Microsoft®
SNIP-ITS
What’s New in Office 2007
Short in Time ● Narrow in Focus
Intensive in Training ● Practical in Use
Information Technology Services
IT Training and Communications
3694 West Pine Mall
Phone: (314) 977-4000 ● Email: helpdesk@slu.edu
http://www.slu.edu/its/
© 2007 by CustomGuide, Inc. 1502 Nicollet Avenue South, Suite 1; Minneapolis, MN 55403
IT Training and Communications. 3694 w. Pine Mall; Des Peres Hall 114; St. Louis, MO 63108-3304
This manual was written, designed and developed by ITS Training and Communications in collaboration with CustomGuide. No
part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language
or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise,
without the prior written permission of CustomGuide, Inc. or the ITS Training and Communications Department Manager and/or
the VP/CIO for ITS at Saint Louis University.
We make a sincere effort to ensure the accuracy of the material described herein; however, CustomGuide makes no warranty,
expressed or implied, with respect to the quality, correctness, reliability, accuracy, or freedom from error of this document or the
products it describes. Data used in examples and sample data files are intended to be fictional. Any resemblance to real
persons or companies is entirely coincidental.
The names of software products referred to in this manual are claimed as trademarks of their respective companies.
CustomGuide is a registered trademark of CustomGuide, Inc.
2
http://www.slu.edu/its/
Table of Contents
Office 2007 New User Interface ............................................................................................................................. 5 What’s New in Word 2007 ...................................................................................................................................... 6 What’s New in PowerPoint 2007 ............................................................................................................................ 7 What’s New in Excel 2007...................................................................................................................................... 8 Start with Word 2007 .............................................................................................................................................. 9 Using Word to Understand the Office 2007 Program Screen .............................................................................. 10 Understanding the Ribbon.................................................................................................................................... 11 Using the Office Button and Quick Access Toolbar .............................................................................................. 12 Using Keyboard Commands ................................................................................................................................ 13 Using Contextual Menus and the Mini Toolbar..................................................................................................... 14 Document Compatibility....................................................................................................................................... 15 Explore Creating a New Word Document ............................................................................................................ 16 Working with Documents Created in Previous Versions ...................................................................................... 17 Documents Behavior ............................................................................................................................................ 18 Office Formatting and Themes ............................................................................................................................ 19 Using the Live Preview ......................................................................................................................................... 20 PowerPoint’s Document Themes ......................................................................................................................... 21 Inserting Clip Art ................................................................................................................................................... 22 Change the Visual Style of a Picture or Graphic .................................................................................................. 23 Excel’s Redesign .................................................................................................................................................. 24 Microsoft Office 2007 Review .............................................................................................................................. 25 Information Technology Services
3
Office 2007
New User
Interface
What’s New in Word 2007 ................................... 6 What’s New in PowerPoint 2007 ........................ 7 What’s New in Excel 2007................................... 8 Starting with Word 2007...................................... 9 Windows XP .............................................. 9 Using Word to Understand the Office 2007
Program Screen................................................. 10 Understanding the Ribbon ............................... 11 Tabs ......................................................... 11 Groups ..................................................... 11 Buttons..................................................... 11 1
Microsoft Office 2007 suite of products
is, without a doubt, one of the most
significant and drastic upgrades to Office.
In fact, when you open a MS Office 2007
program, you will immediately notice a
new, fresh look has been applied to its
window.
Microsoft has change three major areas in
Office 2007: the interface, the file format,
the components and integration. For
example, toolbars and menus have been
replaced by the Ribbon, which contains
tabs that you can click to display its
commands. Many of these new features
will add power to your word processing,
spreadsheet, and presentation capabilities.
This session will provide a brief overview
of the new features in Word, Excel and
PowerPoint 2007.
Using the Office Button and Quick Access
Toolbar................................................................ 12 Using Keyboard Commands ............................ 13 Keystroke shortcuts ................................. 13 Key Tips ................................................... 13 Using Contextual Menus and the Mini Toolbar
............................................................................. 14 Information Technology Services
5
The Fundamentals
What’s New in Word 2007
Word 2007 is very different from previous versions of the
program. The table below gives you an overview of what
to expect.
Exercise
• Exercise File: None required.
Table 1-1: What’s New in Word 2007
New user interface
The new results-oriented user interface (UI) is the most noticeable change in Word 2007. Traditional
menus and toolbars have been replaced by the Ribbon, a single mechanism that makes all the
commands needed to perform a task readily available.
Live Preview
Allows you to preview how a formatting change will look before applying it. Simply point to the
selection on the Ribbon or Mini Toolbar and Word 2007 shows you a preview of what your document
would look like if the selected changes were applied.
XML compatibility
The new Word 2007 XML format (.docx) is much smaller in file size and makes it easier to recover
damaged or corrupted files. Files based on XML have the potential to be more robust and integrated
with information systems and external data.
Improved styles and themes
Preset styles and themes let you change the overall look and feel of a document in just a few clicks.
Enhanced special effects
Now you can apply reflection, glow, bevel, and 3-D rotation effects to shapes, and warping to text and
images.
SmartArt
The new SmartArt graphics feature offers new diagram types and more layout options, and lets you
convert text, such as a bulleted list, into a diagram.
Save as PDF
Now you can install a Word add-in that allows you to save a document as a PDF without using thirdparty software. PDF format allows you to share your document with users on any platform.
