Microsoft Office 2007 - Professional Development
Office 2007 – New FeaturesDoIT – Professional Technical EducationUniversity of Wisconsin - MadisonCliff wisc.edu/pte
Overview of Office 2007Table of ContentsIntroduction . 3The Changes (Overview) . 3The Office Button . 4A Few Options Tips. 4The Quick Access Toolbar . 5The Customize Quick Access Toolbar menu . 5More Commands . 5Understanding Ribbons . 6Contextual Ribbons . 6Minimize the Ribbon . 6New Extensions & File Sharing . 7Files created in Office 2003. 7Files created in Office 2007. 7Option #1: Saving Office 2007 files to a pre-XML format . 7Option #2: Installing the Compatibility Pack on the 2003 machine . 7Changing the Default File Type . 8Compatibility Mode. 8Compatibility Checker. 9Using Word 97-2003 Templates. 9Creating PDF files in Office 2007 applications. 9A Few Tips for Word .10Styles . 10Page Layout Ribbon . 10Format Ribbon . 10A Few Tips for Excel .11Formula Ribbon . 11Adding a Chart . 11A Few Tips PowerPoint .12Adding New Slides . 12Slide Design Ribbon . 12Slide Master . 13Working with Charts . 13Other Notes. 13Resources .14Copyright: UW Madison, Professional Technical Education2 ofInstructional14Thanks to University of Michigan: LibraryTechnology for sharing materials with the CIC.
Overview of Office 2007IntroductionThe latest version of Microsoft Office for Windows – Office 2007 – looks very different from Office2003. While it has much of the same functionality as the previous versions of Word and Excel, you haveto learn where to find the tools you are used to using. (Note: Most keyboard shortcuts are exactly thesame. So, if you are accustomed to using those, carry on!). This handout is designed to give you a generalorientation to the biggest differences between these two versions. This will allow you to continue yourwork as efficiently as possible as you transition to Office 2007. We will be developing more in-depthhandouts for Word and Excel. This handout does not cover Microsoft Access or PowerPoint, in eitherversion.The Changes (Overview)In addition to visual changes, Microsoft has introduced some new terminology. These act the same acrossall the applications, and look very similar as well. The following pages explore these items in greaterdetail.Office Button: Located in the upper-left corner of the screen (in each application), the Office Button ( )contains most of the commands which were located under the File menu, such as Open, Close, Print, andSave.Quick Access Toolbar: By default, the Quick Access Toolbar ( ) is located to the right of the OfficeButton. You can customize it by adding other frequently-used icons.Ribbon: The Ribbon ( ) represents the biggest visible change in Office 2007. The Ribbon has replacedthe myriad of toolbars used in prior versions of Office. It is a reorganization of all the icons andcommands. The Ribbon also contains many new commands and functionalities. The Ribbon is organizedby tabs (Home, Insert, Page Layout, etc.). These tabs contain icons sorted into logical groups. Below isthe Home ribbon in Word. Note that is has many of the features of the Office 2003 Standard andFormatting toolbars. Zoom Bar: In the lower right corner of each program, there is a new Zoom feature. Shown below, thisslider is used to adjust the display size of the document. To the left of this magnification slider are iconsfor the different views; in Word, for example, the Normal view, Outline view, etc.Extensions/File Types: Office 2007 introduces Microsoft’s new XML-based file format. These new fileformats are reflected in the new file extensions now end with an “x” - .docx and .xlsx. Unlike priorsoftware upgrades, there is a compatibility issue between Office 2003 and 2007. For more information,read the later section on New Extensions & File Sharing.Copyright: UW Madison, Professional Technical EducationThanks to University of Michigan: Library 3InstructionalTechnology for sharing materials with the CIC.of 143 of 14
Overview of Office 2007The Office ButtonThe Office Button looks the same in all the Office 2007 applications;it is the large gold medallion icon in the upper left corner. Whenselected (shown to the right) you will have access to basic filemanagement commands (New, Open, Save, Save As, Print, etc.) thatused to be found under the File menu.Additionally, the Office Button provides access to the Options buttonfor the respective application. (Each application has its own, slightlyunique Options button.)The Options button (shown to the right) can be used to accesscommands that were found in the Tools menu in Office 2003, such asAutoCorrect, AutoRecover, andA Few Options TipsThere are a few options that you might want to turn off (or on) thatare new to this version of Office.Show Mini Toolbar on selection: Found in the Popular category, thistoolbar pops up when you select text. It can get in the way,particularly if you try to right-click, so you might want to turn it off. On the other hand, some