course title · web viewthe most obvious difference is the absence of menus and toolbars. instead...
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Getting to Know Office 2007The aim of this handout is for users of Microsoft Office 2003 to be able to use the new features of the Microsoft Office 2007 products including Word, Excel, Access and PowerPoint.This handout was created by the PDU IT Training group in conjunction with IT Desktop & Collaboration Systems group.
For further information, contact:Gordon Grant BAEd - PDU Consultant IT TrainingPhone: (02) 9678 7447Fax: (02) 9678 7474E-mail: [email protected]
OutlineOffice 2007 Screen Layout...........................................................................1Microsoft Office Button................................................................................2Quick Access Toolbar...................................................................................3The Ribbon...................................................................................................4
What is the Ribbon?..................................................................................4Hiding and Displaying the Ribbon.............................................................4Dialog Box Launcher.................................................................................5
Mini Toolbar.................................................................................................5File Formats and Compatibility....................................................................6
Compatibility Mode...................................................................................7Tools Options...............................................................................................8Help..............................................................................................................9Zoom............................................................................................................9Word Line Spacing.....................................................................................10Changing the Default Font.........................................................................10Key Tips.....................................................................................................11Keyboard Shortcuts....................................................................................12Further Help...............................................................................................14
PDU Computer Training..........................................................................14Office Interactive Guides........................................................................14Keyboard Quick Reference Cards...........................................................14
PDU Learning Guide Getting to know Office 2007
Office 2007 Screen LayoutWhen you use Microsoft Office 2007 for the first time you'll notice that it looks very different previous versions of Office. The programs that have undergone the most change include Word, Excel, Access and PowerPoint; these are the programs that are addressed in this document.
The most obvious difference is the absence of menus and toolbars. Instead of these features, Office 2007 uses the Office Button, the Quick Launch Toolbar, Ribbons, Tabs and Commands. Below is a picture of Microsoft Word 2007 highlighting the new features (Excel, Access and PowerPoint have a similar structure).
Note, Outlook and Publisher have retained a similar menu and toolbar structure to previous versions so changes to these programs are not outlined in this document.
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Microsoft Office Button
Quick Access Toolbar
Tabs The Ribbon
Commands
Page Numbers
Word Count
View Buttons
Zoom Control
Dialog Box Launcher
Help Button
Getting to know Office 2007 PDU Learning Guide
Microsoft Office ButtonThe Microsoft Office Button is located in the top left hand corner of your screen. When you click on this button a menu appears, the menu is similar to the File menu in previous versions of Office. It includes commands such as New, Open, Save and Print.
When you first click on the Office Button the right side of the menu lists recently opened files so that you have quick access to files you frequently work on. When you point to one of the commands on the left side of the menu, the right side of the menu will display options that correspond to that command. See below for an example of the Office Menu when you point to the Print command.
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PDU Learning Guide Getting to know Office 2007
Quick Access ToolbarThe Quick Access Toolbar is located to the right of the Office Button. It is displayed on the screen regardless of which tab you are on. It has buttons for functions that you commonly use, including Save, Undo, and Redo/Repeat. You can also add your favourite commands (eg. Print Preview, Spelling and Grammar Check) to it so that they are always quickly available.
Add a command to the Quick Access Toolbar Click on the Customise Quick Access Toolbar button. Then either:
o From the list of commands displayed in the list, click on the command you would like to addOR
o Click on More Commands.Note, the Options dialog box is displayed (ie. Word Options, Excel Options, Access Options or PowerPoint Options).
o From the Choose commands from drop down list select the command category you want.
o Click the command you want in the list of commands.o Click the Add button.o Click OK.
Add a command to the Quick Access Toolbar from the Ribbon Locate the command on the Ribbon that you want to add to the
Quick Access Toolbar. Right click on the command and click Add to Quick Access
Toolbar from the shortcut menu.Remove a command from the Quick Access Toolbar
Right click on the command in the Quick Access Toolbar and select Remove from Quick Access Toolbar from the shortcut menu.
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Getting to know Office 2007 PDU Learning Guide
The RibbonWhat is the Ribbon?
The first thing you will probably notice when you open Office 2007 is the new look at the top of the screen. This is called the Ribbon, the most commonly used commands are displayed on the Ribbon when the Home tab is selected.
