DENVER PUBLIC SCHOOLS
Microsoft Office 2007 Tips and Tricks Technology Training Department School Year 2007‐08
Microsoft Office 2007 Tips and Tricks Contents Ribbon Navigation ................................................................................................................................................4 The new Ribbon programs include two additional features ...................................................................................... 4 There two ways of using the keyboard. ..................................................................................................................... 4 Modifying a picture: .................................................................................................................................................. 8 Quick Access Toolbar ............................................................................................................................................... 9 Expand or collapse the tabs. .................................................................................................................................... 10 Quick Styles ............................................................................................................................................................ 10 Format Painter ......................................................................................................................................................... 11 Insert Pictures, Hyperlinks, and Headers/Footers ................................................................................................... 11 Zooming in and Out ................................................................................................................................................ 12 Check Spelling and Grammar ................................................................................................................................. 12 Checking Pages For Printing ................................................................................................................................... 12 Print ......................................................................................................................................................................... 13 SmartArt Graphics................................................................................................................................................... 13 File Format in Denver Public Schools..................................................................................................................... 14 Office New File Formats ......................................................................................................................................... 15 Documents Opened in Word 2007 .......................................................................................................................... 15 Compatibility Mode ................................................................................................................................................ 15 Converting Documents from Old to New Format ................................................................................................... 16 Sharing Documents ................................................................................................................................................. 16
Excel Tips and Tricks ........................................................................................................................................17 Commands Only When Needed .............................................................................................................................. 17 New View................................................................................................................................................................ 18 Different Views ....................................................................................................................................................... 19
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Microsoft Office 2007 Tips and Tricks Insert a Column ....................................................................................................................................................... 19 Title Format ............................................................................................................................................................. 20 Sum Button.............................................................................................................................................................. 21 Headers and Footers ................................................................................................................................................ 21 Printing .................................................................................................................................................................... 22 New Features........................................................................................................................................................... 23 File Types ................................................................................................................................................................ 23
Outlook ....................................................................................................................................................................24 New Features........................................................................................................................................................... 24 To Do Bar................................................................................................................................................................ 25 Outlook Calendar .................................................................................................................................................... 26 Recall a Message ..................................................................................................................................................... 26 Attachment Previewing ........................................................................................................................................... 27
PowerPoint .............................................................................................................................................................27 New Features........................................................................................................................................................... 27 Themes .................................................................................................................................................................... 28 How to Tweak the Theme ....................................................................................................................................... 29 Insert Picture/ClipArt .............................................................................................................................................. 31 Insert Text Box Caption .......................................................................................................................................... 32
Training Links for more……… .......................................................................................................................33 Microsoft On-Line Training .................................................................................................................................... 33 Microsoft Tips and Tricks Webcasts: ...................................................................................................................... 33 Moving from Microsoft Office 2003 to Office 2007 .............................................................................................. 33 Microsoft Template Library: ................................................................................................................................... 33 Microsoft Clip Art: .................................................................................................................................................. 33
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Microsoft Office 2007 Tips and Tricks
Ribbon Navigation Most of the menus are gone and replaced by the new Ribbons for Word, PowerPoint, Excel, Access, and parts of Outlook. The Ribbon exposes more functionality, so you can have easier access to common formatting features and more likely to find functionality you would not otherwise have known about. The example here is from Word. There are three main parts to the Ribbon: Tabs sit across the top of the Ribbon. Each one represents an activity area. Groups are sets of related commands displayed together on tabs. Groups pull together all the commands you're likely to need for a type of task. Commands are arranged in groups. A command can be a button, a menu, or a box where you enter information. The Ribbon will adapt depending on what you're working on, to show you the commands you're likely to 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 charts. Otherwise, those commands aren't visible
Microsoft Office Button Quick Access Toolbar
Tabs
Group
Contextual Tabs
Dialog Launcher
Help
The new Ribbon programs include two additional features The Microsoft Office Button has replaced the File menu, and it's where you'll find the same basic commands as before to open, save, and print your documents — as well as for setting program options, editing file properties, and more. The Quick Access Toolbar sits above the Ribbon and contains the commands that you want to keep near at hand. By default, the Quick Access Toolbar contains the Save, Undo, and Repeat (or Redo) commands, but you can customize it with whatever commands you want.
There two ways of using the keyboard. For example, to make text bold you could use Alt key will toggle the functions on and off: Keys to access the tabs and commands on the screen. A direct key combination unrelated to the Ribbon. COURSE TEXT Many people think of any keystroke sequence or combination that carries out an action as a keyboard shortcut, and generally that's a fine definition. But for this course, let's be a bit more precise in defining a keyboard shortcut. Defining the difference is important because the different types work in different ways. There are two basic types of keyboard shortcuts and we cover both.
