Office 2007 Survival Guide

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From a workshop series offered in Fall 2007.

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<ul><li> 1. 2007OlinLibraryArc Page1of12 Revised9.10.2007Revised9.10.2007 MicrosoftOffice2007SurvivalGuide AsofJune2007theOlinLibraryArchastransferredovertoMicrosoftOffice2007.Thisnewestversion ofOfficehasundergonesomesignificantinterfacechangesthatmaybeconfusingtothosewhoare morefamiliarwiththe2003versionofOffice.Hopefullythiscourse,alongwiththisguide,willhelpyou tosmoothlytransitionovertothenew2007formatandallowyoutocontinuetogetyourworkdone withouttoomuchaddedstress. TheApplications MicrosoftOffice2007containsrevampedversionsofallthepreviousOfficesuiteprogramsaswellasa numberofnewapplicationswhichwewillbrieflymention.However,thereisnotenoughtimeinthis classtogiveanextensiveexplanationofeachprogramandtheirmanyfunctions.Insteadwewillbe focusinginonthethreemostcommonlyusedprograms:Word,Excel,andPowerPoint.Ifyouare interestedinlearningmoreaboutanyoftheotherprograms,therearemanyexcellentresourcesonthe webwhichyoucaneasilysearchout. AccessDatabasemanagementprogram ExcelSpreadsheetandchartingprogram GrooveCollaborativeworkspaceandfilesharingprogram InfoPathFormcreationandfilingprogram OneNoteNotetakingprogram OutlookEmailandschedulingprogram PowerPointPresentationcreationprogram PublisherDocumenteditorforprintandweb WordWordprocessingprogram IMPORTANTNOTE:ThenewOffice2007programsallhavenewfileformatsthatarenotbackwards compatiblewiththeOffice2003programs.YouwillbeabletoopenOffice2003filesinthe2007 programsandyoucansavefilesina972003formatthatiscompatible,butfilessavedinthe2007 fileformatwillnotopeninOffice2003withoutfirstbeingconverted.Pleasebemindfulofthiswhen saving. Interfacechanges Themoststartlingchangetotheuserinterface(UI)inthenewOffice2007Systemistheremovalofthe standardfilebarusedinalmosteverystandardWindowsprograms.Thetoolsthatusedtobefoundin thispartoftheapplicationhaveallbeenmovedtotabsalongtheribbonthatspansthetopofthe applicationabovethedocument.Althoughmostofthetoolsyouareusedtocanbefoundasbuttonson theribbon,othersmoreadvancedcontrolsarestillfoundindialogboxes.Ifyoucannotseemtofinda toolyouarelookingfor,tryclickingonthesmallarrowinthebottomleftcornerofthegroupmost closelyrelatedtothattoolorsettingtoseemoreadvancedcontrols. </li></ul><p> 2. 2007OlinLibraryArc Page2of12 Revised9.10.2007Revised9.10.2007 NewDocuments,Opening,Saving,Printing,Exiting TheOfficeLogoButton AllthemostimportantbasicfunctionsthatusedtobeundertheFilemenuinOffice2003 havebeenmovedtotheOfficeLogoButtoninOffice2007.TogainaccesstoNewDocument, Open,Save,Print,andExitWordsimplyclickontheOfficeLogoandadropdownmenuwill appear. PLEASENOTE:DoubleclickingtheOfficelogowillclosetheprogramandifyouaccidentally hitNowhenthepromptasksyouifyouwanttosaveyourworkyouwillloseallunsaved changestothedocument. SavingforCompatibilitywithOffice972003 FirstRuntheCompatibilityChecker 1.ClickontheOfficeLogoButton 2.Select:Prepare&gt;RunCompatibilityChecker 3.Adialogboxwillappeardisplayingany compatibilityissues. 4.ClickOKinthedialogbox,andthenaddress anycompatibilityissues. ThenSavetheFile TosaveafiletobeopenedonacomputerstillutilizinganearlierversionofOffice:1.Clickonthe OfficeIcon.2.GotoSaveAs3.ClickonthedropdownmenulabeledSaveastype:4.Selectthe 972003format,ex.Word972003Document(*.doc)5.Savethefile. ConvertingFilesto2007Format Whenyouopenadocumentcreatedinapreviousversionofan Office2007programCompatibilityModeisturnedon.Although youwillbeabletoOpen,Edit,andSavethisfileinthe2007version, youwillnotbeabletouseanyofthenewfeaturesofthe2007 versionuntilyouconvertthe.docfiletoa.docxfile. ToConvertthe.docto.docx 1.ClickontheOfficeLogoButton 2.ClickonConvert 3.ClicktheOKbuttonwhentheDialogBoxappears 3. 