introductionto microsoft office 2007 training presentati on 092309 2

Introduction to Microsoft Office 2007

Mark E. Glenn, M.S.W.

Network & Desktop Operations

Supervisor

Information Technology Division

Purpose

• Prepare EOC Users for newly deployed

software upgrades in the EOC

• Provide a high level overview

• Provide resources and tools

• Deployment Plan Explanation

Agenda

• Intro to the 2007 Microsoft Office

System

• New features in Outlook, Word & Excel

• The New Office Ribbon

• The Office Button

• Quick Access Toolbar

• Questions and Demonstrations

Introduction to the 2007 Microsoft Office System

Microsoft Outlook 2007

What’s New?

Overview: A new version of Outlook

Look out! There’s a new version of Outlook.

It has a whole new look along with new features. But don’t worry, that doesn’t mean you’ll need to spend a lot of time learning a new program.

Instead, the new design and new features will help you more efficiently and easily accomplish the tasks you do in Outlook every day.

What’s changed and whyThe first time you create a message in Outlook 2007 (or open one you receive), you’ll see the Ribbon.

It’s the band across the top of the window.

One of the most dramatic changes in Outlook, the Ribbon gives Outlook its new look.

But as you get up to speed, you’ll see that the change is more than visual—it’s there to help you get things done more easily and with fewer steps.

Introducing the RibbonHere’s a new e-mail message. The Ribbon is at the top of the window.

The Ribbon is visible each time you create or edit something in Outlook.

Why the new system? Microsoft carefully researched how people use commands in Outlook.

As a result of that research, some Outlook commands are now more prominent, and common commands are displayed and grouped in ways that make them easy to find and use.

A closer look at the RibbonTo better help you learn how to use the Ribbon, here’s a guide to its basic arrangement.

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Tabs: The Ribbon is made up of different tabs, each related to specific kinds of work you do in Outlook.

Groups: Each tab has several groups that show related items together.

Commands: A command is a button, a box to enter information, or a menu.

The Ribbon shows what you needOnce again, you’ll encounter the Ribbon when you take certain actions such as creating messages, calendar entries, or contacts.

The Ribbon shows tabs and commands appropriate for what you’re doing.

That is, the tabs on the Ribbon will differ depending on the area of Outlook you’re working in.

The picture shows some of these differences.

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A new message shows the Message and Options tabs.

A new appointment shows the Appointment tab.

A new contact shows the Contact tab.

The Ribbon shows what you need

There’s more than meets the eyeA small arrow at the bottom of a group means there’s more available than what you see.

This button is called the Dialog Box Launcher.

The picture shows that to see a full list of font options, you’d click the arrow next to the Basic Text group on the Message tab of a new e-mail message.

The Mini toolbarThe Mini toolbar allows you to quickly access formatting commands right where you need them: in the body of an e-mail message.

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Select your text by dragging with your mouse, and then point at the selection.

The Mini toolbar appears in a faded fashion. If you point to it, it becomes solid. You can click a formatting option.

The picture shows how it works:

The Quick Access ToolbarThe Quick Access Toolbar is a small toolbar above the Ribbon.

It’s there to make the commands you need and use most often readily available.

What’s best about the Quick Access Toolbar? What’s on it is up to you.

That is, you can add your favorite commands to it with a simple right-click.

A new look for the calendarThe new design of the calendar in Outlook 2007 makes it easier to see what’s what.

Moving around is easier, too.

3 Also new is the Tasks area. It shows your current and upcoming tasks and tracks your accomplishments, too.

The picture shows some examples:

A new look for contactsIn Outlook 2007, Electronic Business Cards make contacts easy to view and easy to share.

You’ll first notice the new look for contacts when you click Contacts to switch to that area of Outlook.

You can send Electronic Business Cards through e-mail. You might want to include your own Electronic Business Card as part of your e-mail signature.

A new look for contactsNotice that in this picture, the Navigation Pane is minimized to show more of the Contacts pane.

You can minimize the Navigation Pane from any area of Outlook by clicking the Minimize the Navigation Pane button.

Microsoft Word 2007

What’s New?

Overview: Have you heard the word?

Word 2007 is out. It’s exciting, and it’s designed to be better and more productive than the version you’re used to.

But it may look a little unfamiliar. So we wanted to prepare you a little bit so you will be aware of some of the changes.

Find out how to get the best out of the new and easier version of Word, and see how to do the everyday things you’ve always done with online resources that will be provided.

Get to know the RibbonWhen you first open Word 2007, you may be surprised by its new look.

