The New Office 2007 Environment

Transcription

1 The New Office 2007 Environment The new Office environment is designed to more closely reflect the way people generally work with the program. This environment introduces the following elements: Commands related to managing documents as a whole (rather than document content) are gathered together on a menu that is displayed when you click the Microsoft Office Button. Commands can be represented as buttons on the Quick Access Toolbar to the right of the Microsoft Office Button. By default, this toolbar displays the Save, Undo, and Repeat buttons, but you can customize the toolbar to include any command that you use frequently. Below the title bar is the Ribbon, which makes all the capabilities of Word available in a single area so that you can work efficiently with the program. Commands related to working with document content are represented as buttons on the tabs that are organized on the Ribbon, which is part of the user interface of several programs in the 2007 Microsoft Office system. This user interface is called Microsoft Office Fluent. Clicking a tab displays its buttons. On each tab, buttons are organized into groups. Depending on the size of the program window, in some groups the button you are likely to use most often is bigger than the rest. Related but less common commands are available in a dialog box, which you can display by clicking the Dialog Box Launcher at the right end of the group's title bar. The Office Help button appears at the right end of the Ribbon. The goal of the redesigned environment is to make working on a document more intuitive. Commands for tasks you perform often are no longer hidden on menus and in dialog boxes, and features that you might not have discovered before are now more visible. For example, when a formatting option has several choices available, they are often displayed in a gallery of thumbnails. These galleries give you an at-a-glance picture of each choice. If you point to a thumbnail in a gallery, an awesome new feature called Live Preview shows you what that choice will look like if you apply it to your document. In the new Office environment, the way that you save a document and the format that you save it in depends on how you plan to use the document. For example, if the document is for your own use and you never expect to open it in a previous version of Microsoft Office Word, the simplest way to save it is to use the Save command, using all the default settings. However, if you are posting the document for others to open, if people reading your document are using software other than Microsoft Office Word 2007, or if you intend to open the document on another computer, you need to choose how and where you want to save the document. The following diagram identifies the various parts of the new Office environment (using Microsoft Word and the example): Office 2007 Training Session Handout Page 1

2 Office 2007 Training Session Handout Page 2

3 What is the Microsoft Office Button? The user interface has been significantly redesigned in the following 2007 Microsoft Office system programs: Word, Excel, PowerPoint, Access, and Outlook (in the composing and reading windows). The Microsoft Office Button replaces the File menu and is located in the upper-left corner of these Microsoft Office programs. When you click the Microsoft Office Button, you see the same basic commands available in earlier releases of Microsoft Office to open, save, and print your file. However, in the 2007 Office release, more commands are now available. Use the Ribbon When you first start some of the programs in 2007 Microsoft Office system, you may be surprised by what you see. The menus and toolbars in some programs have been replaced with the Ribbon, which is part of the Microsoft Office Fluent user interface. The Ribbon as it appears in Microsoft Office Word 2007 The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a picture is selected. Office 2007 Training Session Handout Page 3

4 The Ribbon in Word The Ribbon in Excel The Ribbon in Access The Ribbon in PowerPoint The Ribbon in an Outlook 2007 message. Office 2007 Training Session Handout Page 4