peoplemight find it very useful to have a toolbar with popular icons display rightwith your text.Enable Live Preview: Also found in the Popular category, live previewshows you what your document or spreadsheet would look like if youapplied the style, theme, etc. that you are mousing over. When you find one you like, click on it toactually apply it.Smart Tags: The Smart Tag is the little icon (shown below) that appears after you complete certaincommands (such as Paste) or finish a formula. Many people either love smart tags or hate them; theSmart Tag is either very convenient, or it gets in the way. Its appearance is contextual, which means thatthe options available in the Smart Tag will change depending on what you are doing. The smart tag optionis a bit buried. To change anything about the smart tags, go to the Proofing category, then AutoCorrectOptions and then click on the Smart Tags tab.Copyright: UW Madison, Professional Technical EducationThanks to University of Michigan: Library 4InstructionalTechnology for sharing materials with the CIC.of 144 of 14
Overview of Office 2007The Quick Access ToolbarThe Customize Quick Access Toolbar menuBy default, the Quick Access Toolbar is located to theright of the Office Button. Unlike the Ribbon, the QuickAccess Toolbar can actually be customized. To managethe icons shown on this toolbar, click the down-arrowon the right side of the Quick Access Toolbar. Doing sowill reveal the list shown to the right. This list displayssome of the more common commands, many of whichwere contained in the Standard toolbar in previousversions of the MS Office suite of applications. Thecheckmarks, located to the left of each command name,identifies the commands that are currently shown on thetoolbar. To add or remove a certain command from thetoolbar, select on the command.Be aware that this toolbar is unique to each Officeapplication. If you customize this toolbar in Word, itwill not automatically change in Excel.Word and Excel all have the same options on theCustomize Quick Access Toolbar menu, except the following:MS Excel has the Sort Ascending and Sort Descending commands.MS Word has the Spelling & Grammar and Draw Table commands.More Commands If you wish to add a command thatis not found in this list, select MoreCommands A dialog box willappear similar to the Word exampleshown below. (You can also accessthis area from the Office Button, inthe Customize category.)1. At top-left, select acategory containing thecommand(s) you wish toadd to the toolbar.2. Click once on the commandin the list on the left.3. Use the Add button to movethe command to the right.4. Use the up and downarrows, on the right edge, to rearrange the commands.5. Click OK when you are done.NOTE: In this dialog box you can also choose to show the Quick Access Toolbar below the Ribbon.NOTE: Only Word allows you to define keyboard shortcuts.Copyright: UW Madison, Professional Technical EducationThanks to University of Michigan: Library 5InstructionalTechnology for sharing materials with the CIC.of 145 of 14
Overview of Office 2007Understanding RibbonsThe Ribbon is the most visible change that you will observe in Office 2007. It replaces the numeroustoolbars use in previous versions of MS Office. The purpose behind this transition is to reorganize theicons and commands in a more logical way. The Ribbon is divided into tabs (Home, Insert, Page Layout,etc.). Each tab is divided into “groups”, such as (in the first example below) Pages, Tables, orIllustrations.The Home Ribbon has much of what used to be on the Standard and Formatting toolbars.Below are screenshots of the Insert Ribbon from MS Word and MS Excel. While they have many of thesame icons, there are also items that are unique to that program. For example, Word (top) has one basicchart icon, while Excel (bottom) has numerous icons that pertain to chart types, styles and all the chartvariations.Contextual RibbonsSome tabs are called “contextual” tabs, meaning that the tab is only available when you have an objectselected (like a chart, or a table, or an image). In the example below, the graphic has been selected, so thecontextual tab “Format” appears as a Ribbon tab. It remains accessible as long as the object is selected.You will need to explore each Ribbon to see what exactly each one now has; in the following Tips For sections, we point out some common tasks from Office 2003, and in what Ribbon you will find them inOffice 2007.Minimize the RibbonThe Ribbon can be minimized, to save on visual space. To do this, right-click on the tabs of the Ribbonand select Minimize the Ribbon.Copyright: UW Madison, Professional Technical EducationThanks to University of Michigan: Library 6InstructionalTechnology for sharing materials with the CIC.of 146 of 14
