Office 2007 New Features/Tips Handout #2 General Tips:
If you attempt to open a file created in Office 2007 from an Office 2003 program the following message will appear:
You will get the same message in Word, Excel and PowerPoint. If you click OK, you will be brought to the Microsoft Office website where you will be given the following instructions: Users of the Microsoft Office XP and 2003 programs Word, Excel, or PowerPoint—please install all High Priority updates from Microsoft Update before downloading the Compatibility Pack. By installing the Compatibility Pack in addition to Microsoft Office 2000, Office XP, or Office 2003, you will be able open, edit, and save files using the file formats new to Word, Excel, and PowerPoint 2007. The Compatibility Pack can also be used in conjunction with the Microsoft Office Word Viewer 2003, Excel Viewer 2003, and PowerPoint Viewer 2003 to view files saved in these new formats. For more information about the Compatibility Pack, see Knowledge Base article 924074. If you save an Office 2007 file to a lower version, you may not always get all the new feature capabilities. Some objects may not convert or the text will not be editable:
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If you save an older version of a file under the new Office 2007 version, this is the message you will receive:
Under M/S Office button: · New: Templates, Blank Document or new Blog Post · Open: Opens files – defaults to showing all file types · Save: Saves files in the format they are currently in · Save As: Different options for the different programs – o Word – Document, Template, 972003 Document, Addins for other File Formats, Other Formats o Excel – Workbook, MacroEnabled Workbook, Binary Workbook, 972003 Workbook, Addins for other File Formats, Other Formats o PowerPoint – Presentation, Show, 972003 Presentation, Addins for other File Formats, Other Formats · Different print options: Print, Quick Print, and Print Preview · Prepare: options for preparing document for distribution · Send: Email or Fax · Publish: post files to a document management server or workspace To Temporarily Hide the Ribbon: Doubleclick: the active tab and the groups disappear To bring the ribbon back: Doubleclick: any tab XML: Extensible Markup Language is the universal format for data on the World Wide Web and is a complementary format to HTML – each Office 2007 software package has added/changed file extensions to accommodate this change. Closing Files: If you only have one file open on the screen, the x (close) in the upper right corner will exit you out of the program. Add the File/Close button to your Quick Access Bar. If you have more than one file open, it will close only the active file. Help: “Paperclip man” has been removed from the program. Help is now the ? in the upper right corner of the screen.
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Screen Placement: Screen placement of certain features has been changed. The page layout options are now located on the lower right of screen along with a new zoom slider control. Refer to Handout #3 for standard screen layouts. Adobe Acrobat Writer: Adobe Acrobat 8 shipped prior to Office 2007. Therefore, Adobe is currently actively testing Acrobat with the shipping version of Office 2007 and Office 2007 files. In the first half of 2007, a free Acrobat 8 patch which will provide support in Acrobat 8 for Office 2007 will be available for download. Acrobat 7 and prior do not support Office 2007 nor Office 2007 files. Known Limitations and Issues with Acrobat 8 on Office 2007 (taken from the Adobe webpage): Issue: PDFMaker buttons are not installed. Solution: Create PDF files using print to Adobe PDF in Microsoft Office. Issue: In Windows Explorer right clicking on an Office file to create a PDF file will fail Solution: Create PDF files using print to Adobe PDF in Microsoft Office. Issue: In Acrobat using File > Create PDF from File > and chosing an Office file will fail Solution: Create PDF files using print to Adobe PDF in Microsoft Office. Issue: In Windows Explorer or Acrobat combining Office files into a single Acrobat PDF file will fail. Solution: Once files are created with printing to Adobe PDF printer combine them using Acrobat 8's combine PDF feature. .pdf files (a live link for your use is on the IT Communications and Training webpage: If you wish to download the Microsoft Office addin for publishing .pdf files visit the following website: http://www.microsoft.com/downloads/details.aspx?familyid=4D9519113E7E4AE6B059 A2E79ED87041&displaylang=en
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Click: Click: Click: Click: Click: Click: Close: Click: Point to:
Continue to validate Download to download the .pdf addin software Run (twice) after the software has been downloaded the box to accept the Microsoft Software License Terms Complete OK after the installation is complete Out of the Microsoft website The M/S Office button Save As
A new option should be available to save as a .pdf format should be available. Name and save the file in the appropriate folder. Flashpaper: If you have Contribute installed on your machine, you will automatically get a tab on your Ribbon labeled Add ins. Flashpaper will be an option in that tab and is another way to create .pdf files.
