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Academics ITS Technical Training
1 7/28/2008
Office document themes
In the past, it took time to format Microsoft Office documents to match because you had to choose color or style
options for your tables, charts, shapes, and diagrams separately. In the 2007 Microsoft Office system,
themes (theme: A combination of theme colors, theme fonts, and theme effects. A theme may be applied to a file as a
single selection.) simplify the process of creating matching, professional-looking documents not only within one
program but across multiple programs. The same themes are now available in Microsoft Office Excel 2007, Microsoft
Office PowerPoint 2007, Microsoft Office Word 2007, and Microsoft Office Outlook 2007, and you can easily apply a
theme with one click. Use themes to give all of your organization's communications a branded look.
The same theme used in Office PowerPoint 2007, Office Excel 2007, and Office Word 2007
All of your content links to the theme. If you change the theme, a complete set of new colors, fonts, and effects is
applied to your entire 2007 Office release document. Although themes are similar in name to a previous feature in
Word, themes are an entirely new way to give all of your 2007 Office release documents a modern and professional
look.
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To try different themes, rest your pointer over a thumbnail in the Themes gallery and notice how your document
changes.
Four themes that are applied to the same SmartArt graphic. Clockwise from the upper left: Metro, the default Office theme,
Apex, and Trek.
TIP You can download additional themes from Microsoft Office Online. In the Themes gallery, click the More
Themes on Microsoft Office Online link.
Applying a new theme changes the major details of your document. WordArt (WordArt: Text objects you create with
ready-made effects to which you can apply additional formatting options.) effects are applied to titles, except in Office
Word 2007 documents. Tables, charts, SmartArt graphics, shapes, and other objects (object: A table, chart, graphic,
equation, or other form of information. Objects created in one application, for example spreadsheets, and linked or
embedded in another application are OLE objects.) are updated to complement one another. In Office PowerPoint
2007, even the layouts and backgrounds of your slides can be changed dramatically from theme to theme. If you like
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the way that a theme looks when you apply it to your document, you are finished reformatting your document with
that one click. If you want to transform your document further, you can change the theme colors, theme fonts, or
theme effects.
You can use predefined document themes or create your own themes by customizing an existing document theme
and then saving it as a custom document theme.
NOTE If you use Microsoft Office Outlook 2007 without having Microsoft Office Word 2007 installed on your
computer, themes are not available.
Themes and templates
Themes are what you see in the Themes gallery. Although a theme can be a stand-alone file type, every document
that you create by using the 2007 Office release has a theme inside it — even blank, new documents have a theme
applied to them. The built-in themes do not contain text or data, but theme colors, theme fonts, or theme effects apply
to all parts of your document, including text and data.
A template is a special "starter" document type. When you open a template, a new document opens with the content,
layout, formatting, styles (in Office Word 2007 documents), and the theme from that template.
When you create and save a template, you access it later in the Program Name New dialog box of the program that
you created it in. When you create and save a theme, it appears in the Themes gallery.
The difference between themes and PowerPoint design templates
Beginning with Office PowerPoint 2007, templates are "starter" documents, just like those in Office Word 2007 and
Office Excel 2007, and can contain starting content or boilerplate text. Themes replace the PowerPoint slide designs
and can contain one or more slide masters (slide master: The main slide that stores information about the theme and
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layouts of a presentation, including the background, color, fonts, effects, placeholder sizes, and positions.). Each
presentation has a master for each key component: slides, title slides, speaker's notes, and audience handouts.
Also, in previous releases of PowerPoint, design templates came with their own sets of color schemes and font
schemes that worked for that design template only. In Office PowerPoint 2007, theme colors and theme fonts work
with all of your 2007 Office release documents. Design templates were meant to provide you with one quick and
attractive solution, and themes provide you with multiple options.
The interaction between themes and templates in Office Word 2007
Templates contain formatting that is based upon the theme. Often, the formatting in a template is done with styles,
which define the paragraph formatting and aspects of the text formatting, such as size. Styles may also include table
styles. In Office Word 2007, the themes determine which colors and fonts are used by those styles. The definitions of
the styles that are used for text can be changed independently of the theme. For more information, see the article
Change a style or Create a new Quick Style.
If you use a resume or cover letter template that has one theme applied to it, you can change the theme to make your
resume or cover letter more distinctive. For example, if your resume template has the Urban theme, you can apply
the Solstice theme to make it more unique.
Customizing themes
You can create many different custom themes from the core built-in themes. The customization for theme colors,
theme fonts, and theme effects is next to the Themes gallery. Choose a theme, change its settings or define your
own, and then save the settings as a new theme in your gallery. You can also delete a custom theme that you no
longer need.
For even more new colors, fonts, and effects, do one of the following to download new themes from Microsoft Office
Online:
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Which 2007 Microsoft Office system program are you using?
Excel
In Excel 2007, on the Page Layout tab, in the Themes group, click Themes, and then click More Themes
on Microsoft Office Online.
Outlook
In Outlook 2007, on the Page Layout tab, in the Themes group, click Themes, and then click More
Themes on Microsoft Office Online.
