Office 2007 Survival Guide

©2007 Olin Library Arc Page 1 of 12 Revised 9.10.2007 Revised 9.10.2007

Microsoft Office 2007 Survival Guide As of June 2007 the Olin Library Arc has transferred over to Microsoft Office 2007. This newest version of Office has undergone some significant interface changes that may be confusing to those who are more familiar with the 2003 version of Office. Hopefully this course, along with this guide, will help you to smoothly transition over to the new 2007 format and allow you to continue to get your work done without too much added stress.

The Applications Microsoft Office 2007 contains revamped versions of all the previous Office suite programs as well as a number of new applications which we will briefly mention. However, there is not enough time in this class to give an extensive explanation of each program and their many functions. Instead we will be focusing in on the three most commonly used programs: Word, Excel, and PowerPoint. If you are interested in learning more about any of the other programs, there are many excellent resources on the web which you can easily search out.

Access – Database management program Excel – Spreadsheet and charting program Groove – Collaborative workspace and file sharing program InfoPath – Form creation and filing program OneNote – Note taking program

Outlook – E‐mail and scheduling program PowerPoint – Presentation creation program Publisher – Document editor for print and web Word – Word processing program

IMPORTANT NOTE: The new Office 2007 programs all have new file formats that are not backwards compatible with the Office 2003 programs. You will be able to open Office 2003 files in the 2007 programs and you can save files in a “97‐2003” format that is compatible, but files saved in the 2007 file format will not open in Office 2003 without first being converted. Please be mindful of this when saving.

Interface changes The most startling change to the user interface (UI) in the new Office 2007 System is the removal of the standard file bar used in almost every standard Windows programs. The tools that used to be found in this part of the application have all been moved to tabs along the “ribbon” that spans the top of the application above the document. Although most of the tools you are used to can be found as buttons on the ribbon, others more advanced controls are still found in dialog boxes. If you cannot seem to find a tool you are looking for, try clicking on the small arrow in the bottom left corner of the group most closely related to that tool or setting to see more advanced controls.


New Documents, Opening, Saving, Printing, Exiting The Office Logo Button All the most important basic functions that used to be under the File menu in Office 2003 have been moved to the Office Logo Button in Office 2007. To gain access to New Document, Open, Save, Print, and Exit Word simply click on the Office Logo and a drop down menu will appear.

PLEASE NOTE: Double clicking the Office logo will close the program and if you accidentally hit “No” when the prompt asks you if you want to save your work you will lose all unsaved changes to the document.

Saving for Compatibility with Office 97‐2003 First Run the Compatibility Checker 1. Click on the Office Logo Button 2. Select: “Prepare > Run Compatibility Checker” 3. A dialog box will appear displaying any

compatibility issues. 4. Click “OK” in the dialog box, and then address

any compatibility issues.

Then Save the File To save a file to be opened on a computer still utilizing an earlier version of Office: 1. Click on the Office Icon. 2. Go to “Save As” 3. Click on the drop down menu labeled “Save as type:” 4. Select the 97‐2003 format, ex. “Word 97‐2003 Document (*.doc) 5. Save the file.

Converting Files to 2007 Format When you open a document created in a previous version of an Office 2007 program “Compatibility Mode” is turned on. Although you will be able to Open, Edit, and Save this file in the 2007 version, you will not be able to use any of the new features of the 2007 version until you convert the .doc file to a .docx file. To Convert the .doc to .docx 1. Click on the Office Logo Button 2. Click on Convert 3. Click the “OK” button when the Dialog Box appears


The Suite as a Whole What you will find in using Microsoft Office Suite is that the same tools and functions appear throughout the different programs. Because of this, you will find that many of the different functions explained in conjunction with a specific program in this tutorial will inform your use of other applications contained within the Office 2007 Suite.

Word 2007

Microsoft Word is Microsoft’s flagship word processing software and the most commonly used word processor worldwide and many of the tools for manipulating text in the other Office Suite programs are taken directly from it, hence it will be the first thing covered in this tutorial.

Home: Fonts, Alignment, Spacing, Styles, Editing The Home tab contains all the controls for Fonts, Alignment, Spacing, Styles and Editing. If you cannot seem to find a specific control relating to one of these topics on the ribbon it will most likely be in a pop‐out box that you can access by clicking on the small arrow in the bottom left corner of each box. (NOTE: the small arrows on the bottom left corner of each box are a universal feature in the Office Suite, always check them for tools you cannot otherwise find on the ribbon)

The Font Group In Word 2007 the default font settings have changed from Times New Roman 12pt font to Calibri (Body) 11pt font. However, all the standard tools for modifying text have remained much the same and can be found in the “Font” group on the Home tab of the ribbon

The Paragraph Group In Word 2007 the default spacing settings have changed from the standard single spacing between lines to a spacing of 1.15, which looks much closer to double spacing. However, many of the buttons in the paragraph group remain similar and the spacing can be easily adjusted back to the 97‐2003 default by clicking on the Style labeled “No Spacing” in the Style group of the Home Tab.


