Making the Jump to Office 2007 Seminar Handouts

Page 2 -6 Seminar Slides

Page 7 - 12 Office 2007 on CFS Installation instructions

Page 13 - 14 Office 2007 A Brief Introduction

Page 15 - 16 Word 2007 A Brief Introduction

Page 17 - 18 Excel 2007 A Brief Introduction Handout

Page 19 - 20 Outlook 2007 A Brief Introduction Handout

Page 21 - 22 PowerPoint A Brief Introduction Handout

Page 23 Office 2007 Compatibility Checker

Page 24 Word 2007 File Formats

Page 25 Excel 2007 File Formats

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1

Staff Development Centre & IT Services

Making the Jump to Office 2007Making the Jump to Office 2007

www.le.ac.uk/staffdev www.le.ac.uk/its

Nevin Moledina | Mel Phillips| Susan Preston

Session ObjectivesSession ObjectivesWhy Office 2007, and why now?

What’s all the fuss about?

When will we make the jump to Office 2007?

How do I install it?

Where can I get more help?

Why the change?Why the change?

2

Why now for the Why now for the University of Leicester?University of Leicester?

• Driven by staff and student demand• Benefit from additional functionality of

new softwarenew software– Discoverability & results-oriented– Streamlined & context-sensitive interface

• Timing:– 5 months until the new academic year– People away over summer, so available now

What has changed?What has changed?

• Ribbonff b• Office button

• Contextual Tabs• Galleries• Live Preview• The Mini Toolbar• Quick Access Toolbar

Access Access 20072007

http://www.le.ac.uk/its/cfsxp/office2007/access2007.html

3

Installation and Training Migration TimelineInstallation and Training Migration Timeline

November / December 2007 – Phase 1 - Office 2007 testing within IT

Services

January 2008 – Phase 2 -Pilot programme and

formation of Departmental Expert

Users Community

January –> July -Introducing Office 2007 to expert users and re-

designing Office training modules.

April 2008 – Office 2007 migration for staff, researchers and PhD

students begins. Office 2003 courses cease

Over the summer - New courses introduced. Open

learning approach to computer training rather

than just traditional courses

September 2008 - IT Services aiming to

complete migration for all CFS users to Office

2007

Office NewsOffice News

• New Home Usage Rights - Office 2007 for Staff http://www.le.ac.uk/its/help/software/campusintro.html

• The Ultimate Steal

New File FormatNew File Format

• Reduced file size by up to 75%

Word .doc .docx

Excel .xls .xlsx

PowerPoint .ppt .pptx

y p• Microsoft Office Compatibility Pack for

Word, Excel, and PowerPoint 2007 File Formats available from downloads section of Microsoft web site

4

How do I install it?How do I install it?

How do I start the Office programs?How do I start the Office programs?

Known Installation IssuesKnown Installation Issues

• It may look like nothing is happening –just have patience!

• Documentation• If you see an error during installation,

consult documentation or call the IT Service Desk on 2253.

5

How to Find SelfHow to Find Self--help Materialshelp Materials

Built-in Office Help

Paper-based Help Sheets

Making the Jump to Office 2007 Blackboard Course

Online Learning: SDC Web Pages

Office 2007 Support NetworkOffice 2007 Support Network

Making the Jump Seminars

Departmental Expert Users

IT Help Desk (ext 2253)

Drop-in Sessions

IT Training Courses

Think Before you Jump!Think Before you Jump!Will your workload permit familiarisation and experimentation over the next few days?Are you installing on your own or is there a departmental rollout date in place?Are you going to be using an Office 2003 Are you going to be using an Office 2003 machine? Consider what features won’t work and don’t use Outlook 2003.Are there any critical files to consider and test before making the jump?Have you set aside 2 hours to allow for the installation process, any problems and familiarisation?

6

IT Services CFS Windows XP Service About CFS Software Office 2007 on CFS

Office 2007 on CFS

CONTENTS

1 Introduction

2 Installing Office

2007

3 Internet Explorer

4 Office 2007 Staff

Training

5 Known Problems

and Issues

5.1 General

5.2 Outlook 2007

5.3 Word 2007

5.4 Excel 2007

5.5 PowerPoint 2007

5.6 Access 2007

5.7 RSS Feeds

RELATED

INFORMATION

Staff Development

Courses

Migrating to Access

2007

Office 2007 for Home

Use

FEEDBACK

Suggest Content for

this Page

HELP

Need Further Help?

1 Introduction

Office 2007 is now available as optional software for University staff to

install on their PCs. This will become the standard offering for Lecture

Theatres and for student Open Access Area PCs in September 2008

and we intend to complete the migration of all staff PCs to Office 2007

by the end of September 2008.

