1An introduction to Microsoft Office 2007

byASAD RIAZ

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Microsoft Office 2007 A package of softwares

Word – text editor Excel – spreadsheet PowerPoint – presentations Outlook – e-mail Access – database Publisher – brochures, calendars, postcards, etc. +++

The current versions are Office 2007 which was released on January 30 in 2007.

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Microsoft Word 2007

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Microsoft word Text processor to create documents Templates for different types of

documents Web pages

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The Different Versions of Word MS Word 97 MS Word 2000 MS Word 2002 (XP)

Includes Smart Tags, Task Panes MS Word 2003

Minimal changes from 2002 MS Word 2007

Major changes in user interface, file formats

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Microsoft Office 2003 vs. 2007

Interface is very different and takes a bit of getting use to.

Files saved with the default setting in Office 2007 CANNOT be opened by earlier versions.

To change go to tools, options, & save tab

Program 2003 Ext. 2007 Ext

Word .doc .docx

Excel .xls .xlsx

Power Point

.ppt .pptx

Access .mdb .accdb

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Page Setup: Windows MS Word 2003 or Earlier

MARGINS Left: 1.5 Right: 1.0 Top: 1.5 Bottom: 1.0

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Margins: Windows MS Word 2007

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Use the Ribbon instead of toolbars and menus• When you first start some of the programs in 2007 Microsoft Office system, you may

be surprised by what you see. The menus and toolbars in some programs have been replaced with the Ribbon, which is part of the Microsoft Office Fluent user interface.

• The Ribbon is designed to help you quickly find the commands that you need to complete a task.

• Commands are organized in logical groups, which are collected together under tabs.

• Each tab relates to a type of activity, such as writing or laying out a page.

• To reduce clutter, some tabs are shown only when needed. For example, the Picture Tools tab is shown only when a picture is selected.

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When to Use Word Most paper-based documents

Letters Simple tables Simple brochures and publications

Email Outlook usually uses Word as its editor

Electronic documents Simple Web pages

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When NOT to Use Word Complex publications

Instead use Microsoft Publisher, Adobe PageMaker, or Quark

Complex tables Use Microsoft Excel

Complex Web pages Use Microsoft Front Page

Use the keyboardOkay, keyboard people, these slides are for you.

The Ribbon design comes with new shortcuts.

• There are shortcuts for every single button on the Ribbon.

• Shortcuts often require fewer keys.

This change brings two big advantages over previous versions of Office programs:

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Use the keyboardThe new shortcuts also have a new name: Key Tips.

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 tab’s commands appear.

2. Press the Key Tip for the command you want.

Next:

To use Key Tips, start by pressing ALT.

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Keyboard shortcuts for Microsoft Office Word

• The keyboard shortcuts that are described in this Help topic refer to the U.S. keyboard layout. Keys on other layouts might not correspond exactly to the keys on a U.S. keyboard.

• For keyboard shortcuts in which you press two or more keys simultaneously, the keys to press are separated by a plus sign (+) in Microsoft Office Word 2007 Help. For keyboard shortcuts in which you press one key immediately followed by another key, the keys to press are separated by a comma (,).

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Keyboard shortcuts - Display and use windows

TO DO THIS PRESSSwitch to the next window. ALT+TABSwitch to the previous window. ALT+SHIFT+TAB

Close the active window. CTRL+W or CTRL+F4Restore the size of the active window after you maximize it. ALT+F5

Move to a task pane from another pane in the program window (clockwise direction). You may need to press F6 more than once.

F6

Move to a task pane from another pane in the program window (counterclockwise direction).

SHIFT+F6

When more than one window is open, switch to the next window. CTRL+F6

Switch to the previous window. CTRL+SHIFT+F6

Maximize or restore a selected window. CTRL+F10

Copy a picture of the screen to the Clipboard. PRINT SCREEN

Copy a picture of the selected window to the Clipboard. ALT+PRINT SCREEN

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Keyboard shortcuts - Use dialog boxes

TO DO THIS PRESSMove from an open dialog box back to the document, for dialog boxes such as Find and Replace that support this behavior.