The Styles Group New to Word 2007 are the ready‐made quick styles. These styles can be used to quickly jump between different text formats within a document. Within each style set there are a number of distinct styles that can be applied. By clicking on the “Change Styles” button you can toggle between different Style Sets, Colors, and Fonts; adjusting all of the Styles you have used within the document. If you would like your document to look more like it would have in older versions of Office, you can select the style set “Word 2003.”

Insert: Pictures, Tables, Page Numbers, Headers/Footers, etc. The Insert tab contains all the controls for inserting Pictures, Clip Art, Tables, Equations, Cover Pages, and Links, as well as Headers/Footers and Page Numbers. If you cannot seem to find a specific control relating to one of these topics on the ribbon it will most likely be in a pop‐out box that you can access by

clicking on the small arrow in the bottom left corner of each box. PLEASE NOTE: After inserting either a Table or a Picture into your word document extra tabs on the ribbon will appear to give you access to tools specific to those items. These tabs can be located at the rightmost end of the ribbon.

Inserting a Table 1. Click on the “Table” button on the ribbon. 2. Option A: Select the number of rows and columns using the grid

provided in the dropdown menu Option B: Click on “Insert Table” and enter them into the resulting dialog box Option C: Click on “Draw Table” and use the drawing tool to manually draw the table Option D: Scroll over “Quick Tables” and select one of the preformatted table styles supplied by Word

Inserting Illustrations In Word 2007 controls for inserting and manipulating image files and other kinds of illustrations have been greatly improved. After inserting either a Table or a Picture into your word document extra tabs on the end of the ribbon will appear to give you access to tools specific to those items.


Positioning Illustrations There are many new controls for modifying illustrations within Word 2007, and therefore we cannot cover them all in this tutorial. Instead we will cover the most basic feature for working with illustrations within Word, Positioning. 1. After inserting the illustration click on the “Format” tab 2. Click the “Position” button in the “Arrange” group 3. Select the kind of positioning closest to your desired position 4. Manually move the illustration into the final position by either clicking

and dragging or by selecting the illustration and moving it with the arrow keys

5. For further control click on “More Layout Options…”

Page Layout The Page Layout tab contains all the controls for setting Themes, Page Margins, Page Orientation,

Columns, and Indentation and Spacing Settings.

Page Setup The Page Setup group on the Page Layout tab of the ribbon contains all the important controls for the universal attributes of the document such as orientation, margins, etc. It is important to note that the default margins have changed from the 2003 standard but can be quickly set back. To Set the Margins Back to the 2003 Default

1. Click the “Margins” button in the “Page Setup” group 2. Select “Office 2003 Default” From the drop down menu


Reference The Reference tab on the ribbon contains most of the functions specific to academic papers such as Citations, Footnotes, Endnotes, Table of Contents, and Captions. Unfortunately there is not enough time in this class to go through all the nuances of the controls for the tools on the Reference tab, if you would like to learn more feel free to look at our “Word Class Guide.”

Other Noteworthy Things

Spelling & Grammar Check The Spelling & Grammar Check tool, like all of the other review tools, has been moved onto the Review tab of the ribbon and functions much in the same way as it always has. Document Views & Print Preview All the tools for altering the way you view your document have been moved onto the View tab of the ribbon, however this is not how you access Print Preview. Print Preview can be found in the Office Logo Button menu, under the Print option or can be added to the Quick Access Toolbar. Undo & Redo Undo & Redo can both be found on the Quick Access Toolbar, however knowing the hotkeys for them will make working in any application much more efficient so it is worth putting in the effort.

Undo Ctrl+Z Redo Ctrl+Y

Excel 2007

Microsoft Excel is a spreadsheet application which features calculation and graphing tools that allow the users to utilize and manipulate data entered into the program. In this section of the class we will give a brief overview of some of the basics of working in Excel and will point out some of its more advanced features.

Basics Workbook vs. Worksheet Workbook is the entire document, and it contains several worksheets. It’s like a journal – the entire journal is the workbook, but each page is like a worksheet.


