introduction to the new office - east brunswick public … · computer classes at the library east...

Computer Classes at the Library East Brunswick Public Library

Introduction to the New Office Fall 2010

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INTRODUCTION TO THE NEW OFFICE Office 2007 introduced a whole new look to a number of the programs in the Microsoft Office suite. It

introduced new file formats for saving documents, it did away with toolbars containing drop down menus which provided access to program features and substituted “the Ribbon” and the Quick Access toolbar. Office 2010 has continued the design interface changes of Office 2007 and implemented them throughout the entire suite, a welcome step forward. Users also now have readier access to the behind the scenes document operations in the Backstage View. This course is an overview of the basic new features combined in Office 2007 and 2010.

WHAT’S NEW

Quick Access Toolbar – contains shortcuts to the most commonly used fields. Customizable!

The File Tab - is where you start in Office 2010. This was the Microsoft Office Button in Office 2007. You can open, save, print and more from here. It has replaced the File Menu in Office 2003 but has many of the same basic commands. It is the entry to the Backstage view for your documents.

The Backstage View – is the location that houses the commands for “… everything that you do to a file that you don’t do in the file.”1 Where you manage your files and the data about them.

Tab Bar – contains tabs that display tools and commands in the ribbon.

1 Microsoft Office.com http://office.microsoft.com/en-

us/word-help/what-and-where-is-the-backstage-view-HA010370584.aspx

Ribbon – contains groups of tools and commands that were formerly in the various toolbars and the menu bar.

The Mini Toolbar - an additional tool that allows you to quickly format selected text no matter which tab you are working on so you don’t have to click back to the Home tab. It displays when you select text and point at it.

New File Formats – based on XML. With the offering of Office 2010, these are now used throughout the Office suite.

FILE TAB

The File Tab in Office 2010 replaces the MS Office Button in Office 2007. You can open, save, print and more from here. It replaces the File Menu in previous Office versions and has the same basic commands. It offers access to the Backstage view where you can manage your document and its attributes.

BACKSTAGE VIEW

Included in the backstage view are the following:

Backstage view also offers tabs that are new or redesigned with new features. These include Info, Save and Send, Recent, New, Print, Help, and Options.

http://office.microsoft.com/en-us/word-help/what-and-where-is-the-backstage-view-HA010370584.aspx





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INFO

File Tab opens to document properties – INFO – making it easier to protect, mark as final, manage versions, and prepare for sharing.

RECENT

The Recent files list in the File Tab is a lot longer and contains recent files and recent places.

You can also keep a document in your recent documents list. Push the Pin icon next to the document to pin it to your list.

NEW

This give you access to a new blank document, to create a blog post, shows available templates and give you access to Office.com templates that you can download.

PRINT

This tab combines the former Print dialog box with Print Preview. See Printing has been made easier above for more details.

SAVE AND SEND

This is where you go to send your document as an email attachment, publish to a blog, create a PDF, or change the file type.

OPTIONS

This enables users to customize their installations of Office programs. This includes customizing the ribbon and the Quick Access Toolbar. You can also click the Options button here for the Office program you are working in to find the program settings that control things such as your preferences to correct spelling or save a file.

THE RIBBON

With the introduction of Office 2010 the Ribbon is now

used throughout the entire suite.

The menus and toolbars in Office programs have been

replaced with the Ribbon which is organized into tabs:

TABS— Tabs denote general activity area. There are

basic tabs that run across the top. They

include:

File, Home, Insert, Page Layout, Review, and View and

more. Other tabs depend upon the program.

Everything on a tab has been selected according to user

activities.

Groups – Related items are nested together here.

Commands – a Command is a button, a box to enter

information, or a menu.

THE DIALOG BOX LAUNCHER -- Use the Dialog Box

Launcher ( ) in the bottom right corner of each group

to look for more options related to that group. A dialog

box will appear.

A Little More about Tab contents:

Tab

Group

Command Button



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The Home tab contains all the things you use most often,

such as the commands in the Font Group, Paragraph,

Styles, Editing & the Clipboard.

The Insert tab contains buttons to insert images, clip art,

charts, or shapes in your document. Tables and

Hyperlinks are here, as well as page numbers, text boxes,

WordArt headers and footers and more.