Overview of Office 2007New Extensions & File SharingOffice 2007 uses an XML-based file format. This is why the file extensions now end with an “x”, as in.docx and .xlsx. Because of this change, there are some compatibility issues you need to consider whensharing files.Files created in Office 2003Any file created in Office 2003 is compatible with Office 2007. Users of Office 2007 will be able to open,edit and save these older-version files. After doing so, the files will still be usable in MS Office 2003applications.However, if a 2003 file is opened in a 2007 application, the 2007 application will run in “CompatibilityMode”. This means that some new functionality, introduced in MS Office 2007, will not be available tothe user. To gain access to those new functionalities, the user will need to convert the 2003 file (.doc or.xls) into the new XML-based format (.docx or .xlsx). This conversion is very easy to do, and can beperformed by using the Convert command, found under the Office Button.Until the conversion takes place, the file can continue to be used (opened, edited and saved) in both theOffice 2003 and Office 2007 versions of the application.Files created in Office 2007Any file created in Office 2007 files will not be immediately accessible by the Office 2003 application.If files created in the Office 2007 application need to be shared with users using Office 2003, there are afew options you may consider.Option #1: Saving Office 2007 files to a pre-XML formatIn Word or Excel 2007, you can save a version of your currentfile in the 2003 format.1. In 2007, click on the Office Button.2. Choose Save As from the category list.3. Select Word 97-2003 (or Excel 97-2003).4. Name the file and select a storage location.5. Click OK.That file is now fully compatible with the Office 2003application.Note: As is often the case when working between version andformats, some formatting may be lost or compromised whengoing from the 2007 format to the 2003 format.Option #2: Installing the Compatibility Pack on the 2003 machineIf you are running Office 2003, and would like to work with files created in Office 2007, (that is, theypossess the new XML format) you can download a free Compatibility Pack provided by Microsoft.Windows users can click here: 6761033.aspxMac users can click here: http://www.micosoft.com/downloads, and select the “Mac & Other Platforms”link down the left-hand column.Once this Compatibility Pack is installed, you will be able to open, edit and save files in the new XMLformat from within a 2003 version of the application.Copyright: UW Madison, Professional Technical EducationThanks to University of Michigan: Library 7InstructionalTechnology for sharing materials with the CIC.of 147 of 14
Overview of Office 2007Changing the Default File TypeThe conversion of the UW environment fromOffice 2003 to Office 2007 is going to takesome time. You may find that you havealready made the upgrade, but many of yourcoworkers have not. If this is the case, youmay prefer to continue working with 2003format files until your whole work group hasmade the conversion to 2007. Your 2007applications can be configured in such a waythat they will default to the 2003 file formatswhen they are creating and saving files.1. Click on the Office Button in the upper left corner of the application.2. Click on the Word/Excel Options button.3. Choose the Save category on the left, then in the Save files in this format:pulldown, choose 972003:Excel 97-2003 WorkbookWord 97-2003 Document4. Click OK to save your changes and close the dialog box.Note: This configuration change will need to be made for each application.Compatibility ModeWhile working with 2007 applications, you should beaware of a special flag that will appear in the title bar ofthe document window (shown to the right). When filesfrom the pre-2007 format are being accessed from withina 2007 application, Microsoft will flag the document witha “Compatibility Mode” label. This means that thecurrent document is actually a non-XML format, but it isbeing accessed by the XML-based application.This “compatibility mode” will only be detected within the 2007 application, and it means that some ofthe newer features and functionalities introduced in the 2007 version will not be available to the user.This “compatibility mode” will remain in effect for the current document until that document is manuallyconverted to the new 2007 format.To convert a 2003 file to the 2007 format:1. Select Office Button, Convert.2. This dialog box (shown to theright) will appear.3. Click OK.Note: This process will change theexisting document. If you want to retainthe original document, in its pre-XMLformat, then use Save As instead.Copyright: UW Madison, Professional Technical EducationThanks to University of Michigan: Library 8InstructionalTechnology for sharing materials with the CIC.of 148 of 14
