Introduction to Microsoft Office 2007

Mark E. Glenn, M.S.W. Network & Desktop Operations Supervisor Information Technology Division

Purpose
Prepare EOC Users for newly deployed software upgrades in the EOC
Provide a high level overview Provide resources and tools Deployment Plan Explanation

Agenda
Intro to the 2007 Microsoft Office System New features in Outlook, Word & Excel The New Office Ribbon The Office Button Quick Access Toolbar Questions and Demonstrations

Introduction to the 2007 Microsoft Office System

Microsoft Outlook 2007

Whats New?

Overview: A new version of Outlook

Look out! Theres a new version of Outlook. It has a whole new look along with new features. But dont worry, that doesnt mean youll need to spend a lot of time learning a new program. Instead, the new design and new features will help you more efficiently and easily accomplish the tasks you do in Outlook every day.

Whats changed and why

The first time you create a message in Outlook 2007 (or open one you receive), youll see the Ribbon. Its the band across the top of the window.

One of the most dramatic changes in Outlook, the Ribbon gives Outlook its new look.

But as you get up to speed, youll see that the change is more than visualits there to help you get things done more easily and with fewer steps.

Introducing the Ribbon

Heres a new e-mail message. The Ribbon is at the top of the window. The Ribbon is visible each time you create or edit something in Outlook.
Why the new system? Microsoft carefully researched how people use commands in Outlook.

As a result of that research, some Outlook commands are now more prominent, and common commands are displayed and grouped in ways that make them easy to find and use.

A closer look at the Ribbon

To better help you learn how to use the Ribbon, heres a guide to its basic arrangement.

Tabs: The Ribbon is made up of different tabs, each related to specific kinds of work you do in Outlook. Groups: Each tab has several groups that show related items together. Commands: A command is a button, a box to enter information, or a menu.

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The Ribbon shows what you need

Once again, youll encounter the Ribbon when you take certain actions such as creating messages, calendar entries, or contacts.

The Ribbon shows tabs and commands appropriate for what youre doing.

That is, the tabs on the Ribbon will differ depending on the area of Outlook youre working in.

The Ribbon shows what you need

The picture shows some of these differences.

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A new message shows the Message and Options tabs.

A new appointment shows the Appointment tab.

A new contact shows the Contact tab.

Theres more than meets the eye

A small arrow at the bottom of a group means theres more available than what you see. This button is called the Dialog Box Launcher.
The picture shows that to see a full list of font options, youd click the arrow next to the Basic Text group on the Message tab of a new e-mail message.

The Mini toolbar

The Mini toolbar allows you to quickly access formatting commands right where you need them: in the body of an e-mail message.

The picture shows how it works:

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Select your text by dragging with your mouse, and then point at the selection.

The Mini toolbar appears in a faded fashion. If you point to it, it becomes solid. You can click a formatting option.

The Quick Access Toolbar

The Quick Access Toolbar is a small toolbar above the Ribbon. Its there to make the commands you need and use most often readily available.
Whats best about the Quick Access Toolbar? Whats on it is up to you.

That is, you can add your favorite commands to it with a simple right-click.

A new look for the calendar

The new design of the calendar in Outlook 2007 makes it easier to see whats what. Moving around is easier, too.

The picture shows some examples:

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Also new is the Tasks area. It shows your current and upcoming tasks and tracks your accomplishments, too.

A new look for contacts

In Outlook 2007, Electronic Business Cards make contacts easy to view and easy to share.

Youll first notice the new look for contacts when you click Contacts to switch to that area of Outlook. You can send Electronic Business Cards through e-mail. You might want to include your own Electronic Business Card as part of your e-mail signature.

A new look for contacts

Notice that in this picture, the Navigation Pane is minimized to show more of the Contacts pane.

You can minimize the Navigation Pane from any area of Outlook by clicking the Minimize the Navigation Pane button.

Microsoft Word 2007

Whats New?

Overview: Have you heard the word?

Word 2007 is out. Its exciting, and its designed to be better and more productive than the version youre used to. But it may look a little unfamiliar. So we wanted to prepare you a little bit so you will be aware of some of the changes. Find out how to get the best out of the new and easier version of Word, and see how to do the everyday things youve always done with online resources that will be provided.