PowerPoint
In PowerPoint 2007, on the Design tab, in the Themes group, click the More button , and then click
More Themes on Microsoft Office Online.
Word
In Word 2007, on the Page Layout tab, in the Themes group, click Themes, and then click More Themes
on Microsoft Office Online.
For step-by-step information about changing or customizing theme colors or fonts, see the article Apply or customize
a document theme.
Theme colors
Changing theme colors (theme colors: A set of colors that is used in a file. Theme colors, theme fonts, and theme
effects compose a theme.) is the most dramatic change you can make to your Office document, with the exception of
changing the theme. With one click, you can change the tone of a document from casual to formal, or vice versa, by
changing the theme colors.
Theme colors have 12 color slots. The first four horizontal colors are for text and backgrounds. Text that is created
with the light colors will always be legible over the dark colors, and text that is created with dark colors will always be
legible over the light colors. The next six are accent colors that are always visible over the four potential background
colors. The last two colors, not shown in the picture below, are reserved for hyperlinks (hyperlink: Colored and
underlined text or a graphic that you click to go to a file, a location in a file, a Web page on the World Wide Web, or a
Web page on an intranet. Hyperlinks can also go to newsgroups and to Gopher, Telnet, and FTP sites.) and followed
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hyperlinks (followed hyperlink: A hyperlink to a destination you have visited. Once you follow a hyperlink to its
destination, the hyperlink changes color.).
Theme colors handle both light and dark backgrounds, because the page backgrounds of Word 2007 documents and
Excel 2007 workbooks are often white. PowerPoint 2007 uses large text, sometimes lightly colored on a dark
background. Word 2007 uses smaller, dark text almost always on a white background. In general, Word 2007 does
not use the theme colors for text —instead, text in Word 2007 is formatted to use the Automatic color because most
Word 2007 documents are read against a white background. There are visibility rules built into the theme so that you
can switch colors at any time and all your content will remain legible and still look good.
When you click Colors (or Theme Colors in Word 2007) in the Themes group, the colors that you see next to the
theme name represent the accent and hyperlink colors for that theme. If you change any of these colors to create
your own set of theme colors, the colors that are shown on the Colors (or Theme Colors in Word 2007) button and
next to the Theme name will be updated accordingly.
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The theme colors are shown in every color gallery along with a set of tints and shades that are based on the theme
colors. By selecting colors from this expanded, matched set, you can make formatting choices for individual pieces of
content that follow the theme. When the theme colors change, the gallery of colors changes, and so does all
document content that uses the theme colors.
The Theme Colors gallery displays all the color sets from the built-in themes. To create your own theme colors, in the
Themes group, click Colors (or Theme Colors in Word 2007), and then click Create New Theme Colors.
For step-by-step information about customizing theme colors, see the article Apply or customize a document theme.
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Theme fonts
Professional document designers know that using a single font face for an entire document is always a tasteful and
safe design choice. Two fonts are a better choice, when used carefully for contrast. Every Office theme defines two
fonts — one for headings and one for body text. They can be the same font (used everywhere) or two different fonts.
Each 2007 Office release program uses these fonts to construct automatic text styles. In addition, Quick
Styles (Quick Styles: Collections of formatting options that make formatting your documents and objects easier.)
galleries for text and WordArt (WordArt: Text objects you create with ready-made effects to which you can apply
additional formatting options.) use these same theme fonts (theme fonts: A set of major and minor fonts that is
applied to a file. Theme fonts, theme colors, and theme effects compose a theme.).
Changing the theme fonts in Office PowerPoint 2007 updates all of the title and bullet text in your presentation. In
previous releases of PowerPoint, you had to make this kind of global change on a slide master (slide master: The
main slide that stores information about the theme and layouts of a presentation, including the background, color,
fonts, effects, placeholder sizes, and positions.).
When you click Fonts in the Themes group, the names of the heading font and body text font that are used for each
theme font appear below the theme name. You can change both of these fonts to create your own set of theme fonts.
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In addition, the Create New Theme Fonts dialog box has been updated to show the current theme fonts in use.
For step-by-step information about customizing theme fonts, see the article Apply or customize a document theme.
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Theme effects
Theme effects (theme effects: A set of visual attributes that is applied to elements in a file. Theme effects, theme
colors, and theme fonts compose a theme.) specify how effects are applied to your charts, SmartArt graphics,
shapes, and pictures (and also tables, WordArt (WordArt: Text objects you create with ready-made effects to which
you can apply additional formatting options.), and text in Office PowerPoint 2007). By using the Theme Effects
gallery, you can replace different sets of effects to quickly change the look of these objects (object: A table, chart,
graphic, equation, or other form of information. Objects created in one application, for example spreadsheets, and
linked or embedded in another application are OLE objects.). Although you cannot create your own set of theme
effects, you can choose the effect that you want to use in your own theme.
In every theme, there is an effect matrix that is used to generate the theme effect. The effect matrix has three style
levels of line, fill, and special effects, such as shadow and three-dimensional (3-D) effects. Professional designers
often refer to these style levels as "stroke," "tone," and "depth." By combining three formatting dimensions — lines,
fills, and effects — you can generate visuals that all match the same theme effects.