Most of the changes are in the Ribbon, the area that spans the top of Word.

The Ribbon brings the most popular commands to the forefront, so you don’t have to hunt in various parts of the program for things you do all the time.

Why the change? To make your work easier and faster.

Use the Ribbon for common actions

The Ribbon offers ease of use and convenience, with all common actions shown in one place.

For example, you can cut and paste text by using commands on the Home tab; change text formatting by using a Style; and alter the page background color on the Page Layout tab.

What’s on the Ribbon?Getting familiar with the three parts of the Ribbon will help you understand how to use it.

They are tabs, groups, and commands.

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Tabs: The Ribbon has seven basic ones across the top. Each represents an activity area.

Groups: Each tab has several groups that show related items together.

Commands: A command is a button, a menu, or a box where you can enter information.

Dialog Box Launchers in groups

At first glance, you may not see a certain command from a previous version.

Fret not.

Some groups have a small diagonal arrow in the lower-right corner called the Dialog Box Launcher .

Click it to see more options related to that group. They’ll appear in a familiar-looking dialog box or task pane that you recognize from a previous version of Word.

Temporarily hide the RibbonThe Ribbon makes everything nicely centralized and easy to find.

But sometimes you don’t need to find things. You just want to work on your document, and you’d like more room to do that.

In that case, it’s just as easy to hide the Ribbon temporarily as it is to use it.

Temporarily hide the RibbonThe Ribbon makes everything nicely centralized and easy to find.

1. Double-click the active tab. The groups disappear so that you have more room.

2. To see all the commands again, double-click the active tab again to bring back the groups.

Here’s how:

Use the keyboardOkay, keyboard people, these slides are for you.

The Ribbon design comes with new shortcuts.

• There are shortcuts for every single button on the Ribbon.

• Shortcuts often require fewer keys.

This change brings two big advantages over previous versions of Office programs:

Use the keyboardThe new shortcuts also have a new name: Key Tips.

1. Press the Key Tip for the tab you want to display. For example, press H for the Home tab. This makes all the Key Tips for that tab’s commands appear.

2. Press the Key Tip for the command you want.

Next:

To use Key Tips, start by pressing ALT.

Microsoft Excel 2007

What’s New?

Overview: A hands-on introduction

Excel 2007 has a new look! It’s got the familiar worksheets you’re accustomed to, but with some changes.

Notably, the old look of menus and buttons at the top of the window has been replaced with the Ribbon.

More commands, but only when you need them

The commands on the Ribbon are the ones you use the most.

Instead of showing every command all the time, Excel 2007 shows some commands only when you may need them, in response to an action you take.

So don’t worry if you don’t see all the commands you need at all times. Take the first steps, and the commands you need will be at hand.

More options, if you need them

Sometimes an arrow, called the Dialog Box Launcher, appears in the lower-right corner of a group.

This means more options are available for the group.

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On the Home tab, click the arrow in the Font group.

Click the Dialog Box Launcher , and you’ll see a dialog box or task pane. The picture shows an example:

The Format Cells dialog box opens, with superscript and other options related to fonts.

What about favorite keyboard shortcuts?

If you rely on the keyboard more than the mouse, you’ll want to know that the Ribbon design comes with new shortcuts.

• There are shortcuts for every single button on the Ribbon.

• Shortcuts often require fewer keys.

This change brings two big advantages over previous versions of Excel:

What about favorite keyboard shortcuts?

The new shortcuts also have a new name: Key Tips.

For example, here’s how to use Key Tips to center text:

You press ALT to make Key Tips appear.

Press ALT to make the Key Tips appear.

Press H to select the Home tab.

Press A, then C to center the selected text.

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A new viewNot only the Ribbon is new in Excel 2007.

Page Layout view is new, too.

If you’ve worked in Print Layout view in Microsoft Office Word, you’ll be glad to see Excel with similar advantages.

Working with different screen resolutions

Everything described so far applies if your screen is set to high resolution and the Excel window is maximized.

If not, things look different.

• When the Excel window isn’t maximized. Some groups will display only the group name.

When and how do things look different?

• With Tablet PCs. On those with smaller screens, the Ribbon adjusts to show smaller versions of tabs and groups.

Summary

• Office 2007 - a completely new interface

• New ways to perform familiar tasks

• New features

• Monumental changes that will require

time to adjust and get acclimated.

• We encourage all to take advantage of

numerous training resources.

More Information & Resources

• Help.Desk@mil.wa.gov

• Microsoft.com/office