Overview of Office 2007Compatibility CheckerConverting a 2007 file into a pre-2007 format mayresult in the loss of some formatting. The Office2007 applications provide a CompatibilityChecker. This tool will alert you to any changesthat will occur to the document during thedownward conversion to a pre-2007 format. Thisinformation may help you decide whether youwant to perform the conversion.1. Select Office Button, Prepare.2. Select Run Compatibility Checker.3. A dialog box (shown to the right) willappear, listing any problems and what willbe done to resolve any conflict.4. Click OK.Using Word 97-2003 TemplatesTo use Word 97-2003 templates in Word 2007, the templatewill need to be converted:1. Using Windows Explorer, locate the template (.dot)to be converted.2. Right-click the file and select Open with 3. Select Word 2007 from the list, and check the“Always open ” option4. The file will open in a Word 2007 applicationwindow.5. Select Office Button, Convert.Creating PDF files in Office 2007 applicationsOffice 2007 documents can be easily and quickly published as PDF files. However, before doing so, afree add-in, provided by Microsoft, needs to be installed on your system. To install this add-in,1. Search Microsoft Help for “pdf add-in”.2. Select the first link that is returned.3. Halfway down the document is a section called “Install and use the Publish as PDF or XPS add-infrom Microsoft”.4. Step 1 in this section has a link to Microsoft’s website. Follow this link to install the add-in.After the add-in has been installed, you can now easily produce a .pdf version of your document.1.2.3.4.Open the file you want to make a *.pdf (Word, PowerPoint, Excel)Select Office Button, Save As, PDF or XPS.Give this .pdf file a name and navigate to a desired filepath for storage.Click Publish.Copyright: UW Madison, Professional Technical EducationThanks to University of Michigan: Library 9InstructionalTechnology for sharing materials with the CIC.of 149 of 14
Overview of Office 2007A Few Tips for WordStylesLike the other applications, many of the common formatting commands are in the Home Ribbon. Anaddition to the Word Home Ribbon is the Styles Group. The visible window of styles is only large enoughto show four or five styles. However, there are many more styles to consider. To view those styles, selectthe down-pointing arrow to the right of the displayed styles (circled below).Page Layout RibbonThe page settings such as margins, orientation, etc. are now located in the Page Layout Ribbon, as shownbelow. These commands used to be in the File Page Setup. Here are additional commands you canaccess from the Page Layout Ribbon:Add page or section breaks (Page Setup Group)Change paragraph indent and spacing (Paragraph Group – applies only to selected text)Change the wrapping, alignment, or grouping of an image or images (Arrange Group)Format RibbonThe Format Ribbon is a contextual ribbon that only displays when it is needed. If a graphic is currentlyselected, the Format Ribbon will display, allowing you to change the text wrapping, size, position(Arrange Group) as well as brightness, contrast, etc. (Adjust Group).Copyright: UW Madison, Professional Technical EducationThanks to University of Michigan: Library10InstructionalTechnology for sharing materials with the CIC.of 1410 of 14
Overview of Office 2007A Few Tips for ExcelLike the other applications, many of the common formatting commands are in the Home Ribbon. Inaddition, as shown below, the Excel Home Ribbon also has the following:Number Group: specify the format of the cell (such as currency, time, etc.)Cells Group: insert, delete, or format individual cells, rows or columnsEditing Group: insert common formulas as well as sort, filter and findFormula RibbonThe Formula Ribbon is also new in this version. In one Ribbon you can see all the different categories offormulas.Adding a ChartTo add a chart, you can select your data first, or add it later. If you don’t have any data selected, Excelwill just guess, so best to select something.1. Go to the Insert Ribbon. In the Charts Group choose the type of chart you want like.2. By default, the chart will just appear on the spreadsheet, and you will now have a Design Ribbon.3. You can change the way your chart looks by making alterations in the Chart Layout Group or theChart Styles Group (in the Design Ribbon). To change the color of a series or other chart element,go to the Format Ribbon and choose Shape Fill from the Shape Styles Group.4. You can change the location (to put in on its own sheet, for example) by going to the DesignRibbon and clicking Move Chart in the Location Group.Copyright: UW Madison, Professional Technical EducationThanks to University of Michigan: Library11InstructionalTechnology for sharing materials with the CIC.of 1411 of 14