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Microsoft Office 2007 Tips and Tricks Access keys Access keys give you access to the Ribbon. They relate directly to the tabs, commands, and other things that you see on the screen. You use access keys by pressing the ALT key followed by another key or a sequence of other keys. Every single command on the Ribbon, the Microsoft Office Button menu, and the Quick Access Toolbar has an access key, and every access key is assigned a Key Tip. If you are familiar with the old system of underscored letters on menu items, think of Key Tips as the new version of those. Key combinations. Key combinations perform specific commands. They are unrelated to the Ribbon or other things that you see on screen. The keys need to be pressed together to trigger the action and most, but not all, involve pressing CTRL plus other keys (for example, CTRL+C to copy). Key combinations have mainly not changed in the 2007 Office release, and will work the same way as previously. On the Insert tab the Key Tip M is assigned to SmartArt. On the Page Layout tab the Key Tip M is assigned to Margins.
Although the layered approach to Key Tips means that each command in a program has a unique sequence of Key Tips, it also means that there are many duplicates when comparing the Key Tips across tabs. So M does one thing on one tab, and it does something else on a different tab. Remember, you only ever see the Key Tip badges for the active tab — the tab you are on; you have to move to another tab to see its Key Tips. If you end up with the Key Tips for the wrong tab showing, just press ESC to see the tab Key Tip badges again. Note If a dialog box is open that uses the same letter in a shortcut as a Key Tip on the Ribbon, the dialog box has precedence. Although you can do things in the Ribbon by using keys to move around it, Key Tips are a much quicker way to access and execute commands
In addition to Key Tips, there's another way of using sequential keystrokes to move around the Ribbon. First, you must press the ALT key, just like with Key Tips, to move the focus from the document to the Ribbon. Then you can move around by using the arrow keys.
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Microsoft Office 2007 Tips and Tricks • • •
The LEFT ARROW and RIGHT ARROW keys move you to the adjacent tabs. The UP ARROW key moves the focus to the Quick Access Toolbar. (From there, use the LEFT ARROW key to move to the Microsoft Office Button.) The DOWN ARROW key moves you into the active tab, where you can move further using the other arrow keys.
The major improvement over previous versions of Microsoft Office in moving around the screen with the arrow keys is that you can use them to move up and down as well as side to side. Tip Once you start moving around the Ribbon like this, the Key Tip badges disappear. Get them back by pressing ALT twice
You can also navigate the Ribbon by using the TAB key. After you press ALT to move the focus to the Ribbon, pressing the TAB key cycles through all the commands on the active tab, group by group. After cycling through the last group of commands on the tab, the TAB key moves the focus to the Help button, the Microsoft Office Button, and the Quick Access Toolbar, and then back to the first group on the tab. Press SHIFT+TAB to cycle through the commands in the opposite direction. When the focus is on the command that you want, press ENTER to select it
You can get to different areas of the program window by pressing F6. For example in Outlook, in Mail view, the focus moves between the folder list, the open folder, the preview pane, and the To Do Bar. The picture above illustrates this movement around the Outlook window. In the programs with the Ribbon, F6 cycles between all the areas of the window including any open task panes, the status bar at the bottom of the window where you'll find the View controls, and the Ribbon. For example, if you wanted to zoom in on your document you would:
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Microsoft Office 2007 Tips and Tricks 1. 2. 3.
Press F6 until the focus was in the status bar. Press the TAB or RIGHT ARROW key to move to the + (plus) command. Press ENTER.
