office 2003 welcome pack

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Learning and Development 1

Welcome Pack

This pack introduces you to the new systems installed in the Desktop Renewal project. It will covermost major changes with the Operating System and the Office suite.

This is not meant to be a definitive guide. It is designed to explain and guide you through the mainchanges that you will encounter when you start up your new PC. The ICT Training Team iscurrently updating its training courses and sessions will be soon be available offering training in Office2003 as well as Office 2000. See Learn on the Wave for more information.

Managers if you feel that your team(s) need a fuller briefing on Office 2003 and/or Windows XP or you have a specific training need involving the new software please contact the ICT Training

team on [email protected].

Whats New - Windows XP.................................................................................................................................2o An overview of Windows XP and the new client login..................................................................2o Where is Windows Explorer? ................................ .................................. .................................. ..........2o Personalised Menus .............................. .................................. ................................. ..................... ...........3o Internet Explorer 6..................................................................................................................................4o How to access your IP address on the Start button.................................. .................................. ...4

Whats New - Office 2003....................................................................................................................................4Whats New - Office 2003....................................................................................................................................5o Where is Access?.....................................................................................................................................5o Task panes..................................................................................................................................................5o Where are my templates?......................................................................................................................6o Personalised menus ............................. .................................. .................................. ..................... ...........7o Example of a new task pane wizard - Mail Merge ................................. .................................. .........8o What is the Clipboard?........... .................................. ................................. ........................... ............... 10o How do I use Clip Art?................ .................................. ................................. ....................... .............. 10o Smart tags- what are they and how can they be used?................................. ............................... 11o The Reading View in Word ............................... .................................. .................................. ............. 11o Excel - task panes and smart tags...................................... ................................. ....................... ........ 12o PowerPoint- the task pane................................ .................................. .................................. .............. 14o Using templates in PowerPoint....................... ................................. ................................ .................. 14o How the views differ ................................ ................................... .................................... ................. .... 14o The presenters view..................................... ................................... .................................... ................. 15o Custom animations and transitions ............................ ................................. ................................ ..... 15

Details of all current ICT courses can be found on theWave, under Learn.


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A new feature in both Windows XP and Office 2000, and beyond (including Office 2003), ispersonalised menus. The idea is, that when menus are initially opened, only the most frequentlyused items are displayed. To see the remaining items, you either have to wait a few seconds, or clickon the chevrons (like double arrows) at the bottom of the menu. Some people like them, somepeople hate them! If you decide you dont like them, this is how you switch them off in Windows XP

(see later in this guide for information on how to switch them off in Office 2003).

Fig 3

Fig 4

Go to Start > Settings and clickon Taskbar & Start Menu.See fig 3 left

If you dont want personalisedmenus, untick the bottom checkbox in the Customize Classic StartMenu dialogue box. See fig 5 left.

Then clickOK.

Select the second index tab-Start Menu, and next toClassic Start menu click on

Customize. See fig 4.

Fig 3

Fig 4

Fig 5


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IE6 features a few changes over IE5, such as integrated media playback, automatic picture resizing,and increased privacy but basically it works the same way as previous versions.

Increased functionality will mean that you will be able to access Learning and Developments newproject surf2learn. This is an on-line, virtual learning facility where you will be able to accessonline courses. Sounds good huh? Watch out for more information on The Wave.

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Fig 6

The IP address is a unique number that allows yourcomputer to be identified across the network.

There may be times when you need to access your IP

address- for instance if you have any technical problems.You can do this quite easily by clicking on the Startbutton and then going to IP address as shown in fig 6.

The pop up box displayed contains your IP address.

If you need to contact the Helpdesk x2001 for technical help please have both yourGreen Tag Number and IP address to hand. Please inform the Helpdesk technician that

our PC has Office 2003 installed


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Whats New - Office 2003

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Most of you will find that Microsoft Access has not been included in the installation of your Officesuite. This is standard on all new PCs within the council. If you need to be able to access an existingAccess 97 database, you will need to inform x 2001.

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The most obvious change in the move from Office 95/7 to Office 2003 is the introduction of taskpanes. When you open any of the Office suites, a task pane will be automatically displayed. Anexample of this can be seen in fig7. The task pane will also appear if you click on options such asnew document, mail merge and help.