Document Inspector
Removes comments, tracked changes, metadata (document history such as the author and editors) and
other information that you don’t want to appear in the finished document.
Digital Signature
Adding a digital signature to a document prevents inadvertent changes, ensuring that your content
cannot be altered.
Better sharing capabilities
Microsoft Office SharePoint Server 2007 makes it easier to share and manage documents from within
Word 2007.
Macro detection
A special file format is used for macro-enabled documents, so it’s easy to tell if a file is capable of
running macros.
6
http://www.slu.edu/its/
The Fundamentals
What’s New in PowerPoint
2007
Exercise
• Exercise File: None required.
The table below provides an overview of PowerPoint
2007.
Table 1-2: What’s New in PowerPoint 2007
New user interface
Getting used to the new results-oriented user interface (UI) is the most noticeable change in PowerPoint
2007. Traditional menus and toolbars have been replaced by the Ribbon, a single mechanism that makes
all the commands needed to perform a task readily available.
Live Preview
Allows you to preview how a formatting change will look before applying it. Simply point to the
selection on the Ribbon or Mini Toolbar and PowerPoint 2007 shows you a preview of what your
presentation would look like if the selected changes were applied.
XML compatibility
The new PowerPoint XML format (.pptx) is much smaller in file size and makes it easier to recover
damaged or corrupted files. Files based on XML have the potential to be more robust and integrated
with information systems and external data.
Themes
Themes, which replace the design templates found in previous versions of PowerPoint, let you change
the overall look and feel of a presentation in just a few clicks.
Enhanced special effects
Now you can apply reflection, glow, bevel, and 3-D rotation effects to shapes, and warping to text and
images.
Create a custom layout
Using PowerPoint 2007, you can create and save a custom presentation layout.
SmartArt
The new SmartArt graphics feature offers new diagram types and more layout options. You can even
convert bulleted lists into a diagram using the SmartArt diagram tools.
Presenter view
Use multiple monitors to provide one view for the presenter and another for the audience. The presenter
has access to upcoming slides, timing, and speaker notes, while the audience sees only the full view of
the slide.
Print Preview
Oddly not included in previous versions of PowerPoint, the Print Preview feature finally made the cut
this time around.
Save as PDF
Now you can save a presentation as a PDF without using third-party software. PDF format allows you
to share your presentation with users on any platform. This feature requires an add-in.
Document Inspector
Removes comments, tracked changes, metadata (document history such as the author and editors) and
other information that you don’t want to appear in the finished presentation.
Digital Signature
Adding a digital signature to a presentation prevents inadvertent changes, ensuring that your content
cannot be altered.
Better sharing capabilities
Microsoft Office SharePoint Server 2007 makes it easier to share and manage presentations from within
PowerPoint.
Information Technology Services
7
The Fundamentals
What’s New in Excel 2007
The table below gives you a synopsis of what to expect in
Excel 2007.
Exercise
• Exercise File: None required.
Table 1-3: What’s New in Excel 2007
New user interface
The new results-oriented user interface (UI) is the most noticeable change in Excel 2007. Traditional
menus and toolbars have been replaced by the Ribbon, a single mechanism that makes all the
commands needed to perform a task readily available.
Live Preview
Allows you to preview how a formatting change will look before applying it. Simply point to the
selection on the Ribbon or Mini Toolbar and Excel 2007 shows you a preview of what your worksheet
would look like if the selected changes were applied.
XML compatibility
The new Excel XML format (.xlsx) is much smaller in file size and makes it easier to recover damaged
or corrupted files. Files based on XML have the potential to be more robust and integrated with
information systems and external data.
Improved styles and themes
Predefined styles and themes let you change the overall look and feel of a worksheet in just a few
clicks. With Office themes, you can apply predefined formatting to workbooks and then share them
with Word and PowerPoint to give your Office documents a unified look. You can even create your own
corporate theme. Styles can be used to format specific items in Excel, such as tables and charts.
SmartArt
The new SmartArt graphics feature offers new diagram types and more layout options, and lets you
convert text such as a bulleted list into a diagram.
Save as PDF
Now you can install an Excel add-in that allows you to save a workbook as a PDF without using thirdparty software. PDF format allows you to share your worksheet with users on any platform.
Document Inspector
Removes comments, tracked changes, metadata (document history such as the author and editors) and
other information that you don’t want to appear in the finished worksheet.
Digital Signature
Adding a digital signature to a workbook prevents inadvertent changes, ensuring that your content
cannot be altered.
Better sharing capabilities
Microsoft Office SharePoint Server 2007 makes it easier to share and manage worksheets from within
Excel.
Better conditional
formatting
Conditional formatting allows you to analyze Excel data with just a few clicks. You can apply gradient
colors, data bars, and icons to cells to visually represent relationships between your data.
Easier formula writing
An expandable formula bar and Function AutoComplete are among several features that make formula
writing easier in Excel 2007.
Enhanced sorting and
filtering
Now you can sort data by color and by up to 64 levels. You can also filter by color or date, display more
than 1000 items in the AutoFilter drop-down list, filter by multiple items, and filter PivotTable data.
Improved tables (formerly
Excel lists)
Among the improvements to tables: table header rows can be turned on or off; calculated columns have
been added so you only have to enter a formula once; AutoFilter is turned on by default; and structured
references allow you to use table column header names in formulas in place of cell references.