Note If you use F6 to access the Ribbon, Key Tips appear just as if you had pressed ALT. The advantage of ALT is that it's quicker — you don't have to cycle through several other areas before getting to the Ribbon
Microsoft Office Button
You can choose a file from the list of recently used files by pressing the number to the left of the file name. This new button is at the top left of the window (just where the File menu was), and you can get there by using Key Tips, the TAB key, or arrow keys. There are Key Tip badges (and also underscored letters) in the menu to show you which letters to press to use a command, just as there were on menus in previous versions of Office. Here's a brief list of other keystrokes you need for moving around. • •
• • • • • • •
Use the TAB key and arrow keys to navigate a dialog box. Activate a command by pressing ENTER. In some cases, this opens a gallery or menu so you can choose what you want and then activate it by pressing ENTER again. For some commands, like the Font box, pressing ENTER puts the focus in the box so you can start typing, or use the arrow keys to scroll through lists. Once you've got what you want, press ENTER again. CTRL+TAB cycles through the tabs in a dialog box. SPACEBAR selects and clears check boxes. SHIFT+F10 opens the shortcut menu, which opens when you right-click an item. ESC closes an open dialog box or shortcut menu. If nothing is open, it takes the focus away from the Ribbon and back to the main document. To close a task pane, first press CTRL+SPACEBAR to open the task pane menu. Then press C to select Close on the menu. ALT+F4 (pressed simultaneously) closes the active window. F1 opens the Help window
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Microsoft Office 2007 Tips and Tricks If you are a keyboard shortcut expert and you've been using the menu shortcuts in Microsoft Office for years — the ones that started with ALT — and you know them all by heart, you may be alarmed that the menus and the old shortcuts have gone. Take heart! The new Ribbon and shortcuts may take a little time to learn, but once you know them you'll appreciate the new features. If you're still unconvinced and you just want your old shortcuts back, then rest assured: Most of them will still work. However, you'll need to know the full shortcut from memory. There are no on-screen reminders of what keys you need to press. Here's how it works. In the previous version of Office, you pressed ALT, E to open the Edit menu, and then you pressed the underlined letter in a command on the menu. In the 2007 Office system Ribbon programs, when you press ALT and then one of the old menu keys, you won't open a menu. Instead, you'll see a message telling you that you're using an Office 2003 access key and to press ESC to cancel. If you know the key sequence you want, you can just carry on and initiate the command. Otherwise, do as the box says and press ESC to see the Key Tip badges. At first glance, you may not see a certain command from a previous version of Word. Fret not. Some groups have a small diagonal arrow in the lower-right corner . The arrow is called a Dialog Box Launcher. If you click it, you'll see more options related to that group. Those options will often appear in the form of a dialog box that you may recognize from a previous version of Word. Or they may appear in a familiar-looking task pane. Speaking of previous versions, if you're wondering whether you can get the same look and feel of a previous version of Word, the simple answer is, you can't. But after playing around with the Ribbon a little, you'll get used to where things are and will like how easy it makes getting your work done
Modifying a picture:
In this new version of Word, certain tabs appear only when you need them. For example, let's say you've inserted a picture. But now you want to do more with it. Maybe you want to change how text wraps around it or you want to crop it. Where are those commands found? Select the picture. The Picture Tools tab appears. Click that tab. Additional groups and commands appear for working with pictures; like the Picture Styles group.
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Microsoft Office 2007 Tips and Tricks When you click away from the picture, the Picture Tools tab disappears, and the other groups come back. Note On-demand tabs appear for other activity areas, like tables, drawings, diagrams, and charts
Some formatting commands are so useful that you want to have them available whatever you are doing. Let's say you want to quickly format some text, but you're working on the Page Layout tab. You could click the Home tab to see the formatting options, but here's a faster way: Select your text by dragging with your mouse, and then point at the selection. The Mini toolbar will appear in a faded fashion. If you point to the Mini toolbar, it will become solid, and you can click a formatting option there. The Mini toolbar is great for formatting options, but what if you want other types of commands to always be available? Use the Quick Access Toolbar.
Quick Access Toolbar The Quick Access Toolbar is the small area to the upper left of the Ribbon. It contains the things that you use over and over every day: Save, Undo, and Repeat. You can add your favorite commands to it so that they are available no matter which tab you are on. Add a button to the toolbar, right click on the icon, select Add to Quick Access Toolbar.
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Microsoft Office 2007 Tips and Tricks Remove a button from the toolbar, right click on the Quick Access Toolbar icon, select Remove from Quick Access Toolbar.
Expand or collapse the tabs.
The Ribbon makes everything in Word 2007 nicely centralized and easy to find. Sometimes, however, you don't need to find things. You just want to work on your document, and you'd like more space to do that. So it's just as easy to hide the Ribbon temporarily as it is to use it. Here's how: Double-click the active tab. The groups disappear, so that you have more room. Whenever you want to see all of the commands again, double-click the active tab to bring back the groups
Quick Styles
If you're interested in a more powerful and efficient approach to formatting than just the bold and italic commands, you'll want to know about styles in the new Word. You work with styles on the Home tab, in the Styles group: Ribbon Navigation 2007, Last Printed on 3/13/2008 12:46:29 PM
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Microsoft Office 2007 Tips and Tricks Quick Styles are ready-made, professional styles, quick and easy to apply; and they have a new look with this version of Word. The most frequently used Quick Styles will appear directly on the Ribbon. Click the down arrow to see several more ready to use Quick Styles. Click the Dialog Box Launcher to open the Styles pane. This pane holds custom-made styles you might have made yourself in a previous version of Word, and it's where you go to create new or amend existing styles. Quick Styles are more than convenient, good-looking outfits for your document. Using these styles throughout your document gives you a great advantage: one-touch makeovers
Format Painter
Another high-speed formatting command is Format Painter. It's on the very left of the Home tab, in the Clipboard group. In case you're not familiar with the Format Painter, it's a quick way of duplicating formatting from one section of text to another. To use the Format Painter, place the cursor in the text whose format you want to copy and then click the Format Painter button. If you have more than one place to paint your formatting, make sure you double-click the Format Painter to get it to stay on. Then select the text that you want to paint on the new format. To turn it off, you click the button again, or press ESC
Insert Pictures, Hyperlinks, and Headers/Footers
To give your text power and punch, you may want pictures, clip art, charts, or shapes in your document. The place to add these is the Insert tab. But those aren't the only commands on this tab. You've got Tables and Hyperlink here, as well. And that's not all — not pictured but ready to serve you are page numbers, text boxes, and WordArt
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Microsoft Office 2007 Tips and Tricks Zooming in and Out
After you insert something, you may need a closer look at its details. So you'll definitely want to know where you zoom. Look in the lower-right corner. Drag the slider to the right to zoom in, and drag it to the left to zoom out. Tips • • •
Clicking the percent number to the left of the slider will open the Zoom dialog box, where you can specify a zoom percentage. If your mouse has a wheel, you can hold down the CTRL key and turn the wheel forward to zoom in, backward to zoom out. You can also find Zoom commands on the View tab
Check Spelling and Grammar
The Spelling & Grammar command is on the Review tab, because this is part of reviewing your work. Look toward the far left, in the Proofing group.
