Office 2007 New Features - Learning and Talent Development · Office 2003 and Office 2007 versions of the application. Files created in Office 2007 Any file created in Office 2007

Office 2007 – New Features DoIT – Professional Technical Education University of Wisconsin - Madison Cliff Cunningham [email protected] 608-890-1310 www.wisc.edu/pte

Overview of Office 2007

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Copyright: UW Madison, Professional Technical Education

Thanks to University of Michigan: Library Instructional Technology for sharing materials with the CIC.

Table of Contents

Introduction .............................................................................................................................. 3

The Changes (Overview) .......................................................................................................................... 3

The Office Button ..................................................................................................................... 4

A Few Options Tips .................................................................................................................................. 4

The Quick Access Toolbar ...................................................................................................... 5

The Customize Quick Access Toolbar menu ........................................................................................... 5

More Commands… .................................................................................................................................. 5

Understanding Ribbons .......................................................................................................... 6

Contextual Ribbons .................................................................................................................................. 6

Minimize the Ribbon ................................................................................................................................ 6

New Extensions & File Sharing ............................................................................................... 7

Files created in Office 2003...................................................................................................................... 7

Files created in Office 2007...................................................................................................................... 7 Option #1: Saving Office 2007 files to a pre-XML format ................................................................... 7 Option #2: Installing the Compatibility Pack on the 2003 machine .................................................... 7

Changing the Default File Type ............................................................................................................... 8

Compatibility Mode .................................................................................................................................. 8

Compatibility Checker .............................................................................................................................. 9

Using Word 97-2003 Templates............................................................................................................... 9

Creating PDF files in Office 2007 applications ........................................................................................ 9

A Few Tips for Word ...............................................................................................................10

Styles ...................................................................................................................................................... 10

Page Layout Ribbon ............................................................................................................................... 10

Format Ribbon ........................................................................................................................................ 10

A Few Tips for Excel ...............................................................................................................11

Formula Ribbon ...................................................................................................................................... 11

Adding a Chart ....................................................................................................................................... 11

A Few Tips PowerPoint ..........................................................................................................12

Adding New Slides ................................................................................................................................. 12

Slide Design Ribbon ............................................................................................................................... 12

Slide Master ............................................................................................................................................ 13

Working with Charts .............................................................................................................................. 13

Other Notes ............................................................................................................................................. 13

Resources ...............................................................................................................................14


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Copyright: UW Madison, Professional Technical Education Thanks to University of Michigan: Library Instructional Technology for sharing materials with the CIC.

Introduction

The latest version of Microsoft Office for Windows – Office 2007 – looks very different from Office

2003. While it has much of the same functionality as the previous versions of Word and Excel, you have

to learn where to find the tools you are used to using. (Note: Most keyboard shortcuts are exactly the

same. So, if you are accustomed to using those, carry on!). This handout is designed to give you a general

orientation to the biggest differences between these two versions. This will allow you to continue your

work as efficiently as possible as you transition to Office 2007. We will be developing more in-depth

handouts for Word and Excel. This handout does not cover Microsoft Access or PowerPoint, in either

version.

The Changes (Overview)

In addition to visual changes, Microsoft has introduced some new terminology. These act the same across

all the applications, and look very similar as well. The following pages explore these items in greater

detail.

Office Button: Located in the upper-left corner of the screen (in each application), the Office Button ()

contains most of the commands which were located under the File menu, such as Open, Close, Print, and

Save.

Quick Access Toolbar: By default, the Quick Access Toolbar () is located to the right of the Office

Button. You can customize it by adding other frequently-used icons.

Ribbon: The Ribbon () represents the biggest visible change in Office 2007. The Ribbon has replaced

the myriad of toolbars used in prior versions of Office. It is a reorganization of all the icons and

commands. The Ribbon also contains many new commands and functionalities. The Ribbon is organized

by tabs (Home, Insert, Page Layout, etc.). These tabs contain icons sorted into logical groups. Below is

the Home ribbon in Word. Note that is has many of the features of the Office 2003 Standard and

Formatting toolbars.

