February 2006Colby College ITS Office 2004 to 2008 Making the Move

February 2006 Colby College ITS

Office 2004 to 2008Making the Move


Tutorial Objectives

After completing this tutorial, you should be able to:

• Find common menu selections on the new “Elements Gallery”

• Use new features in Office 2008

• Manage Files


New Features Common to allOffice 2008 Applications

The Gallery

• Puts frequently used features in a thumbnail collection


Excel’s New Look


PowerPoint’s New Look


Word’s New Look



What is on the Gallery

1. TabsShow the names of the different design and formatting features

2. GroupsContain specific categories of elements

3. Left paneElement style names, rest the pointer on a thumbnail to see it

4. More Groups buttonSome tabs contain more groups than can be shown at one time

5. Scroll arrowTo see more element styles, click the scroll arrow


Displaying the Gallery in WORD

In WORD• Hidden at first• Must be in Web layout view,

print layout view, or publishing layout view

• To display– View > Elements Gallery

• The Elements Gallery displays, showing the groups below the Document Elements tab

SmartArt Graphics

• Create designer-quality diagrams, charts, and other information graphics

• Choose from dozens of SmartArt graphics to visually represent lists, hierarchies, and other relationships

• Preview and add all SmartArt graphics from the Elements Gallery in Excel, PowerPoint, and Word


Adding a SmartArt Graphic

• Elements Gallery > SmartArt Graphics tab• Click the graphic that you want to add• In Text Pane, type the text that you want to

include in your SmartArt graphic• You can add or remove shapes or nodes by

clicking Add or Remove


Changing the Color

• Click the SmartArt graphic

• View menu > Formatting Palette

• Formatting Palette > SmartArt Graphic Styles > Colors tab

• Click color theme that you want


Updated Word Art

• Excel, PowerPoint, and Word include updated, modern-looking WordArt

• Can be used to apply 2-D and 3-D effects • Preview and apply WordArt from the WordArt

tab in each application's Elements Gallery


Themes

• Quickly create a unified look for your documents, presentations, and workbooks

• Each theme has a coordinated set of fonts, colors, and visual effects that you can apply in one click


Save As PDF

• Share your documents, presentations, and workbooks by using the popular Portable Document Format (PDF)

• Helps ensure that your documents appear with the correct layout and fonts on any computer that can view PDF files

• Now available directly from the Save As dialog box on the File menu in Word, PowerPoint, and Excel


Office Toolbox

• Consolidates– Formatting Palette– Object Palette– Compatibility Report– Scrapbook– Reference Tools



Using New Features in Excel 2008

Excel 2008

• Ledger Sheets

• Formula Builder

• Formula AutoComplete

• Improved Charting



Project Gallery

• Opens when Excel launches• Offers to create a new workbook or launch the list

wizard, which is used to import data from an external file or database

Page Layout

• Displays print view per page


Normal



Adding a Ledger Sheet (1)

• Elements Gallery > Sheets tab

• Click a group (example: Budgets)

• Click sheet style (example: Bill Tracker)


Adding a Ledger Sheet (2)• Click another group (example: Lists)• Click sheet style (example: Address List)

• Ledger sheet is added


Copy Formatting to Other Cells

• Select a cell or a range of cells with format you want

• Click Format• Drag pointer across

the cells that you want to "paint“

• Cells now have desired format


Conditional Formatting

• Select the cells• Format > Conditional

Formatting• Define condition

(example: highlight cells that are greater than 150)

• Click OK• Format applied to

cells that meet the condition


Using AutoFill (1)

• Type the first entry in a logical list (January)

• Point to lower right corner of cell

• Fill handle appears• Drag fill handle

down and right• Series is completed


Using AutoFill (2)

• When Excel does not recognize the logical progression

• Excel > Preferences• Formulas and Lists >

Custom Lists• Enter entries

Click Add• Type first entry• Drag handles to

complete the list


Range Names in Plain Language

• Select range to name• Type name in box

Press Return• Click any cell that is

not named• Click arrow next to

name box• Select the name• Excel jumps to that

range


Using Named Ranges in Formulae

• Click empty cell• Type a formula

using named range(example:=SUM(Rent)

• Press RETURN• Results is displayed


Using New Features in PowerPoint 2008

PowerPoint 2008

• Slide Themes

• Custom Layouts

• Send slides to iPhoto

• Dynamic Guides



Slide Themes (1)

• Click Built-in Themes group (example: Advantage)

• Elements Gallery > Slide ThemesIf slide themes are not available, click View > Normal


Slide Themes (2)

• Elements Gallery > Slide Layouts

• Click All Layouts group(example: Content with Caption)


Slide Themes (3)

• PowerPoint applies selected theme


Slide Themes (4)

• To Keep theme but change colors:– View > Formatting Palette– Click Document Theme– In Colors pop-up menu

• Click the theme colors that you want

Create a Custom Layout (1)

