An introduction to Microsoft Office 2007

Version 1.2

by Sukh Sandhu

Search: SukhSandhu

Microsoft Office 2007

A package of softwares

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

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

Computer Requirements
 Operating

System - Windows Vista | Windows XP SP2  Memory Required - 512MB or higher recommended for instant search  Hard Disk Required - 1.5 GB a portion of this disk spaces will be freed after installation if original download package is removed from hard drive  Minimum Processor Speed - 500 MHz processor or higher  Display - 1024x768 or higher resolution monitor

Microsoft word Alternatives
• • • • • • • • • iWorks Pages. Open Office Abiword Koffice Lotus Jarte NeoOffice Ted LyX

Microsoft word Alternatives
• • • • • Google Docs Soho Adobe Buzzword J2E Ajax Write


The Different Versions of Word
 MS

Word 97  MS Word 2000  MS Word 2002 (XP)

Includes Smart Tags, Task Panes

 MS

Word 2003
Word 2007

Minimal changes from 2002 Major changes in user interface, file formats

 MS

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 Word

2003 Ext. .doc

2007 Ext .docx

Power Point Access

.ppt .mdb

.pptx .accdb

Page Setup: Windows MS Word 2003 or Earlier
 Left:

1.5  Right: 1.0  Top: 1.5  Bottom: 1.0

Margins: Windows MS Word 2007



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.

What’s on the Ribbon?
The three parts of the Ribbon are tabs, groups, and commands.


Tabs sit across the top of the Ribbon. Each one represents core tasks you do in a given program. Groups are sets of related commands. They remain on display and readily available, giving you rich visual aids. Commands are arranged in groups. A command can be a button, a menu, or a box where you enter information.



What’s on the Ribbon?
How do you get started?

Begin with the first tab.

In Word 2007, for example, that’s the Home tab. It’s got the commands that people use most commonly when they write documents: font formatting commands (Font group), paragraph options (Paragraph group), and text styles (Styles group).

How commands are organized
Commands are organized by how they’re used.

Frequently used core commands no longer have to share space with a range of remotely related commands on a menu or toolbar.
They’re the ones that get used, and so now they’re the ones most prominently featured.

More commands, but only when you need them
Commands you use most are available on the Ribbon all the time. Others appear only when you need them, in response to an action you take.
For example, the Picture Tools in Word appear on the Ribbon when you insert a picture, and they go away when you’re done. The Ribbon responds to your action. So don’t worry if you don’t see all the commands at all times. Take the first steps, and what you need will appear.

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.

For example, to get to a less commonly used font option in PowerPoint® 2007:
1 2

On the Home tab, click the arrow in the Font group. The Font dialog box opens, with the full selection of font commands.

Preview before you select
Are you familiar with the tryundo-try cycle? You make a change, it’s not what you want, and so you undo and keep trying until you get what you had in mind.
Now you can see a live preview of your choice before you make a selection, which saves you time and gives you better results.

Preview before you select
Are you familiar with the try-undo-try cycle? You make a change, it’s not what you want, and so you undo and keep trying until you get what you had in mind.
Now you can see a live preview of your choice before you make a selection, which saves you time and gives you better results.

Put commands on your own toolbar
Do you often use commands that aren’t as quickly available as you’d like? You can easily add them to the Quick Access Toolbar.

Located above the Ribbon when you first start your Microsoft Office program, the Quick Access Toolbar puts commands where they’re always visible and near at hand.

Working with different screen resolutions
Everything described so far applies if your screen is set to high resolution and the program window is maximized.
If not, things look different.
How? Like this: • Low resolution: If your screen is set to a low resolution, a few groups on the Ribbon will display the group name only, not the commands in the group. Click the arrow on the group button to display the commands.

Working with different screen resolutions Everything

described so far applies if your screen is set to high resolution and the program window is maximized. If not, things look different.