Zoom Bar: In the lower right corner of each program, there is a new Zoom feature. Shown below, this

slider is used to adjust the display size of the document. To the left of this magnification slider are icons

for the different views; in Word, for example, the Normal view, Outline view, etc.

Extensions/File Types: Office 2007 introduces Microsoft’s new XML-based file format. These new file

formats are reflected in the new file extensions now end with an “x” - .docx and .xlsx. Unlike prior

software upgrades, there is a compatibility issue between Office 2003 and 2007. For more information,

read the later section on New Extensions & File Sharing.


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The Office Button

The Office Button looks the same in all the Office 2007 applications;

it is the large gold medallion icon in the upper left corner. When

selected (shown to the right) you will have access to basic file

management commands (New, Open, Save, Save As, Print, etc.) that

used to be found under the File menu.

Additionally, the Office Button provides access to the Options button

for the respective application. (Each application has its own, slightly

unique Options button.)

The Options button (shown to the right) can be used to access

commands that were found in the Tools menu in Office 2003, such as

AutoCorrect, AutoRecover, and

A Few Options Tips

There are a few options that you might want to turn off (or on) that

are new to this version of Office.

Show Mini Toolbar on selection: Found in the Popular category, this

toolbar pops up when you select text. It can get in the way,

particularly if you try to right-click, so you might want to turn it off. On the other hand, some people

might find it very useful to have a toolbar with popular icons display right

with your text.

Enable Live Preview: Also found in the Popular category, live preview

shows you what your document or spreadsheet would look like if you

applied the style, theme, etc. that you are mousing over. When you find one you like, click on it to

actually apply it.

Smart Tags: The Smart Tag is the little icon (shown below) that appears after you complete certain

commands (such as Paste) or finish a formula. Many people either love smart tags or hate them; the

Smart Tag is either very convenient, or it gets in the way. Its appearance is contextual, which means that

the options available in the Smart Tag will change depending on what you are doing. The smart tag option

is a bit buried. To change anything about the smart tags, go to the Proofing category, then AutoCorrect

Options and then click on the Smart Tags tab.


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The Quick Access Toolbar

The Customize Quick Access Toolbar menu

By default, the Quick Access Toolbar is located to the

right of the Office Button. Unlike the Ribbon, the Quick

Access Toolbar can actually be customized. To manage

the icons shown on this toolbar, click the down-arrow

on the right side of the Quick Access Toolbar. Doing so

will reveal the list shown to the right. This list displays

some of the more common commands, many of which

were contained in the Standard toolbar in previous

versions of the MS Office suite of applications. The

checkmarks, located to the left of each command name,

identifies the commands that are currently shown on the

toolbar. To add or remove a certain command from the

toolbar, select on the command.

Be aware that this toolbar is unique to each Office

application. If you customize this toolbar in Word, it

will not automatically change in Excel.

Word and Excel all have the same options on the

Customize Quick Access Toolbar menu, except the following:

MS Excel has the Sort Ascending and Sort Descending commands.

MS Word has the Spelling & Grammar and Draw Table commands.

More Commands…

If you wish to add a command that

is not found in this list, select More

Commands…A dialog box will

appear similar to the Word example

shown below. (You can also access

this area from the Office Button, in

the Customize category.)

1. At top-left, select a

category containing the

command(s) you wish to

add to the toolbar.

2. Click once on the command

in the list on the left.

3. Use the Add button to move

the command to the right.

4. Use the up and down

arrows, on the right edge, to rearrange the commands.

5. Click OK when you are done.

NOTE: In this dialog box you can also choose to show the Quick Access Toolbar below the Ribbon.

NOTE: Only Word allows you to define keyboard shortcuts.


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Understanding Ribbons

The Ribbon is the most visible change that you will observe in Office 2007. It replaces the numerous

toolbars use in previous versions of MS Office. The purpose behind this transition is to reorganize the

icons and commands in a more logical way. The Ribbon is divided into tabs (Home, Insert, Page Layout,

etc.). Each tab is divided into “groups”, such as (in the first example below) Pages, Tables, or

Illustrations.

The Home Ribbon has much of what used to be on the Standard and Formatting toolbars.