ALT+F6

Move to the next option or option group. TAB

Move to the previous option or option group. SHIFT+TAB

Switch to the next tab in a dialog box. CTRL+TAB

Switch to the previous tab in a dialog box. CTRL+SHIFT+TAB

Move between options in an open drop-down list, or between options in a group of options.

Arrow keys

Perform the action assigned to the selected button; select or clear the selected check box.

SPACEBAR

Select an option; select or clear a check box. ALT+ the letter

underlined in an option

Open a selected drop-down list. ALT+DOWN ARROW

Select an option from a drop-down list. First letter of an option in a drop-down list

Close a selected drop-down list; cancel a command and close a dialog box. ESCRun the selected command. ENTER18

Keyboard shortcuts – Microsoft Word shortcuts

For more shortcuts, please visit MS Word tutorial website:

http://office.microsoft.com/en-us/word-help/keyboard-shortcuts-for-microsoft-office-word-HP010147626.aspx

http://www.keyxl.com/aaa367b/5/Microsoft-Word-keyboard-shortcuts.htm

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Most useful - Keyboard shortcuts – Microsoft Word shortcuts - Document Open/New/Saving

New Document:Ctrl + N

Open Document:Ctrl + O

Go to last location you were working in when document was closed (after doc is opened):Shift + F5

Save Document:Ctrl + S

Save AsF12

Close Document:Ctrl + W

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Most useful - Keyboard shortcuts – Microsoft Word shortcuts - Editing/Reviewing/Printing

Show/Hide Paragraph marks and hidden text:Ctrl + Shift + 4 (not num key 4)

Reveal Formatting:Shift + F1

Open Font dialog box:Ctrl + D

Turn off/on Track Changes:Ctrl + Shift + E

Delete one word to left:Ctrl + Backspace

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Most useful - Keyboard shortcuts – Microsoft Word shortcuts - Editing/Reviewing/Printing

Delete one word to right:Ctrl + DELETE

Spelling / Grammar check:F7

Print Document:Ctrl + P

Print Preview (toggle between):Ctrl + Alt + I

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Most useful - Keyboard shortcuts – Microsoft Word shortcuts - Navigating the Ribbon

Home tab:Alt + H

Insert tab:Alt + N

Page Layout tab:Alt + P

References tab:Alt + S

Mailings tab:Alt + M

Review tab:Alt + R

View tab:Alt + W

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Most useful - Keyboard shortcuts – Microsoft Word shortcuts - Common tasks in Microsoft Office Word

CTRL+SHFT+SPACEBAR Create a nonbreaking space.

CTRL+HYPHEN Create a nonbreaking hyphen.

CTRL+B Make letters bold.

CTRL+I Make letters italic.

CTRL+U Make letters underline.

CTRL+SHFT+< Decrease font size one value.

CTRL+SHFT+> Increase font size one value.

CTRL+[ Decrease font size 1 point.

CTRL+] Increase font size 1 point.

CTRL+SPACEBAR Remove paragraph or character formatting.

CTRL+C Copy the selected text or object.

CTRL+X Cut the selected text or object.

CTRL+V Paste text or an object.

CTRL+ALT+V Paste special

CTRL+SHFT+V Paste formatting only

CTRL+Z Undo the last action.

CTRL+Y Redo the last action.

CTRL+SHFT+G Open the Word Count dialog box.24

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Simple formatting Text: Font, size, color,

bold/italic/underline Layout: Bullets, numbering, alignment

Welcome to this lecture

Changing font

Welcome to this lecture

Bold / italic / underline

How to change text color

Changing text color

How to change text size

Changing text size

The first impression and view of a document is very important for the reader. The options listed underneath are the most important ones. These can make the document nice looking, but also very bad. A professional document should have a standard font (like Times New Roman or Arial), appropriate size (normal text size 12), and black color. The layout of the text should make the reader comfortable – it should be easy to read. In thesis, or other large documents, the text is often aligned to both the left and right margins. This creates a clean look at both sides of the text. Additional extra space are put in between words as necessary.