5 Can I customize the Ribbon? The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups that are collected together under tabs. Because each tab relates to a type of activity, such as writing or laying out a page, it is not possible to customize the Ribbon without using XML and programming code. Things you can't do Things you can do Change or remove a command or group on the Ribbon Switch to the toolbars and menus from earlier versions of Microsoft Office Minimize the Ribbon to make more space available on your screen Move the Quick Access Toolbar to position it below or above the Ribbon Add to or rearrange the commands on the Ribbon Customize the Quick Access Toolbar to add buttons that represent the commands that you frequently use Add tabs to the Ribbon, unless you use XML and programming code Use XML and programming code to extend the Fluent user interface by adding custom tabs, buttons, check boxes, or Dialog Box Launchers. For more information, go to the Microsoft Developer Network (MSDN) Minimize the Ribbon The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups that are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce screen clutter, some tabs are shown only when they are needed. There is no way to delete or replace the Ribbon with the toolbars and menus from the earlier versions of Microsoft Office. However, you can minimize the Ribbon to make more space available on your screen. Always keep the Ribbon minimized 1. Click Customize Quick Access Toolbar. 2. In the list, click Minimize the Ribbon. To use the Ribbon while it is minimized, click the tab you want to use, and then click the option or command you want to use. For example, with the Ribbon minimized, 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. Keep the Ribbon minimized for a short time To quickly minimize the Ribbon, double-click the name of the active tab. Double-click a tab again to restore the Ribbon. Keyboard shortcut: To minimize or restore the Ribbon, press CTRL+F1. Office 2007 Training Session Handout Page 5

6 Restore the Ribbon 1. Click Customize Quick Access Toolbar. 2. In the list, click Minimize the Ribbon. Keyboard shortcut: To minimize or restore the Ribbon, press CTRL+F1. The Quick Access Toolbar The Quick Access Toolbar is a customizable toolbar that contains a set of commands that are independent of the tab that is currently displayed. You can move the Quick Access Toolbar from one of the two possible locations, and you can add buttons that represent commands to the Quick Access Toolbar. Move the Quick Access Toolbar The Quick Access Toolbar can be located in one of two places: 1. Upper-left corner next to the Microsoft Office Button (default location) 2. Below the Ribbon, which is part of the Microsoft Office Fluent user interface If you don't want the Quick Access Toolbar to be displayed in its current location, you can move it to the other location. If you find that the default location next to the Microsoft Office Button is too far from your work area to be convenient, you may want to move it closer to your work area. The location below the Ribbon encroaches on the work area. Therefore, if you want to maximize the work area, you may want to keep the Quick Access Toolbar in its default location. 1. Click Customize Quick Access Toolbar. 2. In the list, click Show Below the Ribbon or Show Above the Ribbon. Add a command to the Quick Access Toolbar You can add a command to the Quick Access Toolbar directly from commands that are displayed on the Office Fluent Ribbon. 1. On the Ribbon, click the appropriate tab or group to display the command that you want to add to the Quick Access Toolbar. 2. Right-click the command, and then click Add to Quick Access Toolbar on the shortcut menu. You can also customize the Quick Access Toolbar by opening the application options dialog box and adding from a list of commands. The dialog box can be access two different ways: 1. Right-click on the Quick Access Toolbar and choose Customize Quick Access Toolbar 2. Click the Microsoft Office button, and in the lower right corner choose Application Name Options (for example: Word Options). Office 2007 Training Session Handout Page 6

7 The following window will open - you can choose commands from the list in the left column and add them to the right column (anything in the right column will appear on your Quick Access Toolbar). Use the up and down arrows to change the position of the command on the toolbar. Notes You cannot increase the size of the buttons representing the commands by an option in Microsoft Office. The only way to increase the size of the buttons is to lower the screen resolution you use. You cannot display the Quick Access Toolbar on multiple lines. Only commands can be added to the Quick Access Toolbar. The contents of most lists, such as indent and spacing values and individual styles, which also appear on the Ribbon, cannot be added to the Quick Access Toolbar. Office 2007 Training Session Handout Page 7