Below are screenshots of the Insert Ribbon from MS Word and MS Excel. While they have many of the

same icons, there are also items that are unique to that program. For example, Word (top) has one basic

chart icon, while Excel (bottom) has numerous icons that pertain to chart types, styles and all the chart

variations.

Contextual Ribbons

Some tabs are called “contextual” tabs, meaning that the tab is only available when you have an object

selected (like a chart, or a table, or an image). In the example below, the graphic has been selected, so the

contextual tab “Format” appears as a Ribbon tab. It remains accessible as long as the object is selected.

You will need to explore each Ribbon to see what exactly each one now has; in the following Tips For…

sections, we point out some common tasks from Office 2003, and in what Ribbon you will find them in

Office 2007.

Minimize the Ribbon

The Ribbon can be minimized, to save on visual space. To do this, right-click on the tabs of the Ribbon

and select Minimize the Ribbon.


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New Extensions & File Sharing

Office 2007 uses an XML-based file format. This is why the file extensions now end with an “x”, as in

.docx and .xlsx. Because of this change, there are some compatibility issues you need to consider when

sharing files.

Files created in Office 2003

Any file created in Office 2003 is compatible with Office 2007. Users of Office 2007 will be able to open,

edit and save these older-version files. After doing so, the files will still be usable in MS Office 2003

applications.

However, if a 2003 file is opened in a 2007 application, the 2007 application will run in “Compatibility

Mode”. This means that some new functionality, introduced in MS Office 2007, will not be available to

the user. To gain access to those new functionalities, the user will need to convert the 2003 file (.doc or

.xls) into the new XML-based format (.docx or .xlsx). This conversion is very easy to do, and can be

performed by using the Convert command, found under the Office Button.

Until the conversion takes place, the file can continue to be used (opened, edited and saved) in both the

Office 2003 and Office 2007 versions of the application.

Files created in Office 2007

Any file created in Office 2007 files will not be immediately accessible by the Office 2003 application.

If files created in the Office 2007 application need to be shared with users using Office 2003, there are a

few options you may consider.

Option #1: Saving Office 2007 files to a pre-XML format

In Word or Excel 2007, you can save a version of your current

file in the 2003 format.

1. In 2007, click on the Office Button.

2. Choose Save As from the category list.

3. Select Word 97-2003 (or Excel 97-2003).

4. Name the file and select a storage location.

5. Click OK.

That file is now fully compatible with the Office 2003

application.

Note: As is often the case when working between version and

formats, some formatting may be lost or compromised when

going from the 2007 format to the 2003 format.

Option #2: Installing the Compatibility Pack on the 2003 machine

If you are running Office 2003, and would like to work with files created in Office 2007, (that is, they

possess the new XML format) you can download a free Compatibility Pack provided by Microsoft.

Windows users can click here: http://office.microsoft.com/en-us/products/HA101686761033.aspx

Mac users can click here: http://www.micosoft.com/downloads, and select the “Mac & Other Platforms”

link down the left-hand column.

Once this Compatibility Pack is installed, you will be able to open, edit and save files in the new XML

format from within a 2003 version of the application.

http://office.microsoft.com/en-us/products/HA101686761033.aspx

http://www.micosoft.com/downloads


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Changing the Default File Type

The conversion of the UW environment from

Office 2003 to Office 2007 is going to take

some time. You may find that you have

already made the upgrade, but many of your

coworkers have not. If this is the case, you

may prefer to continue working with 2003-

format files until your whole work group has

made the conversion to 2007. Your 2007

applications can be configured in such a way

that they will default to the 2003 file formats

when they are creating and saving files.

1. Click on the Office Button in the upper left corner of the application.

2. Click on the Word/Excel Options button.

3. Choose the Save category on the left, then in the Save files in this format:pulldown, choose 97-

2003:

Excel 97-2003 Workbook

Word 97-2003 Document

4. Click OK to save your changes and close the dialog box.

Note: This configuration change will need to be made for each application.

Compatibility Mode

While working with 2007 applications, you should be

aware of a special flag that will appear in the title bar of

the document window (shown to the right). When files

from the pre-2007 format are being accessed from within

a 2007 application, Microsoft will flag the document with

a “Compatibility Mode” label. This means that the

current document is actually a non-XML format, but it is

being accessed by the XML-based application.