Checking Pages For Printing
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Microsoft Office 2007 Tips and Tricks First it's smart to check how your pages are laid out for the printer. Everything you need is on the Page Layout tab. The Page Setup group contains Size (8.5 x 11, A4, and so on), Orientation (landscape and portrait), and Margins. That's right: Margin settings are easily accessible, on the same level as other commands in this group. Remember how in earlier versions you had to dig deep, going to the File menu, Page setup.
Print
When you are truly ready to print, go back to the Microsoft Office Button. But keep in mind that now you've got options: If you click the Print command, you'll get the Print dialog box. But point at the arrow on the right of the Print command instead, and you'll see three commands: Print, which will open the old familiar Print dialog box. Quick Print, which sends your document immediately to the printer. Print Preview, which shows you how the printed document will look. If you use this command a lot you might like to add it to the Quick Access Toolbar.
SmartArt Graphics
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Microsoft Office 2007 Tips and Tricks The new file format also gives you the ability to use features that are available only in Word 2007. One example of such a feature is the new SmartArt Graphics. Notice how many SmartArt Graphic designs are available to choose from. The new file format supports plenty of other new features, such as math equations, themes, and content controls.
File Format in Denver Public Schools
If you're concerned that John doesn't have his installation of Office 2000 fully updated, then you'll want to save your document with an older file format before e-mailing it to him. Here's how: Click the Microsoft Office Button, and on the menu, point to the arrow at the end of the Save as command. Click 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 will notify you that the diagram will be combined into a single, uneditable object. That way John can at least see the diagram. But John won't be able to edit it, because his version of Word doesn't understand how to work with this new feature
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Microsoft Office 2007 Tips and Tricks Office New File Formats
The only outward difference you are likely to see with new Word file formats is if you use macros or code. Previously, there were just two types of Word file types: documents and templates (.doc and .dot). With Word 2007 there are four file types: .docx, .dotx, .docm and .dotm (the "x" stands for XML and the "m" for macro). Basic documents and templates (.docx and .dotx) can no longer contain macros or code, which is how they are made safer for everyday use — no-one can slip hidden code into a document. But because macros are useful things to have, there are two additional file types to support documents and templates which contain code: .docm and .dotm
Documents Opened in Word 2007
Word 2007 can open files created in all previous versions of Word, 1.0 through 2003. Word will open older documents in compatibility mode. You know this because at the top of the document "(Compatibility Mode)" appears next to the name of the file.