There are three components to the Ribbon:1. Tabs There are tabs across the top of the ribbon. Each
tab displays a different ribbon with different commands.
2. Groups Each tab groups commands to keep related buttons together.
3. Commands A command is either a tool button, a box to enter information, or a drop down menu.
Below is a picture of the Ribbon in Word 2007 with the Home tab activated.
The Ribbon will change to suit what you're currently working on. For example, if you're working with a table, the Ribbon will show different tabs and commands that you need for working with tables. If your cursor is not in the table these tabs and commands will not display.
Hiding and Displaying the RibbonTo Hide the Ribbon
You can hide the Ribbon by double clicking on the active tab. The tabs will still display at the top of the screen, but the ribbon will be hidden.
To Display the Ribbon To display the Ribbon temporarily you can click once on one of
the tabs at the top of the screen. To bring the ribbon back up permanently you can double click on
any tab at the top of the screen
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Clipboard Group Font Group Paragraph Group
Tabs Commands
PDU Learning Guide Getting to know Office 2007
Dialog Box LauncherIf you are looking for a command that is not on a Ribbon you can launch dialog boxes by clicking on the Dialog Box Launcher (the small diagonal arrow) in the lower-right corner of a group of commands.
If you click on a dialog box launcher a dialog box or task pane will appear that will give you more options that relate to the group of functions. For example, the font dialog box displays when the Font Dialog Box Launcher button is clicked, as shown to the right.
Mini Toolbar The Mini Toolbar appears in your document window when you select text and then point at the selected text with your mouse pointer. The Mini Toolbar gives formatting options such as Font, Font Size, Bold and Italics. Just click on the appropriate button to apply formatting to the selected text in your document. Note, the Mini Toolbar is not a feature of Access 2007.
To Turn off the Mini ToolbarIf you find the Mini Toolbar distracting you can turn it off.
Click the Microsoft Office Button. Select Word Options, Excel Options or PowerPoint Options.
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Dialog Box Launcher
Getting to know Office 2007 PDU Learning Guide
Click Popular in the left hand pane. Click on the check box for Show Mini Toolbar on selection to
remove the tick and click OK.
File Formats and CompatibilityA major change that has been introduced with Office 2007 is the new file formats. When you save files in Office 2007 the default file formats are as follows:
Office Program Icon 2007 File Extensions
Previous File Extensions
Word - document .docx .doc
Word – Macro enabled document
.docm no previous equivalent
Excel - workbook .xlsx .xls
Excel – Macro enabled workbook
.xlsm no previous equivalent
PowerPoint - presentation
.pptx .ppt
Access - database .accdb .mdb
The 2007 formats are compatible with 2003 if a converter is installed in the Office 2003 package.
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PDU Learning Guide Getting to know Office 2007
Compatibility ModeIf you wish to share Office 2007 files with someone who is using a previous version you can save the file in compatibility mode. Compatibility mode is automatically enabled when you are using Office 2007 and open a file that has been created in a previous version of Office.
Note, when you are working with a file in Compatibility Mode in Office 2007 some of the new features of Office will be disabled. For example, in Word the Equation button on the Insert tab will be disabled or in Excel the creation of worksheets with more than 65,536 rows will be disabled.
Save a file using Compatibility Mode Click the Microsoft Office Button. Point to Save As. From the right pane of the menu , select Word 97-2003
Document, Excel 97-2003 Workbook or PowerPoint 97-2003 Presentation or Access 2002-2003 Database.
Type in your file name. Click OK. You may get a warning that saving in the older file format will
cause certain features to be lost or modified. If this message is displayed you will need to click OK.
Note, [Compatibility Mode] will display at the top of your screen to the right of the file name.
Automatically Save files in Compatibility ModeYou can change the settings in Office so that every time you save a file it will automatically save in compatibility mode. Note, this option is not available in Access 2007.
Click the Microsoft Office Button. Select Word Options, Excel Options or PowerPoint Options. Click Save in the left hand pane. From the Save files in this format drop down menu select
Word 97-2003 Document (*.doc), Excel 97-2003 Workbook (*.xls), or PowerPoint Presentation 97-2003.
