Office 2007“The Basics”

The Suite

Word 2007, Excel 2007, PowerPoint 2007, Outlook 2007, Publisher 2007, Access 2007 The programs have much in common. You find the same commands throughout

Office. Master one Office program and you’re

well on your way to mastering the others.

Starting an Office Program The Start menu Desktop shortcut icon

The New Office Interface

Gone: The main menu The toolbars

Why the change? The number of features in Office had

outgrown the old menu-and-toolbar structure Users had to take too many steps to find

features and commands▪ Microsoft thought that features and commands

were going unused because they were buried too deeply in the menu-and-toolbar structure

The Office Button

Located in the upper-left corner of the window

Clicking this button opens a menu similar to the File menu in most computer programs

Offers commands for creating, opening and saving files, as well as doing other file-management tasks

The Quick Access Toolbar Located in the upper-left corner of

the screen next to the Office Button Includes three necessary buttons:

Save Undo Repeat

Can be customized and/or moved in relation to the Ribbon

The Ribbon and its Tabs

Located across the top of the screen An assortment of different tabs

Commands are different on each tab on the Ribbon

Your first step when you start a new task is to click a tab on the Ribbon

Context-sensitive tabs – some tabs appear only in context (they appear on the Ribbon after you insert or click something)

The Anatomy of a Tab On every tab, you find groups and buttons. Some tabs also

offer galleries. Groups – commands on each tab are organized into groups

Serve two purposes – tell you what the buttons and galleries above their names are used for and allow you to click to open a dialog box or task pane (dialog box launchers)

Buttons – Is there a down-pointing arrow on its face? A button with an arrow – click it and you get a drop-down list A button without an arrow – click it and you open a dialog box or

task pane A hybrid button with an arrow – dual purpose – button and a drop-

down list Galleries – presents you with visual options for changing an

item – unique because they present, in the form of visual choices, the results of commands, not command names

Live Previewing

You can see the results of a menu or gallery choice before actually making the choice

Here’s how it works: Move the pointer over an option in a

gallery or drop-down list and glance at the screen. You can see the results of selecting the option.

Liberates () you from repeatedly choosing commands, backtracking, and trying again until you get it right.

Mini Toolbars

Ghost-like menu that appears on-screen to help you do a task

For Keyboard Lovers All keyboard shortcuts work the same way as

they did in earlier editions of Office. To find out the keyboard shortcuts for opening

and choosing menu commands, press the Alt key. Letters – they’re called KeyTips – appear on tab names. After your press the Alt key, follow these instructions to make use of KeyTips: Go to a tab: Press a KeyTip on a tab to visit a tab. Make KeyTips appear on menu items: Press a KeyTip

on a button or gallery to make KeyTips appear on menu items.

Saving Your Files To save a file:

Click the Save button Press Ctrl + S Click the Office button and then choose Save on

the drop-down list Saving a file for use in Office 97 – 2003:

1. Click the Office button2. Choose Save As, Program Name 97 – 2003

Format3. Enter a new name for the file, if necessary4. Click the Save button

Opening a File

1. Click the Office button and choose Open on the drop-down list (or press Ctrl + O)

2. Locate and select the file you want to open

3. Click the open button (or double-click a filename to open a file)

Speed Techniques for Opening files: Recent Documents List (click the Office button) Windows Explorer or My Computer Shortcut icon

Closing a File

Click the Office button and choose Close

Click the Close button – the X in the upper-right corner of the window (closes the program, as well as the file)

Choosing Fonts for Text Mini Toolbar – move the pointer over the

selected text. Move the pointer over this toolbar and choose a font in the Font drop-down list.

Shortcut menu – Right-click the selected text and choose a new font on the Mini Toolbar attached to the shortcut menu.

Font drop down list – on the Home tab. You can “live-preview” font choices on this menu.

Font dialog box – On the Home tab, click the Font group button.

Changing the Font Size of Text Mini toolbar – Move the pointer over the text and when you

see the Mini toolbar, move the pointer over the toolbar and choose a font size on the Font Size drop-down list.

Shortcut menu – Right-click the text and choose a new font size on the Mini toolbar attached to the shortcut menu.

Font Size drop-down list – On the Home tab, open the Font Size drop-down list and choose a size. You can “live-preview” font sizes this way.

Font dialog box – On the Home tab, click the Font group button, and in the Font dialog box, choose a font size and click OK.

Grow Font and Shrink Font button – increases or decreases the point size by the next interval on the Font Size drop-down list – on the Home tab and the Mini toolbar.