The Page Layout Tab contains tools to change the

display of your document - size, orientation (landscape

and portrait), margins, indentation, paragraph

formatting, & more.

The Ribbon will also adapt depending on what you're

working on, to show you the commands that you

might need for that task. For example, if you're

working with a chart in Excel, the Ribbon will show

the commands you need for working with chart in a

new tab. Otherwise those commands aren't visible.

QUICK ACCESS TOOLBAR

The Quick Access Toolbar is the small area above the

Ribbon. It contains the commands that you use most

frequently such as Save, Undo, and Repeat. You can

add your favorite commands to it so that they are

available no matter which tab you are on.

To add more commands:

-- Click on the little down arrow to the right of it.

-- Select More Commands in the list.

-- Highlight the command you want to add and

-- Click ADD.

-- When you are finished adding commands, click OK.

-- OR, Right click on any command from anywhere and

select Add to Quick Access Toolbar

--OR, Click on the File Tab, click on options, and choose

Quick Access Toolbar.

THE MINI TOOLBAR

The Mini Toolbar

is an additional

tool that allows

you to quickly

format selected

text no matter which tab you are working on so you

don’t have to click back to the Home tab. It displays

when you select text and point at it. It first appears in a

faded fashion, but when you point to the toolbar it

becomes solid, so that you can click on a formatting

option there.

WORKING WITH THE RIBBON Don’t like the ribbon? Think it takes up too much real

estate on your screen? Minimize it.

MINIMIZE THE RIBBON

Double-click the name of the active tab.

Double-click a tab again to restore the Ribbon.

Keyboard shortcut is CTRL+F1 to minimize or restore

the Ribbon.

RESTORE THE RIBBON

Click Customize Quick Access Toolbar.

Click on Minimize the Ribbon.

ALWAYS KEEP THE RIBBON MINIMIZED

Click Customize Quick Access Toolbar.

Click Minimize the Ribbon.

TO USE THE RIBBON WHILE IT IS MINIMIZED

Click the tab you want to use,

Then click the option or command you want to use.

DOCUMENT TYPES

Office 2007 introduced new file formats based on the new Office Open XML Formats (XML is short for Extensible Markup Language). The new file formats help keep file sizes smaller, safer and less susceptible to damage. These file types are continued in Office 2010.



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The new file formats also gives you the ability to use features that are available only in Office 2007/2010. Example of such features are the SmartArt Graphics available from the Insert TAB, Styles, themes and much more.

OPENING DOCUMENTS WITH THE OLD FILE TYPE

Older documents from Microsoft Office 2003 or earlier open in Compatibility Mode. Note the words [Compatibility Mode] after to the title name in the title bar.

What is compatibility mode? It is Office telling you that the document uses an older file format. Because that file format doesn't recognize some of the new features in the new version of Office, those features are either turned off or modified so that they approximate an older version of Word.

You might want to keep your document in compatibility mode if you know you'll be sharing it with users who are using older versions of Word. That way, you see what they will see. And you will be able to anticipate what they can and can't do in their version of Word. You can, of course, save your older document to the new file type and have access to all of the new features of Office 2007/2010.

CONVERTING THE DOCUMENT FORMAT

You can convert your older documents to the new file

format. To open a Word 2003 document:

Open the document in Word 2010.

Click the File tab, then go to Info

Click the Convert command on the menu.

SHARING DOCUMENTS WITH THE NEW DOC TYPE

You can share your latest document with someone who has an Office 2000 and newer and he/she will be able to open it. However, the installation must be

updated with the latest patches and service packs. When the user clicks on the document she will be asked if she wants to download a converter that will let her open your document. A ‘Yes’ answer will enable her to be able to view your document. However, the document she opens won't look exactly the same as the one you made, because there are many features in your new version of Word that don't exist in her version. Still, she can open it, and will be able to work with it and send it back to you.

Note: The converter works only with the latest

operating systems, Office versions, and service packs.

SHARING YOUR DOCUMENTS WITH OLD DOC TYPES

If you're concerned that the individual you want to share a file with does not have his/her Office version fully updated, you can save your documents with the older file format before emailing it.