New Features in Word 2007
· File formats: docx – standard word with no macros or code dotx – Word template with no macros or code docm – Word document that could contain macros or code dotm – Word template that could contain macros or code · Blog entries can be authored in Word itself and uploaded directly to a blog. Supported blogging sites include Windows Live Spaces, SharePoint, Blogger, Community Server etc. · All new professional style sheets (quick styles) and ability to switch easily among them. · Word count listed by default in the status bar. The word count dynamically updates as you type. · New contextual spell checker sometimes catches incorrect usage of correctly spelled words, such as in "I think we will loose this battle". · Translation tool tip option available for English (U.S.), French (France), and Spanish (International Sort). When selected, hovering the mouse cursor over a word will display its translation in the particular language. NonEnglish versions have different sets of languages. Other languages can be added by using a separate multilingual pack. · Automated generation of citations and bibliographies according to defined style rules, including APA, Chicago, and MLA. Changing style updates all references automatically. Connect to web services to access online reference databases. · Rearchitected mathematical equation and SmartArt. · Preset gallery of cover pages with fields for Author, Title, Date, Abstract, etc. Cover pages follow the theme of the document (found under the Page Layout tab). · Document comparison engine updated to support moves, differences in tables, and also easy to follow tripane view of original document, new document, and differences. · Full screen reading layout that shows two pages at a time with maximum screen usage, plus a few critical tools for reviewing. · Document Inspector which strips Word documents of information such as author name and comments. · Building Blocks, Quick Tables and Quick Parts which allows frequently used content to be easily accessible for further use.
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Tips in Word 2007
Home Tab: Font Group Default Changes: · Spacing default is multiple and 10 pt after paragraph to change: o Select: Home tab on the Ribbon o From the Paragraph group, select: Paragraph launcher o Select: Indents and Spacing tab o In the spacing area, change: After: to 0 pt and Line Spacing: to single o Select: Default to change current and all new documents or o Select: OK just to change current document Font Group Default Changes – cont’d: · Font default is Calibri – 11 point – to change: o Select: Home tab on the Ribbon o From the Font group, select: Font launcher o Select: Preferred font and size o Select: Default to change current and all new documents or o Select: OK just to change current document Find Group Select Text with Similar Formatting: Select multiple sections of text that has the same formatting assigned. Insert Tab: Pages Group – Cover Page: From a selection of templates, places a cover page on the document. Pages Group – Blank Page and Page Break: Places a blank page or page break at cursor position. Tables Group – Table: Enhanced design options and easier to use table feature. Illustrations Group – SmartArt: Enhanced graphic images. Header & Footer Group – Header/Footer: Easier to use and edit headers and footers. Symbols Group – Equation: Enhanced equation editor. Page Layout Tab: Page Setup Group – Margins/Orientation: Faster method of changing margins and/or orientation. References Tab: Citations and Bibliography Group: Add automated APA, MLA, and many more citations and/or bibliographies.
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View Tab: Window Group – View Side by Side/Synchronous Scrolling: When viewing document pages side by side you can select synchronous scrolling for both pages.