Applying Font Styles to Text

Regular, Italic, Bold, Underline Home tab – B, I, U buttons Keyboard – Ctrl + B, Ctrl + I, Ctrl + U Mini toolbar – offers the Bold and Italic

button Font dialog box – visit the Home tab and

click the Font group button

Applying Text Effects to Text

Click a text effect button – on the Home tab

Click the Font group button and choose a text effect in the bottom half of the Font dialog box

Underlining Text

Click the Underline button – single line running under all the words you selected – located on the Home tab

Click the Font group button to open the Font dialog box. Then choose an underline style from the drop-down list.

Changing the Color of Text Mini toolbar – open the drop-down list on

the Font Color button and choose a color Right-click – open the drop-down list on

the Font Color button and choose a color On the Home tab – open the drop-down

list on the Font Color button and choose a color or click the Font group button to open the Font dialog box

Entering Symbols and Foreign Characters

1. Click the Insert tab2. Click the Symbol button3. If you’re looking to insert a symbol, not

a foreign character, choose Webdings or Wingdings 1, 2, or 3 in the Font drop-down list.

4. Select a symbol or foreign character.5. Click the Insert button to enter the

symbol and then click Close to close the dialog box.

Undoing and Repeating

Undo – allows you to reverse actions you regret doing

Repeat - repeats a previous action without you having to choose the same commands all over again

BOTH are located on the Quick Access toolbar

Zoom

Used to enlarge or shrink what is on the screen

Located: In the lower right corner of the window In the View tab

Spell-check

Right-click each word underlined in red

Run spell-check Press F7 Go to the Review tab and click the

Spelling button

Thesaurus

Press Shift + F7 Right click the word and choose

Synonyms, Thesaurus Go to the Preview tab and click the

Thesaurus button

Tables Drag from the Table menu (Word and PowerPoint)

– On the Insert tab, click the Table button. Use the Insert Table dialog box (Word and

PowerPoint) – On the Insert tab, click the Table button and choose Insert table on the drop-down list.

Draw a Table (Word and PowerPoint) – On the Insert tab, click the Table button and then choose Draw Table on the drop-down list.

Create a quick table (Word) – On the Insert tab, click the Table button and choose Quick Tables on the drop-down list.

Charts1. Click the Insert tab.2. If you’re working in Excel, select the data you’ll use to

generate the chart (in Word and PowerPoint, skip to Step 3).3. Select the kind of chart you want.4. In Word and PowerPoint, replace the sample data in the

Excel worksheet with the data you need for generating your chart.

5. To modify your chart, start by selecting it.6. Select the (Chart Tools) Design tab when you want to change

the chart’s layout, alter the data with which the chart was generated, or select a different chart type.

7. Select the (Chart Tools) Layout tab when you want to change the chart’s title, labels or gridlines.

8. Select the (Chart Tools) Format tab when you want to change the appearance of your chart.

Drawing Lines, Arrows and Shapes

1. Click the Insert tab.2. Click the Shapes button to open the

Insert Shapes gallery.3. Select a line, arrow, or shape in the

Insert Shapes gallery.4. Drag on your page, slide or worksheet.5. To alter your line, arrow, or shape – to

change its size, color, or outline – select the (Drawing Tools) Format tab.

WordArt

1. Click the Insert tab.2. Click the WordArt button.3. Select a WordArt style.4. Enter the text for the image in the

dialog box (in Word) or in the WordArt text box (in PowerPoint and Excel).

Word 2007

Creating a New Document No matter what kind of document

you want, you can start creating it by clicking the Office button and choosing New on the drop-down list.

Double-click the Blank document icon

By pressing Ctrl + N, you can create a new, blank document without opening the New Document dialog box.

Viewing Documents in Different Ways Print Layout view – you can see what your

document will look like when you print it Full Screen Reading view – allows you to focus

on the text itself and proofread your documents

Web Layout view – see what your document would look like as a Web page

Outline view – see how your work is organized Draft view – when you’re writing a document

and you want to focus on the words

Go To

On the Home tab, open the drop-down list on the Find button and choose Go To.

Inserting Breaks

1. Click where you want to insert a break

2. On the Page Layout tab, click the Breaks button

3. Choose which type of break (page break or section break) you wish to insert

Setting Up and Changing the Margins Go to the Page Layout tab and click

the Margins button. You see a drop-down list with margin settings. Either choose a setting or select Custom Margins to open the Margins tab of the Page Setup dialog box and choose among these commands for handling margins.