Better charts
Visual chart element pickers allow you to quickly edit chart elements such as titles and legends,
OfficeArt allows you to format shapes with modern-looking 3-D effects, and clearer lines and charts
make charts easier to read. In addition, sharing charts with other Office programs is easier than ever,
because Word and PowerPoint now share Excel’s chart features.
New PivotTable interface
With the new PivotTable user interface, dragging data to drop zones has been replaced by clicking the
fields you want to see. You can now undo PivotTable actions, expand or collapse parts of the PivotTable
with plus and minus drill-down indicators, and sort and filter data using simple buttons.
Easier connection to external
data
Quicklaunch allows you to select from a list of data sources that your administrator has made available,
instead of having to know the server or database names, and a connection manager allows you to view
all the connections in a workbook.
New Page Layout view
With a new Page Layout view, you can see how your worksheet will look in a printed format while you
work.
8
http://www.slu.edu/its/
The Fundamentals
Start with Word 2007
In order to use a program, you must start—or launch—it
first.
Exercise: Word 2007
1. Start the Word 2007 program.
Windows XP
1. Click the Windows Start button.
The Start menu appears.
2. Point to All Programs.
A menu appears. The programs and menus listed here
will depend on the programs installed on your
computer.
3. Point to Microsoft Office.
4. Click Microsoft Office Word 2007.
The Word 2007 program screen appears.
Trap: Depending on how your computer is set up,
the procedure for starting Word 2007 might be a
little different from the one described here.
Figure 1-1: The All Programs menu in Windows XP.
Tips
9
If you use Word 2007 frequently, you might consider
pinning it to the Start menu. To do this, right-click
Microsoft Office Word 2007 in the All Programs
menu and select Pin to Start Menu from the
shortcut menu.
Figure 1-2: The Microsoft Word 2007 program window.
Information Technology Services
9
The Fundamentals
Using Word to Understand the
Office 2007 Program Screen
Exercise: Word 2007
1. Utilize Word to understand and experiment with
the different parts of Office 2007 program screen.
To assist you in understanding the new layout of the
Office program screens we will use Word 2007 to explain
the new user interface. You’ll find the same window
structural layout for the majority of the Office 2007
programs.
10
Office Button: Replaces the File menu found in previous
versions of Word.
Document window: This is where you enter and work on
document content.
Quick Access Toolbar: Contains common commands such as
Save and Undo. You can add more commands as well.
Zoom slider: Click and drag the slider to zoom in or out of
a slide. You can also use the + and – buttons.
Title bar: Displays the name of the program you are using and
the name of the document you are currently working on.
View shortcuts: Quickly switch between Print Layout, Full
Screen Reading, Web Layout, Outline, and Draft views.
Close button: Click here to close the current document. If only
one document is open, clicking this button will close the Word
program as well.
Status bar: Displays information about your document.
Right-click it to specify which information is shown.
Ribbon: The tabs on the Ribbon replace the menus and toolbars
found in previous versions of Word.
Insertion Point: The small, blinking bar controls where
document content is entered. Move the insertion point with
the mouse, or the arrow keys on the keyboard.
Scroll bar: There are both vertical and horizontal scroll bars:
you use them to view and move in your document.
Ruler: Displays left and right paragraph intents, document
margins, and tab stops. Click the View Ruler button above
the vertical scroll bar to view or hide the ruler.
http://www.slu.edu/its/
The Fundamentals
Understanding the Ribbon
The Ribbon replaces the menus and toolbars found in
previous versions of Office. The Ribbon keeps commands
visible while you work instead of hiding them under
menus or toolbars.
Exercise: Word 2007
1. Click each tab on the Ribbon to view its commands.
The Ribbon is made up of three basic components:
Tabs
Contextual tab
Command tab
Commands are organized into tabs on the Ribbon. Each
tab contains a different set of commands. There are three
different types of tabs:
• Command tabs: These tabs appear by default
whenever you open an Office program. For example,
in Word 2007, the <tab names> tabs appear by
default.
• Contextual tabs: Contextual tabs appear whenever
you perform a specific task and offer commands
relative to only that task. For example, whenever you
select a picture, the Format tab appears in the Ribbon
under Picture Tools.
Button
Group
Dialog Box
Launcher
Figure 1-3: Ribbon elements.
• Program tabs: If you switch to a different authoring
mode or view, such as Print Preview, program tabs
replace the default command tabs that appear on the
Ribbon.
Groups
The commands found on each tab are organized into
groups of related commands. For example, the Font
group contains commands used for formatting fonts. Click
the Dialog Box Launcher ( ) in the bottom-right corner
of a group to display even more commands.
Tips
9
Based on the size of the program window, Word
changes the appearance and layout of the commands
within the groups.
Buttons
One way to issue a command is by clicking its button on
the Ribbon. Buttons are the smallest element of the
Ribbon and change color when clicked.
Tips
9
You can hide the Ribbon so that only tab names
appear, giving you more room in the program
window. To do this, double-click the currently
displayed command tab. To display the Ribbon again,
click any tab.
Figure 1-4: The Ribbon with the groups hidden so only the
tab names appear.
Information Technology Services
11
The Fundamentals
Using the Office Button and
Quick Access Toolbar
Near the Ribbon at the top of the program window are
two other tools you can use to give commands in the
Office 2007 suite: The Office Button and the Quick
Access Toolbar.
Exercise: Word 2007
1. Click the Office Button to open it.
2. Move the Quick Access Toolbar below the Ribbon
and then move it back above the Ribbon.