Get to know the Ribbon

When you first open Word 2007, you may be surprised by its new look. Most of the changes are in the Ribbon, the area that spans the top of Word.
The Ribbon brings the most popular commands to the forefront, so you dont have to hunt in various parts of the program for things you do all the time. Why the change? To make your work easier and faster.

Use the Ribbon for common actions

The Ribbon offers ease of use and convenience, with all common actions shown in one place.

For example, you can cut and paste text by using commands on the Home tab; change text formatting by using a Style; and alter the page background color on the Page Layout tab.

Whats on the Ribbon?

Getting familiar with the three parts of the Ribbon will help you understand how to use it. They are tabs, groups, and commands.

Tabs: The Ribbon has seven basic ones across the top. Each represents an activity area. Groups: Each tab has several groups that show related items together. Commands: A command is a button, a menu, or a box where you can enter information.

Dialog Box Launchers in groups

At first glance, you may not see a certain command from a previous version. Fret not.

Some groups have a small diagonal arrow in the lowerright corner called the Dialog Box Launcher . Click it to see more options related to that group. Theyll appear in a familiar-looking dialog box or task pane that you recognize from a previous version of Word.

Temporarily hide the Ribbon

The Ribbon makes everything nicely centralized and easy to find.

But sometimes you dont need to find things. You just want to work on your document, and youd like more room to do that. In that case, its just as easy to hide the Ribbon temporarily as it is to use it.

Temporarily hide the Ribbon

The Ribbon makes everything nicely centralized and easy to find.

Heres how: 1. Double-click the active tab. The groups disappear so that you have more room.

2. To see all the commands again, double-click the active tab again to bring back the groups.

Use the keyboard

Okay, keyboard people, these slides are for you. The Ribbon design comes with new shortcuts.

This change brings two big advantages over previous versions of Office programs: There are shortcuts for every single button on the Ribbon. Shortcuts often require fewer keys.

Use the keyboard

The new shortcuts also have a new name: Key Tips. To use Key Tips, start by pressing ALT.

Next:

1. Press the Key Tip for the tab you want to display. For example, press H for the Home tab. This makes all the Key Tips for that tabs commands appear.
2. Press the Key Tip for the command you want.

Microsoft Excel 2007

Whats New?

Overview: A hands-on introduction

Excel 2007 has a new look! Its got the familiar worksheets youre accustomed to, but with some changes. Notably, the old look of menus and buttons at the top of the window has been replaced with the Ribbon.

More commands, but only when you need them

The commands on the Ribbon are the ones you use the most.

Instead of showing every command all the time, Excel 2007 shows some commands only when you may need them, in response to an action you take. So dont worry if you dont see all the commands you need at all times. Take the first steps, and the commands you need will be at hand.

More options, if you need them

Sometimes an arrow, called the Dialog Box Launcher, appears in the lower-right corner of a group. This means more options are available for the group.
Click the Dialog Box Launcher , and youll see a dialog box or task pane. The picture shows an example:
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On the Home tab, click the arrow

in the Font group.

The Format Cells dialog box opens, with superscript and other options related to fonts.

What about favorite keyboard shortcuts?

If you rely on the keyboard more than the mouse, youll want to know that the Ribbon design comes with new shortcuts.

This change brings two big advantages over previous versions of Excel: There are shortcuts for every single button on the Ribbon. Shortcuts often require fewer keys.

What about favorite keyboard shortcuts?

The new shortcuts also have a new name: Key Tips. You press ALT to make Key Tips appear.

For example, heres how to use Key Tips to center text:

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Press ALT to make the Key Tips appear. Press H to select the Home tab. Press A, then C to center the selected text.

A new view
Not only the Ribbon is new in Excel 2007.

Page Layout view is new, too.

If youve worked in Print Layout view in Microsoft Office Word, youll be glad to see Excel with similar advantages.

Working with different screen resolutions

Everything described so far applies if your screen is set to high resolution and the Excel window is maximized. If not, things look different.
When and how do things look different?

When the Excel window isnt maximized. Some groups will display only the group name.
With Tablet PCs. On those with smaller screens, the Ribbon adjusts to show smaller versions of tabs and groups.

Summary
Office 2007 - a completely new interface
New ways to perform familiar tasks

New features
Monumental changes that will require time to adjust and get acclimated. We encourage all to take advantage of numerous training resources.

More Information & Resources

Help.Desk@mil.wa.gov
Microsoft.com/office