How? Like this: • Screen not maximized: Some groups will display only the group names. • Tablet PCs: On those with smaller screens, the Ribbon adjusts to show smaller versions of tabs and groups.

When to Use Word
 Most

 

paper-based documents

Letters Simple tables Simple brochures and publications
Outlook usually uses Word as its editor

 Email

 Electronic


Simple Web pages

When NOT to Use Word
 Complex


Instead use Microsoft Publisher, Adobe PageMaker, or Quark

 Complex

tables Web pages

Use Microsoft Excel Use Microsoft Front Page

 Complex

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 tab’s commands appear. 2. Press the Key Tip for the command you want.

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 Switch to the next window. Switch to the previous window. Close the active window. Restore the size of the active window after you maximize it. Move to a task pane from another pane in the program window (clockwise direction). You may need to press F6 more than once. PRESS ALT+TAB ALT+SHIFT+TAB CTRL+W or CTRL+F4 ALT+F5 F6

Move to a task pane from another pane in the program window (counterclockwise direction). When more than one window is open, switch to the next window. Switch to the previous window. Maximize or restore a selected window. Copy a picture of the screen to the Clipboard. Copy a picture of the selected window to the Clipboard.



Keyboard shortcuts - Use dialog boxes
TO DO THIS PRESS Move from an open dialog box back to the document, for dialog boxes such as Find and Replace that support this behavior. Move to the next option or option group. Move to the previous option or option group. Switch to the next tab in a dialog box. Switch to the previous tab in a dialog box. Move between options in an open drop-down list, or between options in a group of options. Perform the action assigned to the selected button; select or clear the selected check box. Select an option; select or clear a check box. ALT+F6 TAB SHIFT+TAB CTRL+TAB CTRL+SHIFT+TA B Arrow keys SPACEBAR

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. ESC Run the selected command. ENTER

Keyboard shortcuts – Microsoft Word shortcuts For more shortcuts, please visit MS Word tutorial website:  

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 As F12 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 CTRL+B CTRL+I CTRL+U CTRL+SHFT+< CTRL+SHFT+> CTRL+[ CTRL+] CTRL+SPACEBAR CTRL+C CTRL+X CTRL+V CTRL+ALT+V CTRL+SHFT+V Create a nonbreaking hyphen. Make letters bold. Make letters italic. Make letters underline. Decrease font size one value. Increase font size one value. Decrease font size 1 point. Increase font size 1 point. Remove paragraph or character formatting. Copy the selected text or object. Cut the selected text or object. Paste text or an object. Paste special Paste formatting only


Undo the last action.
Redo the last action. Open the Word Count dialog box.

Simple formatting
 Text:

Font, size, color, bold/italic/underline  Layout: Bullets, numbering, alignment

Changing font

Welcome to this lecture

Bold / italic / underline

Welcome to this lecture

Changing text color

How to change text color

Changing text size

How to change text size

Alignment of text

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.

Page setup / margins

2,5 cm 2,5 4,0 cm 0 cm

2,5 cm 2,5 4,0 cm Left

Line spacing

Word count

Headings and table of contents

Heading 1
Texttextexttexttexttexttextexttexttextex ttextexttexttexttexttextexttexttext

Heading 2
Texttextexttexttexttexttextexttexttextex ttextexttexttexttexttextexttexttext

Heading 3
Texttextexttexttexttexttextexttexttextex ttextexttexttexttexttextexttexttexttext

Heading 3
Texttextexttexttexttexttextexttexttextex ttextexttexttexttexttextexttexttext

Page numbers


Picture and crop

Reference / citation

Shresta Shresta, Kumar Kumar Learn Microsoft Office in one lecture 2010 Kathmandu Tribhuvan University Teaching Hospital Shresta, Kumar

Reference list / bibliography


Save document

Word lecture


MS Word Compatibility

Revealing Your Formatting

Find this button on your toolbar

Section and Page Breaks

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.