Click the Save As command in your Quick Access Toolbar or from the File Tab.

In the Save As dialog box, click on the down arrow on the Save As Type box and choose an older version. Pick the Word 97-2003 format on the list of options.

You may get a warning that saving in the older file format will cause certain features to be lost or modified. For example, if your document contains a new diagram, Word would notify you that the diagram will be combined into a single, un-editable object. That way your recipient can at least see the diagram. But she won't be able to edit it, because her version of Word doesn't understand how to work with this new feature.

BASIC TASKS [FYI: the old keyboard shortcuts that used the Ctrl key

still work.]

CREATE A NEW DOCUMENT

Keyboard shortcut Ctrl + N

Click on the new blank document icon that you have

added to your Quick Access Toolbar.

Click on the File tab, select New, and choose Blank

Document.



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OPEN A DOCUMENT

Keyboard shortcut Ctrl + O

Click on the Open folder icon that you have added to

the Quick Access Toolbar.

Click on the File Tab, Select Open, in the Open dialog

box, locate and select the file you want to open.

Click the Open button.

SAVE A NEW DOCUMENT

Click the File Tab, select Save As. Select

the location where you want to save.

Enter the file name in the File Name box. Click the

Save button.

Click on the Save As icon that you have added to

your Quick Access Toolbar.

Keyboard shortcut F12.

SAVE AN EXISTING DOCUMENT

Keyboard shortcut Ctrl +S

Click on the Save button in the Quick Access Toolbar.

Click the File tab, select Save. Select the location

where you want to save. Enter a new file name in

the File Name box or accept the current document

name if you are saving. Click the Save button.

PREVIEW A DOCUMENT

Click on the Print Preview button that

you have added to your Quick Access Toolbar.

Click the File Tab, point to the Print. All of the

printer options and the print preview will appear.

PRINT A DOCUMENT

Keyboard shortcut Ctrl + P

Click on the Printer icon that you have added to your


Click the File Tab, click on Print. All of the printer

options will appear as well as an additional print

preview of your document.

CLOSE A DOCUMENT

Click the X in the upper right corner.

Keyboard shortcut Ctrl + W

Click on the Close button that you have added to the


Click on the File Tab and select Close.

EDIT UNDO

Click the Undo button on the Quick Access Toolbar

Keyboard shortcut Ctrl + Z

EDIT REDO

Click the Redo button on the Quick Access Toolbar

Keyboard shortcut Ctrl + Y

GET HELP

Click on the? in the upper right corner above the

Ribbon to open the Help window. Type search terms

and press <Enter>.

Keyboard shortcut F1

WORD OPTIONS Use Options link under the File Tab to customize how

Word works for you. Open by clicking on the File Tab and then click on Options in the list. The "Word Options" dialog appears, allowing you to configure the following groups of options by clicking on categories in the left pane: Popular, Display, Proofing, Save, Typography, Advanced, Customize Ribbon, Quick Access Toolbar, Add-Ins, Trust Center



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Many of these will be set up with standard selections

upon installation. However, there are a couple that you

might want to check out yourself.

Popular – here is where you might want to turn off the

annoying screen tips once you have become familiar

with the program.

Proofing -- this is where you can enter Auto Correct

options. Type in words here that you commonly misspell

and their replacement text and Word will automatically

correct as you type. You might also type in

abbreviations for long phrases that you use a lot such as

East Brunswick Public Library. (I use ebpl2 for this. Or

ebpl for www.ebpl.org).

FORMATTING TIPS The Font Group in the Home Tab

To format selected text use the commands in the

Font group on the Home tab that are visible or click

the Dialog box launcher to display the full range of

options for text formatting. [See above]

The Paragraph Group in the Home Tab

Change line spacing – Click on the down arrow next

to the line spacing button and select whether single

or double, 1.5 …

Add Bulleted or Numbered Lists – These are in the

top left row of the Paragraph Group. Click on the

down arrows to choose formatting for each.

Add Borders – Click on the down arrow next to the

Borders box (bottom row – middle) to choose which

border to apply.

