office 2007 features

8/6/2019 Office 2007 Features

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COMPUTERWORLD TRAINING LTD

UPGRADING TO OFFICE 2007


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Computerworld Training Page i


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Computerworld Training Page ii

WELCOME TO COMPUTERWORLD

Computerworld Training is part of the Computerworld group, established for over twenty years.

We specialise in providing Blended Learning Solutions ,using delivery methods such asclassroom, printed media, coaching and mentoring as well as online delivery such as e learningvia the web.

We work with all sectors from the private and public domain covering the UK and providingsolutions for both individual and enterprise wide requirements.

Our training courses can be delivered in Bristol, London, Windsor, Manchester, Ipswich andEdinburgh and cover four main areas;

IT Applications IT Technical Professional Development E-Learning

As a leading independent training solutions providerwe are also very successful at providingfirst class solutions on bespoke applications. These solutions can be based around instructor led,

E-Learning or a blended approach.

Our training services also cover the following areas;

On-site training Company days Discount schemes Managed training/administration services Consultancy Training needs analysis/testing

Our consultants would be delighted to discuss your requirements with you and offer expertguidance.

We hope you have an enjoyable experience with us.


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The New Office 2007 Interface

Computerworld Training Page 3


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Table of Contents

The New Office 2007 Interface ..................................................................... 6The Ribbon .......................................................................................................... 6Command Tabs ..................................................................................................... 6The Office button .................................................................................................. 6Contextual Command Tabs ...................................................................................... 6Live Preview ........................................................................................................ 6

What's New in Microsoft Office Excel 2007....................................................... 7The Enhanced Workbook ......................................................................................... 7How to Create Professional-Looking Reports ................................................................. 8External Sources of Business Information .................................................................... 11Analysing Business Information ................................................................................. 11

What's New in Microsoft Office Word 2007 ......................................................14The Full Screen Reading View .................................................................................. 14Creating Professional-Looking Documents ................................................................... 15Building Blocks .................................................................................................... 16Reviewing and Finalising Documents .......................................................................... 18Available File Formats ........................................................................................... 18

What's New in Microsoft Office Outlook 2007 ..................................................19New Interface ..................................................................................................... 19Managing Calendars and Appointments ....................................................................... 24


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The Ribbon

Earlier versions of Office Excel had a top-level menu structure. As a result, it was difficult to findand use all its tools.

The interface of Office Excel 2007 makes all the commands available through the Ribbon feature.The Ribbon is a strip across the top of the screen. Based on the specific tasks you perform, thecommands on the Ribbon change.

Command Tabs

Command tabs simplify accessingapplication features. The commandtabs follow the order in which tasksare performed. Command tabsinclude the Home, Insert, PageLayout, Formulas, Data, and Review tabs. When you click any ofthese tabs, the corresponding commands are displayed in the Ribbon.

The Office button

In Office Excel 2007, command tabs that appear on the Ribbon replace all the menusand toolbars except the File menu. The File menu has been replaced by a graphic.

Contextual Command TabsThe Ribbon also includes contextual command tabs.Contextual command tabs are command tabs that appearwhen you perform a specific task.

For example, when formatting a picture, you can see thetools relevant to a picture.

Live Preview

The Ribbon also allows you to

preview the results of an editing orformatting change by using the LivePreview feature.

To preview any changes, you cansimply move the pointer over eachselection. You can minimize theRibbon by double-clicking on theactive tab.


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What's New in Microsoft Office Excel 2007



The Enhanced Workbook

Office Excel 2007 offers many enhanced features. In the earlier versions of Office Excel, workingwith large amounts of data was difficult due to the limited number of rows and columns in aspreadsheet.

In Office Excel 2007, the rowand column constraints havebeen removed and aspreadsheet can contain 1million rows and 16,000columns. In addition, in theearlier versions of Office Excel,printing spreadsheets wascomplicated because you

cannot easily determine wherea page break occurs.

However, Office Excel 2007includes many page views thathelp you print output that isconsistent with the interface.

You can view the entireworksheet by using the PageLayout view. Before printing the document, you can also adjust the page breaks by using the PageBreak view.

You can use the commands on the Page Layout tab for quick viewing of large worksheets.

