1 What s New in Office There is nothing wrong with change, if it is in the right direction. Winston Churchill

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1 1 What s New in Office Overview of Office 2007 Microsoft Office 2007 is the latest version of the Microsoft integrated application suite series. The Office suite is made up of Word, Excel, Access, PowerPoint and Outlook allowing users to develop everything from letters to budgets to presentations to s. Past versions of Microsoft Office built upon previous There is nothing wrong with change, if it is in the right direction. Winston Churchill versions. This led to more commands, which led to more toolbars and menus, which led to a very complicated interface. In order to use an Office application to its full potential, you needed to be an expert in that application, knowing where to track down commands which could only be found on seldom accessed toolbars and submenus. With Office 2007, Microsoft took a new approach to the Office suite, not only redesigning the interface, but also changing the way in which users work in the different applications. Past versions of the Office suite were command-focused. Office 2007 takes a more task-focused approach. Commands are now grouped in ways which help you complete the job you are currently working on. This change in approach is designed to help users produce more professional documents in a more efficient manner. 1.2 New User Interface With Office 2007 Microsoft departed from the traditional graphical user interface of menus and toolbars. Instead commands in Office 2007 are access through the Ribbon, a kind of super toolbar, and the Office Button menu. The Ribbon, Office Button menu, contextual tabs, galleries, and other interface elements comprise the new Office Fluent user interface, which was created to help people work faster and better. 1.3 What Happened to Task Panes? In Office 2003, Microsoft introduced task panes. Task panes were designed as work spaces to complete certain tasks, such as inserting clip art, creating new documents, and researching information. Task panes still exist in Office 2007, but are self-contained and are more limited than in Office Chapter Objectives In this chapter, you will learn about some of the new features in Microsoft Office 2007: The Ribbon Office Button Menu Quick Access Toolbar Mini Toolbars Live Preview What s New in Office

2 Enhanced ScreenTips Themes Preparing and Finishing Zoom File Formats 1.4 The Ribbon One of the first things you will most likely notice when you open a Microsoft Office 2007 application is the new look and feel of the application interface. Microsoft has replaced the standard menu bar and toolbars with an entirely new user interface. In many ways, the Office 2007 interface looks nothing like previous versions of Office. In Office 2007, commands are now accessed through the Ribbon. The Ribbon is located across the top of the application window and contains all the commands you need for creating documents. Figure 1 Standard Elements of the Office 2003 User Interface 2 What s New in Office 2007

3 Figure 2 The Ribbon The Ribbon consists of the following elements: Element Description Example Tabs Contextual Tabs Groups Commands Contain groups of commands for performing a general activity Contain commands applicable to specific elements in a document and only display when that element is active Subsets of tabs that contain related commands for performing specific tasks Buttons that when clicked change something in the document, or open another component within the application, such as a gallery or dialog box. In Microsoft Word, the Page Layout tab includes the groups of commands for modifying elements at the document level, including changing themes, page setup, and the page background. The Picture Tools Format tab displays only when a picture is selected; the tab contains only commands for modifying the look of a picture. In Microsoft Word, the Page Background group contains commands for changing the look of the background of the document. Clicking the Bold button applies bold formatting to text. What s New in Office

4 If you need more space for your document, you can minimize the Ribbon. To minimize the Ribbon: 1. Click the Customize Quick Access Toolbar button, and select Minimize the Ribbon. 2. When you click any of the tab commands, the Ribbon appears. 3. Clicking outside the Ribbon will automatically hide it again. 4. To display the Ribbon as you work, select the Minimize the Ribbon command again to de-activate the command. 1.5 Office Button Menu In previous versions of Microsoft Office, the File menu contained all the commands for opening, saving, and printing documents. In Microsoft Office 2007 these commands are accessible through the Office Button. The Office Button menu gives you access to the following features: Command New Open Save Save As Print Menu Prepare Menu Description Opens the New dialog box, where you can create new blank documents, or new documents based on templates. Opens the Open dialog box, where you can navigate to find documents and open them. Allows you to save the document using the current name in the current location. Opens the Save As dialog box, where you can save the document in a new location, as a different file type, or with a new name. Allows you to preview the document before printing, open the print dialog box, or send the document directly to the printer using the Quick Print command. Lists the final checks to run on your document before you distribute it to others, including checking for hidden metadata and checking for compatibility with earlier versions of Office. (Note: Access does not include a Prepare menu.) 4 What s New in Office 2007

5 Send Menu Publish Menu Close Allows you to send documents through or Internet fax. (Note: Access does not include the Internet fax option, since you cannot fax a database.) Lists various ways to publish your documents, including through document workspaces and a document management server. Some applications have specific ways to publish documents, such as posting a blog in Word or packaging a presentation for a CD in PowerPoint. Closes the active document without closing the application. Figure 3 The Office Button Menu At the bottom of the Office Button menu are two buttons [Application Name] Options and Exit [Application Name]. Clicking the [Application Name] Options button will open the Options dialog box for that application. Here you can customize how your version of the application works, including turning features on and off and specifying proofing options. Click the Exit [Application Name] button to close the application and all open documents. 1.6 Quick Access Toolbar The Quick Access toolbar is located at the top of the application window next to the Office Button. The Quick Access toolbar, as its name implies, gives you quick one-click What s New in Office