Office 2007 provides similar performance to Office 2003 running on

the same hardware. The Office 2007 bundle comprises Word 2007,

Excel 2007, PowerPoint 2007, Outlook 2007, Access 2007, Publisher

2007 and InfoPath 2007. Microsoft FrontPage is no longer developed,

but FrontPage 2003 is still available as optional software.

The most obvious change is the introduction of a new graphical user

interface. Rationalisation of toolbars, drop-down menus and sub-

menus has taken place to facilitate the use of the rich functionality

within this software. Despite the need for familiarisation, the improved

user interface has been well received during the pilot testing.

An online demo of what to expect in Office 2007 is available on CFS.

To access the demo go to start | All Programs | CFS Software 2 |

Select & Remove Software | Office 2007 Online Demo and click

on Done. Then to launch the demo go to start | All Programs | CFS

Software 2 | Office 2007 Online Demo | Office Online.

You may also wish to attend a one-hour Making the Jump to Office

2007 taster session provided by Staff Development.

2 Installing Office 2007

PLEASE NOTE: If you are using any shared resources

(especially Access databases ) please check with your

database manager or computer support officer on the

timing of your upgrade to Office 2007. The individuals

involved should arrange to perform the upgrade at the

7

same time.

The Office 2007 installation will take about twenty minutes on a

relatively modern Pentium 4 PC. On an older PC, the installation can

take up to an hour. Please also note that if the PC has insufficient disk

space, i.e. less than 2GB, the installation will terminate, leaving Office

2003 intact on your PC.

Before you start the Office 2007 installation close down any Office

applications that are running. Please do not use the PC during the

installation, as this will slow the process down or could cause the

installation to fail. To proceed go to start | All Programs | Install

CFS Software. The Run Advertised Programs screen appears and

you can select Office 2007 - Install and then click on Run. The

installation progress window will be displayed. When the installation

completes, a window may appear requesting that you reboot your PC.

If this is the case, click on OK to reboot and complete the installation.

To access Office 2007 applications after a successful installation, go to

start | All Programs | Office 2007.

IT Services will provide assistance and advice on the

implementation and use of Office 2007, but will not support

reversion to Office 2003.

3 Internet Explorer

Internet Explorer 7 (IE7) is not a technical requirement for Office

2007, according to Microsoft. However Internet Explorer 6, the default

browser for Windows XP, is approaching end of life. IT Services

therefore wish to encourage adoption of IE7 where possible. If you

encounter any problems related to Internet Explorer after you have

installed Office 2007, IT Services are likely to recommend you

upgrade to IE7.

NOTE: Internet Explorer 7 is already available on all PCs in open

access areas. To install IE7 on a private CFS client log on to CFS and

go to start | All Programs | Install CFS Software and select

Microsoft Internet Explorer 7 - Upgrade. Next click on Run and

the installation will begin. For further information see Internet

Explorer 7 .

4 Office 2007 Staff Training

IT Services and Staff Development have been working closely on the

implementation of Office 2007 on CFS. Staff Development have

8

designed a new range of courses for Office 2007. Please see the Staff

Development website for full details of thetraining opportunities for

University staff.

There is also be a short online course entitled Making the Jump to

Office 2007 (SDC0027). This is available to all staff via Blackboard

and it is a self-enrol course available to those with CFS logins.

5 Known Problems and Issues

There are several known problems which have already come to light

during the testing phase of the Office 2007 pilot. As more issues arise,

they will be documented here.

5.1 General

The new Office file formats are not directly compatible with previous

versions of Office, see Office 2007 and the New Format for more

information.

The open source programme OpenOffice, does not yet open Office

2007 files. A version of OpenOffice due for release in September 2008

should address this problem. Please see the OpenOffice faq which

provides information on this issue and options to work around this

compatibility issue.

Office 2004 for the Mac and versions earlier than this, are not

compatible with Office 2007 file formats and there is as yet, no fully

tested converter available to enable use with Office 2004. A beta

converter which allows one way conversions between Office 2007 and

Office 2004 is available at the Mactopia download site . Please note

that as this is a beta release, and it may not be able to convert all the

data in Open XML files.

5.2 Outlook 2007

1. The default signature you used in Outlook 2003 will need to

be reselected for use in Outlook 2007. Go to Tools |

Options | Mail Format and select Signatures to do this.

2. Outlook 2007 will only allow one signature to be inserted in

an email.

3. When you first use Outlook 2007, you will need to recreat

the links to any Personal Folders (PST files) taht you have

created. To do this, go to File | Open | Outlook Data

9

File and then navigate to the location of your .pst file.