2007OlinLibraryArc Page3of12 Revised9.10.2007Revised9.10.2007 TheSuiteasaWhole WhatyouwillfindinusingMicrosoftOfficeSuiteisthatthesametoolsandfunctionsappearthroughout thedifferentprograms.Becauseofthis,youwillfindthatmanyofthedifferentfunctionsexplainedin conjunctionwithaspecificprograminthistutorialwillinformyouruseofotherapplicationscontained withintheOffice2007Suite. Word 2007 MicrosoftWordisMicrosoftsflagshipwordprocessingsoftwareandthemostcommonlyusedword processorworldwideandmanyofthetoolsformanipulatingtextintheotherOfficeSuiteprogramsare takendirectlyfromit,henceitwillbethefirstthingcoveredinthistutorial. Home:Fonts,Alignment,Spacing,Styles,Editing TheHometabcontainsallthecontrolsforFonts,Alignment,Spacing,StylesandEditing.Ifyoucannot seemtofindaspecificcontrolrelatingtooneofthesetopicsontheribbonitwillmostlikelybeinapop outboxthatyoucanaccessbyclickingonthesmallarrowinthebottomleftcornerofeachbox.(NOTE: thesmallarrowsonthebottomleftcornerofeachboxareauniversalfeatureintheOfficeSuite,always checkthemfortoolsyoucannototherwisefindontheribbon) TheFontGroup InWord2007thedefaultfontsettingshavechangedfromTimes NewRoman12ptfonttoCalibri(Body)11ptfont.However,allthe standardtoolsformodifyingtexthaveremainedmuchthesame andcanbefoundintheFontgroupontheHometabofthe ribbon TheParagraphGroup InWord2007thedefaultspacingsettingshavechangedfromthestandard singlespacingbetweenlinestoaspacingof1.15,whichlooksmuchcloser todoublespacing.However,manyofthebuttonsintheparagraphgroup remainsimilarandthespacingcanbeeasilyadjustedbacktothe972003 defaultbyclickingontheStylelabeledNoSpacingintheStylegroupof theHomeTab. 4. 2007OlinLibraryArc Page4of12 Revised9.10.2007Revised9.10.2007 TheStylesGroup NewtoWord2007arethereadymadequickstyles.These stylescanbeusedtoquicklyjumpbetweendifferenttext formatswithinadocument.Withineachstylesetthereare anumberofdistinctstylesthatcanbeapplied.Byclicking ontheChangeStylesbuttonyoucantogglebetween differentStyleSets,Colors,andFonts;adjustingallofthe Stylesyouhaveusedwithinthedocument.Ifyouwouldlikeyourdocumenttolookmorelikeitwould haveinolderversionsofOffice,youcanselectthestylesetWord2003. Insert:Pictures,Tables,PageNumbers,Headers/Footers,etc. TheInserttabcontainsallthecontrolsforinsertingPictures,ClipArt,Tables,Equations,CoverPages, andLinks,aswellasHeaders/FootersandPageNumbers.Ifyoucannotseemtofindaspecificcontrol relatingtooneofthesetopicsontheribbonitwillmostlikelybeinapopoutboxthatyoucanaccessby clickingonthesmallarrowinthebottomleftcornerofeachbox. PLEASENOTE:AfterinsertingeitheraTableoraPictureintoyourworddocumentextratabsonthe ribbonwillappeartogiveyouaccesstotoolsspecifictothoseitems. Thesetabscanbelocatedattherightmostendoftheribbon. InsertingaTable 1.ClickontheTablebuttonontheribbon. 2.OptionA:Selectthenumberofrowsandcolumnsusingthegrid providedinthedropdownmenu OptionB:ClickonInsertTableandenterthemintothe resultingdialogbox OptionC:ClickonDrawTableandusethedrawingtoolto manuallydrawthetable OptionD:ScrolloverQuickTablesandselectoneofthe preformattedtablestylessuppliedbyWord InsertingIllustrations InWord2007controlsforinsertingandmanipulatingimagefiles andotherkindsofillustrationshavebeengreatlyimproved.After insertingeitheraTableoraPictureintoyourworddocument extratabsontheendoftheribbonwillappeartogiveyouaccess totoolsspecifictothoseitems. 5. 2007OlinLibraryArc Page5of12 Revised9.10.2007Revised9.10.2007 PositioningIllustrations TherearemanynewcontrolsformodifyingillustrationswithinWord2007, andthereforewecannotcoverthemallinthistutorial.Insteadwewill coverthemostbasicfeatureforworkingwithillustrationswithinWord, Positioning. 