Office Button
The Office Button appears in the upper-left corner of the
program window and contains basic file management
commands including New, which creates a new file;
Open, which opens a file; Save, which saves the currently
opened file; and Close, which closes the currently opened
file.
Tips
9
The Office Button replaces the File menu found in
previous versions of Word.
Quick Access Toolbar
The Quick Access Toolbar appears to the right of the
Office Button and provides easy access to the commands
you use most frequently. By default, the Save, Undo, and
Redo buttons appear on the toolbar; however, you can
customize this toolbar to meet your needs by adding or
removing buttons. To customize it:
•
Click the Customize Quick Access Toolbar button
at the end of the Quick Access Toolbar and select the
commands you want to add or remove.
Figure 1-5: The Office Button menu.
Tips
9
You can change where the Quick Access Toolbar
appears in the program window. To do this, click the
Customize Quick Access Toolbar button at the end
of the Quick Access Toolbar. Select Show Below the
Ribbon or Show Above the Ribbon, depending on
the toolbar’s current location.
Save Undo
Redo Customize
Figure 1-6: The Quick Access Toolbar.
12
http://www.slu.edu/its/
The Fundamentals
Using Keyboard Commands
Another way to give commands in Office 2007 is using
the keyboard. There are two different types of keyboard
commands in Office 2007: Keystroke Shortcuts and Key
Tips.
Exercise: Word 2007
1. Press the <Alt> key.
2. Press P.
3. Press the <Esc> key.
Keystroke shortcuts
Keystroke shortcuts are one of the fastest ways to give
commands in Office 2007. They’re especially great for
issuing common commands, such as saving a document
or undoing your last action.
Table 1-4: Common Keystroke Shortcuts
In order to issue a command using a keystroke shortcut,
you simply press a combination of keys on your
keyboard. For example, rather than clicking the Copy
button on the Ribbon to copy text, you could press and
hold the copy keystroke shortcut, <Ctrl> + <C>.
Key Tips
New in Office 2007, Key Tips appear whenever you press
the <Alt> key. You can use Key Tips to perform just
about any action, without ever having to use the mouse.
To issue a command using a Key Tip, first press the
<Alt> key. Tiny letters and numbers, called badges,
appear on the Office Button, the Quick Access Toolbar,
and all of the tabs on the Ribbon. Depending on the
command you want to issue, press the letter or number
key indicated on the badge. Repeat this step as necessary
until the desired command has been issued.
<Ctrl> + <O>
Opens a document.
<Ctrl> + <N>
Creates a new document.
<Ctrl> + <S>
Saves the current document.
<Ctrl> + <P>
Prints the document.
<Ctrl> + <B>
Toggles bold font formatting.
<Ctrl> + <I>
Toggles italic font formatting.
<Ctrl> + <C>
Copies the selected text or object.
<Ctrl> + <X>
Cuts the selected text or object.
<Ctrl> + <V>
Pastes the selected text or object.
<Ctrl> + <Home>
Moves the insertion point to the
beginning of the document.
<Ctrl> + <End>
Moves the insertion point to the end of
the document.
Key Tip badge
Figure 1-7: Press the <Alt> key to display Key Tips.
Information Technology Services
13
The Fundamentals
Using Contextual Menus and
the Mini Toolbar
There are two tools that you can use in Office 2007 that
make relevant commands even more readily available:
Contextual Menus and the Mini Toolbar.
Exercise: Word 2007
1. Type your name.
2. Double-click your name.
3. Right-click an area of the document.
Contextual menus
A contextual menu displays a list of commands related to
a specific object or area. To open a contextual menu:
1. Right-click an object or area of the document or
program screen.
A contextual menu appears, displaying commands
that are relevant to the object or area that you rightclicked.
Figure 1-8: The Mini Toolbar.
2. Select an option from the contextual menu, or click
anywhere outside the contextual menu to close it
without selecting anything.
The Mini Toolbar
New in certain Office 2007 programs, such as Word, the
Mini Toolbar appears whenever you select text and
contains common text formatting commands. To view the
Mini Toolbar:
1. Select a block of text.
The Mini Toolbar appears above the text you
selected.
Trap: Sometimes the Mini Toolbar can be hard to
see due to its transparency. To make the Mini
Toolbar more visible, you can simply point to it.
2. Click the desired command on the Mini Toolbar or
click anywhere outside the Mini Toolbar to close it.
Tip: If you don’t want the Mini Toolbar to appear
every time you select a block of text, click the
Office Button and click the Word 2007 Options
button. Click the Personalize category, uncheck
the Show Mini Toolbar on selection check box,
and click OK.
14
http://www.slu.edu/its/
Figure 1-9: A contextual menu.
Document
Compatibility
Explore Creating a New Word Document ....... 16 Create a new blank document................. 16 Save a new document ............................. 16 Working with Documents Created in Previous
Versions.............................................................. 17 Documents Behavior......................................... 18 Save a new document ............................. 18 Save document changes ......................... 18 2
In addition to creating a new structural
layout for its Window programs,
Microsoft has introduced a new file
format for its Office 2007 applications.
The file formats are based on XML
(Extensible Markup Language) dynamic
files that allow you to easily share files
across a variety of programs. The
following are a few of the benefits of the
new format design:
• documents are safer (separate files that
contain scripts or macros);
• document file sizes are smaller;
• documents are less susceptible to
damage.
In preparation for the widespread use of
Office 2007 on and off campus, ITS
installed Microsoft “compatibility pack”
for standard Windows computers running
Office 2003 through the automatic update.