PLEASE NOTE: The recommended location for PST files is

Z:\Outlook Archives\ (note that 'Archives' is plural). By

default Outlook 2007 currently creates a folder called

Z:\Outlook Archive\ (ie. the singular form). You can

check your AutoArchive settings by going to Tools |

Options | Other and then click on AutoArchive. By

default, AutoArchive is set to OFF, if you enable this

feature you are advised to check that the folder location is

specified as Z:\Outlook Archives\.

4. After switching to Outlook 2007, you will no longer be able

to reliably use Outlook 2003. If you need to move between

PCs running different versions of Office, you should use the

Outlook Web Access service on the PC that is running

Outlook 2003.

5. If you try to use Outlook 2003 after your profile has been

updated for Outlook 2007, you may find that you cannot

use the Global Address List. This will cause errors when

you try to use many Outlook features. Please see the

method of repairing an Outlook profile for Outlook 2003 .

6. If you print a monthly view of your Calendar, the text does

not wrap around and any long text calendar entries will not

appear fully. This is a known problem in Outlook 2007.

5.3 Word 2007

There are currently no outstanding issues reported with Word 2007.

5.4 Excel 2007

Custom applications will need to be tested thoroughly with Office

2007. Do not assume that features in Office 2007 will work in the

same way as Office 2003. Anything that automates Office should be

regarded as a custom application. This includes Excel macros, scripts

that use Visual Basic for applications, and any applications written in

Visual Studio.

5.5 PowerPoint

If you paste any images into PowerPoint using Edit | Paste Special

10

and select jpeg, they will be pasted into the slide with a border, which

cannot be removed.

5.6 Access 2007

Anyone who has used Access to develop custom applications will need

to test them thoroughly with Access 2007. Do not assume that

features in Access 2007 will work in the same way as Access 2003. In

particular, Access databases and Access front-ends to SQL databases

will require close attention.

There are some known issues when transferring Access 2003

databases to Access 2007, see Migrating from Access 2003 to Access

2007 . If you have any concerns about converting your Access

databases, please contact the IT Service Desk .

5.7 RSS Feeds

Outlook 2007 and Internet Explorer 7 (IE7) can both subscribe to

RSS feeds and they can share the same list of RSS feeds. However

the two applications update the feed list in different ways. A

recommended best practice is to use only one of the applications to

manage RSS feeds. NOTE: Internet Explorer 6 does not support

RSS feeds.

Stories that you have read and deleted in Outlook 2007 will

remain visible in IE7 until they expire or have been marked

as read. Similarly, stories which have expired or been read

in IE7 will remain visible in Outlook 2007.

To delete an RSS feed, please ensure that only IE7 or

Outlook 2007 is running. When the feed is deleted, it will

be removed from both applications.

Other applications that use the Windows XP shared RSS

feed list may behave in an unexpected manner.

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UPDATED: 14 May 2008 16:49 MAINTAINER

11

This document has been approved by the head of department or section. If you are an authorised user you may edit this document.

12

Office 2007: A Brief Introduction

Help in Staff Development see http://www.le.ac.uk/staffdev April 2008 | Page 1

Microsoft Office includes many of the programs you use on a daily basis: Word, Excel, Outlook, PowerPoint and Access. There are major differences between the version of Microsoft Office (2003) which we’ve been using on campus for several years and the new version you have just moved to. Most of these changes are improvements but they will take time to get used to.

What Hasn’t Changed?

Microsoft Windows hasn’t been updated, so the way you start programs and find your documents hasn’t changed. The Desktop, the Taskbar and the Start button will look and work in the same way.

All of your work will still be in the same place – which should be your My Documents folder, Z: drive or X: drive. You will be able to open all of your documents and continue to work on them. [See “How do I save my documents in the new format?” overleaf.]

If you usually use keyboard shortcuts these will still work and you can still use right-click to show submenus.

NO

TE

Depending on the size of your screen/window, the appearance of the buttons may be different to those shown below. On smaller screens the buttons may shrink and labels disappear. You’ll probably find it easiest, at least at first, to use a maximised window. Use the Maximise button in the top right corner of the window.

Differences Common to All New Office Programs

The Office Button appears in the top left corner of all the Office programs. Clicking on it displays a menu with many of the functions of the old File menu: New, Open, Save, Print, Exit are all in this menu.

The Quick Access Toolbar appears next to the Office Button. By default this shows the Save, Undo and Redo buttons. To add other buttons, just right-click on the button you want to add and choose Add to Quick Access Toolbar.

The Ribbon In all the Office programs (except Outlook) the menu bar and old style toolbars have gone and are replaced by the Ribbon.

Groups When a tab e.g. Home, is selected the buttons related to that tab appear on the ribbon. They are arranged in Groups by function e.g. Clipboard, Font.

Tabs Each tab collects together commands with related functions. Some tabs will always be present but others, contextual tabs, appear only when they are appropriate.