Fig 7


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Fig 10

To see the remaining items, you either have to wait a few seconds, or click on the chevrons (likedouble arrows) at the bottom of the menu. Some people like personalised menus, some people hatethem! If you decide you dont like them, this is how you switch them off in Office 2003 (see the

front section in this guide for information on how to switch them off in Windows XP).

Fig 11

Fig 12

A new feature in both Windows XP andOffice 2000, and beyond (including Office2003), is personalised menus. When

menus are initially opened, only the mostfrequently used items are displayed, see fig10.

Go to Tools > Customize on the menubar - see fig 11.

The Customize dialogue box will bedisplayed (Fig 12). Make sure that you areon the Options tab and tickAlways showfull menus. Then click on Close to finish.


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You will notice some significant changes in using various utilities in Word, one of those being MailMerge.

Fig 13

You will findMail Merge in Tools > Letters and

Mailings > Mail MergeThe Mail Merge task pane will open, and anew wizard (step-by-step instructions on howto proceed) will be displayed there.

The task pane opens with a question about what type ofmerged document you are creating. After you choose, clickNext at the bottom of the task pane.

Fig 14

Fig 15

If you have a Microsoft Office Excel worksheet or aMicrosoft Office Access database that contains yourcustomer information, clickUse an existing list,and then clickBrowse to locate the file.

Fig 16

The next step asks you how you want to setup your letters.

When you have selected the appropriateoption, clickNext.


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The Mail Merge Recipients dialog box opens.Here you can select the records you wish to use inyour merge. When you have done this, clickOK.

Fig 17

Fig 18

After you connect your main document to a data file,you're ready to add fields that indicate where theunique information will appear in each copy of thedocument that you generate when you merge.

Add fields by clicking the hyperlinks in the task pane.Fields are placeholders that you insert into the main

document at locations where you want uniqueinformation to appear. Fields appear in yourdocument within chevrons, for example,AddressBlock.

If you dont want any of the options displayed, clickMore Items. When you have finished, clickNext.

You can preview your merged documents and make changesbefore you actually complete the merge.

Page through each merged document by using the next andprevious buttons in the task pane.

When you are satisfied with the merge results, clickNext atthe bottom of the task pane.

Fig 19

Fig 20

Remember that merged documents that you save areseparate from the main document. You have optionshere to either send your merge directly to the printer,or merge it to a new document.

Your Mail Merge is complete! Hurrah!


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Fig 21

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Fig 23

The Clipboard is a special file or memory area where data isstored temporarily before being copied to another location.

When you cut or copy more than one item, they will appear in thetask pane. The Clipboard can now store up to 24 copied items.

Fig 22

You can click on an item to paste, or you can click on the downward arrow, which will give youtwo options. Paste the item or delete it from your Clipboard, as shown in fig 22.

The way you access Clip Art has also changed.

When you go to Insert > Picture the Clip Art task pane will appear. Tofind an item in Clip Art you must Search For: an item. Specify akeyword such as Computers and clickGo.

The items matching your keyword will appear in the task pane. Toinsert a clip, you can click on the item, and voila! it will be inserted intoyour document.

Fig 24

Fig 25

Clicking on the downward arrow shown above in Fig 24 will giveyou a list of options as shown left (Fig 25).


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Another new feature is the implementation of smart tags. These are shown as purple dotted linesbeneath text in your document. They will not appear in your printed document.

Fig 26 Smart tag indicator

How Smart Tags WorkYou enable or disable smart tags by selecting smart tag recognizers from a list under Tools >AutoCorrect Options > Smart Tags tab. Smart tags enable interactivity betweenWord and Outlook.Outlook however is not installed on your computer.

Other smart tags include:

The AutoCorrect Options button first appears as a small, blue box when you rest the pointer

near text that was automatically corrected. The box changes to a button icon when you point to it.

If you find on occasion that you don't want text to be corrected, you can undo a correction or adjustAutoCorrect options by clicking the button and making a selection.

To turn offAuto Correct optionsClick on the drop down menu Tools > AutoCorrect Options. Remove the tick form the ShowAutoCorrect Options buttons check box.

The Paste Options button appears below a block of pasted text. When you click the button,a list appears that lets you specify how Word pastes the information into your document. The

available options depend on the type of content you are pasting, the program you are pasting from,and the format of the text where you are pasting.

To turn offPaste OptionsClick on the drop down menu Tools > Options > Edit.. Remove the tick from the Show Paste Optionsbuttons check box.

To turn offSmart Tags completelyIf you find smart tags a distraction, you can turn them off completely.

