What’s new in Microsoft Office 2010

Or: Learning to love the Ribbon!Jeff Dowley – j.dowley@hotmail.com

Agenda?• Show the features that are common to all the

new 2010 apps• New in app-by-app overview for Word, Excel, and

Outlook only• Talk some about independent vs SharePoint• Discuss how productivity apps are no longer

either local (to your PC) or cloud• Free vs Paid – if I have time?– Features missing if free only?– What does Google have the MS Office doesn’t

What matters that isn’t the Ribbon

• Program process w/o bloat – Word 2003 = 22,548K, Word 2010 = 22,880K

• Program Files folder: ~500MB vs 880MB w/more programs

• Save as PDF/ODT (OpenDocument Text) – previously downloadable add-ons

• Web-based Office software– SkyDrive for anywhere access– Office Mobile for WP7 Phones – chirp, chirp

Office Calisthenics

• Introduce the Ribbon– The reason/idea behind the Ribbon• (xls 39*35=1365 est.)(doc 53*30=1590)(ppt

39*15=585)• (one 24*12=288) (pst =3032)• Ribbon Tabs, Ribbon Groups, Ribbon expanded

• Which apps gained the Ribbon for 2010 (OneNote, Outlook, Paint, WordPad)

• Ribbon take up by 3rd party software– Nitro PDF Professional, Kaspersky, etc

Ribbon in all Office apps• Ribbons show menu options across the page horizontally vs

old drop-down menu• Ribbons are more contextually aware

– The program ‘knows’ what you are doing and trys to show the options valid for that kind of operation

– Ribbon options may offer instant preview• Try a new font or font property just by starting to select the new

setting, which then shows the change before you actually commit the selection to be permanent

– Ribbon options use Color, greyscale, more descriptive icons than previous drop-down menus

– Groups - Tries to put like tools/features together• Location may have changed, but likely most shortcut keys stayed

intact• Ribbon show/hide to save space

Ribbon details continued

• Lower-R corner of each Ribbon tab has an Enlarge icon to show a windowed/complete set of options per tab

• Customizable Ribbon– Now you can create your own Tabs and/or Groups– (File -> Options -> Customize Ribbon -> Select Tab

Groups -> check/un-check or Add/Remove button)• Type “Alt” key for keyboard shortcut visual

aids to the keys for that shortcut (got that?)

Universal Office interface changes• Contextually aware L-click and R-click with different levels of

control• Quick access toolbar

– Keeps your most used tools as icons in the Upper Left corner– Learns as you use the program over time?– Customizable

• Backstage View– What is it?

• Fast commands(Save, Print, Recent docs, )• Info view/tab

– Document location (path)– Doc properties (who changed, etc)– Center Pane Tabs (ownership (file rights)

» Check for Issues» Sharing / SharePoint options» Versions (backups)

– Leave Backstage by selecting any other Tab on the horizontal Ribbon

More Universal Changes

• Print controls changed a bunch• Live Preview comes to Paste as Paste Preview• Got rid of the R-side Getting Started column at

program launch• Old Tools->Options window now via File-

>Options• Compatibility Mode of newer apps to save as

older formats

Yet more universal changes• File->Info shows file info in detail: location,

properties, sharing– Demo!

• Functional use of the lower R window bar– Change View via one of 4 icons– Change % Zoom via slider or text box, plus one more

icon for ‘fit to window’• Built-in photo editing options – remove

background, image correction (contrast, sharpness, brightness, color, etc.)

• Built-in Accessibility Checker for disabled’s access

Shared Documents changes

• Opening a shared doc = opens a local cache– When done editing, the local copy is automatically

synced with the original– Allows full editing offline without merge hassles(?)

• Shared docs also allows use with up to 256 editors simultaneously– Each editor can see the other’s edits– Regions of the doc can be blocked so only 1 editor

there at a time

Office Web Apps – an Intro• Save to either SkyDrive or SharePoint– Word, Excel, PowerPoint, and OneNote have this as a

save-as feature (as OpenXML formats)• View, navigate, and edit via a Browser or WP7

phone• Co-author simultaneously in Excel and OneNote• Ultimate goal: Office 365 – meant to compete

with Google Apps that are a pay-for-play equal (??)

• Demo!

New in Word• Navigation Pane– Relies on use of formatting (Header3, Header2, etc)– Allows manipulation of doc layout directly in Nav

Pane interface– New home of Search

• Search is immediate as letters typed• Replace and like controls still present• NEW: Search on figures, tables, photos

• Objects (tables, images, etc) can have alt text• Recover unsaved work – autosave with greater

depth of saves

Working with Word 2010

• SmartArt graphics – pics within pics, plus text within pics

• Mark a doc as Final = lock out of editing for readers

• Better screenshot features• More font types and controls – OpenType

typefaces• Demo!