A small downward pointing arrow on a button indicates that it is a pop-up menu.

Clicking on the arrow in the corner of a grouping opens a dialogue box related to the function of that group. This is often the same as the old dialogue boxes.

13

Office 2007: A Brief Introduction

Help in Staff Development see http://www.le.ac.uk/staffdev April 2008 | Page 2

How Do I…?

How do I start Word/Excel/PowerPoint?

Either: Find the document you want to open and double-click on it.

Or: Go to the Start menu and choose All Programs > Office 2007.

How do I open a document?

Either: Find the document you want to open and double-click on it.

Or: Within the Office program, go to the Office Button, choose Open and open your document as normal.

How do I save?

Either: Click on the disk icon in the Quick Access Toolbar (next to the Office Button).

Or: Go to the Office Button, choose Save or Save As and save the document as normal.

How do I save my documents in the new format...and should I?

When you open an existing document it will open in Compatibility Mode. You can continue to work on it and save it in this format. However, in this mode new features of Office 2007 aren’t available. If you want to work with some of the new features you must save your document in the new Office 2007 format.

Go to the Office Button and click on Convert.

Go to the Office Button and click on Save.

If you are working in your My Documents folder or on the X drive, a Save As dialogue box will be displayed. Save the document as normal. You will then need to go to your My Documents folder or the X drive and delete the old version of the document to make sure you don’t get confused. For Word, the old version of the file name will end in .doc, the new version will end in .docx. For Excel, the old file name will end in .xls and the new in .xlsx.

Documents in Office 2007 format can be opened in the previous version of Office (2003) provided a compatibility pack has been installed. On campus this has been installed on PCs still using the previous version. Computers at other institutions and your home computer will need the compatibility pack installing: http://www.le.ac.uk/its/help/home/officeconverters.html

How do I print?

Go to the Office Button and choose Print.

How do I create an Adobe Acrobat PDF?

Go to the Office Button, point at Save As and wait for the sub-menu to appear.

Choose PDF or XPS.

How do I get help?

Either: Click on the Help button which you’ll see in the top-right corner of the window.

Or: Point at any button and leave the mouse still for a second: a tooltip will appear describing the function of the button.

Or: Visit http://www.le.ac.uk/staffdev for further help.

How do I change the program preferences?

Go to the Office Button and click on the Options button.

14

Word 2007: A Brief Introduction

Help in Staff Development see http://www.le.ac.uk/staffdev April 2008 | Page 1

Microsoft Word 2007 uses the new Microsoft Office interface. Menus and toolbars have been removed and are replaced with a Ribbon with Tabs. Each Tab collects together commands with related functions. When a Tab is selected the buttons (or commands) related to that Tab appear on the Ribbon. The buttons are arranged in Groups by function.

If you are new to this interface you will find it helpful to read the introductory sheet in this series: A Brief Introduction to Office 2007: Key Points. This also explains how to open, save and print documents.

Finding your way around

Overleaf you’ll find a list of common tasks in Word and the location of the command on the new Ribbon interface. N

OT

E Most of the old Word toolbar buttons are on the Home

tab of the ribbon. Microsoft has tried to gather together the things you’ll use most often onto this tab.

Preferences

Most of the preferences which you had previously set up in the old version of Word (2003) will be lost when you move to Word 2007. You’ll need to spend some time setting these up again:

Office Button > Word Options button

Some useful new features

Live Preview allows you to instantly see how formatting changes your document. Just point to the choice of font etc. and see it applied to your document. Click on your choice to make the change.

Word Count: As you type a document Word reports the number of words on the status bar at the bottom of the window.

Zoom Slider: The status bar at the bottom of the window has a Zoom Slider which allows you to change the magnification of the document.

Mini Toolbar: When selecting text a mini toolbar appears above the text allowing you to quickly select text formatting options. You can turn this off: Office Button > Word Options button > Show mini toolbar on selection

Adobe Acrobat PDF files: Word can now create Adobe Acrobat PDF files. When you want to turn a Word document into a PDF file:

Go to the Office Button, point at Save As and wait for the sub-menu to appear.

Choose PDF or XPS

Word 2007 and older versions of Word

When you open a document which was created in an older version of Word it opens in Compatibility Mode. You can work with your document and save it as normal.

For more information see the introductory sheet in the series: A Brief Introduction to Office 2007: Key Points.

15

Word 2007: A Brief Introduction

Help in Staff Development see http://www.le.ac.uk/staffdev April 2008 | Page 2

How do I find…?