8 Live Preview Preview formats, fonts, and styles before you apply them You can quickly see how formatting options like fonts and Quick Styles will look in place before you commit to them, by using the Live Preview feature that is included in several programs in the 2007 Microsoft Office system. By pointing to various formatting choices, you can instantly see how those choices would appear on selected text and objects. For example, if you are trying to choose a font in Microsoft Office Word, just move the pointer down the font list to see the effect of each font on any text that you have selected. When you finish previewing formats and styles, move the pointer over the format or style that you like, and then click to apply it. Preview font formatting changes Do the following in these 2007 Microsoft Office system programs: Excel, PowerPoint, or Word 1. Select the text that you want to format. 2. On the Home tab, in the Font group, do any of the following: 3. Click the arrow next to the Font box, and then move the pointer over the fonts that you want to preview. 4. Click the arrow next to the Font Size box, and then move the pointer over the font sizes that you want to preview. 5. Click the arrow next to the Text Highlight Color button (in Office Excel 2007, the Fill Color button), and then move the pointer over the highlight or fill colors that you want to preview. Note: Text Highlight Color button is not available in Office PowerPoint Click the arrow next to the Font Color button, and then move the pointer over the font colors that you want to preview. When you finish previewing the formatting choices, do one of the following: To apply the previewed formatting, click the selected font name, font size, or color in the list. To cancel live previewing without applying any changes, press ESC. Outlook 1. Create a new Outlook item (for example, a new message). 2. In the message body, select the text that you want to format. 3. On the Message tab, in the Basic Text group, do any of the following: o Click the arrow next to the Font box, and then move the pointer over the fonts that you want to preview. o Click the arrow next to the Font Size box, and then move the pointer over the font sizes that you want to preview. o Click the arrow next to the Text Highlight Color button, and then move the pointer over the highlight colors that you want to preview. o Click the arrow next to the Font Color button, and then move the pointer over the font colors that you want to preview. Office 2007 Training Session Handout Page 8

9 When you finish previewing the formatting choices, do one of the following: o To apply the previewed formatting, click the selected font name, font size, or color in the list. Preview paragraph formatting changes Do the following in these 2007 Microsoft Office system programs: PowerPoint or Word 1. Select the text that you want to format. 2. On the Home tab, in the Paragraph group, do any of the following: o Click the arrow next to the Bullets button, and then move the pointer over the bulleted list styles that you want to preview. o Click the arrow next to the Numbering button, and then move the pointer over the numbered list styles that you want to preview. o Click the arrow next to the Shading button (Office Word 2007 only), and then move the pointer over the shading colors that you want to preview. When you finish previewing the formatting choices, do one of the following: o To apply the previewed formatting, click the selected paragraph style or color in the list. Outlook 1. Create a new Outlook item (for example, a new message). 2. In the message body, select the text that you want to format. 3. On the Format Text tab, in the Paragraph group, do any of the following: o Click the arrow next to the Bullets button, and then move the pointer over the bulleted list styles that you want to preview. o Click the arrow next to the Numbering button, and then move the pointer over the numbered list styles that you want to preview. o Click the arrow next to the Shading button, and then move the pointer over the shading colors that you want to preview. 4. When you finish previewing the formatting choices, do one of the following: o To apply the previewed formatting, click the selected paragraph style or color in the list. Office 2007 Training Session Handout Page 9

10 Preview Quick Style formatting changes Quick Styles are predefined formatting combinations of fonts, colors, and paragraph formatting that are designed to help save you time. You can apply a Quick Style from the gallery, customize the existing styles, or create your own. Do the following in these 2007 Microsoft Office system programs: Word 1. Select the text or paragraph that you want to format. 2. On the Home tab, in the Styles group, do any of the following: o In the Quick Styles gallery, move the pointer over any of the styles that you want to preview. Tip: Click the More arrow to view and preview additional choices. o Click Change Styles, point to Style Set, and then move the pointer over any of the choices in the list. 3. When you finish previewing the formatting choices, do one of the following: o To apply the previewed formatting, click the selected style in the list. Excel 1. Select the cells that you want to format. 2. On the Home tab, in the Styles group, do any of the following: o Click Format as Table, and then pause on the various styles to see the styles. Note: To see various styles applied to your table, you must have previously applied a table style. o Click Cell Styles, and then pause on the various styles to see the styles. 3. When you finish previewing the formatting choices, do one of the following: o To apply the previewed formatting, click the selected style in the list. Office 2007 Training Session Handout Page 10