Indenting Paragraphs and First Lines Click the Increase Indent or Decrease

Indent button on the Home tab to move a paragraph a ½ inch farther away from or closer to the left margin

Press Ctrl + M to increase indent Press Ctrl + Shift + M to decrease

indent

Line Spacing

On the Home tab, click the Line Spacing button and choose an option on the drop down list

The Paragraph Dialog Box Click the Paragraph group button on

the Home tab Two tabs:

Indents and Spacing Line and Page Breaks

Headers and Footers Switching to Print Layout View – To enter, read, edit or

delete headers and footers, you must be in Print Layout view. You can’t see headers and footers in the other views.

Displaying the (Header and Footer Tools) Design tab – Manage headers and footers by way of buttons on the (Header and Footer Tools) Design tab. To display this tab after you create a header or footer, switch to Print Layout view and double-click a header or footer.

Closing the (Header and Footer Tools) Design tab – Click the Close Header and Footer button.

Placing different headers and footers in the same documents – To change headers or footers in the middle of a document, you have to create a new section.

Numbered and Bulleted Lists1. Enter text without any concern for

number or bullets – just press Enter at the end of each step or bulleted entry

2. Select the list and click the Numbering or Bullets button on the Home tab or the Bullets button on the Mini toolbar

Styles

A collection of commands and formats that have been bundled under one name (you don’t have to visit a bunch of dialog boxes to change the formatting of text or paragraphs)

Choose a style from the Quick Styles gallery or the Styles window

Charts, Diagrams, Shapes, Clip Art and Photos Insert tab:

Charts – an excellent way to present data for comparison purposes

Diagrams – allows readers to quickly grasp an idea, relationship or concept

Shapes and lines – can also illustrate ideas and concepts

Clip-art images – can make a document livelier Photos – can make a document much more

attractive

Page Border

1. Go to the Page Layout tab and click the Page Borders button

2. Under Setting, choose which kind of border you want.

3. Under Apply To, tell Word which page or pages in the document get borders.

4. Select options to construct the border you want and then click OK.

Landscape

1. On the Page Layout tab, click the Page Setup group button.

2. Select the Margins tab.3. In the Orientation area, click the Landscape

button.4. In the Apply To box, choose Whole Document to

print landscape pages throughout your document, This Section to print only the section the cursor is in, or This Point Forward to make the rest of the pages in the document landscape pages.

5. Click OK.

Highlighting Parts of a Document Select text and then choose a highlighter – Select

the text you want to highlight, and then either click the Text Highlight Color button or open the drop-down list on the button and choose a color.

Choose a highlighter and then select text – Either click the Text Highlight Color button or open the drop-down list on the button and choose a color. The pointer changes into a crayon. Drag across the text you want to highlight. When you’re finished highlighting, click the Text Highlight Color button again or press Esc.

Printing an Address on an Envelope1. To save a bit of time, open the document that holds

the letter you want to send; then select the name and address of the person you want to send the letter to.

2. On the Mailings tab, click the Envelopes button.3. Enter a name and address in the Delivery Address

box (the address is already there if you selected it in Step 1).

4. Enter your return address in the Return Address box.5. Check the Omit check box if you don’t want your

return address to appear on the envelope.6. Click the Print button.

Printing Address Labels1. On the Mailings tab, click the Labels button.2. Enter the label – the name and address – in the Address box.3. Either click the Options button or click the label icon in the Label

box to see the Label Options dialog box appear.4. In the Printer Information area, select either Continuous-Feed

Printers or Page Printers to state which kind of printer you have; on the Tray drop-down list, choose the option that describes how you will feed labels to your printer.

5. Open the Label Vendors drop-down list and choose the brand or type of labels that you have.

6. In the Product number menu, select the product number listed on the box that your labels come in.

7. Click OK to return to the Envelopes and Labels dialog box.8. Choose a Print option.

a) Full Page of the Same Labelb) Single Label

Alphabetizing a List

1. Select the list.2. On the Home tab, click the Sort

button.3. Click OK.

Entering a Footnote or Endnote1. Place the cursor in the text where you want

the note’s symbol or number to appear.2. On the References tab, click the Insert

Footnote button (or press Alt + Ctrl + F) or the Insert Endnote button (or press Alt + Ctrl + D).

3. Enter your footnote or endnote.4. Click the Close button in the Notes pane if

you’re in Draft view; in Print Layout view, scroll upward to return to the main text.