New/Open/Save/Print/Exit Office Button

Character and paragraph formatting options Home tab > Font group and Paragraph group

Undo/Redo Quick Access Toolbar

Cut/Copy/Paste/Format Painter Home tab > Clipboard group

Find and Replace Home tab > Editing group

Spelling Review tab > Proofing group

Ruler View tab > Show/Hide group or

Click on the View Ruler button

Page setup (margins, orientation, size) Page Layout tab > Page Setup group

Page break Page Layout tab > Page Setup group or

Insert tab > Pages group

Headers and Footers and Page Numbers Insert tab > Header & Footer group

Endnotes and Footnotes References tab > Footnotes group

Insert a table and table editing Insert tab > Tables group

When editing a table two new contextual tabs appear on the Ribbon: Table Design and Table Layout. These can be used to change the appearance and structure of the table.

Set language Review tab > Proofing group

Track changes Review tab > Tracking group

Creating PDF documents Office Button > Save As > PDF or XPS

Mail merge Mailings tab

Inserting symbols and equations Insert tab > Symbols group

Word Count See previous page or Review tab > Proofing group

Use and create forms and macros First Set-up: Office Button > Word Options> Popular then tick the option to Show Developer Tab in the Ribbon.

Forms: Developer tab > Controls group

Macros: Developer tab > Code group

AutoText Insert tab > Text group > Quick Parts command

For more information type AutoText into Word help.

16

Excel 2007: A Brief Introduction

Help in Faculties of Arts and Social Sciences: http://www.le.ac.uk/ss/office2007/ April 2008 | Page 1

Microsoft Excel 2007 uses the new Microsoft Office interface. Menus and toolbars have been removed and are replaced with a Ribbon with Tabs. If you are new to this interface you will find it helpful to read the introductory sheet in this series: Office 2007: A Brief Introduction. This also explains how to open, save and print documents.

Finding your way around

Overleaf you’ll find a list of common tasks in Excel and the location of the command on the new Ribbon interface. N

OT

E Most of the old Excel toolbar buttons are on the Home

tab of the ribbon. Microsoft has tried to gather together the things you’ll use most often onto this tab.

Some useful new features

Live Preview, the Mini Toolbar and the Zoom Slider are available in Excel (see Word 2007: A Brief Introduction).

Quick and Easy Formatting: Conditional formatting, table formatting and cell styles are now much easier to apply and much more powerful. Look in the Home tab > Styles group.

Working with Functions and Formulas is now easier.

All functions and formula related commands are on the Formulas tab.

When you begin typing the name of a function an auto-complete menu appears for you to choose from.

The Formula Bar can be expanded by using the arrows at the far right of the bar.

Instant Calculations: If you select a range of cells containing numbers, Excel shows their average, count and sum on the status bar at the bottom of the window. If you right-click on the status bar you can add additional calculations.

Page Layout View allows you to work on your spreadsheet while showing you how it will appear on the printed page. To switch to Page Layout View: View tab > Workbook Views group.

Chart Drawing: There is no Chart Wizard for drawing charts. Choose the chart type you want to draw from Insert tab > Charts Group. Selecting a chart shows the Chart Tools contextual tabs with improved features.

Adobe Acrobat PDF files: Excel can now create Adobe Acrobat PDF files. When you want to turn an Excel spreadsheet into a PDF file:

Go to the Office Button, point at Save As and wait for the sub-menu to appear.

Choose PDF or XPS

Excel 2007 and older versions of Excel

When you open a workbook that was created in an older version of Excel it opens in Compatibility Mode. You can work with the workbook and save it as normal. However when saving, you will often be given a warning that there will be compatibility problems. Some warnings such as “Minor loss of fidelity” (often reported if you have applied colour to a cell) you may choose to ignore. Others, such as “Significant loss of Functionality” indicate that you should resave the workbook in the new Excel 2007 format.

For more information see the introductory sheet in the series: Office 2007: A Brief Introduction.

17

Excel 2007: A Brief Introduction

Help in Faculties of Arts and Social Sciences: http://www.le.ac.uk/ss/office2007/ April 2008 | Page 2

How do I find…?

New/Open/Save/Print/Exit Office Button

Switch between open Excel workbooks View tab > Window group > Switch Windows or

Use the buttons on the Taskbar at the bottom of the screen.

Undo/Redo Quick Access Toolbar

Cut/Copy/Paste/Format Painter Home tab > Clipboard group

Find and Replace Home tab > Editing group

Character formatting options Home tab > Font group

Cell and number formatting options Home tab > Alignment group or Styles group

Home tab > Number group

Conditional Formatting Home tab > Styles group

Wrap text within a cell Home tab > Alignment group > Wrap Text

Merge cells Home tab > Alignment group > Merge and Center

Insert and delete rows and columns Home tab > Cells group

Column and Row formatting width and height Home tab > Cells group > Format command

Visibility and width of rows and columns Home tab > Cells group > Format command

Freeze Panes View tab > Window group

Sort Data tab > Sort & Filter group or

Home tab > Editing group > Sort & Filter command

Chart drawing tools Insert tab > Charts group

When editing a chart three new contextual tabs appear on the Ribbon: Chart Design, Chart Layout and Chart Format. These can be used to change the appearance and structure of the chart.

