An introduction to Microsoft Office 2007

byGolam Morshed

Microsoft Office 2007 A package of softwares

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

Microsoft Word 2007

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

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

Page Setup: Windows MS Word 2003 or Earlier

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

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:

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.

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 (,).

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

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 keysPerform the action assigned to the selected button; select or clear the selected check box. SPACEBARSelect 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. ENTER

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

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

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

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

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

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.

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

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Headings and table of contents

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Page numbers