Therefore, individuals with older
programs, such as Word 2000, should be
able to view documents that were created
in Word 2007.
In this chapter you will learn how to
create a new Word 2007 document, open
an older document in Word 2007 and how
to convert an older document to Word
2007.
Information Technology Services
15
Document Compatibility
Explore Creating a New Word
Document
Are you enjoying your Office 2007 journey? Next, we
will focus on creating a new document in Word. A new
document automatically appears upon opening Word.
Exercise: Word 2007
1. Click the Office Button.
2. Select New.
3. Ensure that the Blank document option is selected.
4. Click the Create button.
Create a new blank document
1. Click the Office Button and select New.
The New Document dialog box appears. By default,
the Blank document option is already selected.
2. Make sure the Blank document option is selected
and click Create.
The new blank document appears in the Word
application screen.
Other Ways to Create a Blank Document:
Double-click the Blank document option. Or
press <Ctrl> + <N>.
Save a new document
Figure 2-1: The New Document dialog box.
1. Click the Save button on the Quick Access Toolbar.
The Save As dialog box appears.
Other Ways to Save:
Press <Ctrl> + <S>. Or, click the Office Button
and select Save.
My Places bar
2. Specify the drive and/or folder where you want to
save your document.
The Save As dialog box has several tools that make it
easy to navigate to locations on your computer.
• Save in list: Click the list arrow to list the drives
on your computer and the current folder, then
select the drive and/or folder whose contents you
want to display.
• My Places bar: Button shortcuts to common
locations on your computer, such as the Desktop
and My Documents.
Figure 2-2: The Save As dialog box.
3. Enter the file name in the File name text box.
4. Click Save.
Notice that your Word document was saved with
the extension .docx, rather than .doc. Word
documents, workbooks, and presentations file
formats now has an "x" on the end, representing
the XML format.
16
http://www.slu.edu/its/
Save in list
Document Compatibility
Working with Documents
Created in Previous Versions
You will quickly learn that working with a document
created in an older version of Office is easy in Office
2007. When an older document is open in an Office 2007
program, the Compatibility Mode is activated and leaves
the document in its original format.
Opening an “Older Document” in Word 2007
Exercise: Word 2007
1. Open AcadiaProposal2-1.doc (2003 document)
2. Open Board of Directors Meetings4-1.docx
(2007 document)
3. Click the Office button.
4. Save the Board of Directors Meetings4-1.docx in
the 97-2003 file format.
Title Bar
1. Click the Office Button and select Open.
2. Navigate to the location of the “older” saved file.
3. Select the “older” file you want to open and click
Open.
Notice that the Title Bar includes the document name
and states that the document is in [Compatibility
Mode].
Figure 2-3: The Title Bar indicates that the
document is in Compatibility Mode.
Saving a Document in an “Older Format”
There are numerous benefits to working with a document
in the Compatibility Mode. For example, you can make
changes to the document, share the document with a
colleague and you have option of deciding which file
format to save the document in.
1. Click the Office Button and select Save As.
2. Select Word 97-2003 Document from the list of
options.
The Save As dialog box appears.
3. Click Save.
You may get a warning that saving in the older file
format will cause certain features to be lost or
modified.
Tips
9
It may be a good idea to keep the document in
Compatibility Mode if you know that you will be
sharing the document with individuals that are using
an older version, such as Word 2003.
Figure 2-4: Saving a document in an older format.
Information Technology Services
17
Document Basics
Documents Behavior
When you are working in the Compatibility Mode, many
of the Office 2007 new features are either modified or
turned off. Thus the Compatibility Mode ensures that no
new or enhanced features in Office 2007 are available
while you are working with a document, so that
individuals who are using previous Office versions will
have full editing capabilities.
Exercise: Word 2007
1. Ensure that the AcadiaProposal2-1.doc is open.
(2003 document)
2. Click the Office button.
3. Select Convert.
4. Click the OK button.
However, you have the option of converting your
document to the Office 2007 file format. Converting your
document allows you to access the new and enhanced
features in Office 2007. However, once you convert the
document, individuals who are using previous versions of
Office may have difficulty editing certain portions of the
document.
Convert a document
1. Click the Office button.
2. Select Convert.
The Microsoft Office message box appears.
3. Click the OK button.
The Save As dialog box appears.
Opening 2007 Documents in Older Programs
To open Office 2007 (.docx or .docm) files with such
programs as Word 2000 or Word 2003, you will need to
install the Microsoft Office Compatibility Pack for 2007.
However, as previous stated, ITS installed the Microsoft
“compatibility pack” for standard Windows computers
running Office 2003 through the automatic update.
Therefore, you should be able to view documents that
were created in Office 2007.
1. Click the Office Button and select Open.
2. Navigate to the location of the file.
3. Select the file you want to open and click Open.
18
http://www.slu.edu/its/
Figure 2-5: Use the Convert command.
Office
For matting and
Themes
Using the Live Preview ..................................... 20 Word 2007 Font type, size and color....... 20 PowerPoint’s Document Themes..................... 21 Apply a document theme......................... 21 3
The majority of the Office 2007 programs
allow you to quickly and easily apply
formatting features and/or a document
theme. When your workbooks,
documents, and presentations have a
unified and polished appearance, they
make a positive impression.
We will use Word 2007, PowerPoint and
Excel to demonstrate a few of the new
formatting features within Office 2007.