Excel 2007

Creating a New Workbook Click the Office button and choose

New on the drop-down list Double-click the Blank Workbook

icon By pressing Ctrl + N, you can create

a new, blank workbook without opening the New Workbook dialog box

Formatting Text and Numbers Any command in Excel that has to do

with formatting text and numbers works the same in Excel and Word.

Formatting Cells

On the Home tab, click the Number group button to open the Number tab of the Format Cells dialog box

Freezing and Splitting Columns and Rows To see one part of a worksheet no matter

how far you stray from it, you can split the worksheet or freeze columns and rows on-screen.

1. Click the cell directly below the row you want to freeze or split, and click in the column to the right of the column that you want to freeze or split.

2. On the View tab, split or freeze the columns and rows.1. Splitting – click the Split button.2. Freezing – click the Freeze Panes button and choose one

of three Freeze options on the drop-down list.

Selecting Cells in a Worksheet A block of cells – drag diagonally across the worksheet from

one corner of the block of cells to the opposite corner. You can also click in one corner and Shift + click in the opposite corner.

Adjacent cells in a row or column – drag across the cells. Cells in various places – while holding down the Ctrl key, click

different cells. A row or rows – click a row number to select an entire row.

Click and drag down the row numbers to select several adjacent rows.

A column or columns – click a column letter to select an entire column. Click and drag across letters to select several adjacent columns.

Entire worksheet – click the Select button, the square to the left of the column letters and above the row numbers; press Ctrl + A; or press Ctrl + Shift + Spacebar.

Handling the Worksheets in a Workbook Moving among worksheets – to go from one worksheet to another, click a

worksheet tab along the bottom of the screen. Renaming a worksheet – right-click the worksheet tab, choose Rename on

the shortcut menu, type a new name and press Enter. Selecting worksheets – click the worksheet’s tab to select it. Rearranging worksheets – drag the worksheet tab to a new location. Inserting a new worksheet – on the Home tab, open the drop-down list on the

Insert button and choose Insert Sheet; click the Insert Sheet button; or press Shift + F11.

Deleting a worksheet – select the sheet, and on the Home tab, open the drop-down list on the Delete button and choose Delete Sheet. You can also right-click a worksheet tab and choose Delete.

Copying a worksheet – Hold down the Ctrl key and drag the worksheet tab to a new location.

Color-coding a worksheet – Right-click a worksheet tab and choose Tab Color. Then select a color on the submenu or choose More Colors and select a color in the Colors dialog box. You can also select a worksheet tab, click the Format button on the Home tab, choose Tab Color on the drop-down list, and choose a color on the submenu.

Displaying Formulas

Press Ctrl + ` Click the Show Formulas button on

the Formulas tab

Aligning Numbers and Text in Columns and Rows Default – numbers are right-aligned and text is left-aligned Changing the horizontal alignment – on the Home tab, click the

Align Text Left, Center, or Align Text Right button. You can also click the Alignment group button, and on the Alignment tab of the Format Cells dialog box, choose an option on the Horizontal drop-down list.

Changing the vertical alignment – on the Home tab, click the Top Align, Middle Align, or Bottom Align button. You can also click the Alignment group button to open the Format Cells dialog box and choose an option on the Vertical drop-down list.

Reorienting the cells – on the Home tab, click the Orientation button and choose an option on the drop-down list. You can also click the Alignment group button, and on the Alignment tab of the Format Cells dialog box, drag the diamond in the Orientation box or enter a number in the Degrees text box.

Changing the Size of Columns and Rows Adjusting the height of rows

One at a time – move the mouse pointer onto the boundary between row numbers and when the pointer changes to a cross, drag the boundary between rows up or down.

Several at a time – select several rows and drag the boundary between one of the rows. You can also click the Format button on the Home tab, choose Row Height, and enter a measurement in the Row Height dialog box.

Tall as the tallest entry – to make a row as tall as its tallest cell entry, double-click the border below a row number or click the Format button on the Home tab and choose AutoFit Row Height.

Adjusting the width of columns One at a time – move the mouse pointer onto the boundary between column letters

and when the pointer changes to a cross, drag the boundary between the columns. Several at a time – select several columns and drag the boundary between one of

the columns. You can also click the Format button on the Home tab, choose Column Width, and enter a measurement in the Column Width dialog box.

As wide as their entries – to make columns as wide as their entries, select the columns, click the Format button on the Home tab, and choose AutoFit Column Width on the drop-down list. You can also double-click the right border of a column letter.