Overview of Office 2007A Few Tips PowerPointLike the other applications, many of the common formatting commands are in the Home Ribbon,including adding a new slide and changing the slide layout (Slides Group).Adding New SlidesTo add a new slide, go to the Home Ribbon. If you click on the iconfor new slide, you will get a new slide that looks just like the last oneyou inserted (for example, two columns). If you click on the text NewSlide, this activates the pulldown (shown at right), and you can selectany layout, duplicate from what’s selected, or reuse slides from adifferent presentation.The slide layouts look a little different in PowerPoint 2007, as shownat right. When you choose Title and Content, for example, you caneither add text or content (such as a picture or chart). If you start withbulleted text, you would need to go to the Insert Ribbon to add animage; the icon on the slide itself disappears.Slide Design RibbonTo change the slide design, color scheme, or background colors, go tothe Design Ribbon. If you have left the default Live Preview active,when you move your mouse over the designs your presentation willchange to show you what it will look like. Click on a design toactually apply it. By clicking on the down arrow with the line above it(circled below), you can see all the preset design.If you click on Background Styles, you will get a display of possible background styles – your defaultchoices will depend on which slide design you have chosen.If you click on a background style, it will immediately apply to all slidesIf you choose Format Background , you can choose more options (including gradients). If youchoose Close, it will only apply to the selected slide; choose Apply to All to do just that.If you choose a color or font theme from the list, it will apply to all slides; you can also change font,color, etc. from the Slide Master as you used to as well.Copyright: UW Madison, Professional Technical EducationThanks to University of Michigan: Library12InstructionalTechnology for sharing materials with the CIC.of 1412 of 14
Overview of Office 2007Slide MasterYou can still access the Slide Master, but it is now found in the View Ribbon. You now have severaldifferent masters to choose from; if you make your edits to the main master, it will apply to all slides; ifmake changes on a submaster (for example, the Title Master), changes will only apply to slides that usethat layout.Working with ChartsWhen you insert a chart (from the Insert Ribbon), Excel launches with sample data. There is no longer aseparate charting tool in PowerPoint. In addition, there’s no double-clicking to format your chart; rightclick on the series to change the color, etc., or choose the Format Ribbon, then the Shape Fill (in theShape Styles Group). To insert a chart from data you already have in Excel:Traditional methods still work, and this is the only way to link to your data in Excel (so, if you datachanges, your chart will be updated):Go to the chart in Excel, copy the chart, go to the Home Ribbon in PowerPoint, click on the Pastepulldown and choose Paste Special, orGo to the Insert Ribbon, choose Object, then create the chart from your existing file.We suggest you only use the Insert Chart icon on the new slide if you still need to input your data; if youalready have data in Excel, make the chart in Excel, then copy and paste (or insert) as recommendedabove.Other NotesHere are a few other changes that might be useful to know:To hide a slide, either right-click on the slide and choose Hide Slide from the shortcut menu, orgo to the Slide Show Ribbon and choose Hide Slide.Working with Video Clips:These movie file types will work directly in PowerPoint: .asf, .avi, .mpeg, .wmvKeep your movies (or sounds) in the same folder as the PowerPoint presentationOnce you insert a movie or sound, you will get a new Options Ribbon.Copyright: UW Madison, Professional Technical EducationThanks to University of Michigan: Library13InstructionalTechnology for sharing materials with the CIC.of 1413 of 14
Overview of Office 2007ResourcesGeneral Microsoft Help http://office.microsoft.comGet Started with the 2007 Microsoft Office System: 055081033.aspxMS Office 2007 FAQ: 6561033.aspxGoogle “Microsoft Office Compatibility Pack”, first hit “Microsoft Office Save As PDF”, first hit “Microsoft Business Contact Manager”, first hit “Microsoft Business Contact Manager”, first hit “Microsoft Business Contact Manager Product Guide”, first hit (2MB, 34 pgs)Copyright: UW Madison, Professional Technical EducationThanks to University of Michigan: Library14InstructionalTechnology for sharing materials with the CIC.of 1414 of 14
Ribbon: The Ribbon ( ) represents the biggest visible change in Office 2007. The Ribbon has replaced the myriad of toolbars used in prior versions of Office. It is a reorganization of all the icons and commands. The Ribbon also contains many new commands and functionalities. The Ribbon is organized by tabs (Home, Insert, Page Layout, etc .
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1.1 OVERVIEW OF MICROSOFT OFFICE 2007 OFFICE 2007 is different from previous versions of Microsoft's Office software. In previous releases of Microsoft Office applications, people used a system of menus, toolbars, task panes, and dialog boxes to get their work done. Instead, Office 2007 uses what Microsoft calls Ribbons.
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