By using these commands, you can freeze panes, customize views, and hide or display the ruler. Inaddition, a new shortcut to add worksheets is now placed next to the worksheet tabs. You can alsolocate named ranges in workbooks by using the Name Manager.

Another way of viewing pages is by using the Zoom slider. You can click in the percentage area toselect the magnification or drag the slider to zoom in andout of the worksheet.


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How to Create Professional-Looking Reports

How to Insert and Format Tables

By using Office Excel 2007, you can easily insert and format tables.

Select the data that has to beformatted into a table. Now,click Format as Table, or selectTable from the Insert tab.

If you click Format as Table, theBuilt-In table style galleryappears.

Notice that the range of data selectedappears in the Format as Table dialogbox. Click OK. Notice that the selectedtext now appears with the Table Style 2applied to it. Also, notice that the tablecolumns have headings and Auto-filterapplied to them by default.

To display totals, from Style Options,select Totals Row. To apply the bold style to the data in the first column, select First Column. Toapply the bold style to the data in the last column, select Last Column. To apply bandedformatting to the rows, select Banded Rows.

If you want to have non-repetitive data, you have the option of removing duplicate informationfrom the fields. You can also create a Pivot Table from here, and convert your table back to asimple range, without these features applied


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Headers and Footers

Excel 2007 includes new features to help you create professional-looking reports with ease. You cannow apply a unique style to the cells, continue to use them in quick formats, and add a header anda footer to a spreadsheet.

You can insert a header and a footer into a spreadsheet by using the Header and Footer commandon the Insert command tab. When you click the Header and Footer command, the relevantheader/footer editing options appear on the Ribbon. The header and footer that you select will bedisplayed in the Page Layout view. You can choose to place the header or footer at different oddand even pages or on different pages.

Themes

To make your report look professional, you can add themes. The Theme command is present on thePage Layout command tab. You can choose from a number of pre-defined themes such as richness,

technology, and transit. These themes quickly alter the font, colour, and effects in your reports. Inaddition, you can define customized themes and save them in the Theme gallery.


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New Formula Features

Office Excel 2007 includes many new features that help you work effectively with formulas andfunctions. In Office Excel, the function library includes various functions that are organized basedon certain categories, such as finance, text, numbers, and statistics.

Another new feature is the Formula AutoComplete feature, whichhelps you write formulas and functions, complete arguments, andrefer to named ranges and tables within formulas.

To use this feature, in the Insert Function bar, type the equal signfollowed by the first character of the formula that you want to use.

A list of functions beginning with that letter appears. You can viewthe exact syntax that should be typed to complete the formula.

Then, double-click the formula to insert the opening parenthesis, the function name, and itsarguments.

In Office Excel 2007, you can view the changes that you make to the sheet in the Watch Window.


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External Sources of Business Information

Using Office Excel 2007, your companys IT department can configure and manage connections toexternal sources of information such as databases and line of business systems. By using the Data

Connection Library, you can locate and connect to these sources without having to authenticate orremember some obscure path. Once these connections have been set up and they are exposed inthe Data Connection Library from within Excel, users will be able to discover and importinformation from other data sources.

When identifying the data to be imported into Office Excel, the users have two choices. They caneither choose an existing connection file that was created previously, or they can go through somesteps that will cause a connection file to be created. This is the distinction between using an"Existing Connection" or the option to "Create a new connection". Picking an existing connection fileis generally a single step, whereas creating a new connection file requires the user to provide moredetails about the location of the data to be obtained.

You can extend your business intelligence services by using Office Excel 2007 because it providescomplete support for SSAS. With Office Excel as the front-end client for the data sources, you can

also query the latest business data from SQL Server, or any other data source.

Analysing Business Information

Conditional Formatting

By using conditional formatting, you can highlight or emphasize extremevalues, and visualize data. There are different ways of visualizing data.

Cells Rules

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Top/Bottom Rules

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Data Bars Colour Scales Icon Sets

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New Chart Features

You can create professional-lookingcharts by using the enhanced chart

feature in the completely redesignedcharting engine.

Now you can create and interactwith professional-looking charts inthe same way in any of the Office2007 applications such as MicrosoftOffice Word 2007 and OfficePowerPoint 2007.

