker to approximately 29 seconds. Select OK. The video now plays for the chosen amount of time. What s New in Office 2010? Technology Department Olathe Public Schools Page 15

Use the Fade In / Fade Out commands to cause the beginning and ending portions of the video to Fade In and Fade Out for approximately 1.5 seconds. View the slide show to view the change this makes. Increase the amount of fade time if desired. Crop Your Video to Play in a Shape by selecting the Video Shape command in the Ribbon. Practice placing a border and various video effects on the video using commands from the same Ribbon Group. What s New in Office 2010? Technology Department Olathe Public Schools Page 16

Video Controls Also useful is a set of video controls you can use during the presentation to pause, rewind, fast-forward, etc. New and very useful is the ability to embed videos from online videosharing sites such as YouTube. To embed the video, you go to the site, find the code for embedding the video you want (the code is prominently displayed on most sites, including YouTube), and then paste it into PowerPoint. The video will play as part of your presentation, although you'll need an Internet connection to do so because the video will play from the original site, not from your PC. Locate a video to embed into PowerPoint from YouTube. Locate the Embed Video section and copy the code. Sample Embed code from YouTube: <iframe width="425" height="349" src="http://www.youtube.com/embed/ghztuyaokpm" frameborder="0" allowfullscreen></iframe> Choose to Insert Video from a Web Site. Note: You may need to install Adobe Flash Player FIRST before this option will be active. If needed, go to Adobe.com and download the Adobe Flash Player and install it. Paste the code into the Embed box. The video will now play exactly as it would if you were viewing it on YouTube. You will need to click the play button to start the video and you can use the timeline controls as normal. Unlike videos inserted by selecting a file on your hard drive, you cannot apply some effects to Youtube videos. For example, the new and improved video reflection works on all frames of a standard video whereas it simply shows a black to white gradient for YouTube videos. What s New in Office 2010? Technology Department Olathe Public Schools Page 17

New and Easier to Use Animations In addition to video features, animations have been significantly improved in PowerPoint 2010. There are now far more animations from which to choose, and it's easier to use them via the Ribbon. You can also more easily edit your animations with a custom animation feature. And there's a new "Animation Painter" that lets you take any animation that you've selected or created, and apply that animation across multiple slides, without having to do it manually for each slide. Practice adding an animation to a piece of clipart and then using the animation painter. Add an animation to the first piece of clipart. With the 1 st piece of clipart selected, click Animation Painter. Now paint that animation on the 2 nd piece of clipart. Video Files are Always Embedded in the PowerPoint Presentation If you've ever used a video clip in a PowerPoint presentation, only to have it vanish when you've tried to run the presentation on someone else's computer, you'll appreciate PowerPoint 2010's new video tools. By default, any local video file that you insert is embedded in your presentation, so you don't have to worry about bundling additional files with your.pptx file. What s New in Office 2010? Technology Department Olathe Public Schools Page 18

Broadcast Feature One of the totally new features in PowerPoint 2010 is its broadcasting capabilities. At the moment, it only works with Microsoft's own sharing service (Windows Live), but Microsoft promised future plug-ins for other screen casting services. From the File tab, chose Save & Send > Broadcast Slide Show, and you'll get a link you can email, or pass onto anybody with a web browser, and they can see your slide show, slide by slide, as you move through it in a Live View. Your guests may be prompted to install SilverLight. Simply provide the URL to any users you wish to share the video and then start the slide show. Practice on your own with this option! What s New in Office 2010? Technology Department Olathe Public Schools Page 19