Increase or decrease indents – Continued clicking on

either the left or the right indent buttons will move

the text over. You can also select the distance you

want each click to move over in the Page Layout tab

by clicking the Paragraph Dialog Box Launcher, and

then clicking the Indents and Spacing tab.

Change alignment – Click on the alignment buttons

in the middle row.

The Styles Group in the Home Tab

Use this group to access preformatted Quick Styles. Quick Styles are sets of styles that are designed to work together to create an attractive and professional looking document. Style sets have sets of colors and fonts that are automatically applied when you select a set or you can choose from among them to change them.

To select a style, set click on the down arrow next to Change Styles in the ribbon. Choose your style type



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[Elegant, Fancy Formal, Manuscript…]

Once you have chosen your style, you can see the formatting that can be applied to the different parts of your document that go with that style, [Title, Heading 1, Heading 2, Heading 3, Normal, Emphasis…]

Click on the down arrow next to the choices for that style and then click on a type to choose.

Notice something new here. As you hover over each type, the

text in your document that you have selected displays that

type - a preview of sorts. And it changes on the document as

you move from type to type. However, nothing is selected until

you click to make your choice.

Page Setup in the Page Layout Tab

Change Page Orientation – Click the Orientation

button and choose Portrait or Landscape.

Change Margins – Click the Margins button and

select your settings.

Set Up Columns - Click on the Columns button and

choose the number of columns and additional

settings.

Adding Value: Tables, Graphics & More in the Insert Tab

To add a blank page, page break, or cover page –

click on icons in the Pages group.

Add tables – Click on the down arrow in the Tables

group and choose the number of rows and columns

or click on Insert or Draw Tables or even Quick

Tables for preformatted tables.

Add pictures, clip art, shapes, SmartArt, ClipArt

from the Illustrations group – Click on each button to

view options. Clicking on Picture will bring up the

Insert Picture dialog box and you can browse to find

the image you want. Clicking on ClipArt will bring up

a ClipArt Search box.

Add Headers and Footers, page number from the

Header and Footer Group – Click on the down arrow

next to each one and then use the right arrows to

view and select a formatting style.

SAVE-AS-PDF FEATURE

The Save-As-PDF feature allows you to save your document in PDF format. It allows you to export and save to the PDF and XPS formats in the following Microsoft Office programs - Word, Excel, PowerPoint, Access, Publisher and more. It also allows you to send as e-mail attachment in the PDF and XPS formats in a subset of these programs.

To save your open document as a PDF:

Go to the File Tab.

Click on Save and Send.

Select Create PDF or XPS –Document.

Or, Go to File and Save As

Click on the Save As Type drop down in the Save As

dialog box and select PDF.



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EXCEL TIPS Formatting -- The Home Tab

The Font and the Clipboard groups are very similar

to those in Word.

To Add Cell Borders - Select the cells(s), click the

Border button

list arrow in the

Font Group and

select a border

type.

To Change Cell

Alignment – Select the Cell(s) and choose button

from Alignment Group. The top row contains

centering alignment buttons.

To Merge and Center – Select cells and click on the

button in the Alignment Group.

To Wrap Text – There is a new Wrap Text button

above the Merge and Center button in the

Alignment Group. Click.

Increase or Decrease Indent – Click on buttons in

Alignment Group.

Applying Number Formats - - The Home Tab

Use the Number Group to

assign formatting to the

numbers you have entered

into cells.

Select cells and then choose from choices such as

dates, currency, fractions, scientific and more.

Click on the down arrow next to the dollar sign to

choose a different type of

currency.

Insert, Delete & Format Cells in the

Home Tab

Inserting Rows or Columns –

Select a row or column and then click Insert. OR

Right click on the selected row or column to the right

of the column of below the row you want to insert

and select insert form the contextual menu.

Delete a Column or Row - Select a row or column

and then click Delete. OR Right click on the selection

and select Delete from the contextual menu.

Editing Cells - Home Tab

Total a Cell Range - Click the cell where you want to insert the total and click the Sum button in the Editing Group. Verify the selected cell range and click the Sum button again.

Fill adjacent Cells -- Select an empty cell below, to the right, above, or to the left of the cell that contains the data that you want to fill in that cell. Click the Fill button in and select up down right or left.