Click OK.Convert a file from Compatibility Mode to Office 2007 file format
When you open a file in Compatibility Mode some of the features of Office 2007 will be disabled. To access these features you will need to convert the file to the Office 2007 file format.
Click the Microsoft Office Button. Select Convert. Click OK.
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Getting to know Office 2007 PDU Learning Guide
Tools OptionsIn previous versions of Office you could access the Options dialog box from the Tools menu. This would allow you to change settings in Office such as User Information, Spelling and Grammar settings and default file locations. To access these settings in Office 2007 you can do the following:
Click the Microsoft Office Button.
Select Word Options, Excel Options, Access Options or PowerPoint Options.Note, the appropriate Options dialog box will open. See below for an example of the Excel Options dialog box.
When the dialog box opens, click the appropriate option in the left hand pane.
Change the settings in the right hand pane
Click OK to finish.
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PDU Learning Guide Getting to know Office 2007
HelpTo access the Help feature in Office 2007:
Either:o Click on the Help button at the top right hand
corner of your screen.
ORo Press F1 on your keyboard.
ZoomTo zoom in or out of your screen you can use any of the following options available at the bottom right hand side of your screen:
Click on the Zoom Level button to display the Zoom dialog box then choose the option you would like to use.OR
Click the Zoom Out () or Zoom In (+) buttons.OR
Drag the Zoom Slider left to zoom out and right to zoom in.
Note, Access does not have the Zoom feature.
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Zoom Level Zoom Slider
Zoom Out Zoom In
Paragraph Dialog Box Launcher
Getting to know Office 2007 PDU Learning Guide
Word Line SpacingThe line spacing in Word 2007 has been changed from previous versions, there are now wider spaces between lines and between paragraphs. Follow the instructions below if you would like to change your line spacing defaults for all new documents so that they are the same as Word 2003.
From the Home tab, click on the Paragraph Dialog Box Launcher (the small diagonal arrow in the lower-right corner of the Paragraph group of commands).
Click on the Indents and Spacing tab and change the Spacing After to 0, then change the Line spacing to Single.
Click the Default button and then click OK.
Click Yes.
Changing the Default FontThe default font in Office 2007 is Calibri, you can easily change this so that the font you want to use will be the default for all new files in Office 2007.
Change the default font in Word From the Home tab, click on the Font Dialog Box Launcher. Click on the Font tab. Select the font and font size you want as your default. Click the Default button and then click Yes.
Change the default font in Excel Click on the Office button. Click on Excel Options. Select Popular from the list on the left side of the dialog box. On the right side of the screen, under the heading When
creating new workbooks, change your font and font size Click OK. Click OK again. Close Excel, you don’t need to save your changes. Reopen Excel.
Note, the new font is now the default for all new worksheets in Excel.
Change the default font in Access Click on the Office button. Click on Access Options. Select Datasheet from the list on the left side of the dialog box. On the right side of the screen, under the heading Default font,
change your font and font size Click OK.
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PDU Learning Guide Getting to know Office 2007
Change the default font in PowerPointYou will firstly need to change the font in the Master view.
Open a new, blank presentation From the View tab, click on the Slide Master command. There are 12 master slide layouts listed on the left side of the
screen. Select the first slide master layout. Click on the Home tab and change the font and/or font size. From the Slide Master tab click the Close Master View button.
You then need to save the blank presentation as a template: From the Office menu, choose Save As. In Save as Type, choose PowerPoint Template (*.potx) Save the template under a new name in the templates folder.
To use the new template: From the Office menu, click New. Under the Templates heading, click on My Templates. Click on the template you have created. Click OK. Add text, graphics and formatting to your slides. Save your presentation as a .pptx file. The next time you want to use the template, when click on the
Office button and click New, the template will be listed in the dialog box under Recently used templates.
Key TipsOffice 2007 has a new feature called Key Tips. You can use the Key Tips to access the Ribbons, Quick Access Toolbar commands and the Microsoft Office Button.
To use Key Tips Press the Alt key to make the Key Tips appear for the Ribbons,
Quick Access Toolbar Commands and the Microsoft Office Button.