New in Excel• Trusted docs – one-time only query to establish trust of a

file that has active content (macros, data links)• Protected View – read-only on steroids = default of edit-

disabled if source was the Internet, can set up over-rides by source

• Recover previous versions – both auto and manual saved file history

• Built-in Equation Editing tools that allow equation to be expressed as mathematical symbols

• Better backwords compatibility of unsupported features– A 2010 doc will open in 2007, but without the unsupported

features as opposed to just Not Opening• More themes and styles for worksheet layout

Sparklines, in-cell icons, data bars

Excel limits

Max. Rows Max. Columns Max Columns by letter

Excel 2010 1,048,576 16,384 XFDExcel 2007 1,048,576 16,384 XFDExcel 2003 65,536 256 IV

• A single Workbook used to be limited to using 2GB of RAM in 32-bit machines

• 64-bit Office 2010 removes that limit

Excel: data analysis and large data sets

• PivotTable processing can use multi-core CPU• PowerPivot add-in (free) – work directly with

large/huge MS SQL Sever data sets (millions of cells) (& share via SharePoint)

• Support for High-Performance Computing clusters as back end for excel calculations

New in Outlook 2010 – just the mail

• Moved a bunch of features to the Backstage– Made more visual space for the mail/features (quotas, etc)

• Created a placeholder and automatable shortcuts for most common actions: Quick Steps (smart meeting replies, forward to X)

• More search criteria to use in finding items• The ever so lovely Ignore button• Clean Up Conversations – jettison the repeated

content / entire emails- Yea!• Spell checking works in more places – Subject Line, etc

More Outlook changes – other features

• Meeting suggestions – automatic time suggestion and weighting (good, fair, poor)

• See the calendars of your team members via Calendar Groups (both people, and rooms)

• Your own calendar pops up as you reply to an invite, without leaving the invite/reply feature

• Better naming and location of the .pst file(s)• Outlook Social Connector• Faster access your Contacts w/o leaving mail

view• Unified Messaging – voicemail turned into email

Sharepoint• “The Business Collaboration Platform for the Enterprise and the Web”• Requires 64-bit w2k08 or w2k08 R2 and SQL Server 2008 with updates• Includes MS own social communities features (since prior to Facebook) for

business – blogs, wikis, calendars, profiles, • But also a powerful backend to Office 2010 for content management ala

what Backstage exposes – plus a Development platform– Supports metadata tagging on docs– Web publishing platform– Governance and Records Management built-in

• Includes what was once Groove (data collaboration and syncing at a non-file level – even data from Lotus Notes is accessible and indexed

• Excel Web App (part of Office Web Apps)– Multiple simultaneous editors

• Over the web via Windows Live (hotmail) account• SharePoint users within confines of corporate firewall

SharePoint and Office Apps

• Excel - Improved user experience – better placed scroll bars on data sets, auto refresh changed data

• Excel - Better integration: file security control, revision control, content management (?)

• OneNote – rich collaboration offline and on• Mobile browser access – WP7 based access,

on par with standard web browser access

More / Help• Add-in to Office 2010 to search for commands - by Microsoft Office

Labs– http://officelabs.com/projects/searchcommands/Pages/default.aspx

• Ribbon Hero = an add-in to Office 2010 game to learn the new Ribbon layout– http://www.officelabs.com/ribbonhero

• ~ 25 slide PowerPoint Training with embedded Videos for each Office product (and SharePoint too)– http://

office.microsoft.com/en-us/powerpoint-help/download-office-2010-training-HA101901726.aspx?CTT=1

• Office 2010 menu to ribbon reference workbooks– http

://office.microsoft.com/en-us/templates/CL101817133.aspx?CTT=97

More Resource URLs• What’s new in Office programs series

– http://office.microsoft.com/en-us/word-help/what-s-new-in-word-2010-HA010372687.aspx– http://office.microsoft.com/en-us/excel-help/what-s-new-in-excel-2010-HA010369709.aspx– http://office.microsoft.com/en-us/outlook-help/what-s-new-in-microsoft-outlook-2010-HA01

0354412.aspx?CTT=5&origin=HA010370219• Use the Navigation Pane to search and move around in your Word document

– http://office.microsoft.com/en-us/word-help/quick-reference-card-RZ101829243.aspx?section=8&mode=print

• Getting started with Office Web Apps– http://office.microsoft.com/en-us/web-apps-help/getting-started-with-office-web-apps-

HA101785172.aspx• Learn where menu and toolbar commands are in Office 2010 and related products

– by seeing and clicking on a visualization of an Office 2003 program– http://office.microsoft.com/en-us/outlook-help/learn-where-menu-and-toolbar-commands-

are-in-office-2010-and-related-products-HA101794130.aspx