Sorting Cells – To sort a column alphabetically that has contents in adjacent cells; select the contents of that column. Then click on the Sort & Filter button. Choose how you want to sort A-Z, Z-A, Custom, … When the Sort Warning dialog box appears, select Expand the Selection to include the data in the other cells in the sort process.

Charts, Graphics, & More -- The Insert Tab

Use the Insert tab to add graphical representations

of your data in the form of charts. Or to add images,

WordArt, hyperlinks or more.

The Page Layout Tab

This contains many of the same contents that you

will find in MS Word. There are a few additions that

will be useful to know for Excel.

Fit your spreadsheet to a printed page(s) - Go to the

Scale to Fit Group (similar to Page SetUp in Word)

and use the Drop downs to select the Width and

Height to a set number of pages. You can also call

up the group dialog box so see all options.



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To Print Gridlines – go to the Sheet Options Group

and put a checkmark next to Print.

Page Layout View

Page Layout view is new in Excel 2007. If you have worked in Print Layout view in Microsoft Office Word, this new view in Excel will look familiar to you. The icons are at the bottom on the right side of the status bar.

In Page Layout view there are page margins at the top, sides, and bottom of the worksheet, and a bit of blue space between worksheets. There are rulers at the top and side that you can use to adjust margins. You can turn the margins on and off as you need them. This is located on the bottom right side of the Status Bar.

OUTLOOK TIPS

New

in Outlook 2010

The Ribbon is deployed throughout Outlook,

whether it is to create new or reply to email

messages, or calendar items, contacts, tasks or

journal entries, manage your inbox and more.

Above is the Ribbon in a new Mail Message. It

functions in the same way as in the other Office

components, but with features that are specific to

Outlook.

The main tab in Outlook is called the Message tab. It

contains all of the basic tools for formatting, spell

checking, attaching documents, finding contacts,

flagging and more.

To send clickable hyperlinks in an email you must

work format the message as html, not plain text. To

turn on rich text, go to Options, Format, and select

HTML.

The Quick Access Toolbar is also on the top line next

to the Office button in each email message that is

opened for editing.

You can add buttons to it by right clicking on the

feature you want selecting Add to Quick Access

Toolbar.

New Format for

Contacts

Contacts can now look like electronic business cards

if someone has sent one to you.

The navigation on the left allows you to choose the

view of these contacts that best suits.

The To-Do Bar is on the right side of the screen,

visible from wherever you are in Outlook; its

function is to help you keep track of tasks and

appointments.



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Clicking on the words To-Do Bar brings a narrow pop

out window that contains a datemaster (the month

at a glance), upcoming events that you have

scheduled in your calendar, your task list and a place

to enter more.

New Navigation in the Calendar

The Calendar includes bigger

buttons.

There is now also a Tasks area

in the Calendar that allows you

do see the tasks that are due on

that date in the Calendar.

There are also Back and

Forward buttons that let you

move from one date to the

next.

ADDITIONAL RESOURCES Microsoft Office 2010 downloadable courses:

http://office.microsoft.com/en-us/support/download-

office-2010-training-HA101901726.aspx

Microsoft Office 2010 PowerPoint Guide:

http://office.microsoft.com/en-us/powerpoint-

help/CL010370721.aspx

Microsoft Office 2010 Excel Guide:

http://office.microsoft.com/en-us/excel-

help/CH010369467.aspx

Microsoft Office 2010 Word Guide:

-us/word-com/enhttp://office.microsoft.


Microsoft 2010 Outlook Guide:

-us/outlook-http://office.microsoft.com/en


http://office.microsoft.com/en-us/support/download-office-2010-training-HA101901726.aspx

http://office.microsoft.com/en-us/support/download-office-2010-training-HA101901726.aspx

http://office.microsoft.com/en-us/powerpoint-help/CL010370721.aspx

http://office.microsoft.com/en-us/powerpoint-help/CL010370721.aspx

http://office.microsoft.com/en-us/word-help/CH010369478.aspx

http://office.microsoft.com/en-us/word-help/CH010369478.aspx

http://office.microsoft.com/en-us/outlook-help/CH010371352.aspx

http://office.microsoft.com/en-us/outlook-help/CH010371352.aspx

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