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Office 2003 to 2007 Making the Move

Office 2003 to 2007 Making the Move. Tutorial Objectives. Topics. Office 2007 Overview Design Ribbon SmartArt File Versions Excel Overview PowerPoint Overview Word Overview. Office 2007 Overview - The Design - The Ribbon - SmartArt - File Versions. Design Objective. Add Simplicity

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Office 2003 to 2007 Making the Move

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  1. Office 2003 to 2007 Making the Move Colby College ITS

  2. Tutorial Objectives Topics • Office 2007 Overview • Design • Ribbon • SmartArt • File Versions • Excel Overview • PowerPoint Overview • Word Overview Colby College ITS

  3. Office 2007 Overview- The Design- The Ribbon- SmartArt- File Versions Colby College ITS

  4. Design Objective • Add Simplicity • Easy to find commands • Showing only the commands you use • Organizing commands by task • Establish Groups • Commands within a larger task • Keep Familiar Functions • Still there • Location has sometimes changed • Deliver More Secure File Sharing Colby College ITS

  5. Design Results (1) • Ribbon • Command Tabs • Command Groups • Contextual Tools • Dialog Box Launchers • Galleries • New File Menu • Quick Access Toolbar • New View Controls Colby College ITS

  6. Design Results (2) • Smart Art • Converts textual data to graphics • Keyboard Shortcuts • All old CTRL and function shortcuts remain • New shortcut keys start with ALT • You can turn on 2003 ALT shortcut keys • File Formats • XMLS based • Version Compatibility • Conversion utilities Colby College ITS

  7. Office 2007 Overview- The Design- The Ribbon- SmartArt- File Versions Colby College ITS

  8. Which Programs Use The Ribbon • Office Excel 2007 • Office PowerPoint 2007 • Office Word 2007 • Office Outlook 2007 • In open items such as • Mail, Contacts, and Appointments Colby College ITS

  9. The Ribbon • What it does • Groups work (activities) by task rather than function • What is different • You can find information by what you want to do (tabs) rather than by what classification a programmer put it under • How this helps you • More intuitive, easier to learn Colby College ITS

  10. What is on the Ribbon? • Command Tabs • Seven basic tabs, each representing an activity area • Command Groups • Specific actions related to the activity • Commands • Buttons, dialog boxes or menus Colby College ITS

  11. Two New Features • The Microsoft Office Button • Replaces File menu • Basic commands to open, save, and print •  The Quick Access Toolbar • Contains much-used commands • By default: Save, Undo, and Repeat Colby College ITS

  12. Dialog Launchers • Lose a command? • Probably in a dialog box • Click the launcher arrow Colby College ITS

  13. Contextual Commands • Some tabs only appear when a specific type of object is selected • Select a picture • The image editing tab appears Colby College ITS

  14. Mini Toolbar • Small formatting toolbar • Appears when you right-click something that can be formatted • Saves several steps when you want to perform simple formatting Colby College ITS

  15. Quick Access Toolbar • Holds actions you use all the time (copy, paste, etc) • To add a command • Right-click on it • Select “Add to Quick Access Toolbar” Colby College ITS

  16. Hiding the Groups for More Room • When you need more room to just “write” • Double Click the active tab • To redisplay the groups, double click the active tab again Colby College ITS

  17. Zoom • Click the percent number to the left of the slider to open the Zoom dialog box • If your mouse has a wheel • Hold down the CTRL key • Rotate wheel forward to zoom in, backward to zoom out Colby College ITS

  18. Behind the Scenes • Microsoft Office Button > Word Options • Options, security and settings are now all under Word Options Colby College ITS

  19. Office 2007 Overview- The Design- The Ribbon- SmartArt- File Versions Colby College ITS

  20. Smart Art • Only available in Office 2007 • Word • Excel • Outlook • PowerPoint • Special Capabilities Colby College ITS

  21. Types of Smart Art … • List • Process • Cycle • Hierarchy • Relationship • Matrix • Pyramid … … … … … … Colby College ITS

  22. Creating Smart Art • Illustration Group > InsertSmartArt. • Click the type and layout that you want • Enter text by: • Click in a shape in your SmartArt graphic, and then type your text. • Click [Text] in the Text pane, and then type or paste your text. • Copy text from another program, click [Text], and then paste into the Text pane. Colby College ITS

  23. The Smart Art Dialog Box • Click type at left • Then click layout in cnter Colby College ITS

  24. Changing Smart Art Colors • Click your SmartArt graphic • Design Tab >SmartArt Tools • SmartArt Styles > Change Colors. • Click the color variation you want Colby College ITS

