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Introduction to Microsoft Office 2007

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Introduction to
Microsoft Office 2007
Mark E. Glenn, M.S.W.
Network & Desktop Operations Supervisor
Information Technology Division
Purpose
• Prepare EOC Users for newly deployed
software upgrades in the EOC
• Provide a high level overview
• Provide resources and tools
• Deployment Plan Explanation
Agenda
• Intro to the 2007 Microsoft Office System
• New features in Outlook, Word & Excel
• The New Office Ribbon
• The Office Button
• Quick Access Toolbar
• Questions and Demonstrations
Introduction to the 2007
Microsoft Office System
Microsoft Outlook 2007
What’s New?
Overview: A new version of Outlook
Look out! There’s a new version of
Outlook.
It has a whole new look along with new
features. But don’t worry, that doesn’t
mean you’ll need to spend a lot of time
learning a new program.
Instead, the new design and new
features will help you more efficiently
and easily accomplish the tasks you
do in Outlook every day.
What’s changed and why
The first time you
create a message in
Outlook 2007 (or open
one you receive),
you’ll see the Ribbon.
It’s the band across
the top of the window.
One of the most dramatic changes in Outlook, the
Ribbon gives Outlook its new look.
But as you get up to speed, you’ll see that the change
is more than visual—it’s there to help you get things
done more easily and with fewer steps.
Introducing the Ribbon
Here’s a new e-mail
message. The Ribbon
is at the top of the
window.
The Ribbon is visible
each time you create
or edit something in
Outlook.
Why the new system? Microsoft carefully researched
how people use commands in Outlook.
As a result of that research, some Outlook commands
are now more prominent, and common commands are
displayed and grouped in ways that make them easy to
find and use.
A closer look at the Ribbon
To better help you
learn how to use the
Ribbon, here’s a guide
to its basic
arrangement.
1
Tabs: The Ribbon is made up of different tabs, each
related to specific kinds of work you do in Outlook.
2
Groups: Each tab has several groups that show related
items together.
3
Commands: A command is a button, a box to enter
information, or a menu.
The Ribbon shows what you need
Once again, you’ll
encounter the Ribbon
when you take certain
actions such as
creating messages,
calendar entries, or
contacts.
The Ribbon shows tabs and commands appropriate for
what you’re doing.
That is, the tabs on the Ribbon will differ depending on
the area of Outlook you’re working in.
The Ribbon shows what you need
The picture shows
some of these
differences.
1
A new message shows the Message and Options tabs.
2
A new appointment shows the Appointment tab.
3
A new contact shows the Contact tab.
There’s more than meets the eye
A small arrow at the
bottom of a group
means there’s more
available than what
you see.
This button is called
the Dialog Box
Launcher.
The picture shows that to see a full list of font options,
you’d click the arrow next to the Basic Text group on the
Message tab of a new e-mail message.
The Mini toolbar
The Mini toolbar
allows you to quickly
access formatting
commands right
where you need them:
in the body of an
e-mail message.
The picture shows how it works:
1
Select your text by dragging with your mouse, and then
point at the selection.
2
The Mini toolbar appears in a faded fashion. If you point
to it, it becomes solid. You can click a formatting option.
The Quick Access Toolbar
The Quick Access
Toolbar is a small
toolbar above the
Ribbon.
It’s there to make the
commands you need
and use most often
readily available.
What’s best about the Quick Access Toolbar? What’s on
it is up to you.
That is, you can add your favorite commands to it with a
simple right-click.
A new look for the calendar
The new design of the
calendar in Outlook
2007 makes it easier
to see what’s what.
Moving around is
easier, too.
The picture shows some examples:
3
Also new is the Tasks area. It shows your current and
upcoming tasks and tracks your accomplishments, too.
A new look for contacts
In Outlook 2007,
Electronic Business
Cards make contacts
easy to view and easy
to share.
You’ll first notice the new look for contacts when you
click Contacts to switch to that area of Outlook.
You can send Electronic Business Cards through e-mail.
You might want to include your own Electronic Business
Card as part of your e-mail signature.
A new look for contacts
Notice that in this
picture, the Navigation
Pane is minimized to
show more of the
Contacts pane.
You can minimize the Navigation Pane from any area of
Outlook by clicking the Minimize the Navigation Pane
button.
Microsoft Word 2007
What’s New?
Overview: Have you heard the word?
Word 2007 is out. It’s exciting, and it’s
designed to be better and more
productive than the version you’re
used to.
But it may look a little unfamiliar. So
we wanted to prepare you a little bit so
you will be aware of some of the
changes.
Find out how to get the best out of the
new and easier version of Word, and
see how to do the everyday things
you’ve always done with online
resources that will be provided.
Get to know the Ribbon
When you first open
Word 2007, you may
be surprised by its
new look.