6 access to common commands. The Quick Access toolbar is a new feature in Microsoft Office The Quick Access toolbar is available in Word, Excel, PowerPoint, Access, and parts of Outlook. By default, the Quick Access toolbar includes the following three commands: Save Undo Saves the current document Reverses the last action taken Redo Reverses the last undone action Figure 4 The Quick Access Toolbar When working with the Ribbon, you will quickly realize that commands which used to always be available on the Standard toolbar are no longer accessible when you move to another tab. If you use a command often and want to have it available no matter which tab is displayed, you should add it to the Quick Access toolbar. To modify the Quick Access toolbar: 1. Click the Customize Quick Access Toolbar button, located on the right side of the toolbar. 2. Options with checkmarks next to them are already displayed on the toolbar. Options with no checkmark are not currently displayed. 3. Click an option to add it to or remove it from the Quick Access toolbar. From the Customize Quick Access Toolbar menu you can also change the placement of the toolbar. Click the Show Below the Ribbon command to move the toolbar below the Ribbon, but above the document area. 1.7 Mini Toolbars The Mini Toolbar gives you quick access to common commands for working with text and other objects in the Office applications. When you select text and then rest your mouse over the text, the Mini Toolbar fades in. You can then click a button to change the selected text just as you would on the Ribbon. Mini Toolbars are only available in Word, Excel, PowerPoint, and Outlook. 6 What s New in Office 2007

7 The Mini Toolbar comes with a set of pre-defined commands which cannot be modified. The Mini Toolbar for each application contains a slightly different set of commands. All of the Mini Figure 5 The Word Mini Toolbar Toolbars include the commands for changing the font, font size, and character effects. In addition to these base commands, each Mini Toolbar includes frequently used commands for that application. For example, the Mini Toolbar in PowerPoint includes the Shape Outline command. The Mini Toolbar in Excel includes commands for formatting numbers. The Mini Toolbars in Word and Outlook include the following commands: Command Icon Command Icon Font Grow Font Quick Styles Bold Center Font Color Increase Indent Font Size Shrink Font Format Painter Italic Text Highlight Color Decrease Indent Bullets To turn off the Mini Toolbar: 1. Click the Office Button and click the Word Options button. Note: In other applications, this button includes the name of the application followed by the word Options. For example, in Excel it is the Excel Options button. 2. In the Top options for working with Word section, uncheck the Show Mini Toolbar on selection option. Try It To display the Mini Toolbar, you can also right click the text. The Mini Toolbar appears above the shortcut menu. What s New in Office

8 1.8 Live Preview The Live Preview feature in Microsoft Office 2007 allows you to see formatting changes in your document before actually committing to the change. When Live Preview is active, rolling over a command on the Ribbon will temporarily apply the formatting to the currently active text or object. To apply the formatting, click the formatting option. Live Preview is only available in Word, Excel, PowerPoint, and Outlook. Figure 6 An example of Live Preview Use Live Preview to preview the following: Font Formatting Paragraph Formatting Quick Styles and Themes Table Formatting Picture Formatting SmartArt Including the font, font size, text highlight color, and font color Including numbering, bullets, and shading Including theme colors, theme fonts, and theme effects Including table styles and shading Including picture styles, borders, effects, positioning, brightness, and contrast Including layouts, styles, and colors 8 What s New in Office 2007

9 To turn off Live Preview: 1. Click the Office Button and click Word Options button. Note: In other applications, this button includes the name of the application followed by the word Options. For example, in Excel it is the Excel Options button. 2. In the Top options for working with Word section, uncheck the Enable Live Preview option. 1.9 Enhanced ScreenTips A ScreenTip is a small information box that displays the name of the command and appears when you rest your mouse over a button. An enhanced ScreenTip displays not only the name of the command, but also the keyboard shortcut (if there is one) and a short description of what the button does and when it is used. Certain enhanced ScreenTips also include an image along with a description of the command. Enhanced ScreenTips are only available in Word, Excel, PowerPoint, and Access. To display an enhanced ScreenTip, point to a button on the Ribbon. The ScreenTip appears along with the name, description, and keyboard shortcut. Figure 7 An enhanced ScreenTip If you do not want to use the enhanced ScreenTips, you can turn off ScreenTips or only show the name of the command in the ScreenTip. What s New in Office