Insert Functions/Equations Formulas tab > Function Library group

Page Setup (margins, orientation, size, print area) Page Layout tab > Page Setup group

Add Header and Footer to the printed page Page Layout tab > Page Setup group > Print Titles command

Page Break Page Layout tab > Page Setup group > Breaks

Scale to fit pages when printing Page Layout tab > Scale to Fit group

Creating PDF documents Office Button > Save As > PDF or XPS

Changing preferences Office Button > Excel Options button

18

Outlook 2007: A Brief Introduction

Help in Staff Development see http://www.le.ac.uk/staffdev April 2008 | Page 1

Microsoft Outlook 2007 has not been changed as extensively as the other programs in the Office suite. The main screen still uses the old menus and toolbars you are familiar with, while others, such as the new message window, use the new Microsoft Office interface.

If you are new to this interface you may find it helpful to read the introductory sheet in this series: A Brief Introduction to Office 2007: Key Points. This also explains how to open, save and print documents. Overleaf you’ll find a list of common tasks in Outlook and the location of the command on the new Ribbon interface.

NO

TE

After you have opened Outlook 2007 you will not be able to move back to looking at your email in the old version of Outlook (2003). If you need to check your email on a computer with the old version of Office it is very important to use Outlook Web Access: http://webmail.le.ac.uk/ not Outlook 2003.

Some useful new features

To-Do Bar

When you first open Outlook you’ll notice a To-Do Bar on the right of the screen. This shows the calendar for the current month, your next three appointments and any tasks you have set.

If you want to remind yourself to deal with an email, just use the Flag button on the toolbar to choose when you want a reminder. At the appropriate time a note will appear in the To-Do Bar.

If you want to remove this bar choose View > To-Do bar > Off.

Spelling and Grammar Checking

Spelling and grammar checking as you type, and autocorrect are now available when you edit an email message. Right-clicking on a word marked as incorrect will allow you to choose one of Outlook’s suggested alternatives. If you don’t like these features you can turn them off: In the New Message window choose Office Button > Editor Options Button > Proofing.

Out of Office Assistant

You’ll find the Out of Office Assistant in the same place in the Tools menu but it has been improved to give much more flexibility. Now you can set it to turn itself on and off at a specific date and time, and choose to send a different message to people inside and outside the University.

Attachment Previewing

Attachments within emails can now be previewed.

Click once on the name of the attachment to select it.

For emails from a trustworthy source, click on the Preview File button to preview the attachment.

To switch back to viewing the email message click on the Message icon to the left of the attachment.

Click here to preview the attachment

Click here to return to viewing the message

Outlook Preferences and Archives

Almost all of your current Outlook preferences and settings will be automatically moved over to Outlook 2007. But you will need to reconnect to any Outlook Archives you have.

Go to the File menu and choose Open and then Outlook Data File....

You may see your archive, which is usually called archive.pst, in the window that opens. If not, you’ll need to use the Look in menu to check elsewhere on your Z drive or D drive.

When you’ve found the file, click OK. The archive will be added back to your Folder list as before.

19

Outlook 2007: A Brief Introduction

Help in Staff Development see http://www.le.ac.uk/staffdev April 2008 | Page 2

How do I …?

In all windows with the new interface:

Save and Print Office Button

Undo/Redo Quick Access Toolbar

Character and paragraph formatting options Format Text tab

In a new Email message window:

Cut/Copy/Paste/Format Painter Message tab > Clipboard group

Attach a file Message tab > Include group

Add a signature you have already set up to an email message

Message tab > Include group

Change an email message to HTML/Plain Text format

Options tab > Format group

Flag a message as important Message tab > Options group

Request a delivery or read receipt

Please remember that these requests may be ignored by the recipient.

Options tab > Tracking group

Show the Bcc and From boxes Options tab > Fields group

In a new appointment window:

Set a reminder Appointment tab > Options group

Set an appointment to recur at regular intervals Appointment tab > Options group

Set an appointment to private Appointment tab > Options group

Invite people to attend a meeting Appointment tab > Actions group> Invite Attendees command

Schedule a meeting comparing the calendars of all attendees

Appointment tab > Show group > Scheduling Assistant command

In a new contact window:

Send an email message to a contact Contact tab > Communicate group

20

PowerPoint 2007: A Brief Introduction

Help in Staff Development see http://www.le.ac.uk/staffdev April 2008 | Page 1

PowerPoint 2007 uses the new Microsoft Office interface. Menus and toolbars have been removed and are replaced with a Ribbon with Tabs. If you are new to this interface you will find it helpful to read the introductory sheet: Office 2007: A Brief Introduction. This also explains how to open, save and print.