New Features in Excel 2007
· File formats: xlsx – workbooks with no macros or VBA code xlsm – workbooks with macros or VBA code – called macroenabled workbook xltx – template files xltm – template files with macros or VBA code – called macroenabled template xlsb – binary workbook – should be used for extremely large workbooks xls – use when you need to share with someone using a previous version of Excel · Page layout view is new – like print layout in Word, shows margins and blue space between worksheets: Click Page Layout View on the View toolbar Advantages: Trying to eliminate the need for print preview to find problems Easier to add headers and footers See different worksheets in different views · Supports up to 1,048,576 rows and 16,384 columns in a single worksheet. · Conditional Formatting introduces support for three new features — Color Scales, Icon Sets and Data Bars o Color Scales, which automatically color the background of a group of cells with different colors according to the values. o Icon sets, which precede the text in a cell with an icon that represent some aspect of the value of the cell with respect to other values in a group of cells, can also be applied. Icons can be conditionally applied to show up only when certain criteria is met, such as a cross showing up on an invalid value, where the condition for invalidity can be specified by the user. o Data Bars show as a gradient bar in the background of a cell the contribution of the cell value in the group. · Column titles can show options to control the layout of the column. · Multithreaded calculation of formulae, to speed up large calculations, especially on multicore/multi processor systems. · Importing data from external sources, such as a database, has been upgraded. Data can also be imported from formatted tables and reports, which do not have a regular grid structure. · Formula Autocomplete, automatically suggests function names, arguments and named ranges, and automatically completes them if desired, based on the characters entered. Formulae can refer to a table as well. · CUBE functions which allow importing data, including set aggregated data, from data analysis services, such as SQL Server Analysis Services. · PivotTables, which are used to create analysis reports out of sets of data, can now support hierarchical data by displaying a row in the table with a "+" icon, which, when clicked, shows more rows regarding it, which can also be hierarchical. PivotTables can also be sorted and filtered independently, and conditional formatting used to highlight trends in the data. · Filters, now includes a Quick filter option allowing the selection of multiple items from a drop down list of items in the column. The option to filter based on color has been added to the choices available. · Excel features a new charting engine, which supports advanced formatting, including 3D rendering, transparencies and shadows. Chart layouts can also be customized to highlight various trends in the data.
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Tips in Excel 2007
Home Tab: Font Group Default is Calibri – 11 point: · To change for current document only: o Select: Home tab on the Ribbon o From the Font group, select: Font launcher o Select: Preferred font and size o Select: OK · To change for current document and all new documents: o Select: M/S Office button o Select: Excel options o Under creating new workbooks, select: Preferred font and size o Select: OK Alignment Group – Wrap Text: Easier access to wrap text feature. Number Group – Number Formats: Easier access to number formats. Styles Group – Conditional Format/Format as Table/Cell: Enhanced options for conditional formatting and table/cell styles. Cells Group – Insert/Delete/Format: Easier access to cell manipulation. Editing Group – Clear: Easier access to clear cell option. Editing Group – Sort & Filter: Now you can sort by cell color. Insert Tab: Tables Group – PivotTable: Enhanced layout and features available. Illustrations Group – SmartArt: Same as Word. Text Group – Header & Footer: Same as Word. Page Layout Tab: Page Setup Group – Margins/Orientation: Same as Word. Page Setup Group – Print Titles: Easier access to print titles option.
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Scale to Fit Group – Width/Height/Scale: Easier access to scale to fit options. Formulas Tab: Formula Auditing Group – Watch Window: Monitors values of certain cells as changes are made to the sheet. Values are displayed in a separate window regardless of what area of the workbook is shown. · To watch a specific window: o Select: Cell(s) o Select: Watch Window o Select: Add Watch o Select: Add Review Tab: Changes Group – Protect Sheet/Workbook: Enhanced/easier process for protecting sheets and/or workbooks.
New Features in PowerPoint 2007
· File formats: ppt – previous versions of PowerPoint pptx – 2007 XMLbased version · Use the Convert to SmartArt button on the Home tab to convert an existing bulleted list on a slide into a graphic. – OR – you can insert your diagram from the SmartArt button on the Home tab. SmartArt allows you to edit individual shapes in a graphic, instead of just the entire graphic. · Improvements to text rendering to support text based graphics. · Rendering of 3D graphics. · Support for tables and enhanced support for table pasting from Excel. · Slide Library, which allows reuse of any slide or presentation as a template. Any presentation or slide can be published to the Slide Library. · Any customdesigned slide library can be saved. · Presentations can be digitally signed. · Improved Presenter View. · Added support for Widescreen Slides. · Allows addition of custom placeholders.