10 To modify how ScreenTips display: 1. Click the Office Button and click the Word Options button. Note: In other applications, this button includes the name of the application followed by the word Options. For example, in Excel it is the Excel Options button. 2. Click the ScreenTip style: drop-down arrow and select an option to show ScreenTips with descriptions (enhanced ScreenTips), to show ScreenTips without descriptions, or to not show ScreenTips at all Themes When creating a document, it can be difficult choose the right color or know which fonts work well together. Instead of struggling to put all the formatting pieces together and hoping they work, you should use themes in your documents. A theme is a group of formatting options created to work well together that you apply to an entire document. Themes include font, color, and effect styles which are applied to specific elements of a document. Applying a theme to your document is a quick way to give it a polished, professional look. Themes are available in Word, Excel, PowerPoint, and Outlook. To apply a theme to a document: 1. Click the Page Layout tab on the Ribbon. 2. In the Themes group, click the Themes button. 3. Click an option in the Built-In section to apply it to your document. Figure 8 The Themes Gallery Although themes are designed to make it easy for you to create a cohesive look for documents, you may find that the themes available in the Microsoft Office applications are close to what you want, but not quite right for your document. To create your own version of a theme, all you need to do is change the theme s color, font, or effect styles. When you modify an existing theme, you can save it out as your own custom theme. The file will be saved with the.thmx file extension. The theme will be saved in the Document Themes folder and will be available from Excel, PowerPoint, Word, and Outlook. 10 What s New in Office 2007

11 1.11 Preparing and Finishing When you create a document, it may contain hidden information that you are not aware of. Some of this information could be personal data about yourself that you do not want others to have access to. Before you send a document to others, there are a number of tasks you may want to perform to protect your personal information. In addition, if your document contains sensitive information, you may want to add security to the document, such as a password, before you send the document to anyone else. In Office 2007, the Prepare menu includes seven commands to perform before sending your documents to others: Command Properties Inspect Document Encrypt Document Restrict Permissions Add a Digital Signature Mark as Final Run Compatibility Checker Description Displays the Document Information Panel where you can change the document s author, title, subject, keywords, category, and status properties. Checks the document for comments, versions, hidden metadata, personal information, custom XML data, headers, footers, watermarks, and hidden text. After you have checked the document for these items, you can choose to remove them from the document. Allows you to add a password to the document. Allows you to set permissions, allowing others to view your document but not edit, copy, or print the document. Allows you to digitally sign the document ensuring its reliability. Makes the document read-only and lets others know that the document is in its final form. Checks the document for features not available in previous versions of Microsoft Office. What s New in Office

12 Figure 9 The Word Prepare Menu The Prepare Menu is only available in Word, Excel, and PowerPoint. Access includes a Manage menu on the Office Button menu where you can back up the database, run the Compact and Repair command on a database, or view the database s properties Zoom The Zoom Slider allows you to quickly zoom in and out of documents. Zooming into a document makes the text larger. If you have difficulties with your eyesight, zooming into a document can make it easier to read. Zooming out of a document makes the text smaller. As you zoom out in Print Layout view, Word makes the document smaller and smaller, eventually displaying multiple pages on the screen giving you a quick preview of how the document will layout across multiple pages when printed. To zoom into a document you can: Click the Zoom Slider on the status bar and drag it to the right. Click the Zoom In button. Each time you click the button the zoom will increase by 10 %. To zoom out of a document you can: Click the Zoom Slider on the status bar and drag it to the left. 12 What s New in Office 2007

13 Click the Zoom Out button. Each time you click the button the zoom will decrease by 10%. Figure 10 The Zoom Slider Other zoom options are available from the Zoom group on the View tab. In the Zoom group, you can quickly change the zoom of the document to 100% of its normal size by clicking the 100% button. You can also change the zoom to display one entire page on the screen or two pages on the screen. Try It You can also change the zoom on a document through the Zoom dialog box. To open the Zoom dialog box, click the Zoom Level next to the Zoom Slider on the status bar, or click the View tab and click the Zoom button File Formats In Office 2007, Microsoft introduced new file formats for Word, Excel, and PowerPoint based on XML (Extensible Markup Language). These new file formats are part of the Microsoft Office Open XML Formats. These new file formats allow for smaller, more secure files. The new formats better protect your privacy, while at the same the open XML formats allow for more flexibility when working with other programs. This table lists the new file extensions for the Microsoft Office 2007 applications: What s New in Office

14 Application File Extension Template Extension Microsoft Word 2007.docx.dotx Microsoft Excel 2007.xlsx.xltx Microsoft PowerPoint 2007.pptx.potx While Microsoft Access 2007 does not use the new Microsoft Office Open XML Formats, you will notice that Access databases no longer use the.mdb extension, they now use.accdb as their extension. You can open files created in previous versions of Microsoft Office in Office When you open a file created in a previous version of Microsoft Office, the file will open in compatibility mode. Compatibility mode allows you to work with document, but disables many of the new features of Office 2007 allowing others with previous versions of Office the ability to work with the document. For example, in compatibility mode the SmartArt diagrams revert to the old diagrams available in Office Other features, such as the robust picture formatting, are not available. If you are using an older version of Microsoft Office, you can open files saved in the new XML file formats, but you will need to download the Microsoft Office Compatibility Pack from Microsoft s Download Center ( When you open Office 2007 files in previous versions of Microsoft Office, features such as themes, SmartArt, graphic effects, and content controls are converted to new formats and lose much of their capabilities. Once a feature has been converted, it cannot be changed back to its original state, even if you save the document in the new Office 2007 file format. 14 What s New in Office 2007