Finding your way around

Overleaf you’ll find a list of common tasks in PowerPoint and the location of the command on the new Ribbon interface. N

OT

E Most of the old PowerPoint toolbar buttons are on the

Home tab of the ribbon. Microsoft has tried to gather together the things you’ll use most often onto this tab.

Some useful new features

Live Preview and the Mini Toolbar are available in PowerPoint (see Word 2007: A Brief Introduction).

New Text Effects: New text effects such as glow, 3D effects, kerning and vertical text are easy to apply using WordArt Styles. Select text and choose Drawing Format tab > WordArt Styles group

Themes: On the Design tab are professional looking slide designs to use with your own presentations. However, do remember University presentations should follow the standard University presentation style available from the address below. Note that you’ll need to log in using your CFS username and password.

https://swww2.le.ac.uk/offices/marketing/advice/visual-identity/downloadable-templates

Columns: It’s now easy to alter the layout of a slide to multiple columns. Choose Home tab > Paragraph group > Columns button

SmartArt: This feature helps you add professional looking diagrams to your presentation, such as Venn diagrams or flow charts. Choose Insert tab > Illustrations group > SmartArt button

To convert an existing list to SmartArt: Choose Home tab > Paragraph group > Convert to SmartArt

Adobe Acrobat PDF files: PowerPoint can now create Adobe Acrobat PDF files:

Go to the Office button, point at Save As, Choose PDF or XPS

From the Options button in the print dialogue box you can choose slides, handouts etc.

PowerPoint 2007 and older versions of PowerPoint

Presentations created in older versions of PowerPoint open in Compatibility Mode and, by default, will save to the old .ppt file format.

Newly created presentations will save by default in the new PowerPoint 2007 .pptx file format. However, to ensure maximum compatibility we suggest you save your presentations in the older .ppt format:

For presentations given within the university until September 2007 when lecture theatres and seminar rooms will be moved to Office 2007

And for the foreseeable future for presentations on PCs outside the university, unless you know that the PC supports PowerPoint 2007

To Save in the older format (PowerPoint 2003): Office button > Save As > PowerPoint 97-2003 Presentation

When saving in PowerPoint 2003 format from PowerPoint 2007 you may be alerted that some of the features used in the presentation will be disabled if opened with PowerPoint 2003. In most cases only the ability to edit new features is affected, basic editing and display are unaffected.

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PowerPoint 2007: A Brief Introduction

Help in Staff Development see http://www.le.ac.uk/staffdev April 2008 | Page 2

How do I find…?

New/Open/Save/Print/Exit Office Button

Character and Paragraph formatting options Home tab > Font group and Paragraph group

Undo/Redo Quick Access toolbar

Cut/Copy/Paste/Format Painter Home tab > Clipboard group

Find and Replace Home tab > Editing group

Spelling Review tab > Proofing group

Preferences

Office Button > PowerPoint Options button

Creating and deleting slides

Home tab > Slides group.

Click on the New Slide arrow to choose the type of slide you require

Changing Slide Layout Home tab > Slides group > Layout command and choose the layout required.

Themes

Design tab > Themes group

Click on the scroll arrows to see all the themes.

Slide setup and orientation Design tab > Page Setup group

Slide and Handout Masters View tab > Presentation Views group

Text box Insert tab > Text group

Editing, Aligning and Grouping Objects/Text Boxes Home tab > Drawing group

Formatting Objects/Text Boxes Click on the object and use the contextual Drawing Tools Format tab

Formatting Pictures Click on the picture and use the contextual Picture Tools Format tab

Headers and Footers Insert tab > Text group

Slide numbering Insert tab > Text group

Table Design and layout editing

Insert tab > Tables group

When editing a table two new contextual tabs appear on the Ribbon: Table Design and Table Layout. These can be used to change the appearance and structure of the table.

Slide Background Design tab > Background group

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Making the Jump to Office 2007: Compatibility Checker

Staff Development Centre, University of Leicester

USING THE COMPATIBILITY CHECKER

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If you want to save a file for use in a previous version of Word, you may first wish to check for any compatibility issues that could cause a loss of functionality. Use the Compatibility Checker

to analyse your data and it will create a report of issues that you can resolve before sending the file to a non-Word 2007 user.