Inserting Clip Art................................................ 22 Change the Visual Style of a Picture or Graphic
............................................................................. 23 Excel’s Redesign ............................................... 24 Apply a cell style ...................................... 24 Information Technology Services
19
Formatting Characters and Paragraphs
Using the Live Preview
The 2007 Microsoft Office system allows you to
instantly see how your formatting choices would appear
on selected text and objects before you commit to them.
For example, if you are trying to choose a font in
Microsoft Office Word, simply move the pointer down the
font list to see the effect of each font on any text that you
have selected. If you are happy with the preview, simply
click to apply the format.
Word 2007 font type, size and color
1. Select the text you want to format.
2. Click the Home tab on the Ribbon and click the Font
list arrow in the Font group.
A list of the fonts that are available on your computer
appears.
Exercise: Word 2007
1. Open the Board of Directors Meeting4-1.docx
2. Select the “Board of Directors Meeting” text in the
first line of the document.
3. Click the Home tab on the Ribbon and click the
Font lis arrow in the Font group and select Arial.
4. Click the Font Size list arrow and select 16-pt.
5. Click the Font Color arrow and select Blue. Click
the Bold and Center buttons.
6. Select the subheading “New Communication” and
apply the following formatting:
a) Change the Font to Arial
b) Change the Font Size to 14-pt
c) Click the Shading button arrow and select Blue
d) Click the Font Color arrow and select White
7. Select the subheading “Month in Review” and apply
Step 6 (a thru d).
3. Select a font from the list and then click the leftmouse.
The selected text is changed, and any new text that
you enter will appear in the new font type.
4. Select a font size from the list and then click the leftmouse.
5. Click the Font Color button list arrow in the Font
group.
A list of font colors appears.
6. Select the color you want to use.
The selected text is changed.
Other Ways to Activate Font Dialog Box:
Click the Dialog Box Launcher in the Font
group, or press <Ctrl> + <Shift> + <F> to open
the Font dialog box..
Figure 3-1: Selecting a new font type.
Figure 3-2: The Font Colors list appears when you click
the Font Color button list arrow.
20
http://www.slu.edu/its/
Formatting a Presentation
PowerPoint’s Document
Themes
Exercise: PowerPoint 2007
A theme is a set of unified design elements that you can
apply to a presentation to give it a consistent look and
feel. Each document theme consists of three design
elements:
2. Click the Design tab on the Ribbon.
•
Theme Colors: A set of eight coordinated colors
used in formatting text and objects in the
presentation.
5. Click the Row to 5 down arrow button.
Theme Fonts: A set of coordinated heading and body
font types.
7. From the contextual menu, select Apply to Selected
Slides.
•
•
1. Activate PowerPoint 2007. Open the
Proposal6-1.pptx
3. Click the More button located on the Theme group.
4. Select the Flow theme.
6. Right-click the Opulent theme.
Themes gallery
Theme Effects: A set of coordinated formatting
properties for shapes and objects in the document.
Tips
9
Document themes replace the design templates found
in previous versions of PowerPoint.
Apply a document theme
Applying a document theme affects all elements of a
presentation: colors, fonts, and effects.
1. Click the Design tab on the Ribbon and click the
More button ( ) in the Themes group.
The Themes gallery appears. The default theme is
“Office,” which is highlighted in orange.
Tip: You can browse for additional themes online
by clicking Search Office Online. Or, if a theme
is saved elsewhere on your computer or network,
click Browse for Themes to navigate to the
theme’s location.
Figure 3-3: To preview how a theme will look in the
current presentation; point to it to enable Live Preview.
2. Click the theme you want to apply.
The formatting associated with the selected theme is
applied to all of the slides in the presentation.
Tips
9
By default, PowerPoint applies the selected theme to
all of the slides in a presentation. To apply a theme to
a single slide, select the slide, right-click the theme
you want to apply, and select Apply to Selected
Slides from the contextual menu.
Figure 3-4: A presentation with the Flow theme applied.
Information Technology Services
21
Working with Objects
Inserting Clip Art
Clip Art is a collection of pictures and graphics that
Microsoft has included with PowerPoint.
1. Click the Insert tab on the Ribbon and click the Clip
Art button in the Illustrations group.
The Clip Art task pane appears.
Trap: Depending on how PowerPoint is installed
and configured on your computer, an error
message may appear, informing you that the clip
art feature has not been installed. Try inserting the
Office 2007 CD-ROM and/or reinstalling the
PowerPoint program altogether.
Exercise: PowerPoint 2007
1. Ensure that the Proposal6-1.pptx presentation is
open.
2. Click the Home tab located on the Ribbon.
3. Click the New Slide button located on the Slide
group.
4. Click the title placeholder and type: Philadelphia.
5. Click the bulleted list placeholder and type:
Independence National Historic Park, press the
<Enter> key, type Independence Hall, press the
<Enter> key, type Franklin Court, press the
<Enter> key, type Liberty Bell.
6. Click the Insert tab located on the Ribbon.
2. Type the name of what you’re looking for in the
“Search for” text box.
3. Click the Search in list arrow to select which
collections you want to search in.
7. Click the Clip Art button located in the
Illustrations group.
8. Click in the Search for text box and type:
lighthouse
There are four options listed here:
9. Click the Go button.
• Everywhere: Searches all three of the collections
listed below.
10. Click the first lighthouse.
11. Click the Close button on the Clip Art task pane.
• My Collections: Searches your hard disk for clip
art files stored on your computer.