This “compatibility mode” will only be detected within the 2007 application, and it means that some of

the newer features and functionalities introduced in the 2007 version will not be available to the user.

This “compatibility mode” will remain in effect for the current document until that document is manually

converted to the new 2007 format.

To convert a 2003 file to the 2007 format:

1. Select Office Button, Convert.

2. This dialog box (shown to the

right) will appear.

3. Click OK.

Note: This process will change the

existing document. If you want to retain

the original document, in its pre-XML

format, then use Save As instead.


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Compatibility Checker

Converting a 2007 file into a pre-2007 format may

result in the loss of some formatting. The Office

2007 applications provide a Compatibility

Checker. This tool will alert you to any changes

that will occur to the document during the

downward conversion to a pre-2007 format. This

information may help you decide whether you

want to perform the conversion.

1. Select Office Button, Prepare.

2. Select Run Compatibility Checker.

3. A dialog box (shown to the right) will

appear, listing any problems and what will

be done to resolve any conflict.

4. Click OK.

Using Word 97-2003 Templates

To use Word 97-2003 templates in Word 2007, the template

will need to be converted:

1. Using Windows Explorer, locate the template (.dot)

to be converted.

2. Right-click the file and select Open with…

3. Select Word 2007 from the list, and check the

“Always open…” option

4. The file will open in a Word 2007 application

window.

5. Select Office Button, Convert.

Creating PDF files in Office 2007 applications

Office 2007 documents can be easily and quickly published as PDF files. However, before doing so, a

free add-in, provided by Microsoft, needs to be installed on your system. To install this add-in,

1. Search Microsoft Help for “pdf add-in”.

2. Select the first link that is returned.

3. Halfway down the document is a section called “Install and use the Publish as PDF or XPS add-in

from Microsoft”.

4. Step 1 in this section has a link to Microsoft’s website. Follow this link to install the add-in.

After the add-in has been installed, you can now easily produce a .pdf version of your document.

1. Open the file you want to make a *.pdf (Word, PowerPoint, Excel)

2. Select Office Button, Save As, PDF or XPS.

3. Give this .pdf file a name and navigate to a desired filepath for storage.

4. Click Publish.


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A Few Tips for Word

Styles

Like the other applications, many of the common formatting commands are in the Home Ribbon. An

addition to the Word Home Ribbon is the Styles Group. The visible window of styles is only large enough

to show four or five styles. However, there are many more styles to consider. To view those styles, select

the down-pointing arrow to the right of the displayed styles (circled below).

Page Layout Ribbon

The page settings such as margins, orientation, etc. are now located in the Page Layout Ribbon, as shown

below. These commands used to be in the File Page Setup. Here are additional commands you can

access from the Page Layout Ribbon:

Add page or section breaks (Page Setup Group)

Change paragraph indent and spacing (Paragraph Group – applies only to selected text)

Change the wrapping, alignment, or grouping of an image or images (Arrange Group)

Format Ribbon

The Format Ribbon is a contextual ribbon that only displays when it is needed. If a graphic is currently

selected, the Format Ribbon will display, allowing you to change the text wrapping, size, position

(Arrange Group) as well as brightness, contrast, etc. (Adjust Group).


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A Few Tips for Excel

Like the other applications, many of the common formatting commands are in the Home Ribbon. In

addition, as shown below, the Excel Home Ribbon also has the following:

Number Group: specify the format of the cell (such as currency, time, etc.)

Cells Group: insert, delete, or format individual cells, rows or columns

Editing Group: insert common formulas as well as sort, filter and find

Formula Ribbon

The Formula Ribbon is also new in this version. In one Ribbon you can see all the different categories of

formulas.

Adding a Chart

To add a chart, you can select your data first, or add it later. If you don’t have any data selected, Excel

will just guess, so best to select something.

1. Go to the Insert Ribbon. In the Charts Group choose the type of chart you want like.

2. By default, the chart will just appear on the spreadsheet, and you will now have a Design Ribbon.

3. You can change the way your chart looks by making alterations in the Chart Layout Group or the

Chart Styles Group (in the Design Ribbon). To change the color of a series or other chart element,

go to the Format Ribbon and choose Shape Fill from the Shape Styles Group.