1. On the Tools menu, clickAutoCorrect Options, and then click the Smart Tags tab.

2. Clear the Label text with smart tags check box

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If you are opening a document primarily to read it, the Reading Layout view optimizes the readingexperience. Reading layout view hides all toolbars except for the ReadingLayout and Reviewingtoolbars.

Note: When you open a Word document from an e-mail message, the document automaticallyopens in reading layout view. This view displays your document like pages in a book. The pages aredesigned to fit well on your screen and text is automatically displayed using ClearType, whichmakes the document more legible. You can still mark up the document with suggestions andcomments as you read, and you can send it back to the author as an attachment with all of your

changes.

When Word recognizes types of data, like an address or name, it marksthe data with a smart tag indicator, a purple dotted underline. To find outwhat actions you can take with a smart tag, move the insertion point over

the underlined text until the Smart Tag Actions button appears. Youcan then click on the button to see a list of actions you can take.

Smart Ta Actions button


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You will find that the task panes in Excel are very similar to the ones used in Word. Excel uses thesame new features and has many of the same task panes that are explained earlier in this guide. SeeFigs 7 - 9 on page 5 and 6.

The biggest change in Office 2003 for Excel is the use of smart tags. In addition to the smart tagslisted earlier in the guide, there are several more that are unique to Excel.

The purple triangles in the corners of cells on your worksheet indicate the smart tags, in the sameway they indicate names in Word.

Auto Fill Options button

The Auto Fill Options button appears just below your filled selection after you fill text or datain a worksheet. When you click the button, a list appears to give you options for how to fill the textor data.The available options depend on the content you are filling, the program you are filling from, and theformat of the text or data you are filling.

The Trace Error button

The Trace Error button appears next to the cell in which a formula error occurs, and a green

triangle appears in the upper-left of the cell. When you click the arrow next to Trace Error , alist appears to give you options for error checking.

Fig 27

Fig 28

Fig 29


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The Insert Options button

The Insert Options button appears next to your inserted cells, rows, or columns. When you

click the arrow next to Insert Options , a list of formatting options appears.

To turn offSmart Tags completelyIf you find smart tags a distraction, you can turn them off completely.

3. On the Tools menu, clickAutoCorrect Options, and then click the Smart Tags tab.

4. Clear the Label text with smart tags check box

It is worth persevering with smart tags. Once youre used to them, they do help speed up a numberof routine tasks.

Fig 30


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You will find that the task panes in PowerPoint are very similar to the ones used in Word. Figs 7 - 9on page 5 and 6 should be followed.

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Fig 31

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Fig 33

Templates can be accessed from the task pane drop down arrow orfrom the drop down menu Format > Slide design.

This task pane works similarly to the Clip Art task pane in Word, whichwas described on page 10. The range of templates will be displayed in theSlide Design task pane. You can apply the template to the slide selectedby clicking on the example shown in the task pane. You also have optionsavailable when you hover over an example template in the task pane. Amenu will appear if you click on this side bar arrow, as shown below.

Fig 32

In previous versions of PowerPoint, youhad a wide selection of views available toyou. In PowerPoint 2003, you now have3 views accessible form your window.

Fig 34

You now have:

Normal View

Slide sorter view

Slideshow

You can still access Notes View byclicking on View > Notes Page.


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Fig 35

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Fig 37

When you are running a Slide Show presentation you haveextra options available to you. These options can beaccessed by using your right mouse button, shown in Fig 24,or by hovering you mouse over the faded out icons displayedat the bottom left of the presentation. You are then able to

click on the icons to use them as shown in Fig 25.

You have the utilities here to use various pen tools to aidyou in your presentation.

Fig 36

Animations and transitions can be applied to presentation,and can be accessed from you guessed it the task pane.

Slide transitions are easy enough to apply through thistask pane. By selecting one of the transitions, an example willbe shown on your own presentation.

You have various other options on this task pane includingApply to All Slides.

To use Custom Animations, select this task pane. Youmust have an element from you slide selected to be able toaccess this utility. Clicking Add Effect will give you a list ofdifferent types of animations, which can be applied to theelement you have selected.

Fig 38

REMEMBER All the functions that youve used in earlier versions of Office are still there!Dont be afraid to have a good rummage around to find things. You cant break your PC

by (mis-)using Office 2003 and the Undo button is still available! Good luck

office 2003 welcome pack

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