Compatibility Mode
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Microsoft Office 2007 Tips and Tricks What's compatibility mode all about? In short, Word is telling you that the document uses an older file format. Because that file format doesn't understand some of the new features in the new version of Word, those features are either turned off or modified so that they approximate an older version of Word. In the example shown here, an older Word 2003 document was opened in the new version of Word. Notice that the title bar includes (Compatibility Mode). And as you can see, the Choose a SmartArt Graphic dialog box doesn't appear at all — the Diagram Gallery appears instead. In fact, this Diagram Gallery is just like the one in Word 2003 and has the same range of functions. It's a good idea to stay in compatibility mode if you know you'll be sharing your documents with a lot of people who are using older versions of Word. That way, what you see is what they see. And you will be able to anticipate what they can and can't do in their version of Word
Converting Documents from Old to New Format
Can you convert an older document to the new file format? Naturally. With the document open in Word 2007, you just click the Microsoft Office Button, then click the Convert command on the menu. This conversion gives you the benefits of the new format (helps make files smaller, more secure, and so on) and also the new features in their full, undiminished fashion. For example, you will have all of those choices that you saw in the Choose a SmartArt Graphic box, not the smaller set. Note If you have Windows configured to show file extensions, the file name changes from My Document.doc to My Document.docx. The "x" stands for XML
Sharing Documents
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Microsoft Office 2007 Tips and Tricks Suppose you are using the new file format, either by creating new documents and saving them, or by upgrading them using the Convert command on the menu that opens from the Microsoft Office Button. Suppose your friend, John, has an older version of Word that came with Office 2000. You want to e-mail him your latest document. Will he be able to open it? Yes, he will. When John clicks the document, if his Office 2000 installation is updated with the latest patches and service packs, he will be asked if he wants to download a converter that will let him open your document. Now, the document John 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 his version. Still, he can open it, and will be able to work with it and send it back to you. Note The converter works only with Office 2000 SP3, Office XP SP3, and Office 2003 SP1. It works only on the following operating systems: Windows 2000 SP4, Windows XP SP1, and Windows Server 2003
Excel Tips and Tricks Commands Only When Needed
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 when you may need them, in response to an action you take. For example, if you don't have a chart in your worksheet, the commands to work with charts aren't necessary. But after you create a chart, the Chart Tools appear, with three tabs: Design, Layout, and Format. On these tabs, you'll find the commands you need to work with the chart. The Ribbon responds to your action. Use the Design tab to change the chart type or to move the chart location; the Layout tab to change chart titles or other chart elements; and the Format tab to add fill colors or to change line styles. When you complete the chart, click outside the chart area. The Chart Tools go away. To get them back, click inside the chart. Then the tabs reappear
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Microsoft Office 2007 Tips and Tricks New View
The new Page Layout view in Excel. Column headings. Row headings. Margin rulers. Not only the Ribbon is new in Excel 2007. Page Layout view is new too. If you have worked in Print Layout view in Microsoft Office Word, you'll be glad to see Excel with similar advantages. To see the new view, click Page Layout View on the View toolbar on the bottom right of the window. Or click the View tab on the Ribbon, and then click Page Layout View in the Workbook Views group. 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. Rulers at the top and side help you adjust margins. You can turn the rulers on and off as you need them (click Ruler in the Show/Hide group on the View tab). With this new view, you don't need print preview to make adjustments to your worksheet before you print. It's easy to add headers and footers in Page Layout view. When you type in the new header and footer area at the top or bottom of a page, the Design tab opens with all the commands you need to create your headers and footers. You can see each sheet in a workbook in the view that works best for that sheet. Just select a view on the View toolbar, or in the Workbook Views group on the View tab, for each worksheet. Normal view and Page Break preview are both there.
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Microsoft Office 2007 Tips and Tricks Different Views
Everything we've told you so far applies if your screen is set to high resolution and the Excel window is maximized. If not, things look different. How? Like this: Low resolution If your screen is set to a low resolution, for example to 800 by 600 pixels, a few groups on the Ribbon will display the group name only, not the commands in the group. You will need to click the arrow on the group button to display the commands. For example, on the View tab, the Show/Hide group has several commands to show or hide various items. With a higher resolution, you will see all the commands in the Show/Hide group. In 800 by 600 resolution, you will see the Show/Hide button, not the commands in the group. In that case, you click the arrow on the Show/Hide group button to display the commands in the group. The groups that display only the group name in a smaller resolution are those with less frequently used commands. Minimized At any resolution, if you make the Excel window smaller, there is a size at which some groups will display only the group names, and you will need to click the arrow on the group button to display the commands
Insert a Column
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Microsoft Office 2007 Tips and Tricks You want to add the column to the right of the Quantity column, so you click in the Supplier column. Then, on the Home tab, in the Cells group, click the arrow on Insert. On the menu that appears, click Insert Sheet Columns. A new blank column is inserted, and you enter the new data in the column. Now that you've added a column and added data, if you need to adjust the column width to fit the data, in the Cells group, click the arrow on Format, and then in the list that appears click AutoFit Column Width. In the Format list are all the commands to adjust row height and column width, as well as to hide and unhide rows, columns, and sheets
Title Format
The column titles will stand out better if they are in bold type. You select the row with the titles and then, on the Home tab, in the Font group, you click Bold. While the titles are still selected, you decide to change their color and their size, to make them stand out even more. In the Font group, you click the arrow on Font Color, and you see many more colors to choose from than before in Excel. You can see how the title will look in different colors by pointing at any color and waiting a moment. This preview means that you don't have to make a selection to see the color, then undo your selection if it's not what you want. When you see a color you like, click it. , or you can click the arrow beside To change the font size, you can either click the Increase Font Size button the Font Size box to see a list of sizes (this method gives you the same live preview as for font colors). While the titles are still selected, you decide to center them in the cells. In the Alignment group, you click the Center button
, and that's done.
Finally, you find that you need to enter one more order for Louisiana Fiery Hot Pepper Sauce. So you select that product name, and in the Clipboard group, you click the Copy button in the Clipboard group again, you click the Paste button
. Then you click in the bottom row, and
.