You can select from a wide range of chart formatsthat look good and have improved functionality.

To insert a chart, on the Insert command tab, clickChart. The Insert Chart dialog box appears. Simplyselect the type of chart you would like from theCreate Chart Gallery and click OK.

After you create a chart, the Chart Tools will appear on the user interface; specifically, the QuickLayout and Quick Styles options are displayed. By using these options, you can experiment withvarious layouts and styles for your charts.

You can format the chart elements like title, legend, and data labels by using the Options group. Byusing the Format group, you can preview the style that you have selected.

You can also apply various special visual effects such as antialiasing, 3-D enhancements, glow, andsmooth chart edges to make the chart look professional. If you find yourself using a chart of aconsistent type and format, you can set a chart as a default and a new chart can be saved in thetemplates folder for future use.


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Summary of other new features

Office Excel Services is a new server technology, shipped with Office 2007, that provides server-side Office Excel spreadsheet calculation. It includes a Web-based interface and a Web servicesinterface for programmatic access. Office Excel Services provides benefits such as SSAS 2005

support, new cube functions, online analytical processing (OLAP) formulas, and the PivotTable andAutoComplete features.

SSAS 2005 Support

Office Excel becomes the front-end client to SQL Server or any other data source, and the structurethat you define in a server running SQL Server is visible in Office Excel.

New Cube Functions

Office Excel 2007 supports seven new cube functions: CUBEKPIMEMBER, CUBEMEMBER,CUBEMEMBERPROPERTY, CUBERANKEDMEMBER, CUBESET, CUBESETCOUNT, and CUBEVALUE. Youcan access these functions from the Function Library block of the Formulas Tab in the Cube Gallery.

OLAP Formulas

You can convert pivots to OLAP formulas by using Office Excel Services. OLAP formulas are thestarting point for bulk editing. You can use OLAP to access aggregated data. By using OLAP, you canview and interrogate large volumes of data by pre-aggregating the information

PivotTable Feature

After you connect to a cube in SQL Server, you are prompted on how the data needs to bedisplayed: PivotTable Report, PivotChart and PivotTable Report, or Only Create Connections. APivotTable connected to SSAS provides organized field lists, pre-defined drill paths, server-definednumbers, conditional formatting, server-defined calculations, and server-defined actions. You canalso track the status of critical business metrics and convey them to users in an easy-to-interpret

manner. The PivotTable feature also supports the SSAS Unified Dimensional Model (UDM) featureset.

Data Security

When users access a spreadsheet published to a server running Office Excel Services by using a Webbrowser, they receive a Dynamic Hypertext Markup Language (DHTML) rendering of thespreadsheet. This allows other users to access the spreadsheet from the SharePoint server by usingtheir Web browser. This process protects the underlying data such as formulas, macros, or otherpotentially sensitive data, which was not possible through simply sending a spreadsheet over e-mail. Similarly, since the spreadsheet does not have to be downloaded to a users PC, there isminimal waiting time as a spreadsheet is refreshed.

Data Interactivity

When an Excel spreadsheet is available for access in a Web browser, users can navigate, sort, filter,input parameters, and interact with PivotTables.

Excel in conjunction with SharePoint 2007

Microsoft Office SharePoint Server 2007 provides a centralized location for storing spreadsheets.When an Office SharePoint Server is present, you can post spreadsheets there to ensure that allusers who have access to the server are working with the most up-to-date spreadsheets.

When users access a spreadsheet published to a server running Office Excel Services by using a Webbrowser, they receive a Dynamic Hypertext Markup Language (DHTML) rendering of thespreadsheet. This allows other users to access the spreadsheet from the SharePoint server by usingtheir Web browser. Features available using SharePoint 2007 include Business Intelligence

Dashboards and Snapshots


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What's New in Microsoft Office Word 2007



The Full Screen Reading View

Office Word 2007 provides an enhanced full screen view that you can use to read and edit yourdocument. In addition, you can set the full screen view as the default mode for opening e-mailattachments of Office Outlook 2007.

To view a document in Full Screen Reading, on the View menu, click Full Screen Reading. Tochange the document view from Full Screen Reading to Edit, on the top-right corner of theinterface, click Edit.