Most of the changes
are in the Ribbon, the
area that spans the
top of Word.
The Ribbon brings the most popular commands to the
forefront, so you don’t have to hunt in various parts of
the program for things you do all the time.
Why the change? To make your work easier and
faster.
Use the Ribbon for common actions
The Ribbon offers
ease of use and
convenience, with all
common actions
shown in one place.
For example, you can cut and paste text by using
commands on the Home tab; change text formatting by
using a Style; and alter the page background color on
the Page Layout tab.
What’s on the Ribbon?
Getting familiar with
the three parts of the
Ribbon will help you
understand how to
use it.
They are tabs, groups,
and commands.
1
Tabs: The Ribbon has seven basic ones across the top.
Each represents an activity area.
2
Groups: Each tab has several groups that show related
items together.
3
Commands: A command is a button, a menu, or a box
where you can enter information.
Dialog Box Launchers in groups
At first glance, you
may not see a certain
command from a
previous version.
Fret not.
Some groups have a small diagonal arrow in the lowerright corner called the Dialog Box Launcher .
Click it to see more options related to that group. They’ll
appear in a familiar-looking dialog box or task pane that
you recognize from a previous version of Word.
Temporarily hide the Ribbon
The Ribbon makes
everything nicely
centralized and easy
to find.
But sometimes you don’t need to find things. You just
want to work on your document, and you’d like more
room to do that.
In that case, it’s just as easy to hide the Ribbon
temporarily as it is to use it.
Temporarily hide the Ribbon
The Ribbon makes
everything nicely
centralized and easy
to find.
Here’s how:
1. Double-click the active tab. The groups disappear so
that you have more room.
2. To see all the commands again, double-click the
active tab again to bring back the groups.
Use the keyboard
Okay, keyboard
people, these slides
are for you.
The Ribbon design
comes with new
shortcuts.
This change brings two big advantages over previous
versions of Office programs:
• There are shortcuts for every single button on the
Ribbon.
• Shortcuts often require fewer keys.
Use the keyboard
The new shortcuts
also have a new
name: Key Tips.
To use Key Tips, start
by pressing ALT.
Next:
1. Press the Key Tip for the tab you want to display. For
example, press H for the Home tab. This makes all
the Key Tips for that tab’s commands appear.
2. Press the Key Tip for the command you want.
Microsoft Excel 2007
What’s New?
Overview: A hands-on introduction
Excel 2007 has a new look! It’s got the
familiar worksheets you’re accustomed
to, but with some changes.
Notably, the old look of menus and
buttons at the top of the window has
been replaced with the Ribbon.
More commands, but only when you need them
The commands on the
Ribbon are the ones
you use the most.
Instead of showing every command all the time, Excel
2007 shows some commands only when you may need
them, in response to an action you take.
So don’t worry if you don’t see all the commands you
need at all times. Take the first steps, and the
commands you need will be at hand.
More options, if you need them
Sometimes an arrow,
called the Dialog Box
Launcher, appears in
the lower-right corner
of a group.
This means more
options are available
for the group.
Click the Dialog Box Launcher , and you’ll see a
dialog box or task pane. The picture shows an example:
1
On the Home tab, click the arrow
2
The Format Cells dialog box opens, with superscript
and other options related to fonts.
in the Font group.
What about favorite keyboard shortcuts?
If you rely on the
keyboard more than
the mouse, you’ll want
to know that the
Ribbon design comes
with new shortcuts.
This change brings two big advantages over previous
versions of Excel:
• There are shortcuts for every single button on the
Ribbon.
• Shortcuts often require fewer keys.
What about favorite keyboard shortcuts?
The new shortcuts
also have a new
name: Key Tips.
You press ALT to
make Key Tips
appear.
For example, here’s how to use Key Tips to center text:
1
Press ALT to make the Key Tips appear.
2
Press H to select the Home tab.
3
Press A, then C to center the selected text.
A new view
Not only the Ribbon is
new in Excel 2007.
Page Layout view is
new, too.
If you’ve worked in Print Layout view in Microsoft Office
Word, you’ll be glad to see Excel with similar
advantages.
Working with different screen resolutions
Everything described
so far applies if your
screen is set to high
resolution and the
Excel window is
maximized.
If not, things look
different.
When and how do things look different?
• When the Excel window isn’t maximized. Some
groups will display only the group name.
• With Tablet PCs. On those with smaller screens, the
Ribbon adjusts to show smaller versions of tabs and
groups.
Summary
• Office 2007 - a completely new interface
• New ways to perform familiar tasks
• New features
• Monumental changes that will require
time to adjust and get acclimated.
• We encourage all to take advantage of
numerous training resources.
More Information & Resources
• Help.Desk@mil.wa.gov
• Microsoft.com/office
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