Alignment of text

4,0 cm

0 cm

2,5 cm 2,5 cm

4,0 cm

Left

2,5 cm 2,5 cm

Page setup / margins

Line spacing

Word count

Heading 1

Heading 3

Heading 2

Texttextexttexttexttexttextexttexttextexttextexttexttexttexttextexttexttext

Texttextexttexttexttexttextexttexttextexttextexttexttexttexttextexttexttext

Heading 3

Texttextexttexttexttexttextexttexttextexttextexttexttexttexttextexttexttexttext

Texttextexttexttexttexttextexttexttextexttextexttexttexttexttextexttexttext

Headings and table of contents

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Page numbers

Picture and crop

Shresta

Kumar

Shresta, Kumar

Shresta, Kumar

Learn Microsoft Office in one lecture

2010

Kathmandu

Tribhuvan University Teaching Hospital

Reference / citation

(1)

Reference list / bibliography

1

Word lecture

Save document

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MS Word Compatibility

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Revealing Your Formatting

Find this button on your toolbar

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Section and Page Breaks

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Section and Page Breaks cont. Use page breaks

when format stays the same

Use section breaks (next page) when format changes or between chapters For example, use for

landscape table or figures! That page will be landscape and the rest portrait.

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Inserting Breaks: MS Word 2007

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Goals for Advanced Users Take advantage of special features Automate repetitive tasks

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Course Agenda1. Tabs and Tables2. Mail Merge3. Graphics4. Power Tips5. Macros and Your Choice

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Session 1 – Tabs & Tables

Advanced Microsoft Word

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Question: How can you put one word on the left margin of a line, and another word on the right?

Like This

Tabs

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Things Hardly Anybody Knows Rocket Science Brain Surgery Strategy for NY Knicks How to use Tabs in Microsoft Word

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Tabs Traditional way to create

columns Tabs must have two

components:1. Tab Characters2. Tab Stops

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Secret: How to Use Tabs1. Type tab characters in text2. Select lines of text3. Set which type of tab stop you want4. Insert tab stops on ruler w/ mouse

To edit the tab stop, just double-click it

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Tab Chars & Tab Stops

Tab Character

Left Tab Stop

Center Tab Stop

Decimal Tab Stop

Right Tab Stop

Default Tab Stop

Ruler

Tab Butto

n

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Tab Characters Special non-printing characters ( ) To create:

Press Tab key on keyboard To view:

Press Show/Hide button ( ¶ )

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Tab Stops Indicated on Ruler ( View / Ruler ) Can be different for each paragraph Types of Tab Stops:

Left Center Decimal Right

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Setting a Tab Stop Select paragraphs Click tab button to select type of Tab

Stop (Left, Center, Right, etc.)

Click ruler where you want the Tab Stop Repeat process for next tab

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Adjusting Tabs Select paragraphs Use mouse to move tab stops on ruler Be careful not to insert new tabs, or

delete existing tabs

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Editing a Tab Stop Select paragraphs Click Page Layout > Paragraph

Dialog Box Launcher > Tabs Select Tab Stop you want to change Choose type (Left, Center, Right, etc.) Choose leader if desired (e.g., ………) Press Set button Repeat process for next tab

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Is There a Better Way to Present This Information?

ISDN requires an installation charge of $600 and costs $55 per month. DSL requires an installation charge of $600 and costs $80 per month. T1 requires an installation charge of $4000 and costs $1500 per month.

Use a Table

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When Do You Use a Table?