Text wrap Text wrapping allows you to fit text on several lines within a single cell without having to do messy formatting. Once the text has been entered, right click the cell and select “Format Cells.” Then choose the “Alignment” tab where, about halfway down, you will see “Wrap text.” Click the box next to “Wrap text” and select okay. The cell will still be as wide as the other cells in the column but not be much taller.

Inserting Data Click on the cell and enter the desired information.

Rows and Columns Changing width and height Drag along the line between the row number or column letter. Double‐click and Excel will automatically size all the cells to the size of the cell with the most characters.

Inserting or removing To insert a row, right click on a row number and select “Insert”; a row will be inserted directly above the selected number. To insert a column, right click on a column letter and select “Insert”; a column will be inserted directly above the selected number. To remove a row or column, right‐click the row or column to be removed and select “Delete.”

Sorting If you only want to sort a single row or column, select that row/column by right‐clicking on the header to select the row/column; then, navigate to the Data ribbon and select sort ascending or descending. But if one column is tied to another, e.g. you are making mailing labels and want to sort by last name, you need to select the entire document and then choose by which row or column you want to sort. Select the entire document by clicking the cell in between Cell 1 and Cell A, then repeat as above.

Calculations and Graphing Simple formulas To make a formula, you need already existing data. To enter a formula, select the desired cell and then go to the function bar up top. Each formula must start with an equal sign, and each cell must be entered with the column letter followed by the row number. Alternatively, you can click on each cell to input it into the formula. To multiply, use the asterisk sign (Shift+8), and to divide, use the backslash. If Excel thinks you made a mistake or cannot read the formula, a dialog box will appear suggesting a change. For example, a formula might look like = (A1*A2)/(B1+B2)

Using functions Excel is really powerful and has a lot of functions, especially for finances and more basic mathematics. If you not sure exactly what you are looking for, click on the f(x) icon next to the formula bar. Then, type a description or name of the function, and Excel will return a list of what it thinks you are looking for. It


will then instruct you on how to make a formula for that function. This is the easiest way to find formulas or perform more complicated calculations.

Inserting Charts

Pie – Go to the Insert ribbon, select the pie chart icon, and choose which style you want. A Chart Tools super ribbon with sub‐ribbons for design, layout, and format. Under the design ribbon, go to “Select Data” and highlight the range of cells you want in the chart; they do not have to already be in percentage terms. This goes into the “Chart Data Range” field; in that same window, you can name the chart. To make a formatting change, double‐click towards the center of the pie‐chart.

Bar – What normal humans think of as bar charts, Microsoft engineers call Column Charts. This is also found on the Insert ribbon. “Legend entries” corresponds to the Y‐Axis and Horizontal Axis Labels is the X‐Axis.

Line graph – Different name, same process as the above two. Area charts are very similar but look a little cooler since they shade in the difference between several data sets (lines) at the same time.

Statistical Analysis Use SPSS if possible The Statistical Package for the Social Sciences is designed specifically to analyze large amounts of data. It does not use formulas, but if you’re using Excel for data entry, it will be easier in the long‐run to learn and use SPSS.

Filtering data Filtering data is useful when you have a large amount of data but only want to analyze one characteristic. Select the range of data to be filtered, go to the Data ribbon, and click on the Filter button. A series of drop‐down menus appears on each cell of the top, and clicking gives a list of options. If you are sorting a column, it will keep the rows linked together so as to not mess up linked calculations. Choosing Number Filters gives choices for logical or statistical filters such as only viewing values above the mean for a series, greater than a given number, or a custom configuration.


PowerPoint 2007

Microsoft’s PowerPoint is a presentation creation application that allows users to make slideshows that include dynamic elements such as animations, images, sound, and video. In this section of the class we will give a brief overview of some of the basics of working in PowerPoint and will point out some of its more advanced features.

Starting a New Slide Show Home Tab This is where you will find the old “Edit” menu with Cut, Copy, and Paste options. This is also where the controls for Slides, Fonts, Alignment, Spacing, Drawing, and Editing will be.

PLEASE NOTE: Some sections in each tab also have arrows in the bottom right hand corner that offer additional options in that particular section. For example, if you want to change the alignment, indentation, or spacing of your paragraph, you will not find those options in the menu above. If you click on the arrow in the “Paragraph” section, however, you will find them

Customizing a Slide Insert Tab This is where you will find controls for inserting Pictures, Movies, Tables, Word Art, Sounds, and Links.

Inserting Illustrations, Links, and Media Clips Click on the “Insert” button. In the Illustrations section, you will find picture, clip art, photo album, shapes, smart art, and chart. To insert a picture of something that is already saved on your computer, click “Picture”. A window will pop up under My Pictures for you to choose from.