Full Screen Reading provides Reading Tools and View Options. You can use Reading Tools to searchfor words from various reference sources such as a dictionary or thesaurus. You can also addcomments to the selected text and search for the required text in your document. Whenperforming a search, you can choose to highlight all occurrences of the searched text in thedocument. You can also display a Document Map that lists the section headers defined in thedocument. Selecting one of these headers will display that section of the document.

In Full Screen Reading, you can use View Options for better onscreen readability of your document.You can perform tasks such as change the font size, edit the text, and track changes. For betterreadability of your documents, Office Word 2007 also provides new fonts, such as Segoe UI,Cambria, and Calibri.


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Creating Professional-Looking Documents

By using Office Word 2007, you can insert tables, pictures, shapes, SmartArt or charts into yourdocument. Although most of these features were previously available, they are now grouped in one

group on the Ribbon Bar, and some of these features have been enhanced. SmartArt, however, is anew feature.

Enhanced Tables

To insert a table, on the Insert tab, click Table, and then click Insert Table. From the Insert Tabledialog box that appears, click OK to accept the default values. A table is inserted with the number

of rows and columns that you specified.

You can then choose from a number of preformatted tables from the Design tab under the TableTools contextual tab.

Pictures, ClipArt, Charts and Shapes

Each of these features were available in previous versions of Microsoft Word:

Pictures, ClipArt and Charts were available from the Insert menu.

Shapes were available from the Drawing toolbar.

SmartArt

SmartArt allows you tocreate professionaldiagrams quickly andeffectively. Used to greateffect in MicrosoftPowerPoint 2007, thisfeature can be used toillustrate a flow of ideas orconcepts in a document.


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Styles

Styles have always been an integral part ofMicrosoft Word, ensuring a proper structure andconsistency throughout a document, as well asunlocking features such as the automatic Tableof Contents.

The Styles group can now be found on the Hometab, and offers a drop-down gallery ofpredefined styles for you to explore and use. Aswith Microsoft Excel, you will be given a LivePreview of the style you are considering before

applying it to your document.

Building Blocks

A building block, a new feature in Office Word, is a pre-designed piece of content that can beinserted into a document repeatedly instead of being re-created each time.

Building blocks help you to rapidly create documents that contain frequently used contents. whenrequired.

Cover Page

A Cover Page allows you to choose a front coverfrom the gallery provided, or create your own whichyou can then apply to other documents, ensuring aconsistency throughout your Word output

You can easily insert building blocks from the Insertcommand tab. Office Word 2007 includes a libraryof building blocks in the Building Blocks Organizeron the Insert command tab. In addition, you cancreate customized building blocks and add them tothe library.

Headers and Footers

Microsoft Word 2007 also offers a gallery ofHeaders and Footers, as well as allowing you to

create and save your own for use in multipledocuments.


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Changing the Layout of a Document

You can restyle the appearance of a document with minimal effort byusing the options on the Page Layout tab. This tab contains the Themes,Page Setup, Page Background, Paragraph, and Arrange galleries.

Themes

You can apply themes to change the font, text colour, and text effects ina document with a single selection. The Themes gallery provides apredefined set of themes. To apply a predefined theme, on the Themesgallery, click Themes and then select a theme from the Built-In list. Afterapplying a predefined theme, you can modify its properties according toyour requirements.

In addition, you can create and save new themes by choosing your owntheme colour, font, and effect from the options on the Themes gallery. Inthe Built-In list, the new theme appears before the built-in themes. Youcan apply this theme by clicking the name of the theme on the list.

Other Page Setup Options

You can use the Page Setup gallery to select the pageorientation, adjust margins, set the paper size, insert pageand paragraph breaks, and add line numbers in yourdocuments.

You can apply a watermark, backgroundcolour, and borders and shading to yourdocuments by using the Page Backgroundgallery.

You can use the Paragraph gallery to adjust

the indents and spacing in paragraphs

You can align the text with the images and group orrotate the images by using the options on the Arrangegallery.

References Tab

You can create professional-looking documents by adding references such as tables of contents,footnotes, endnotes, captions, indexes, tables of authorities, citations, and bibliographies. You canadd these references in a document by using the options on the References tab. These featureswere previously available on the Insert menu.