Type of Connection

Installation Cost

Monthly Charge

ISDN $600 $55

DSL $600 $80

T1 $4000 $1500

When you have similar data

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Tables

The better way to create short columns of text

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Diagram of a Table

10723Joan3

10934Hillary2

10923Steve1

ZipNameID

Row

Column

Cell

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What Is a Table? Information organized by rows and

columns Columns are sometimes called "fields" Each piece of information is a Cell

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Why Use Tables? Present similar data concisely Avoids repetition Enables special formatting Can do simple calculations

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Disadvantages of Word Tables Limited features compared to Excel Limited calculating power If you need large tables, use Excel

instead

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Word Tables vs. Excel Tables Word is better for:

Text tables Tables within text documents

Excel is better for: Tables consisting mainly of numbers Tables with many calculations Large tables

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Creating a Table Place cursor where table should

appear Click Insert > Table Enter data into each cell Use Tab key to go to cell at right At end of table, Tab adds new row

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Converting to a Table Select a tabular text organized with tabs Click Insert > Table > Convert Text Be sure that text separator is Tab Check for correct number of columns

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Moving & Resizing a Table Handles appear when pointer moves over

table The Move handle (upper left)

The Resize handle (lower right) Move cursor over vertical border to reveal

column-width handle The same occurs for row-height handles Also, use the Table Tools > Layout ribbon

Click the arrow buttons in the Cell Size area

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Fast Formats for Tables Select any cell in a table Select the Table Tools > Design ribbon Choose desired Table Style

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Table Borders Borders are useful for highlighting cells To use:

Select cells that require borders Open the Table Tools > Layout ribbon Click the Borders button in Table Styles

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Special Table Properties Adjust text alignment within cells Vertical and/or horizontal alignment To use:

Select cells that require alignment Right-click one of the cells

Choose Cell Alignment option

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Tabs and Tables In Tables, Tabs provide special

indentationBut — you cannot use the Tab key Instead type Ctrl TabWith ruler, you can also set

hanging indents

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Sorting Table Rows Select rows that you want to sort Select Table Tools > Layout > Sort Choose column by which you want to

sort

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Exporting & Importing Tables Select and copy Word table Then paste into Excel worksheet

Or, Select and copy Excel table Then paste directly into Word document

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Calculations Select cell where you want Sum Click Table Tools > Layout > Formula Check the Formula dialog box, click OK NOTE: If the numbers in the table

change, the formulas have to be updated: Right-click the sum or average

Select Update Field

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Common Formulas =SUM(ABOVE) — Adds up column of

numbers immediately above =SUM(LEFT) — Adds up row of

numbers immediately to the left =AVERAGE(ABOVE) — Averages the

column of numbers immediately above =AVERAGE(LEFT) — Averages the row

of numbers immediately to the left

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Styles Outlining Sections Table of Contents Cover Page Master Documents

Developing Multipage Documents

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Use styles to automate document-formatting tasks and to ensure consistency between related documents A style consists of various formats such

as font style, font size, and alignment that are combined into one set that you name

Exploring Styles

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Exploring StylesDocument formatted with the Word 2007 Quick Style set, which is applied to all new documents

Styles Gallery

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Exploring Styles Four style categories:

Paragraph: includes character and paragraph formats

Character: includes character styles only

List: includes styles to format a series of lines with numbers or bullets

Table: includes styles to format a table grid and text

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Use Outline View to organize headings and subheadings that identify topics and subtopics Assign each heading a level from 1 to 9,

with Level 1 being the highest level Assign the Body Text level to the

paragraphs Move or delete blocks of text

Building a Document in Outline View

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Working in Outline View

Move Upbutton

Expandbutton

Plus outline symbol indicates thatadditional levels or paragraphs of textare included under the heading

Collapsebutton

Show Levellist arrow

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Multi-page documents often consist of two or more sections, each of which can be formatted differently Header text and page numbers can be

different in each section Deselect the Link to Previous button

when you change the text of a header in a new section

Working With Sections

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Insert a table of contents to provide readers with an overview of topics and subtopics Word searches for headings, sorts them by

heading levels, and then displays the completed table of contents

Format headings and subheadings with Heading styles

Customize a table of contents by modifying TOC styles

Generating a Table of Contents

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Adding a Cover Page Use one of Word’s preset cover page

designs Add text to content controls Remove unwanted content controls

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A master document is a Word document that contains links to two or more related documents called subdocuments