Tips in PowerPoint 2007
Home Tab: Paragraph Group – Convert to SmartArt: Take existing bullets and covert to a updated SmartArt option. Insert Tab: Tables Group – Table: Same as Word Illustrations Group – SmartArt: Same as Word.
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Media Clips Group – Movie/Sound: Enhanced, easier to use options to include video and audio. Design Tab: Page Setup Group – Page Setup/Slide Orientation: Same as Word. Themes Group – Theme Designs: Enhanced, easier access to Theme colors, fonts, and effects. Animations Tab: Transition to This Slide Group – Transition Effects: Enhanced, easier access to transition effect, sound, and speed.
New Features in Outlook 2007
· Ribbon appears the first time a message is created or a received message is opened. The ribbon is visible each time something is created or edited in Outlook such as creating messages, calendar entries or contacts. · ToDo Bar is visible wherever you happen to be working in Outlook. It keeps track of upcoming tasks and appointments. Some highlights: Date Navigator, Upcoming calendar appointments, a place to enter new tasks by typing, and your task list. · Calendar feature has a new look – bigger buttons for day/week/month view. Back/forward buttons allow quick access to the next or previous day, week, or month. · Tasks area shows your current and upcoming tasks and tracks your accomplishments. · Contacts in 2007 are now Electronic Business Cards for easy viewing and sharing. These Electronic Business Cards can be sent through email. Your Electronic Business Card could become your email signature. · The Navigation Pane can be minimized from any area of Outlook by clicking, Minimize the Navigation Pane button. · Attach File button is on both the Message and Insert tabs. · In some instances, some attached file types can be previewed right from the Reading Pane. This saves having to open the attached files, especially if you are only really interested in viewing certain ones. · Search folders can be created with specific search criteria, specifying the subject, type and other attributes of the information being searched. When a search folder is opened, all matching items for the search are automatically retrieved and grouped up. · Outlook can now support multiple calendars being worked with, simultaneously. It also includes a side byside view for calendars, where each calendar is displayed in a different tab, and allows easy comparison of them. Outlook also supports web calendars and can be shared with other users. · Calendar view shows which tasks are due. · Flagged emails and notes can also be converted to Task items. · Contacts can be shared among users, via email. · Microsoft Office Outlook can also include an optional Business Contact Manager which allows management of business contacts and their sales and marketing activities. Phone calls, emails, appointments, notes and other business metrics can be managed for each contact. It can also keep a track of billable time for each contact on the Outlook Calendar. Based on this data, a consolidated report view can be generated by Microsoft Office Outlook with Business Contact Manager. The data can be further analyzed using Microsoft Office Excel.
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Tips in Outlook 2007
Standard Outlook Mail Screen: Instant Search Feature: Performs an instant search, based on the character string indentified, on any folder in Outlook. · Click on: Folder you wish to search · Click in: Instant Search Box · Type: Character string you are searching for (it isn’t even necessary to press the Enter key) Results are displayed and character string identified will be highlighted in each instance. To return to complete folder again: · Click on:
any folder
Preview Attachments: Some attachments can be previewed directly from the standard Outlook screen without opening the message first. Not all attachments can be viewed in this manner. To Do Bar: Shows current calendar and upcoming appointments. New Message Screen: Message Tab: Include Group – Attach Item: Easier access to attaching items other than files. Insert Tab: Include Group – Attach File/Attach Item: Available in the Insert tab as well as the Message tab. Outlook Calendar Screen: Better layout of calendar months, view options, and tasks. Multiple calendars can be worked with, simultaneously. Sidebyside viewing of calendars, where each calendar is displayed in a different tab, allows easy comparison of them. Outlook also supports web calendars and can be shared with other users. Instant Search Feature: Works the same as in the Mail Screen, click on Calendar icon in lower left corner to return to standard Calendar screen.
References cited: Unknown, (18 February 2007). Microsoft Office 2007. Retrieved February 20, 2007, from Wikipedia Web site: http://en.wikipedia.org/wiki/Microsoft_office_2007
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