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Microsoft Office 2007 Tips and Tricks Sum Button
To enter a simple formula, on the Home tab, in the Editing group, click the Sum button. Sum button on the Home tab. Formula result Before handing off the report, you want to add up the numbers in the Quantity column. That's easy — use the Sum button. On the Home tab, it's in the Editing group. Place the cursor in the last cell in the Quantity column, and click the Sum button. Then press ENTER. Excel adds the numbers up by using the SUM function. To do more than add, click the arrow on the Sum button. Then click any of the functions on the list that appears: Average, Count, Max, or Min. If you click More Functions, Excel opens the Insert Function dialog box where you can choose from all of the Excel functions. Or click the Formulas tab and check out the Function Library and Calculation groups
Headers and Footers
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Microsoft Office 2007 Tips and Tricks To add a header, in Page Layout view, click in the "Click to add header" area. The Header & Footer Tools and the Design tab appear at the top of the Ribbon. As a finishing touch, suppose you decide to add headers and footers to the worksheet, to make it clear to everyone what the data is about. First, change to Page Layout view. Click the View tab, and then click Page Layout View in the Workbook Views group. (Or click the middle button on the View toolbar at the bottom of the window.) It is very easy to add headers and footers in Page Layout view. Instead of opening a dialog box to add a header, just click in the area at the top of the page that says Click to add header. As soon as you do, the Header & Footer Tools and the Design tab appear on the Ribbon. These have all the commands to work with headers and footers. There's also a command, new in Excel 2007, to apply different headers and footers on odd and even pages. For the header on this report, you type June Sales Report, and you're done. As soon as you click the worksheet, the Header & Footer Tools and the Design tab and commands go away, until you need them again. To get them back, in Page Layout view, click in the header or footer area again
Printing
Now it's time to print the report, so you can take copies to your meeting. In previous versions of Excel, did you ever switch back and forth repeatedly between print preview and Normal view, adjusting your worksheet to get things right before you could print? Or perhaps it took you several tries before your worksheets finally printed the way you wanted them to. In Page Layout view, you can make adjustments to your worksheet and see the changes on the screen, before you print. Click the Page Layout tab to fine-tune your printing options. On this tab, in the Page Setup group, you can click Orientation and then select Portrait or Landscape. In Page Layout view, you'll see the orientation change, and how your data will look each way. Still in the Page Setup group, click Size to choose paper size. You'll see the result of your choices as you make them. What you see is what you print
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Microsoft Office 2007 Tips and Tricks New Features
The new file format means improvements to Excel. Here are its chief benefits: New features In addition to the features you've seen in the previous lessons, the number of rows on a worksheet has gone from 65,536 to 1,048,576. The number of columns has increased from 256 to 16,384. You can write longer formulas in the new resizable Formula Bar. And if you click large chunks of text in a cell, the Formula Bar no longer spills into the worksheet grid. Safer files Workbooks containing unwanted code or macros are easier to identify and block. Less risk of file corruption Excel has an improved ability to open corrupt files and recover some of your work that might otherwise have been lost. Reduced file size Workbooks are compressed; file size is approximately 50 percent to 75 percent smaller than in previous versions of Excel. You open and save the compressed files as you are used to opening and saving any Excel file. More useful data More can be done with the data because its basis in XML makes it much easier to integrate with other data sets from other computers and programs. For example, store your budget data in a specialized program, select what you need, and import it into a Word document, an Excel worksheet, and an Access database
File Types There are several file types you can choose from when you save a file in Excel 2007. Excel Workbook (*.xlsx) Save a workbook as this file type if it does not contain macros or Microsoft Visual Basic for Applications (VBA) code. If you try to save a workbook as an Excel Workbook, and there are any macro commands or VBA projects in the file, Excel 2007 will warn you that the macro or VBA code will be deleted from the file. Excel Macro-Enabled Workbook (*.xlsm) Save your workbook as this file type when the workbook contains macros or VBA code. If you try to save a workbook containing macros or VBA as the Excel Workbook file type, Excel will warn you against this choice. Excel Template (*.xltx) Save your workbook as this file type when you need a template. Excel Macro-Enabled Template (*.xltm) Save your workbook as this file type when you need a template and the workbook contains macros or VBA. Excel Binary Workbook (*.xlsb) Save your workbook as this file type when you have an especially large workbook; this file type will open faster than a very large Excel Workbook will. You'll still have the new Excel features with this file type, but not XML. Excel 97 - Excel 2003 Workbook (*.xls) Save your workbook as this file type when you need to share it with someone who is working with a previous version of Excel, and who does not have the Microsoft Compatibility Pack for Office 2007.