©2007 Olin Library Arc Page 10 of 12 Revised 9.10.2007

When you click on Clip Art, a window on the right hand side of the screen will show up, which will allow you to search for a specific topic. Type in “birthday” in the search box and then click “go”. You will find your choices below in the window.

You can create a photo album by clicking on the “Photo Album” button and choosing pictures from your documents.

New in 07: Smart Art Smart Art offers a number of ready to use graphics in which you can easily edit content.

Click on the SmartArt button. A window will pop up showing your choices: List, Process, Cycle, Hierarchy, Relationship, Matrix, and Pyramid. Click on the Cycle button, then the Radial Cycle choice, and then “ok”. You can now type in what would fit in the circles. You will find the SmartArt options now available on the top of your screen. Click on the Insert tab to return to your menu.

Click on the Hyperlink button in the Links section. In order to add a hyperlink, you can search through your documents. Once you have found what you are looking for, double click on it, and a hyperlink will appear on the screen.

To add a movie or sound, click on the respective buttons and search through your documents. You may also select a movie or sound that is already part of the PowerPoint program. Just click on the downward pointing arrow located below the word Movie or Sound and choose Movie/Sound from Clip Organizer. A menu of choices will appear on your right hand side. Again, you can search for a specific topic, for example, birthday.

Design Tab This tab contains options for Page Setup, Margins, Page Orientation, Theme, and Background.

PLEASE NOTE: You can view how your new slide would look with the change by holding your mouse over the option you are contemplating.

New in 07: Themes Themes allow you to quickly change the look and feel of an entire presentation with a single click. You can change aspects of a theme and save the new theme for future use.

Slide Master View Use slide masters to make design changes that affect each slide in your Microsoft Office PowerPoint 2007 presentation. When you start with a blank presentation, you can add a consistent look to your slides by customizing the slide master, instead of customizing each slide individually. To customize a slide master, you specify the placements of text and on a slide. You also specify placeholder sizes, text styles, backgrounds, theme colors, graphics, effects, and animations.


First go to View>Slide Master. This gives you a “behind the scenes” look at the slide. You will notice that there is now a tab in the upper left entitled “Slide Master.” Click on this tab and select Insert Placeholder. Select which kind of placeholder you’d like to put in this master slide, and then click and drag to place it in the slide. You can then replace the default text for the place holder with whatever text (prompt) you’d like. To save the slide layout, select Rename, from the grouping on the left.

Viewing Your Progress View: Under this tab, you will be able to change Presentation Views, Zoom, Color Scale, and Window, which allows you to see your slides one at a time or in a cascade.

Connecting Individual Slides into a Slide Show Animations: Under this tab, you will find your options for Transitions.

PLEASE NOTE: You can preview each transition by placing your mouse over the particular transition you want to see. To see all your transition options, click on the bottom arrow located on the right of the transition options. You can either choose different transitions for each slide, in which you will have to physically change the transition after you click on an individual slide, or you can apply one transition option to all your slides by clicking the Apply To All button in the Transition to This Slide section. You can also choose when the slide will transition by either choosing the On Mouse Click option or setting a time for when it will automatically transition.

Choosing Transitions Click on the Home tab and create a new slide. Now go back to the Animations tab. Click on the slide on your screen. Now scroll down Animate, located in the Animations section. Click Fly In, As One Object. For the transition, click on the third arrow on the right hand side of the transitions options. Choose Wipe Right under the Wipes section. For the transition sound, choose Bomb. Then set the transition speed to fast. Click on the Mouse Click option for when to transition. Now Click on the Slide Show tab and choose From current Slide in the Start Slide Show section. You can now see how your transition will look.


Reviewing a Slide Show Slide Show: Here, you can Start Slide Show from either the beginning or the current slide, Set Up your slide by recording a narration and time the show, or change the Monitors option by setting up resolution and which monitor you are using.

Review: Here, you will find your basic proofreading options: Spell Check, Research, Thesaurus, Translator, Language Check, leave Comments, and Protect Presentation.

Conclusion and Other Resources

Although this tutorial has covered most of the important tools in the three most commonly used programs within the Microsoft Office Suite, it comes far from covering everything. Hopefully many of the tools you have learned to use in this tutorial will apply to other Office applications you may need to use in the future and give you a better sense of the new user interface. If you have any specific questions about the three programs covered in this tutorial feel free to look at one of the more complete guides to Word, Excel, and PowerPoint located at the front desk. For any information regarding other Microsoft Office applications you can find many resources on the Web.