11 PowerPoint 1. Create or open a presentation. 2. On the Design tab, in the Themes group, do any of the following: o In the Quick Styles gallery, move the pointer over any of the themes that you want to preview. Tip: To view and preview additional choices, click the More arrow. o Click Colors, and then move the pointer over any of the color style choices in the list. o Click Fonts, and then move the pointer over any of the font style choices in the list. 3. On the Animations tab, in the Transitions to This Slide group, do the following: o In the gallery, move the pointer over any of the animation styles that you want to preview. Tip: To view and preview additional choices, click the More arrow. 4. When you finish previewing the formatting choices, do one of the following: o To apply the previewed formatting, click the selected style in the list. Outlook 1. Create a new Outlook item (for example, a new message). 2. In the message body, select the text that you want to format. 3. On the Format Text tab, in the Styles group, do one of the following: o Move the pointer over any of the styles in the gallery that you want to preview. o Click Change Styles, point to Style Set, and then move the pointer over any of the choices in the list. 4. When you finish previewing the formatting choices, do one of the following: o To apply the previewed formatting, click the selected style in the list. Office 2007 Training Session Handout Page 11

12 Preview picture formatting changes Do the following in these 2007 Microsoft Office system programs: Excel, PowerPoint, or Word 1. Select a picture or graphic that you want to format. 2. On the Format tab (Picture Tools), in the Picture Styles group, do any of the following: o In the gallery, move the pointer over any of the picture styles that you want to preview. Tip: To view and preview additional choices, click the More arrow. o Click Picture Border, and then move the pointer over any of the picture borders in the list. o Click Picture Effects, point to an effects category, and then move the pointer over any of the effects in the list. 3. When you finish previewing the formatting choices, do one of the following: o To apply the previewed formatting, click the selected style in the list. Note: Previewing and applying styles to pictures do not modify your original image files. You can safely preview, apply, change, and remove picture styles as often as you want. Outlook Create a new Outlook item (for example, a new message). In the message body, insert and then select the picture or graphic that you want to format. On the Format tab (Picture Tools), in the Picture Styles group, do any of the following: o In the gallery, move the pointer over any of the picture styles that you want to preview. Tip: To view and preview additional choices, click the More arrow. o Click Picture Border, and then move the pointer over any of the picture borders in the list. o Click Picture Effects, point to an effects category, and then move the pointer over any of the effects in the list. When you finish previewing the formatting choices, do one of the following: o To apply the previewed formatting, click the selected style in the list. The Live Preview feature works for many other formatting choices in Office Excel 2007, Office Outlook 2007, Office PowerPoint 2007, and Office Word 2007, including tables, charts, shapes, and SmartArt graphics Office 2007 Training Session Handout Page 12

13 Turn on or off Live Preview Do the following in these 2007 Microsoft Office system programs: Excel, Outlook, PowerPoint, or Word 1. Click the Microsoft Office Button, and then click Excel Options, Outlook Options, PowerPoint Options, or Word Options. 2. Click Popular, and then select or clear the Enable Live Preview check box. Note: By default, the Live Preview feature is turned on in all 2007 Microsoft Office system programs that support it. Each program remembers your Live Preview preference independently from the other programs. For example, you can choose to turn off Live Preview in Office PowerPoint 2007 and leave it turned on in Office Word Save a document The way that you save a document and the format that you save it in depends on how you plan to use the document. For example, if the document is for your own use and you never expect to open it in a previous version of a Microsoft Office Word, the simplest way to save it is to use the Save command, using all the default settings. However, if you are posting the document for others to open, if people reading your document are using software other than Microsoft Office Word 2007, or if you intend to open the document on another computer, you need to choose how and where you want to save the document. If you commonly save documents in a particular place or format, you can adjust settings so that Word defaults to these choices. IMPORTANT If you intend to share the document with other readers, be sure to use the Prepare menu under the Microsoft Office Button before you save the document. The Prepare menu provides commands that enhance the privacy, security, authenticity of your document, as well as, a compatibility checker. Save a document for the first time 3. On the Quick Access Toolbar, click Save, or press CTRL+S. 4. Type a name for the document, and then click Save. Word saves the document in a default location. To save the document in a different location, select another folder. If you want to change the default location where Word saves documents, adjust the settings for saving documents through the application options. Office 2007 Training Session Handout Page 13

