An Introduction to Office 2007


Office XP and Office 2007 look very different
This introduction should:
◦ Introduce you to some of the basic changes
◦ Make it easier to find Office commands you use every day in Office 2007
◦ Let you know where to find other
resources to help you learn Office
2007

Compatibility Mode in Office 2007
◦ You can open Office 97-2003 documents in Office
2007
 It will automatically use “Compatibility Mode”
◦ Only features that can be saved in the Office 972003 format will be shown
◦ The document will save in the Office 97-2003
format unless you specify otherwise
 Compatibility Mode allows you to do so without any
loss of functionality

All staff and public computers in the Libraries
have the Office 2007 Compatibility Pack
installed
◦ allows people to open and save Office 2007
documents in Office XP, with limitations
 Converts document to old format to open
 Converts document back to 2007 to save
By default, Office 2007 will save new files in the new file format.
However, the Office 97-2003 format may be the best format for
sharing files with people outside the Libraries
(if the other party does not have Office 2007).
Program
Word
Office 97-2003
File Extension
Office 2007
File Extension
.doc
.docx
Document
.docm
Document with macros
.dotx
Template
.dotm
Template with macros
.dot
Excel
PowerPoint
.xls
.ppt
.pot
Notes
.xlsx
Workbook
.xlsm
Workbook with macros
.xlsb
Binary workbook
(useful for very large workbooks)
.pptx
Presentation
.pptm
Presentation with macros
.potx
Presentation Template
.potm
Presentation Template with macros

Ribbon
◦ Replaces menu structure of older versions
◦ Graphic version of the menu bar
 Has same commands, but presents them in pictures
 May be easier to see what the different commands do

Tabs
◦ Show at the top of the Ribbon
◦ Are the major groupings for different commands
 Arranged by tasks
◦ Are similar to menus, but with different names
that represent the types of tasks they contain
◦ Exception: the Home tab contains all of the most
commonly-used commands
 e.g. commands for Clipboard, Font, Paragraph

Groups
◦ Are groupings of commands within tabs
 Group name appears at bottom of group
◦ Contain commands that perform related tasks
◦ Some link to dialog boxes with more options
◦ Some may be compacted to save space

Commands
◦ Are the individual buttons and text boxes within
groups
◦ If you hover over the
individual commands,
you will see a tool tip that tells
what the command does
(and shows the keyboard shortcut)

Microsoft Office Button
◦ Appears in upper left corner of
window
◦ Replaces the File Menu
 Open, Save, Print
 Close, Exit, Options
◦ Like another tab in the
Ribbon, except displays
vertically rather than
horizontally

Quick Access Bar
◦ Located at very top of window
◦ Can be accessed easily at any time, no matter what
tab you are using
◦ Easily customizable, unlike Ribbon

Mini Toolbar
◦ Floating toolbar
 First, select text
 Toolbar hovers faintly near a
corner of selection
 Solidifies when you point at
the toolbar or right-click the
selection
◦ Commands include basic
font and paragraph
formatting options

Key Tips
◦ Are a way to use the keyboard to navigate the
Ribbon instead of using the mouse
◦ Show up when you press the Alt key
◦ Are available for every option on the Ribbon, the
Microsoft Office Button, and the Quick Access Bar

Badges
◦ Are the little squares that show the Key Tips


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You can minimize the Ribbon by doubleclicking the active tab
Adobe Acrobat tools (and other extras)
should show up on the Add-Ins tab
Some tabs only appear when you’re working
with tables, pictures, or drawings
Take advantage of the ability to customize
the Quick Access Toolbar

To Add a Command or Group from the Ribbon
◦ Right-click on the command or on the group name
◦ Select Add to Quick Access Toolbar.

To Remove a Command
◦ Right-click the command on the Toolbar
◦ Select Remove from Quick Access Toolbar.

To Move the Quick Access Toolbar below the
Ribbon
◦ Right-click anywhere on the toolbar
◦ Select Show Quick Access Toolbar Below the Ribbon.

To Add a Command that may not be on the Ribbon
Click on the arrow to the right of the Toolbar
Select More Commands… near the bottom of the menu.
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
◦ This will open up the Customize section of the program Options.
◦ Use the list on the left to find the commands you want
First, select the command
Then click the Add button between the two columns to add it to the Quick Access Toolbar.
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To Organize the Toolbar
◦
Follow the above instructions to customize the toolbar

◦
To move a command to some other part of the toolbar


◦
First click the command you want to move
Then click the Up or Down arrows to rearrange the commands
Separators can help visually separate commands in the toolbar.
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◦
Commands currently in the Quick Access Toolbar
are in the list on the right.
Select the separator from the list of commands on the left
Click the Add button to add it to the toolbar list on the right
Separators can be moved in the same way as commands.

Tutorials
◦ Getting Up to Speed with Office 2007

These require Microsoft Internet Explorer

Audio is transcribed, but headphones or speakers may be useful

Each section contains at least one side-by-side practical in Office 2007
 Office 2007
(20-30 minutes)
http://office.microsoft.com/training/training.aspx?AssetID=RC101482291033
 Word 2007
(30-40 minutes)
http://office.microsoft.com/training/training.aspx?AssetID=RC100664431033
 Excel 2007
(30-40 minutes)
http://office.microsoft.com/search/redir.aspx?assetid=RC100620751033
 PowerPoint 2007
(40-50 minutes)
http://office.microsoft.com/training/training.aspx?AssetID=RC100687671033
Since sections repeat, you will probably find that you can
move through the tutorials a little faster than expected

Interactive Command Reference Guides
 Require Flash 7 or later

Show where commands are in Office 2007 as compared to where they are in Office 2003

Click on menu, hover over command

Tooltip pops up explaining where to find the command

Clicking on the command overlays an animation showing where to find the command on
the Ribbon
◦ Word 2003 to Word 2007:
http://office.microsoft.com/en-us/word/HA100744321033.aspx
◦ Excel 2003 to Excel 2007:
http://office.microsoft.com/en-us/excel/HA101491511033.aspx
◦ PowerPoint 2003 to PowerPoint 2007:
http://office.microsoft.com/en-us/powerpoint/HA101490761033.aspx
Links to these guides and more are available on the
Office 2007 Documentation page at:
http://it.lib.uci.edu/docs/office2007.php

Please contact the helpdesk with problems or
questions
◦ Phone: ext. 48535
◦ Email: lishelp@uci.edu
◦ We want to be able to document any problems that
people run into or questions that they have
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
Let us know if you want additional training
Although Office XP is still installed right now, please use Office
2007 as much as possible during the next few weeks
◦ We want to be aware of any issues you may need help with