1.AfterinsertingtheillustrationclickontheFormattab 2.ClickthePositionbuttonintheArrangegroup 3.Selectthekindofpositioningclosesttoyourdesiredposition 4.Manuallymovetheillustrationintothefinalpositionbyeitherclicking anddraggingorbyselectingtheillustrationandmovingitwiththe arrowkeys 5.ForfurthercontrolclickonMoreLayoutOptions PageLayout The Page Layout tab contains all the controls for setting Themes, Page Margins, Page Orientation, Columns,andIndentationandSpacingSettings. PageSetup ThePageSetupgrouponthePageLayouttaboftheribboncontains alltheimportantcontrolsfortheuniversalattributesofthe documentsuchasorientation,margins,etc.Itisimportanttonote thatthedefaultmarginshavechangedfromthe2003standard butcanbequicklysetback. ToSettheMarginsBacktothe2003Default 1.ClicktheMarginsbuttoninthePageSetupgroup 2.SelectOffice2003DefaultFromthedropdownmenu 6. 2007OlinLibraryArc Page6of12 Revised9.10.2007Revised9.10.2007 Reference TheReferencetabontheribboncontainsmostofthefunctionsspecifictoacademicpaperssuchas Citations,Footnotes,Endnotes,TableofContents,andCaptions.Unfortunatelythereisnotenough timeinthisclasstogothroughallthenuancesofthecontrolsforthetoolsontheReferencetab,ifyou wouldliketolearnmorefeelfreetolookatourWordClassGuide. OtherNoteworthyThings Spelling&amp;GrammarCheck TheSpelling&amp;GrammarChecktool,likealloftheotherreviewtools,hasbeenmovedontotheReview taboftheribbonandfunctionsmuchinthesamewayasitalwayshas. DocumentViews&amp;PrintPreview AllthetoolsforalteringthewayyouviewyourdocumenthavebeenmovedontotheViewtabofthe ribbon,howeverthisisnothowyouaccessPrintPreview.PrintPreviewcanbefoundintheOfficeLogo Buttonmenu,underthePrintoptionorcanbeaddedtotheQuickAccessToolbar. Undo&amp;Redo Undo&amp;RedocanbothbefoundontheQuickAccessToolbar,however knowingthehotkeysforthemwillmakeworkinginanyapplicationmuch moreefficientsoitisworthputtingintheeffort. UndoCtrl+Z RedoCtrl+Y Excel 2007 MicrosoftExcelisaspreadsheetapplicationwhichfeaturescalculationandgraphingtoolsthatallowthe userstoutilizeandmanipulatedataenteredintotheprogram.Inthissectionoftheclasswewillgivea briefoverviewofsomeofthebasicsofworkinginExcelandwillpointoutsomeofitsmoreadvanced features. Basics Workbookvs.Worksheet Workbookistheentiredocument,anditcontains severalworksheets.Itslikeajournaltheentire journalistheworkbook,buteachpageislikea worksheet. 7. 2007OlinLibraryArc Page7of12 Revised9.10.2007Revised9.10.2007 Textwrap Textwrappingallowsyoutofittextonseverallineswithinasinglecellwithouthavingtodomessy formatting.Oncethetexthasbeenentered,rightclickthecellandselectFormatCells.Then choosetheAlignmenttabwhere,abouthalfwaydown,youwillseeWraptext.Clicktheboxnext toWraptextandselectokay.Thecellwillstillbeaswideastheothercellsinthecolumnbutnotbe muchtaller. InsertingData Clickonthecellandenterthedesiredinformation. RowsandColumns Changingwidthandheight Dragalongthelinebetweentherownumberorcolumnletter.DoubleclickandExcelwill automaticallysizeallthecellstothesizeofthecellwiththemostcharacters. Insertingorremoving Toinsertarow,rightclickonarownumberandselectInsert;arowwillbeinserteddirectlyabove theselectednumber.Toinsertacolumn,rightclickonacolumnletterandselectInsert;acolumn willbeinserteddirectlyabovetheselectednumber.Toremovearoworcolumn,rightclicktherow orcolumntoberemovedandselectDelete. Sorting Ifyouonlywanttosortasingleroworcolumn,selectthatrow/columnbyrightclickingontheheader toselecttherow/column;then,navigatetotheDataribbonandselectsortascendingordescending. Butifonecolumnistiedtoanother,e.g.youaremakingmailinglabelsandwanttosortbylastname, youneedtoselecttheentiredocumentandthenchoosebywhichroworcolumnyouwanttosort. SelecttheentiredocumentbyclickingthecellinbetweenCell1andCellA,thenrepeatasabove. CalculationsandGraphing Simpleformulas Tomakeaformula,youneedalreadyexistingdata.Toenteraformula,selectthedesiredcelland thengotothefunctionbaruptop.Eachformulamuststartwithanequalsign,andeachcellmustbe