Try This Yourself:

Open a File

Click on the Office Button

and point to Prepare to display the options

Select Run Compatibility Checker

Read through the report displayed in the Compatibility Checker window

Help and Find options are sometimes provided for assistance or to view areas of the document that contain potential problems. We'll ignore this problem…

Click on [OK] to continue

Click on the Office Button

and then select Save As > Word 97-2003 Document

Click on [Save] to save the document using the original filename but with the .doc extension

The Compatibility Checker dialog box appears automatically…

Click on [Continue] to save the file

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For Your Reference…

To manually check document compatibility:

1. Click on the Office Button

2. Select Prepare > Run Compatibility Checker

3. Use the directions on the dialog box to help you resolve any issues

Handy to Know…

When you save to the Word 97-2003 Document format, the Compatibility Checker runs automatically.

If potential compatibility issues are found that can be easily resolved, [Fix] is displayed in

the Compatibility Checker box.

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Making the Jump to Office 2007: Word File Formats

Staff Development Centre, University of Leicester

WORD 2007 FILE FORMATS

The Office 2007 system introduces a new file format that is based on XML. It is called Microsoft Office Open XML Format and applies to Word 2007, Excel 2007, and PowerPoint 2007.

You may also still need to work with other Microsoft Office users who are not currently using Office 2007 so you’ll also need to know how to make your files compatible with those users' versions.

The Office Button

As you know, the File menu has been

replaced by the Office Button .

The options to save files in different formats appear in this menu under Save As.

Word Document

The file format Word Document uses the .docx format and cannot store VBA macro code within the file.

The .docx format is unique to Word 2007 and if you send the file to a non-2007 user, they will need to use a special converter program to open and work with your file in a previous version of Word.

Word Template

Word templates are now stored using either the .dotx format, which cannot contain macros or the .dotm format, which can contain macro code.

Word 97-2003 Document

You can save your file in a format (.doc) that can be accessed by users of any version of Word from 97-2003 and 2007. However, when you select this format, you will be warned that you may lose some of the special characteristics that are available in Word 2007 only.

Note: If you want to save in the Word 97-2003 Document format most of the time, you can set this

as your default on the Save tab under [Word Options], accessed using the Office Button .

There are some issues regarding compatibility of documents between Word 2007 and previous versions of Word. Most typically, these problems can occur with more advanced features but if you are in any doubt, use the Microsoft website to look for further details.

PDF or XPS

You can save your document to other supported (add-in) file types, such as PDF (Portable Document Format – most popularly used for documents that are viewed on line) and XPS (XML Paper Specification – most popularly used for documents that need to be shared with other users).

If your screen displays Find add-ins for other file formats it means that you will need to install a program (usually from the web) to allow you to use PDF and XPS formats.

Other Formats

If you select this option, you access the Save As dialog box. You can then name the file and choose from an extensive range of different file formats in the Save as type box. You may like to use this option if you want to save a file that will be unique to Word 2007 and that can contain macros. This requires the .docm format.

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Making the Jump to Office 2007: Excel File Formats

Staff Development Centre, University of Leicester

EXCEL 2007 FILE FORMATS

Fortunately, Excel 2007 has no problem allowing you to open and work with Excel files created in previous versions (from Excel 97 to Excel 2003). However, there are a number of new file format

options available to you when saving your files and it is important to understand which format to use for your own working circumstances.

The Office Button

The Office Button replaces

the File menu. Using this button, you can create, open, save and print workbooks, and so on.

The Save As Command

The Save As options includes Excel Workbook. This uses the .xlsx format which does not allow you to store VBA macro code or Microsoft Office Excel 4.0 macro sheets (.xlm).

The .xlsx format is unique to Excel 2007 and if you send the file to non-2007 users, they will need to use a special convertor program to open and work with your file in a previous version of Excel.

Excel Macro-Enabled Workbook

You can save your file to a .xlsm if it contains any VBA macro code or Microsoft Office Excel 4.0 macro sheets (.xlm) that you wish to run when the file is opened. This is another 2007-specific format.

Excel Binary Workbook

The .xlsb format is similar to the .xlsm format in that it is unique to Excel 2007 and allows the file to contain macros or VBA code. However, this file format increases performance and memory management for workbooks that contain very large amounts of data, ensuring that the file opens and saves more quickly than perhaps the .xlsm format would allow.

Excel 97-2003 Workbook

Use this option to save your file in a format (.xls) that can be accessed by users of any version of Excel from 97-2003, including 2007. However, when you select this format, you will be warned that you may lose some of the special characteristics that are available only within Excel 2007.

Note: If you want to save in the Excel 97-2003 Workbook format most of the time, you can set this

as your default on the Save tab using [Excel Options] located on the Office Button menu.

PDF or XPS

If you select this option, you can save your workbook to other supported (add-in) file types, such as PDF (Portable Document Format – most popularly used for documents that are viewed on line) and XPS (XML Paper Specification – most popularly used for documents that need to be shared with other users).

If your screen displays Find add-ins for other file formats it means that you will need to install a program (usually from the web) to allow you to use PDF and XPS formats.

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