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Reviewing and Finalising Documents

Available File Formats

Office Word 2007 supports four new file formats: .docx, .docm, dotx, and .dotm. These file formatsreduce the file size by about fifty percent, improve recovery of corrupt files, and offer greater ease

for working with custom XML. Apart from these formats, Office Word 2007 also supports the binaryfile formats that were introduced in the previous versions of Office Word.

Click an item to view more information.

File Format

Description

.docx

The .docx file format is the default file format in Office Word 2007. It is a compressed XML format,and it does not execute embedded macros.

.docm

The .docm file format is the macro-enabled Office Word document format. This format enablesstorage and execution of embedded macros.

.dotx

The .dotx file format is the default template file format in Office Word 2007. It is a compressedXML format, and it does not execute embedded macros.

.dotm

The .dotm file format is the macro-enabled Office Word template format. This format enablesstorage and execution of embedded macros.

.doc

The .doc file format is the binary Office Word document format. Microsoft Office Word 97 through

Office Word 2003 support this format as the default file format.

.dot

The .dot file format is the binary Office Word template format. Office Word 97 through Office Word2003 support this file format for templates.

.xml

The .xml file format is the Office Word 2003 default format for XML documents.

The .docx file format is the default file format in Office Word 2007. It is a compressed XML format,and it does not execute embedded macros.

Compatibility

Office Word 2007 fully supports the file formats of Office Word 97 through Office Word 2003. Usersof Microsoft Office 2000, Office XP, and Office 2003 can install the Microsoft Compatibility Pack forOffice 2007 File Formats for Office Word. This pack enables you to open, edit, and save the filesthat are stored with the new file formats of Office Word 2007. This Compatibility Pack is availableon the Microsoft Update, Office Online, and Download Centre Web sites.
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What's New in Microsoft Office Outlook 2007



New Interface

The main Outlook 2007 screen differs from the rest of Office in that it still uses the traditionaltoolbars and menus. It is only when you are in an item, that the Ribbon Bar is used.

Different elements of Outlook appear as they did in Outlook 2003, asGroup icons beneath the folder list. The full folder list can be foundby clicking the Folder icon at the bottom of the Group icons.

Another feature continued from Outlook 2003 is the default columnview, where the Reading Pane is to the right of the selected mailfolder.

You can customise the way you view any particular folder by exploringthe View menu.

One new feature which may appear as a column on the far right of thescreen is the To Do Bar, which is discussed later.

Ribbon Bar for Items

When you start a new item or edit an exiting one, You will see that Ribbon Bars replace menus andtoolbars.

Email Ribbon Bar

Calendar Ribbon Bar

Contacts Ribbon Bar

Tasks Ribbon Bar


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Instant Search

Office Outlook 2007 supports integratedInstant Search. By using the Instant

Search pane, located at the top of eachOffice Outlook module (mail, calendar,contacts, and tasks), you can search bykeywords or other criteria. InstantSearch will scan your entire mailbox,including e-mail attachments, archivedmail folders, personal folders,calendars, tasks, and contacts. Yourresults will appear as you typekeywords in the Instant Search box.

To scope and narrow your search further, you can use the expanded Instant Search pane, whichallows you to add other criteria to your search query.

Attachment Preview

In Office Outlook 2007, you can view thecontents of an attachment inline in the e-mail reading pane. You can do this byclicking the attachment box in the e-mail.To go back to the mail message, click theMessage button.

Managing Tasks

In Office Outlook 2007, you can manage your tasks effectively by using the new feature, the To-DoBar. You can flag e-mail messages as tasks and add tasks to your calendar. By integrating tasks withyour e-mail and calendar, you can easily track all your tasks in one integrated view. Office Outlooktasks are connected with Office OneNote, Office Project, and Windows SharePoint Services tasks.

The To-Do Bar

Office Outlook 2007 introduces the To-Do Bar. This bar appears on theright-hand side of the screen in all views, and displays your upcomingappointments, tasks, and the calendar of the current month.

You can use the To-Do Bar to manage tasks and to create new Outlook

tasks, with or without attached due dates. You can also keep track offlagged e-mail, Windows SharePoint Services tasks, OneNote tasks, andMicrosoft Office Project tasks.