enteredwiththecolumnletterfollowedbytherownumber.Alternatively,youcanclickoneachcell toinputitintotheformula.Tomultiply,usetheasterisksign(Shift+8),andtodivide,usethe backslash.IfExcelthinksyoumadeamistakeorcannotreadtheformula,adialogboxwillappear suggestingachange.Forexample,aformulamightlooklike=(A1*A2)/(B1+B2) Usingfunctions Excelisreallypowerfulandhasalotoffunctions,especiallyforfinancesandmorebasicmathematics. Ifyounotsureexactlywhatyouarelookingfor,clickonthef(x)iconnexttotheformulabar.Then,type adescriptionornameofthefunction,andExcelwillreturnalistofwhatitthinksyouarelookingfor.It 8. 2007OlinLibraryArc Page8of12 Revised9.10.2007Revised9.10.2007 willtheninstructyouonhowtomakeaformulaforthatfunction.Thisistheeasiestwaytofind formulasorperformmorecomplicatedcalculations. InsertingCharts PieGototheInsertribbon,selectthepiecharticon,andchoosewhichstyleyouwant.AChartTools superribbonwithsubribbonsfordesign,layout,andformat.Underthedesignribbon,goto SelectDataandhighlighttherangeofcellsyouwantinthechart;theydonothavetoalreadybe inpercentageterms.ThisgoesintotheChartDataRangefield;inthatsamewindow,youcan namethechart.Tomakeaformattingchange,doubleclicktowardsthecenterofthepiechart. BarWhatnormalhumansthinkofasbarcharts,MicrosoftengineerscallColumnCharts.Thisisalso foundontheInsertribbon.LegendentriescorrespondstotheYAxisandHorizontalAxisLabels istheXAxis. LinegraphDifferentname,sameprocessastheabovetwo.Areachartsareverysimilarbutlooka littlecoolersincetheyshadeinthedifferencebetweenseveraldatasets(lines)atthesametime. StatisticalAnalysis UseSPSSifpossible TheStatisticalPackagefortheSocialSciencesisdesignedspecificallytoanalyzelargeamountsofdata. Itdoesnotuseformulas,butifyoureusingExcelfordataentry,itwillbeeasierinthelongrunto learnanduseSPSS. Filteringdata Filteringdataisusefulwhenyouhavealargeamountofdatabutonlywanttoanalyzeone characteristic.Selecttherangeofdatatobefiltered,gototheDataribbon,andclickontheFilter button.Aseriesofdropdownmenusappearsoneachcellofthetop,andclickinggivesalistof options.Ifyouaresortingacolumn,itwillkeeptherowslinkedtogethersoastonotmessuplinked calculations.ChoosingNumberFiltersgiveschoicesforlogicalorstatisticalfilterssuchasonlyviewing valuesabovethemeanforaseries,greaterthanagivennumber,oracustomconfiguration. 9. 2007OlinLibraryArc Page9of12 Revised9.10.2007Revised9.10.2007 PowerPoint 2007 MicrosoftsPowerPointisapresentationcreationapplicationthatallowsuserstomakeslideshowsthat includedynamicelementssuchasanimations,images,sound,andvideo.Inthissectionoftheclasswe willgiveabriefoverviewofsomeofthebasicsofworkinginPowerPointandwillpointoutsomeofits moreadvancedfeatures. StartingaNewSlideShow HomeTab ThisiswhereyouwillfindtheoldEditmenuwithCut,Copy,andPasteoptions.Thisisalsowherethe controlsforSlides,Fonts,Alignment,Spacing,Drawing,andEditingwillbe. PLEASENOTE:Somesectionsineachtabalsohave arrowsinthebottomrighthandcornerthatoffer additionaloptionsinthatparticularsection.For example,ifyouwanttochangethealignment, indentation,orspacingofyourparagraph,youwillnot findthoseoptionsinthemenuabove.Ifyouclickonthe arrowintheParagraphsection,however,youwillfind them CustomizingaSlide InsertTab ThisiswhereyouwillfindcontrolsforinsertingPictures,Movies,Tables,WordArt,Sounds,andLinks. InsertingIllustrations,Links,andMediaClips ClickontheInsertbutton.IntheIllustrationssection,youwillfindpicture,clipart,photoalbum, shapes,smartart,andchart.Toinsertapictureofsomethingthatisalreadysavedonyourcomputer, clickPicture.AwindowwillpopupunderMyPicturesforyoutochoosefrom. 10. 2007OlinLibraryArc Page10of12 Revised9.10.2007 WhenyouclickonClipArt,awindowontherighthandsideofthescreenwillshowup,whichwill allowyoutosearchforaspecifictopic.Typeinbirthdayinthesearchboxandthenclickgo.You willfindyo...</p>