Inserting Breaks: MS Word 2007

Suggestions for practice
1. 2. 3. 4. 5.

Add a bulleted list in Word.
Apply heading styles in Word. Insert a picture into a Word document. Format text in Word using the Mini toolbar. Add a button to the Quick Access Toolbar in Excel®, and then delete one.


Goals for Advanced Users
 Take

advantage of special features  Automate repetitive tasks


Course Agenda

3. 4. 5.

Tabs and Tables Mail Merge Graphics Power Tips Macros and Your Choice

Session 1 – Tabs & Tables
Advanced Microsoft Word


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





Things Hardly Anybody Knows
 Rocket

Science  Brain Surgery  Strategy for NY Knicks  How to use Tabs in Microsoft Word


 

Traditional way to create columns Tabs must have two components:
1. 2.

Tab Characters Tab Stops


Secret: How to Use Tabs

3. 4.

Type tab characters in text Select lines of text Set which type of tab stop you want Insert tab stops on ruler w/ mouse

To edit the tab stop, just double-click it


Tab Tab Stop & Tab Stops Tab Stop Chars Center Decimal
Left Tab Stop Tab Button Right Tab Stop Default Tab Stop Ruler

Tab Character


Tab Characters
 Special

non-printing characters (  )  To create:

Press Tab key on keyboard

 To

Press Show/Hide button ( ¶ )


Tab Stops
 Indicated

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

Left Center Decimal Right


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


Adjusting Tabs
 Select

paragraphs  Use mouse to move tab stops on ruler  Be careful not to insert new tabs, or delete existing tabs


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

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


When Do You Use a Table?
Type of Connection ISDN DSL T1 Installation Monthly Cost Charge $600 $55 $600 $4000 $80 $1500

When you have similar data



The better way to create short columns of text


Diagram of a Table
Column ID Name 1 Steve 2 Hillary 3 Joan Zip 10923 10934 10723




What Is a Table?
 Information

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

organized by rows and


Why Use Tables?
 Present

similar data concisely  Avoids repetition  Enables special formatting  Can do simple calculations


Disadvantages of Word Tables
 Limited

features compared to Excel  Limited calculating power  If you need large tables, use Excel instead


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


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


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


Moving & Resizing a Table
 Handles

 

appear when pointer moves over

The Move handle (upper left)

 Move

cursor over vertical border to reveal column-width handle  The same occurs for row-height handles  Also, use the Table Tools > Layout ribbon

The Resize handle (lower right)

Click the arrow buttons in the Cell

Size area


Fast Formats for Tables
 Select

any cell in a table  Select the Table Tools > Design ribbon  Choose desired Table Style


Table Borders
 Borders

are useful for highlighting cells

 To
  


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


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


Tabs and Tables
 In

Tables, Tabs provide special indentation  But — you cannot use the Tab key  Instead type Ctrl Tab  With ruler, you can also set hanging indents


Sorting Table Rows
 Select

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


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


 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



Common Formulas

— 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

Developing Multipage Documents
 Styles

 Outlining
 Sections  Table

of Contents  Cover Page  Master Documents

Exploring Styles
 Use

styles to automate documentformatting 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

Styles Gallery

Exploring Styles

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

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 and text

 Table: includes styles to format a table grid

Building a Document in Outline View
 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

Working in Outline View
Move Up button Expand button Collapse button Plus outline symbol indicates that additional levels or paragraphs of text are included under the heading

Show Level list arrow

Working With Sections
 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

Generating a Table of Contents

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

Adding a Cover Page
 Use

one of Word’s preset cover page designs  Add text to content controls  Remove unwanted content controls

Creating a Master Document

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

Finalizing a Master Document
 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
 Once
 

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

Exploring Advanced Graphics
 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