• Office Collections: Searches for clip art files
stored within the PowerPoint program.
• Web Collections: Searches Microsoft Office
Online for clip art files available on the Web.
4. Click the Results should be list arrow and uncheck
every box except for Clip Art.
5. Click the Go button.
Type what you want to
search for.
Select where you want
to search.
Select the file type you
want to search for.
6. Scroll through the graphics until you find one that
you like.
7. Click the graphic that you want to insert.
When you’re finished inserting clip art, close the Clip
Art task pane.
Click the image you
want to insert.
8. Click the Close button in the upper-right corner of
the Clip Art task pane.
The task pane closes.
Tips
9
22
A little star in the bottom-right corner of a graphic
indicates animation.
http://www.slu.edu/its/
Figure 3-5: The Clip Art task pane.
Working with Objects
Change the Visual Style of a
Picture or Graphic
Changing the visual style of a picture or graphic doesn’t
alter the picture or graphic itself, just how it appears on
the slide.
1. Double-click the picture or graphic that you want to
adjust.
The Format contextual tab appears on the Ribbon
under Picture Tools.
Exercise: PowerPoint 2007
1. Ensure that the Proposal6-1.pptx presentation is
open.
2. Press the <Page Up> key to move to Slide 2.
3. Click the Insert tab located on the Ribbon.
4. Click the Clip Art button located in the
Illustrations group.
5. Click in the Search for text box and type:
Sales.
6. Click the Go button.
2. Select a style from the Picture Styles group.
Tip: To view all the available styles, click the
More button ( ) in the Picture Styles group to
view the Picture Styles gallery.
The style is applied to the picture or graphic.
7. Click the 3rd picture.
8. Click the Close button on the Clip Art task pane.
9. Re-size the picture.
10. Double-click the picture.
11. Click the More button located on the Picture
Style group.
12. Select the Reflected Rounded Rectangle.
13. Click the Slide Show tab.
14. Click the From Beginning button located on
the Start Slide Show group.
15. Click your left-mouse to advance through the
Slide Show.
Figure 3-6: The Picture Styles gallery.
Information Technology Services
23
Formatting a Worksheet
Excel’s Redesign
As with the other Office products, Excel 2007 has
undergone a major redesign. Nonetheless, if you’ve used
Excel before, you will still be familiar with much of the
program’s functionality.
One of the enhancements to Excel 2007 worksheets is that
you now have 1,048,576 rows and 16,384 columns to
work with! However, don’t be alarm because the new
Excel XML format (.xlsx) is much smaller in file size and
makes it easier to recover damaged or corrupted files.
AutoSum
SUM is a common Excel function used to find the total of
a range of cells. Excel has a shortcut button, called
AutoSum, that can insert the formula for you.
1. Click a cell next to the column or row of numbers
you want to sum.
2. Click the Home tab and click the AutoSum button in
the Editing group.
Apply an Excel’s cell style
Styles contain preset font formatting, cell shading, and
other formatting items that can be applied to a cell or cell
range all at once. Excel contains several preset styles for
you to use.
1. Select the cell(s) you want to format.
Exercise: Excel 2007
1. Activate Excel 2007.
2. Open the Sales4-7.xlsx workbook.
3. Click cell B11.
4. Click the Home tab and double-click the AutoSum
button located on the Editing group.
5. Click cell B11.
6. Position the mouse pointer over the right-edge of
cell B11, until the pointer changes to a +. (The
tiny black box is the fill handle.)
7. Click and hold down your left-mouse and drag the
pointer to the right until the cell range is extended
to include cell F11. Release the left-mouse button.
8. Select cell range A4-F4.
9. Click the Home Tab.
10. From the Styles group, click the Cell Styles
button.
11. Select 20% - Accent4 cell style.
12. Select cell range A11:F11.
13. Click the Cell Styles button and select Total.
14. Click the Cell Styles button again. Right-click
the Total style.
15. From the Contextual menu, select modify…
16. Click the Format button. Click the Border tab.
Change the border to a darker purple.
2. Click the Home tab and click the Cell Styles button
in the Styles group.
A gallery of styles appears.
3. Select a cell style.
Tip: Hover the pointer over a style to preview
how it will look before selecting it.
Figure 3-7: Sample of the Cell Style gallery.
24
http://www.slu.edu/its/
Microsoft Office
2007 Review
8.
What is the Quick Access Toolbar?
A. There are no toolbars in Word 2007.
B. What appears when you select text.
C. A customizable toolbar of common
commands that appears above or below the
Ribbon.
D. An extension of the Windows taskbar.
Quiz Questions
9.
Which of the following is NOT a common
keystroke shortcut in Word 2007?
A. <Ctrl> + <Alt> + <Delete>
B. <Ctrl> + <S>
C. <Ctrl> + <O>
D. <Ctrl> + <Home>
10.
Contextual menus are only available when text is
selected. (True or False?)
11.
What is the Mini Toolbar?
A. Another name for the Quick Access Toolbar.
B. A toolbar of common formatting commands
that appears whenever text is selected.
C. The name of the toolbar in the Help window.
D. There are no toolbars in Word 2007.
12.
A blank document appears automatically when you
start Word. (True or False?)
13.
The Microsoft Office Button contains basic file
commands. (True or False?)
14.
What is the Quick Access Toolbar?
A. There are no toolbars in Word 2007.
B. What appears when you select text.
C. A customizable toolbar of common
commands that appears above or below the
Ribbon.