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Microsoft Office 2007 Tips and Tricks Microsoft Excel 5.0/95 Workbook (*.xls) Save your workbook as this file type when you need to share it with someone using Microsoft Excel 5.0. Most Excel 2007 features will be disabled when you save as this file type
Outlook New Features
The Ribbon is visible each time you create or edit something in Outlook. Specifically, you'll encounter the Ribbon when you create or modify e-mail messages, calendar items, contacts, tasks, or journal entries. Why did we switch to this new system? We did a lot of research about how people use commands in Outlook. Based on this research, we made some commands more prominent and organized common commands so that they're displayed and grouped in ways that make them easy to find and use. Note If you've used Microsoft Office Word 2007, the Ribbon for Outlook messages will be familiar to you. Because the Outlook 2007 editor is based on Word 2007, many of the commands and options that are available in Word are available when you create messages in Outlook
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. We've shown some of these differences in the picture:
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Microsoft Office 2007 Tips and Tricks A new message shows the Message and Options tabs with groups and commands that you'll use when you write and send a message. A new appointment shows an Appointment tab with groups and commands specific to working with a calendar entry. A new contact shows a Contact tab with groups and commands to help you keep contact information up to date
To Do Bar
Located at the far right of the window, the To-Do Bar is visible wherever you happen to be working in Outlook (that is, you can see it from Mail, Calendar, Contacts, and so on). The To-Do Bar is there to help you keep track of upcoming tasks and appointments. You'll get a chance to work with the To-Do Bar in the practice. In the picture, we've called out a few of its key elements: Date Navigator. Upcoming calendar appointments. A place to enter new tasks by typing. Your task list
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Microsoft Office 2007 Tips and Tricks Outlook Calendar
We hope that when you look at the new design of the calendar in Outlook 2007 you'll instantly notice that it's easier to see what's what. Moving around is easier too. Here are some examples: Bigger buttons make it easier to quickly switch between daily, weekly, and monthly calendar views. Back and Forward buttons let you quickly go to the next day, week, or month in the calendar. Also new is a Tasks area. You can use this area to track your accomplishments: Completed items on this list appear crossed out and "stick" to the day; tasks not marked as complete will automatically be carried over to the next day, until you complete them.
Recall a Message
Suppose you've just clicked Send and you realize that a key detail in your message is wrong (for example, maybe you wrote "bored" instead of "board" when discussing the results of the last board meeting). If you're using Microsoft Exchange Server for your e-mail, you may be able to recall the message that you just sent. If you act before a recipient reads the message, recalling it will allow you to send a corrected version to that person and avoid possible embarrassment. Here's what you would do:
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Microsoft Office 2007 Tips and Tricks In the Navigation Pane, click Sent Items to switch to that folder. In the Sent Items folder, double-click the message that you want to recall to open it. In the open message, click Other Actions in the Actions group, and click Recall This Message.
Attachment Previewing
As we've shown in the picture, attachment previewing could be your answer: To preview an attachment, click its icon. The attachment preview appears in the Reading Pane. Attachment previewing allows you to display previews of certain file types right from the Outlook Reading Pane. You can do this without having to open the attached files. Note To help keep your computer safe, embedded code in attachments is disabled while previewing. Once you've decided an attached file is one that you want to open or save, you can do that by right-clicking its icon in the Reading Pane
PowerPoint New Features
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Microsoft Office 2007 Tips and Tricks A few types of transition effects show on the Ribbon. For more effects, click the More button. The full gallery of transition effects is displayed. Point to any effect to see it previewed on the slide; click it to apply it When PowerPoint has many choices for something, such as styles for a shape or types of WordArt or animation effects, a few choices show on the Ribbon. To see the full gallery of choices, click the More arrow, as shown in the picture. Point for a preview When you rest the mouse pointer on a gallery thumbnail (hover), you see how the shape or animation effect would look when applied. If you don't like it, there's nothing to undo. Just hover over other thumbnails and click the one that you want to apply.
Themes
To see how a theme will look: Rest the pointer over a theme thumbnail (the one shown is called Flow)... ... and the preview appears on the slide. Click the More arrow for a full theme gallery and links to online themes. So that you can see how all your content is going to look, choose a theme for the presentation right at the start. That way you'll see how the theme colors look on certain things you add, such as charts or tables. A theme supplies the look and feel, in terms of slide design, of the presentation. It applies the background design, placeholder layout, colors, and font styles to your slides and slide elements. The Design tab is the place to go for themes. A gallery like the one for design templates that you may have used in earlier PowerPoint versions appears here under Themes. Each theme has a name, which shows in the ScreenTip. When you rest the pointer over a theme thumbnail, the theme is shown in a temporary preview on the current slide. You see the theme's effect before you apply it, saving you the step of undoing it if you don't like it. When you move the pointer off the thumbnail, the preview ends. Ribbon Navigation 2007, Last Printed on 3/13/2008 12:46:29 PM
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Microsoft Office 2007 Tips and Tricks Click the arrow on the right of the Themes group to get more choices and information, such as which themes (since you can use more than one) are used in the presentation, and for links to other themes — on Office Online, for example. The same themes are supported in Microsoft Office Word 2007 and Microsoft Office Excel 2007
How to Tweak the Theme
Use the Colors, Fonts, and Effects galleries, all on the Design tab. Look at other Background Styles. The choices use theme colors. Point to a thumbnail to get a preview of the alternative background. To apply your own background, such as a photograph, click Format Background The theme you choose is a complete design. But where's the fun if you can't do some tweaking? The Design tab has other galleries in case you want to modify the theme. Each provides a preview on the slide as you rest the mouse pointer over gallery choices. Colors There's a set of colors for every available theme; you can select your theme's colors and modify any of them. Fonts Click any sample from the Fonts gallery to apply it to the slides. Each includes a font for title text and one for body text. Effects look.