4. You can change the location (to put in on its own sheet, for example) by going to the Design

Ribbon and clicking Move Chart in the Location Group.


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A Few Tips PowerPoint

Like the other applications, many of the common formatting commands are in the Home Ribbon,

including adding a new slide and changing the slide layout (Slides Group).

Adding New Slides

To add a new slide, go to the Home Ribbon. If you click on the icon

for new slide, you will get a new slide that looks just like the last one

you inserted (for example, two columns). If you click on the text New

Slide, this activates the pulldown (shown at right), and you can select

any layout, duplicate from what’s selected, or reuse slides from a

different presentation.

The slide layouts look a little different in PowerPoint 2007, as shown

at right. When you choose Title and Content, for example, you can

either add text or content (such as a picture or chart). If you start with

bulleted text, you would need to go to the Insert Ribbon to add an

image; the icon on the slide itself disappears.

Slide Design Ribbon

To change the slide design, color scheme, or background colors, go to

the Design Ribbon. If you have left the default Live Preview active,

when you move your mouse over the designs your presentation will

change to show you what it will look like. Click on a design to

actually apply it. By clicking on the down arrow with the line above it

(circled below), you can see all the preset design.

If you click on Background Styles, you will get a display of possible background styles – your default

choices will depend on which slide design you have chosen.

If you click on a background style, it will immediately apply to all slides

If you choose Format Background…, you can choose more options (including gradients). If you

choose Close, it will only apply to the selected slide; choose Apply to All to do just that.

If you choose a color or font theme from the list, it will apply to all slides; you can also change font,

color, etc. from the Slide Master as you used to as well.


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Slide Master

You can still access the Slide Master, but it is now found in the View Ribbon. You now have several

different masters to choose from; if you make your edits to the main master, it will apply to all slides; if

make changes on a submaster (for example, the Title Master), changes will only apply to slides that use

that layout.

Working with Charts

When you insert a chart (from the Insert Ribbon), Excel launches with sample data. There is no longer a

separate charting tool in PowerPoint. In addition, there’s no double-clicking to format your chart; right-

click on the series to change the color, etc., or choose the Format Ribbon, then the Shape Fill (in the

Shape Styles Group). To insert a chart from data you already have in Excel:

Traditional methods still work, and this is the only way to link to your data in Excel (so, if you data

changes, your chart will be updated):

Go to the chart in Excel, copy the chart, go to the Home Ribbon in PowerPoint, click on the Paste

pulldown and choose Paste Special, or

Go to the Insert Ribbon, choose Object, then create the chart from your existing file.

We suggest you only use the Insert Chart icon on the new slide if you still need to input your data; if you

already have data in Excel, make the chart in Excel, then copy and paste (or insert) as recommended

above.

Other Notes

Here are a few other changes that might be useful to know:

To hide a slide, either right-click on the slide and choose Hide Slide from the shortcut menu, or

go to the Slide Show Ribbon and choose Hide Slide.

Working with Video Clips:

These movie file types will work directly in PowerPoint: .asf, .avi, .mpeg, .wmv

Keep your movies (or sounds) in the same folder as the PowerPoint presentation

Once you insert a movie or sound, you will get a new Options Ribbon.


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Resources

General Microsoft Help

http://office.microsoft.com

Get Started with the 2007 Microsoft Office System:

http://office.microsoft.com/en-us/getstarted/FX101055081033.aspx

MS Office 2007 FAQ:


Google

“Microsoft Office Compatibility Pack”, first hit

“Microsoft Office Save As PDF”, first hit

“Microsoft Business Contact Manager”, first hit

“Microsoft Business Contact Manager”, first hit

“Microsoft Business Contact Manager Product Guide”, first hit (2MB, 34 pgs)

http://office.microsoft.com/



http://office.microsoft.com/en-us/getstarted/FX101055081033.aspx



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Office 2007 New Features - Learning and Talent Development · Office 2003 and Office 2007 versions of the application. Files created in Office 2007 Any file created in Office 2007