Here is the effect matrix for the Office theme (the default theme).
Each theme has a different effect matrix for a different look. For example, one theme may have a metallic look, and
another may look like frosted glass.
When you click Effects (or Theme Effects in Word 2007) in the Themes group, you can see the line and fill effects
that are used for each set of theme effects in the gallery that is displayed with the specific theme.
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Quick Styles
Although themes change the overall colors, fonts, and effects that are used, Quick Styles (Quick Styles: Collections
of formatting options that make formatting your documents and objects easier.), (or Styles), change how the different
colors, fonts, and effects are combined and which color, font, and effect is dominant. When you rest the pointer on a
Quick Style thumbnail, you can see how the Quick Style affects your table, SmartArt graphic, chart, or shape.
The design description (theme colors (theme colors: A set of colors that is used in a file. Theme colors, theme fonts,
and theme effects compose a theme.), theme fonts (theme fonts: A set of major and minor fonts that is applied to a
file. Theme fonts, theme colors, and theme effects compose a theme.), and theme effects (theme effects: A set of
visual attributes that is applied to elements in a file. Theme effects, theme colors, and theme fonts compose a
theme.)) of themes provides galleries of Quick Styles that always match the theme of your document. Themes and
Quick Styles are both created by visual designers so that all of your documents look professionally created. When
you choose from the various Quick Style galleries, your content will be well-matched to your overall document theme.
The Shape Quick Style gallery
Each 2007 Office release program has unique formatting capabilities that are tailored to the document type that it
creates. Office Word 2007 Quick Styles, Office Excel 2007 cell styles, and Office PowerPoint 2007 background styles
do similar things in very different ways. The theme colors, theme fonts, and theme effects are like a list of formatting
ingredients, and each Quick Style is like a recipe.
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Word Quick Styles
In Office Word 2007, you can choose a set of document text styles, or pre-designed Quick Style sets (such as
Distinctive) that are designed to work together to create an attractive and professional-looking document. For
example, one set of Office Word 2007 Quick Styles may include styles for several heading levels, body text, a
quotation, and a title. All of the style colors and formats in a single style set are designed to be used together to
create an attractive and compelling document.
All that you must do is choose the Quick Style set that is appropriate for the document that you are creating and then
apply the styles from the convenient Quick Styles gallery when you create your document.
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Quick Styles gallery opened by using the Mini toolbar
In most cases, you will not change styles in a Quick Style set because the styles are designed to complement one
another, and it is easier to use a different Quick Style set. Under certain circumstances, however, you might want to
change the attributes of a style in a Quick Style set or add a brand new style, such as a new table or list style. When
you save a Quick Style set as your default for new documents, the theme that is currently applied to the document is
also made the default theme.
Applying a different theme to a document that was created with a Quick Style set makes it easy to create a
professional and unique-looking document.
Excel cell styles
A cell style is a defined set of formatting characteristics, such as fonts (font: A graphic design applied to all numerals,
symbols, and alphabetic characters. Also called type or typeface. Arial and Courier New are examples of fonts. Fonts
usually come in different sizes, such as 10 point, and various styles, such as bold.) and font sizes, number formats,
cell borders, and cell shading. To prevent others from changing specific cells, you can also use a cell style that locks
cells. Office Excel 2007 has several built-in cell styles that you can apply or modify. You can also modify or duplicate
a cell style to create your own custom cell style.
Cell styles are based on the document theme (theme: A combination of theme colors, theme fonts, and theme
effects. A theme may be applied to a file as a single selection.) that is applied to an entire workbook. When you
switch to another theme, the cell styles are updated to match the new theme.
For more information about cell styles, see the article Apply, create, or remove a cell style.
PowerPoint background styles
Background styles are unique to Office PowerPoint 2007 and use the new theme color (theme colors: A set of colors
that is used in a file. Theme colors, theme fonts, and theme effects compose a theme.) model that defines two dark
colors and two light colors to be used for text and backgrounds. The light colors are always visible over the dark
colors and vice versa, such as when dark color text is used over a light background. There are six accent colors that
look good over any of the four possible background colors.
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Example of colors in background styles
Also, inside each theme (theme: A combination of theme colors, theme fonts, and theme effects. A theme may be
applied to a file as a single selection.) are three background-fill definitions: subtle, moderate, and intense. By
combining the 4 background colors with the 3 theme backgrounds, you get 12 possible background styles.
In the built-in themes, the top row of the Background Styles gallery is always solid fill. To access the Background
Styles gallery, on the Design tab, in the Background group, click Background Styles.
Example of a Background styles gallery
If you apply the background styles from the second row of the gallery shown in the illustration above, you get the four
variations shown in the following illustration.
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Four variations of background styles
Notice how the dark and light text and the background colors are automatically switched based on the background
that you choose. Many slide show projectors show dark backgrounds and light text better than they show light
backgrounds and dark text. You can use the background styles as a quick way to transform your presentation for
better projection.
For step-by-step information about adding a background to your slide, see the article Add a background to your
presentation.
TIP To apply a background style or theme to only some slides in your presentation, right-click the background style
or theme, and then click Apply to Selected Slides on the shortcut menu.