These are a range of visual effects for shapes, such as a glow, soft edges, or a three-dimensional (3-D)
Background Styles Subtly change the theme's background while keeping within the set of theme colors. Samples are shown in the picture. Add a New Slide
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Microsoft Office 2007 Tips and Tricks
Choose a layout when you add a new slide. On the Home tab, click New Slide, below the slide icon. Click a layout to insert a slide with that layout If you did the first lesson's practice exercise, you inserted a new slide that automatically applied a layout. You can also choose a layout before you insert the slide. To do so, click New Slide, below the slide icon on the Home tab. That displays the layout choices. The layouts in PowerPoint 2007 are more robust than before. Several of them include "content" placeholders, which you can use for either text or graphics. An example is the Title and Content layout. In the middle of its one placeholder, it includes this set of icons:
Click any of the icons to insert that type of content — a table, chart, SmartArt graphic, picture from a file, piece of clip art, or video file. Or, ignore the icons and type text, which this layout also supports
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Microsoft Office 2007 Tips and Tricks Insert Picture/ClipArt
Maybe you're including portrait photos of company executives, or you want a piece of clip art to accentuate slide content. As you saw in the preceding section, you can insert the picture right from the slide, from within a content placeholder. The illustration on the left shows you how. To insert a picture of your own, click the Insert Picture from File icon. To insert a piece of clip art, click the Clip Art icon. The picture will be positioned within the placeholder border. Once your picture is inserted, what if you want to resize it or give it special effects? First, select the picture on the slide. Picture Tools appear on the Ribbon. Click the Format tab, and use buttons and options there to work with the picture. You can give it square or curved edges; apply a shadow or glow; add a colored border; crop it or size it, and so on. Inserting a picture from the slide itself is handy. It's an especially good method if you have more than one placeholder on the slide because, when you insert using the slide icons, the picture goes within the same placeholder. (If you want to insert a picture by using the slide icons but you don't have the right type of placeholder, it's easy to change the layout. You'll see how in the practice session.) Don't forget the Insert tab You can use the Insert tab to insert a picture, too — as well as many other slide elements. The only difference in using this method is that sometimes PowerPoint has to guess which placeholder you want the picture to go in
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Microsoft Office 2007 Tips and Tricks Insert Text Box Caption
Styles for your text box. The Format tab in Drawing Tools has styles for text boxes and other shapes. Display the shapes gallery, and point to any style. You see a preview of the style on the slide, applied to the text box. For the picture caption, insert a text box. You'll find this on the Insert tab. When you insert the text box, the Drawing Tools are displayed. Click the Format tab, and use the commands on it to: • Choose a shape style for the text box or other shapes, and a shape fill, such as a gradient color; a shape outline color; and an effect, such as beveling or a shadow or glow. • Insert, change, and edit shapes. • Position and arrange shapes
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Microsoft Office 2007 Tips and Tricks
Training Links for more……… Microsoft On-Line Training Here is a link to the Microsoft On-Line Training: http://office.microsoft.com/en-us/training/default.aspx
Microsoft Tips and Tricks Webcasts: Microsoft Tips and Tricks on line Webcasts: http://www.microsoft.com/office/greattips/default.mspx
Moving from Microsoft Office 2003 to Office 2007 Here is some interactive training for you: Word 2003 to Word 2007 http://office.microsoft.com/en-us/word/HA100744321033.aspx?pid=CH100487431033 Excel 2003 to Word 2007 http://office.microsoft.com/en-us/excel/HA101491511033.aspx PowerPoint 2003 to PowerPoint 2007: http://office.microsoft.com/en-us/powerpoint/HA101490761033.aspx
Microsoft Template Library: http://office.microsoft.com/en-us/templates/default.aspx
Microsoft Clip Art: http://office.microsoft.com/en-us/clipart/FX101321031033.aspx?pid=CL100570201033 Microsoft Keyboard Shortcuts: http://office.microsoft.com/training/training.aspx?AssetID=RC101562731033
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