14 Save an existing document as a new document To prevent overwriting the original document, use the Save As command to create a new file as soon as you open the original document. 1. Open the document that you want to use as the basis for the new document. 2. Click the Microsoft Office Button, and then click Save As. 3. Type a name for the document, and then click Save. 4. Word saves the document in a default location. 5. To save the document in a different location, select another folder. If you want to change the default location where Word saves documents, adjust the settings for saving documents through the application options. 6. Edit the document the way that you want. Save a document so that it can be opened in a previous version of Word If you save your document in the default file format in Office Word 2007, users of previous versions of Word must install the Microsoft Office Compatibility Pack for 2007 Office Word, Excel, and PowerPoint File Formats to open the document. The direct link for this download is: C6BB74CD1466&displaylang=en Alternatively, you can save the document in a format that can be opened directly in previous versions of Word, but formatting and layout that depend on new features in Office Word 2007 will not be available in the previous version of Word. 1. Click the Microsoft Office Button, and then point to Save As. 2. Click Word Format. 3. Type a name for the document, and then click Save. Office 2007 Training Session Handout Page 14

15 Compatibility Checker When you open a document in a Microsoft Office 2007 application that was created in another version (Microsoft Office Word 2003, Word 2002, or Word 2000, for example), Compatibility Mode is turned on, and you see Compatibility Mode in the title bar of the document window. Compatibility Mode ensures that no new or enhanced features in Office Word 2007 are available while you are working with a document, so that people who are using previous versions of Word will have full editing capabilities. You can work in Compatibility Mode or you can convert your document to the Office 2007 file format. Converting your document allows you to access the new and enhanced features in Office However, people who are using previous versions of that application may be prevented from or have difficulty editing certain portions of the document that were created by using new or enhanced features in Office The Compatibility Checker lists elements in your file that aren't supported or will behave differently in Office versions other than Office 2007 (Example: Word format). Some of these features will be permanently changed and won't be converted to Microsoft Office 2007 elements even if you later convert the document to Office 2007 format. In the Compatibility Checker, you can review a summary of elements that behave differently in previous versions of applications and then either click Continue to save the document in another format (for example: Word format) or click Cancel. Check each Office 2007 application s Help section for specific compatibility issues. Check a document for compatibility 1. Click the Microsoft Office Button, and hover over the arrow to the right of Prepare. 2. Click Run Compatibility Checker. Note: Click the Help question mark button in the upper right corner of the open dialog box for additional details on how to use this feature. Office 2007 Training Session Handout Page 15

16 Convert a document to Office Word Click the Microsoft Office Button, and then click Convert. 4. In the Microsoft Office Word dialog box, click OK. 5. Do one of the following: o To replace the original file with a file in the Office Word 2007 file format, click the Microsoft Office Button, and then click Save. o To save the original document in its original file format and create another document in the Office Word 2007 file format, click the Microsoft Office Button, click Save As, and then type a new name for the file. You can access an online interactive guide for Word, PowerPoint, Excel, and some Outlook options by using Help 1. Click the Help button in the upper right corner of the application. 2. Type Interactive Guide in the search field. 3. Click the Interactive: link (for example, in Word, click Interactive: Word 2003 to Word 2007 command reference guide. ) 4. Click Start the guide. 5. Once the Internet launches the Webpage, click Start. 6. If you hover over a 2003 command, a screen tip tells you where to find that option in If you click the command, another window opens and displays the correct location in Tip: save the guides to your Favorites folder for future use. If you plan on using a specific application, open the guide before you start working and keep it minimized as you work. As needed, maximize the window to find commands easily. Office 2007 Training Session Handout Page 16