  25. In PowerPoint Only (1) • If you already have text on a slide, you can convert it to Smart Art Colby College ITS

  26. In PowerPoint Only (2) • Click text box that contains the text on the slide that you want to convert • Paragraph Group > Home Tab > Convert to SmartArt Graphic • Select layout Colby College ITS

  27. In PowerPoint Only (3) • Tip • If you want both a slide with the text and another slide with the SmartArt graphic created from that same text create a copy of the slide before you convert it • If you have not closed your presentation, you can reverse the conversion by clicking Undo on the Quick Access Toolbar Colby College ITS

  28. Sharing a Smart Art Graphic (1) • Automatically saved inside the document • If you want to embed in another document version or program that does support Smart Art • Save as another file typeor • Save the graphic separately Colby College ITS

  29. Sharing a Smart Art Graphic (2) Saving as an Earlier Version • Select all shapes in the graphic • Home Tab > Clipboard Group > Cut • Home Tab > Clipboard Group >Paste Special • Save > Microsoft Office Graphic Object • Click OK • Click the SmartArt graphic border • Press DELETE to delete the border • Microsoft Office Button > Save As • Click the earlier version file format Colby College ITS

  30. Sharing a Smart Art Graphic (2) Saving as a Separate Graphics File • Click the slide that contains graphic • Home Tab > Clipboard > Copy • Home Tab > Clipboard > Paste Special • Select the graphics file format you want • To work with your file in another program • Insert it as an object Colby College ITS

  31. Converting Older Diagrams (1) • Excel diagrams to… • SmartArt graphics or Individual shapes or Leave it as is • To change a diagram's individual pieces from an earlier version of Microsoft Office, you must convert the diagram • PowerPoint • SmartArt graphics or Individual shapes or Leave it as is • To change a diagram's individual pieces from an earlier version of Microsoft Office, you must convert the diagram Colby College ITS

  32. Converting Older Diagrams (2) • Word diagrams to… • SmartArt graphics • NOT to individual shapes • You CANNOT convert a single diagram • Convert one = Convert entire document • To change a diagram's individual pieces that were created in an earlier version • You must convert the diagram Colby College ITS

  33. Office 2007 Overview- The Design- The Ribbon- SmartArt- File Versions Colby College ITS

  34. New File Format • Now based on XML • Makes documents safer • Separates files that contain scripts or macros • Easier to identify and block unwanted code • Reduces file sizes • Makes documents less vulnerable Colby College ITS

  35. Older Version Documents • Office will open older documents in compatibility mode • Compatibility Mode will appear next to the name of the file. Colby College ITS

  36. Compatibility Mode • Has fewer options and actions • Stay in Compatibility if you will be sharing your files with other people who may not have Office 2007 Colby College ITS

  37. Converting Older Files • Microsoft Office Button > Convert • More options and actions now available Colby College ITS

  38. Sharing Files (1) • To open a 2007 file in an older version • Conversion dialog will appear • Once converted it will look MOSTLY the same • New features will NOT display Colby College ITS

  39. Sharing Files (2) • Microsoft Office Button > Save As • An older version document • Any new features will be lost Colby College ITS

  40. Getting Ready to Print • Page Layout > Page Setup • Contains Size (8.5 x 11, A4, and so on), Orientation (landscape and portrait), and Margins Colby College ITS

  41. Printing Colby College ITS

  42. Excel 2007 - New Features Run the Demo! Organizing Data with Tables Colby College ITS

  43. Introducing Galleries(1) • Directly apply formatting by selecting an appearance you want from a gallery • Three types • Drop-down • Grid layout • Embedded Drop Down Gallery Colby College ITS

  44. Introducing Galleries (2) Embedded Gallery Grid Layout Gallery Colby College ITS

  45. More Colors • In 2007, you can have as many different colors in a workbook as you like • You can assign a design theme to a workbook • Offers you color choices that are part of a complementary whole • Not just a dialog box with no guidance about which colors to choose Colby College ITS

  46. Conditional Formatting (1) Colby College ITS

  47. Conditional Formatting (2) • Prior to Excel 2007 • Up to three conditions • Define a format for each • In Excel 2007 • As many rules as you like • Apply several rules to a single data value • Choose to stop evaluating rules after a particular rule has been applied • Change the order in which the rules are evaluated Colby College ITS

  48. More Professional Looking Charts • Charts summarize data visually • Excel 2007 • Creates attractive and informative charts quickly • Special tabs on the ribbon just for charts • Select type of chart • Formatting • Layout • Takes advantage of new graphic and drawing capabilities Colby College ITS

  49. Sample Excel 2007 Chart Colby College ITS

  50. Headers and Footers in Excel • View > Page Layout • Click "Click to add header" • Header & Footer Tools and Design tabs appear at the top of the Ribbon Colby College ITS

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