Press the letter on your keyboard that corresponds with the Ribbon or command you want to use. eg. Press the H key to go to the Home tab. Note, the Key Tips for this ribbon’s commands
will be displayed. Press the letter on your keyboard that corresponds with the
command you want to use. eg. Press the A then the R keys to right align the text on the page.
Press the Alt key again to redisplay the Key Tips when required.
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Getting to know Office 2007 PDU Learning Guide
Keyboard ShortcutsMost Keyboard shortcuts in Office 2007 are the same as in previous versions.
Common Shortcut Keys Ctrl + B Toggle the Bold Attribute Ctrl + I Toggle the Italic AttributeCtrl + U Toggle the Underline Attribute Ctrl + Q Remove paragraph formatting Ctrl + C Copy selected text to the clipboard Ctrl + X Cut selected text to the clipboard Ctrl + V Paste Text from clipboard Ctrl + Z Undo the last action Ctrl + Y Redo the last actionCtrl + Shift + < Decrease font size one point Ctrl + Shift + > Increase font size one pointCtrl + Spacebar Remove Character Formatting Ctrl + Shift + Spacebar
Create a non-breaking space
Ctrl + Hyphen Create a non-breaking hyphen Ctrl + Home Go to the start of the document Ctrl + End Go to the end of the document
Ctrl Key Shortcuts Ctrl + N New document Ctrl + O Open a document Ctrl + P Print a document Ctrl + A Select all Ctrl + F Find Ctrl + H Replace Ctrl + G Go to Ctrl + up arrow Paragraph up Ctrl + down arrow Paragraph down Ctrl + left arrow Go to the word to the left Ctrl + right arrow Go to the word to the right
Function key Shortcuts F1 Get online Help or the Office Assistant F2 Move text or graphics F3 Insert an AutoText entry (after Word displays the
entry) F4 Repeat the last actionF5 Choose the Go To commandF6 Go to next pane or frame F7 Launch the Spelling and Grammar check F8 Extend a selection F9 Update selected fields F10 Activate the menu bar F11 Go to the next field
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PDU Learning Guide Getting to know Office 2007
F12 Choose the Save As commandAlt + Function key
Alt + F1 Go to the next field Alt + F3 Create an AutoText entry Alt + F4 Quit Word Alt + F5 Restore the program window size Alt + F8 Run a macro Alt + F9 Switch between all field codes and their results Alt + F10 Maximize the program window
Shift + Function key Shift + F1 Start context-sensitive Help or reveal formatting Shift + F2 Copy selected text Shift + F3 Change the case of letters Shift + F4 Repeat a Find or Go To action Shift + F5 Move to a previous revision Shift + F6 Go to the previous pane or frame Shift + F7 Choose the Thesaurus command Shift + F8 Shrink a selection Shift + F9 Switch between a field code and its result Shift + F10 Display a shortcut menu Shift + F11 Go to the previous field Shift + F12 Choose the Save command
Ctrl + Function key Ctrl + F2 Choose the Print Preview commandCtrl + F4 Close the window Ctrl + F5 Restore the document window size Ctrl + F6 Go to the next window Ctrl + F10 Maximize the document windowCtrl + F12 Choose the Open command
Ctrl + Shift + Function key Ctrl + Shift + F5 Edit a bookmark Ctrl + Shift + F6 Go to the previous window Ctrl + Shift + F7 Update linked information in a Word source
document Ctrl + Shift + F8 Extend a selection or block (then press an arrow
key) Ctrl + Shift + F10 Activate the ruler Ctrl + Shift + F12 Choose the Print command (File menu)
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Getting to know Office 2007 PDU Learning Guide
Further HelpPDU Computer TrainingThe Professional Development Unit offers a range of computer software courses specific to the UWS standard operating environment. http://staff.uws.edu.au/staff/adminorg/corpserv/pdu/computer
Office Interactive GuidesInteractive guides can be downloaded from the Microsoft Office site. These guides are fantastic tools that quickly display how to perform your favourite Office functions. URL: http://office.microsoft.com/en-us/training/HA102295841033.aspx?pid=CL100788241033
Keyboard Quick Reference CardsThe Quick Reference Card can be downloaded from: http://office.microsoft.com/training/Training.aspx?AssetID=RP101563801033&CTT=6&Origin=RC101562731033.
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