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

Modifying a Picture
 Cropping

a picture



Editing Charts
 Modify

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

Editing Charts
 Adding

New data for 2008

new chart data

A third bar is added to each data series

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

Creating SmartArt
 Names

and positions for organization chart

Editing Clip Art

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

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

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

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

Inserting a Watermark

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

Working with References
 Insert

a Citation  Manage Sources  Generate a Bibliography  Insert an Equation  Modify an Equation

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

Inserting Citations

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

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

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

Inserting Equationsto insert  Use the Equations feature

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

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

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

Forms Design

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

Constructing a Form Template

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

Rich Text content control

Plain Constructing a Form Template Text content control

Combo Box content control

Date Picker content control

Drop-Down List content control Picture content control Building Block content control contains text and a SmartArt graphic

Legacy Tools Check Box Form Field

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

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

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

Adding a Building Block Content 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

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

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

Customizing Word
 Create

a macro  Record macro steps  Edit a macro  Customize the Quick Access toolbar  Modify Options  Use the Document Inspector

Plan a Macro
 Automate

macros  A macro is a series of Word commands

repeated tasks by using

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

Planning a Macro

Macro tasks:

Determine the tasks you want the macro to complete
Include the correct steps to perform the task Determine the information related to the macro Use the Record Macro dialog box to record the macro

  

Macro steps:

Macro information:

Record macro procedure:

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

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

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


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


Microsoft PowerPoint

Microsoft PowerPoint
 Software

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

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

 Be

careful with use of animations what you are presenting

 Know
   

Don’t read from the slide Speak to the people Speak loudly Practice before presentation!

Microsoft Excel

Microsoft Excel
 Mathematical

software  Spreadsheets to make stastitical calculations

Microsoft Excel
 Formula
 In

for calculations of different results in a set of data
data  Out data

 Graphical

view of statistics

Overview: A hands-on introduction
Excel 2007 has a new look! It’s got the familiar worksheets you’re 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 don’t worry if you don’t 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 you’ll see a dialog box or task pane. The picture shows an example: On the Home tab, click the arrow in the Font 1 group. The Format Cells dialog box opens, with superscript 2 and other options related to fonts.

What about favorite keyboard shortcuts?
If you rely on the keyboard more than the mouse, you’ll 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, here’s how to use Key Tips to center text: 1 Press ALT to make the Key Tips appear.
2 3

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 you’ve worked in Print Layout view in Microsoft Office Word, you’ll 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 isn’t 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.

For your project

 

Mean (average) Percentile / quartile Maximum / minimum Standard deviation

Microsoft Outlook 2007

What’s New?

Overview: A new version of Outlook
Look out! There’s a new version of Outlook. It has a whole new look along with new features. But don’t worry, that doesn’t mean you’ll 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.

What’s changed and why
The first time you create a message in Outlook 2007 (or open one you receive), you’ll see the Ribbon.
It’s 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, you’ll see that the change is more than visual—it’s there to help you get things done more easily and with fewer steps.

Introducing the Ribbon
Here’s 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, here’s 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.

2 3

The Ribbon shows what you need
Once again, you’ll 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 you’re doing. That is, the tabs on the Ribbon will differ depending on the area of Outlook you’re working in.

The Ribbon shows what you need
The picture shows some of these differences.

1 2 3

A new message shows the Message and Options tabs. A new appointment shows the Appointment tab. A new contact shows the Contact tab.

There’s more than meets the eye
A small arrow at the bottom of a group means there’s 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, you’d 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:

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. It’s there to make the commands you need and use most often readily available.
What’s best about the Quick Access Toolbar? What’s 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 what’s what. Moving around is easier, too.

The picture shows some examples:

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.

You’ll 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.


Any questions?

Write to: Sukh Sandhu

About the writer: Sukh is a qualified BCA, PGDCA, MSC (IT) and Masters in Information Technology from University of Ballarat (Australia) and also pursuing PhD in Computer and Information Sciences and Support Services and MBA from Amity University. He started his career at age of 15 as Web designer & developer with a USA based organization.

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