Create a master document to organize and format long documents such as reports and books

Creating a Master Document

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Work in Outline view to expand and collapse a master document Expand the master document to view

each individual subdocument and make changes to the content

Collapse subdocuments for the master document to contain only links to all the subdocuments included within it

Finalizing a Master Document

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Once you have inserted subdocuments in a master document, you can Add or update a table of contents Modify the document headers and footers

Finalizing a Master Document

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Modify a Picture Edit Charts Create a SmartArt Graphic Edit Clip Art Use Layering Options Align, Distribute, and Rotate Graphics Insert a Watermark and Page Border

Exploring Advanced Graphics

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Modifying a Picture Use the tools on the Picture Tools

Format tab to modify a picture in hundreds of different ways

Apply a preset picture style Further modify the style by

Cropping it Changing the shape of the picture Modifying the picture border Apply picture effects

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Modifying a Picture Cropping a picture

Before After

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Editing ChartsModify charts with the tools

contained on three Chart Tools contextual tabs Design tab: Modify the appearance and

content of the chart itself Layout tab: Modify the appearance of the

various chart components Format tab: Modify the appearance of the

drawing canvas that contains the chart

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Editing Charts Adding new chart data

A third bar is added to each data series

New data for 2008

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Creating a SmartArt Graphic You can create seven types of SmartArt

graphics Once you have selected a type, you select

a layout and then type text in each of the SmartArt shapes or in the text pane

You can further modify a SmartArt graphic by changing fill colors, shape styles, and layouts

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Creating SmartArt Names and positions for organization chart

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Editing Clip Art A clip art picture from the Clip Organizer

is made up of a number of separate objects All of the objects are grouped together

when you insert the clip art picture Ungroup a clip art to edit its individual

objects The drawing canvas is an area upon

which you can draw multiple shapes and insert clip art

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Editing Clip Art Two methods to convert a clip art

picture into a drawing object: Right-click a clip art picture and select

Edit Picture from the menu Change the clip art picture from an inline

graphic to a floating graphic

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Using Layering Options The Arrange group includes commands

to layer objects relative to each other Layering options include:

Bring to Front Bring Forward Bring in Front of Text Send to Back Send Backward Send Behind Text

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Aligning, Distributing, and Rotating Graphics The Align and Distribute option in the

Arrange group includes commands you can use to change the relative positioning of two or more objects The Alignment commands align objects

relative to each other: left, right, center The Distribute commands distributes the

same amount of space between objects The Rotate command allows you to rotate

an object on its axis

Formatted Pictures for Graphics Steps

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Inserting a Watermark A watermark is a picture or other type

of graphic object that appears lightly shaded behind text in a document

Use pictures as watermarks – reduce brightness

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Working with References Insert a Citation Manage Sources Generate a Bibliography Insert an Equation Modify an Equation

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Inserting Citations The Citations & Bibliography group

on the References tab includes features to help you keep track of: Resources you use to write research

papers Articles Any document you obtained from other

sources, such as books and Web sites

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Inserting Citations A citation is a short reference, usually

including the author and page number, that gives credit to the source of a quote or other information included in a document

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Modifying Citations and Managing Sources Modify the contents of a citation Edit the source of the citation Format a citation for specific guidelines

such as Chicago MLA APA

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Generating a Bibliography Assemble all your sources on a separate

page or pages at the end of your document

You can choose to create a: Works Cited list: Lists only the works

included in citations in your document Standard bibliography: Lists all the

sources you used to gather information for the document

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Inserting EquationsUse the Equations feature to insert

mathematical and scientific equations from one of the categories in the Equation galleries

You can also create your own equations that use a wide range of math structures including Fractions Radicals Integrals

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Modifying Equations Use many of the formatting options in

the Font and Paragraph groups on the Home tab to modify an equation

Choose to show an equation in: Professional Format Linear Format

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Building Forms Construct a Form Template Add and Modify Content Controls Add a Building Block Content Control Insert Legacy Forms Controls Format and Protect a Form