By default, the tasks in the To-Do Bar are sorted by their due dates.However, you can choose to sort the tasks by colour category, start date,folder, type, or importance. You can also create a custom sort by using adata field in the task. Finally, you can choose whether tasks will be dividedinto groups or displayed in a single list.

The To-Do Bar has three areas: Date Navigator, Upcoming Appointments,and the Task Input panel. You can use the View menu to hide any or all ofthese panels or to control the amount of information displayed. Forexample, you can specify the number of appointments that will bedisplayed on the To-Do Bar.


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Integration of Tasks with E-mail

To manage your e-mail messages efficiently, you can flag them for follow-up so that they appear astasks on the To-Do Bar. You can flag an e-mail message as a task by clicking the Follow Up button,which is the red flag icon appearing next to the e-mail message. You can flag a message as a taskfor Today, Tomorrow, This Week, Next Week, No Date, or create a custom date. The Custom optionallows you to specify any start date and end date for the task. You can also add a reminder for the

task.By using the Follow-up button, you can also set a Quick Click follow-up flag for a message. TheQuick Click follow-up flag is the default timing that will be set on a message. For example, if youset the Quick Click follow-up flag to Today, a message will be automatically flagged for the currentdate when you click the flag column of the message.

After you flag an e-mail message as a task, it appears in the To-Do Bar task list. After you havecompleted the task, you can mark it as complete from the To-Do Bar or the e-mail pane.

Note

If you delete a mail flagged for follow-up from the To-Do Bar, it will also delete the correspondinge-mail message.


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Integration of Tasks with Calendar

Office Outlook 2007 supports

integration of your tasks andcalendar to enable you to manageyour schedule effectively. Yourdaily task list and calendar aredisplayed in an integrated view inthe calendar module. Your tasksare displayed below the calendar,with each task appearingunderneath its corresponding duedate on the calendar. Note thatthe daily task list is displayed onlyin the Day view and the Weekview.

You can easily convert a task to anappointment on your calendar toblock off time to complete thetask. You can do this by dragging the task from the daily task list onto the calendar. You can alsodrag and drop a task across multiple days in the Week or Month view. You can change how muchtime you want to assign to complete the task by resizing the task box or by editing the Start andStop time for the task.

After you have completed a task, you can easily update the status of the task. You can do this byclicking the flag icon in the task pane. This marks the task as complete by striking out the text inthe task list in the calendar pane and by filtering out the task from the To-Do Bar. However, if youdo not complete a task by its due date, the task is automatically rolled over to the next day in thecalendar.


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C ld T i i P 2

Managing Calendars and Appointments

By using Office Outlook 2007, you can manage your calendars and appointments efficiently. You canget updated information about events and schedules by using Internet calendar subscriptions. You

can add a SharePoint team calendar to Office Outlook and edit this version, and add items whileyou are offline. You can also share a calendar with other Exchange users, send a calendar snapshotthrough e-mail, and request other Exchange users to share their calendar with you. Office Outlook2007, in conjunction with Exchange 12, also provides you improved scheduling capabilities,making it easier to create meeting requests for large groups of attendees.

Calendar Snapshots

In earlier versions of Office Outlook, sharing calendar information with users outside of yourorganization was not an easy process. By using Calendar Snapshots in Office Outlook 2007, you cannow share calendar information with anyone, regardless of whether or not they are within yourorganization.

To send a Calendar Snapshot, click the Send Calendar via E-mail link in the left pane of thecalendar. Options for sending your calendar information appear where you can specify thecalendar, the date range, and the level of detail to be sent to the recipients. You can limit thecalendar entries to be sent by specifying only the entries made in working hours. You can also

choose a layout for the e-mail to be sent. For example, the e-mail can be a daily schedule or asimple list of events.

When you send a calendar as an e-mail message, a static, HTML representation is generated for aspecific time period in the calendar. An Internet calendar containing the same information is alsogenerated as a .ics file and is attached to the message. This enables recipients to load yourcalendar in their e-mail client (if it supports .ics files) and add this file to their calendar list. Boththe snapshot and the .ics file are static images of your calendar. Therefore, any changes you makein your calendar after sending it will not be reflected in the sent calendar.