D. An extension of the Windows taskbar.
15.
When you save a document with a different name,
the old document is deleted. (True or False?)
16.
What is NOT the procedure for changing the font
type?
A. Click the Font list arrow in the Font group of
the Home tab.
B. Click the Font list arrow on the Mini Toolbar.
C. Click the Font button on the Formatting tab
and select the desired font.
1.
2.
3.
Which of the following is NOT a new feature in
Word 2007?
A. SmartArt
B. Microsoft Online help
C. New user interface
D. Live Preview
Which of the following is NOT a new feature in
PowerPoint 2007?
A. SmartArt
B. Microsoft Online help
C. New user interface
D. Live Preview
Which of the following is NOT a new feature in
Excel 2007?
A. SmartArt
B. Microsoft Online help
C. New user interface
D. Live Preview
4.
Word 2007 automatically opens with Windows.
(True or False?)
5.
What is the Ribbon?
A. A string of code that enables XML
compatibility.
B. The path name that refers to where a
command is located in the program.
C. Another name for the title bar.
D. The command center that replaces menus and
toolbars of previous versions.
6.
The Ribbon can be hidden so that only tab names
appear. (True or False?)
7.
The Microsoft Office Button contains basic file
commands. (True or False?)
Information Technology Services
25
17.
D. Open the Font dialog box and select a font
from the Font list.
7.
True. The Microsoft Office Button contains basic
file commands, similar to the File menu of
previous versions.
You can modify a document theme in which of the
following ways?
A. Apply a new theme effect.
B. Change theme colors.
C. Choose a new theme font.
D. All of the above.
8.
C. The Quick Access Toolbar is a customizable
toolbar of common commands that appears above
or below the Ribbon.
9.
A. <Ctrl> + <Alt> + <Delete> is a Windows
command, not a Word 2007 command.
10.
False. Contextual menus are available whenever
you right-click something in the Word 2007
window.
11.
B. The Mini Toolbar is a toolbar of common
formatting commands that appears whenever text is
selected.
12.
True. A blank document appears when you start
Word.
13.
True. The Microsoft Office Button contains basic
file commands, similar to the File menu of
previous versions.
14.
C. The Quick Access Toolbar is a customizable
toolbar of common commands that appears above
or below the Ribbon.
15.
False. The original document remains intact, with
its original name.
16.
C. You cannot change fonts by clicking the Font
button on the Formatting tab because there is no
Formatting tab.
17.
D. You can mix and match theme colors, theme
fonts, and theme effects.
18.
False. You can use more than one document theme
in a presentation.
19.
B. The Clip Art button is located in the Illustrations
group on the Insert tab.
20.
C. Whenever a picture or graphic has been inserted
into a presentation, the Format contextual tab
appears on the Ribbon under Picture Tools.
21.
True. Excel contains preset formatting styles that
are all ready for you to apply to cells.
18.
You can only use one document theme in a
presentation. (True or False?)
19.
Which tab on the Ribbon is the Clip Art button
located?
A. Illustration
B. Insert
C. Design
D. Home
20.
21.
Whenever a picture or graphics file has been
inserted, the ________ contextual tab appears on
the Ribbon by default.
A. Insert
B. Graphics
C. Format
D. Picture
Excel contains preset formatting styles that you can
quickly apply to cells. (True or False?)
Quiz Answers
1.
B. Microsoft Online help is not a new feature in
Word 2007.
2.
B. Microsoft Online help is not a new feature in
PowerPoint 2007.
3.
B. Microsoft Online help is not a new feature in
Excel 2007.
4.
False. You must start Word 2007 to begin using it.
5.
D. The Ribbon is the command center that replaces
menus and toolbars of previous versions
6.
True. Double-click a tab to hide the Ribbon, then
click any tab to view commands once again.
26
http://www.slu.edu/its/
Index
B
badges.............................................................................13
C
cells
styles ...........................................................................24
clip art
inserting ......................................................................22
contextual menus ..........................................................14
D
design templates .............................................................21
Digital Signature...............................................................6
document
new blank....................................................................16
save.......................................................................16, 18
Document Inspector......................................................6, 7
document themes
applying ......................................................................21
Document window..........................................................10
I
Insertion Point ................................................................10
interface ............................................................................6
K
Key Tips.........................................................................13
Keystroke shortcuts ......................................................13
L
Live Preview.................................................................6, 7
M
macro
detection .......................................................................6
Microsoft Office Excel 2007
new features..................................................................8
Mini Toolbar ...................................................................14
O
Office Button ............................................................10, 12
P
PDF...................................................................................6
pictures
inserting ......................................................................23
presenter view...................................................................7
Q
Quick Access Toolbar............................................... 10, 12
R
Ribbon ...................................................................... 10, 11
buttons ........................................................................ 11
groups ......................................................................... 11
tabs ............................................................................. 11
Ruler ...............................................................................10
S
Scroll bar ........................................................................10
SharePoint ........................................................................6
SmartArt ....................................................................... 6, 7
starting
Word .............................................................................9
Status bar ........................................................................10
styles
applying to cells..........................................................24
removing from cells....................................................24
T
themes......................................................................... 7, 21
Title bar ..........................................................................10
V
views
presenter .......................................................................7
X
XML compatibility ...........................................................6
Z
Zoom slider.....................................................................10
Information Technology Services
27
28
http://www.slu.edu/its/