Transitioning from Office 2003 to 2007: A Comprehensive Guide from Colby College ITS

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