1. View menu > Master > Slide Master

2. Left pane Click in space BELOW first slide

3. Insert menu > New Layout

4. Insert menu > Layout Placeholders

5. Click the placeholder type that you want to add to your layout

6. Drag your cursor to draw the placeholder on the slide


Create a Custom Layout (2)

• You can:– Resize the placeholder– Move the placeholder– Add instructional text

7.View > Normal

8.File > Save As > Template



Linking to Another Presentation

• Create a custom show– Slide Show > Custom Shows > New– Type name for show– Select slides for show– Click OK

• Link to another presentation– Click on slide – Slide Show > Action Settings Mouse Over tab– Select Hyperlink– Click Other PowerPoint Presentation– Select another presentation


Using New Features in Word 2008

Word 2008

• Publishing Layout View

• Document Elements

• Publication Templates


Publishing Layout View (1)



• Word 2004– Normal View– Page Layout– Two other views, Outline and Notebook

• Word 2008– Page Layout renamed Print Layout– New Publishing Layout View

• Offers familiar page layout tools• Features similar to Microsoft Publisher

• In Publishing Layout View (below), the document appears to lay upon a woodgrain background, and the ruler guides change from the tabs-oriented word processing ruler to positioning rulers on the top and left side. This mode also presents an uncluttered toolbar with drop down menus of AutoShapes (discussed below) and lines, a magnifying glass tool for zooming in and out, and arrangement and grouping menus of icons.



• In this view, Elements Gallery presents– Publication Templates for creating

• Brochures• Flyers• Programs• Menus• Posters


Notebook View

• Resembles spiral paper notebook

• Take notes, flag items, and record audio



AutoShapes (1)

• Gold Grabber allows you to adjust skew, resizing and positioning

• In the above example– Grabber adjusts inside radius of tines

– Reduced on the right

AutoShapes (2)

• To modify fill color or line weight– Double click on

autoshape– Adjust settings in

modal window– Changes are

applied when OK is clicked


WordArt

• Offers gold grabbers on special text blocks that can be adjusted to skew the lettering or distort text along a curve, for example

• Once created, a WordArt text block can be modified using the same modal window as AutoShapes



Adding A Header in Word (1)

• Elements Gallery > Document Elements

• Click Header Group



• Click style you want (example Contrast)

• The header appears in the document



• Click a different style (example Edge)

• The header is changed


Creating Templates (1)

From an existing document• Open the document.• View menu > Draft

(or) Print Layout (or) Outline (or) Web Layout• Add, delete, or change text, graphics, or formatting• File > Save As• Click Word Template (.dotx).• Type the name for the new template• Click Save• Unless you select a different location, Word saves the

template file in the following folder:

/Users/username/Library/Application Support/Microsoft/Office/User Templates/My Templates/


Creating Templates (2)

From another template• File > Project Gallery.• Click a template to copy• Click Open. • Add, delete, or change any text, graphics, or

formatting• File > Save As.• Click Word Template (.dotx).• Type the name for template• To have a template appear in the My Templates

category of the Project Gallery– Save in /Users/username/Library/Application

Support/Microsoft/Office/User Templates/My Templates


Updating a Document

To update a document based on a previous version of a template:

• Open the document• Switch to print layout view• Tools > Templates > Add-Ins• Select Automatically update document

styles check box• Word will update the document to use

the modified template


Adding Effects to Pictures (1)

• Click the picture that you want to change

• View > Formatting Palette > Picture

• Click Effects

• In the Image Effects dialog box– Choose the effect that you want– Use controls in the Preview box to adjust

the effect


Adding Effects to Pictures (2)

Applying Quick Styles:

• View > Formatting Palette

• Click object you want to change

• Under Quick Styles and Effects– Click a tab– Click the style or effect that you want

Mail Merge

• Tools > Mail Merge Manager

• Choose Mail Merge Type

• Select Recipients List

• Drag Placeholders

• Preview Results



Managing Files in Office 2008

Best Practices

• Use Compatibility Report• Use common image formats, fonts, movie format, etc.• Save files in XML format• Use file extensions• Avoid special characters in filenames• Avoid linking to objects – embed them• Avoid Apple-specific macros• Preview before you print


• Integrated in Formatting Palette• Blinks red when you enter or create anything that is not

supported in previous versions of Excel• Can be turned off in preferences


Compatibility

Opening Files in Different Formats

• File > Open

• In Enable pop-up menu > file type

• If you don't see or don’t know– Click All Documents

• Locate the document you want

• Note– Because Word must convert the file to open

it, some changes might occur


Saving Files in Different Formats (1)

• Word 2008 saves files in the new XML format

• You can save your documents in other file formats so that they can be opened with earlier versions of Word

• Note– Some new features of your file may be lost

in an older version


Saving Files in Different Formats (2)

• File > Save As

• Enter name for document

• On the Format pop-up menu– Click the file format that you want



Questions? Comments?

Contact: Mel [email protected]

ext. 4217