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Forms Design A form is a structured document with

spaces reserved for entering information Create a form as a template that includes

labeled spaces, called form fields, into which users type information

The form template can include check box fields, help messages, and other controls to make the form interactive

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Constructing a Form Template A Word form is created as a form

template, which contains all the components of the form A field label is a word or phrase that tells

users the kind of information required for the field

A control is the placeholder inserted to contain data associated with the label

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Constructing a Form TemplatePlain Text content control

Date Picker content control

Picture content control

Legacy Tools Check Box Form Field

Combo Box content control

Drop-Down List content control

Building Block content control contains text and a SmartArt graphic

Rich Textcontent control

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Adding and Modifying Text Content Controls Rich Text Content Control

Use when you want formatting, such as bold or a different font size, automatically applied to text that users enter

Text Content Control Use when you do not want formatting

applied or you want to format the entry with a style

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Adding Date Picker and Picture Content Controls Use the Date Picker content control

to provide users with a calendar from which they can select a date

Use the Picture content control to provide a placeholder for users to insert a picture

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Adding Drop-Down Content Controls Drop-Down List Content Control

Provides a list of choices Users can only select from the list

Combo Box Content Control Provides a list of choices Users can select from the list or they can

type a new entry

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Adding a Building BlockContent Control You can create your own Building

Block content control to insert into a form The Building Block content control can

contain both text and objects, such as pictures and SmartArt graphics

Turn Design Mode off before you insert a Building Block content control

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Inserting Legacy Forms Controls Enhance a form by including Legacy

Forms controls: Text Form Field Check Box Form Field

Work in the Text Form Field Options dialog box to customize a legacy form control

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Formatting and Protecting a Form Turn Design Mode off before you protect

a form Click the Protect Document button in

the Protect group Select the protection required:

Filling in forms

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Customizing Word Create a macro Record macro steps Edit a macro Customize the Quick Access toolbar Modify Options Use the Document Inspector

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Plan a Macro Automate repeated tasks by using

macros A macro is a series of Word commands

and instructions that you group together as a single command to accomplish a task automatically

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Planning a Macro Macro tasks:

Determine the tasks you want the macro to complete

Macro steps: Include the correct steps to perform the task

Macro information: Determine the information related to the macro

Record macro procedure: Use the Record Macro dialog box to record the

macro

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Creating a Macro Create a macro by using the macro

recorder or by entering codes into the Visual Basic Editor

For most routine macros, use the macro recorder Records each step you perform as a

sequence of Visual Basic codes For complex macros, use the Visual

Basic Editor

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Recording Macro Steps Once you have created a macro, you

need to record the macro steps The macro recorder actually records

each step you perform as a sequence of Visual Basic codes Can use the mouse to click commands

and options Must use the keyboard to select text

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Running a Macro When you run a macro, the steps you

recorded are performed Run a macro in three different ways:

Select the macro by name in the Macro dialog box, then click Run

Click a button on the Quick Access toolbar if you have assigned the macro to the Quick Access toolbar

Press a keystroke combination if you have assigned shortcut keys to the macro

Customizing the Quick Access Toolbar Create a custom toolbar that contains

only the buttons you want to perform specific tasks Can include buttons to perform macros

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Using the Document Inspector Use the Document Inspector to check

that a document does not contain any Hidden text Personal information Comments that you do not want other

users to see

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Microsoft PowerPoint

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Microsoft PowerPoint Software to make presentations Templates and different designs Same menues as Microsoft Word

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How to make a nice presentation Text

Font should be easy to read Text color with high contrast to the background Big font size Less text is better Use the same formatting throughout the

presentation

Pictures and figures Choose understandable figures Pictures with high quality Pictures and figures should be relevant

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Presentation Be careful with use of animations

Know what you are presenting Don’t read from the slide Speak to the people Speak loudly Practice before presentation!

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Questions?