2Excel 2007This tutorial will explain the differences between Excel 2003 and 2007 by comparing the Menus and toolbars in Excel 2003 with the MS Office Button and Ribbon in 2007.There will also be an explanation of new features exclusive to Excel 2007
3The New Workbook PageWhen you open either version of Excel, a new blank Workbook page appears.Revisions in Office 2007 have created major changes in the layout of this displayThe major differences between the two displays are seen here.
5MS Office Button, the Quick Access Toolbar, & The Ribbon The MS Office Button, Quick Access Toolbar and the Ribbon replace the Menu, Standard and Formatting Toolbars in Excel 2003.
6The MS Office ButtonThe MS Office Button is a New Feature of Excel 2007.This button is the access point for:Creating New Excel WorkbooksOpeningSavingPrintingClosingThis Button replaces the File Menu
7The MS Office Button The MS Office Button also houses Recently Opened presentationsConvert converts Excel files into the 2007 FormatPrepare to finalize presentations for distributionSend which distributes presentations through facsimile orPublish to distribute a presentation to a server, blog, or shared workspaceExcel Options (previously located under the Tools Menu)
8Quick Access ToolbarLocated next to the MS Office Button, the Quick Access Toolbar offers one-click access to the most widely used office functions.By default, there are 3 buttons Save, New, and Open.Click on the arrow next to the toolbar, to open the customize MenuClick the checkbox next to each feature to add and more options to the toolbarThis is a New Feature
9Menus and ToolbarsMenu ToolbarFormula BarStandard ToolbarFormatting ToolbarIn Excel 2003, different functions within Excel are accessed through the Menu Bar, Standard Toolbar, the Formatting Toolbar, and the Formula Bar
10Menus and ToolbarsOffice 2007 is arranged differently. All Menus are located within tabs on a Menu bar called the RibbonThe three parts of the Ribbon are Tabs, Groups, & Commands.
11The Ribbon Tabs: 8 tabs representing common related activities Groups: Sections containing Related items or tasksCommands: Buttons, boxes orMenus relating to specificfunctions within ExcelFormula Bar: Shows Excel Formulas
12HelpIn Office 2007, there is not a Help Menu. Instead, each item on the ribbon has an expanded balloon that explains the feature or option.In some cases, the F1 Button is also available. This opens a new window with an definition and an expanded explanation of how to use the feature or option
15New and Open New – Opens New Workbook Open – Opens the browse function so you can open an existing Workbook (You may also open a Workbook by clicking on the Workbook name in Recent Workbooks)
16Convert & SaveConvert - Converts older Excel files into the 2007 FormatSave – Saves presentationsSave As – Saves presentation with another name or presentation extension.You MUST save presentations in Excel format to open them in older versions of Excel
17PrintPrint – Prints Workbook and offers a Menu to make adjustments to the print function (i.e. # of copies)Quick Print – Sends Workbook directly to printerPrint Preview - Shows you what the Workbook will look like prior to printing
18PreparePrepare – Prepares the Workbook for distribution. There are several functions within this MenuProperties: Feature previously located in the File Menu in 2003Inspect Workbook: This is a New FeatureEncrypt Workbook: Feature previously located in the Security tab of the Options Menu in 2003
19PrepareRestrict Permission: Feature previously located in the File Menu in 2003Add Digital Signature: Feature previously located in the Security tab of the Options Menu in 2003Mark as Final: This feature previously located in the Track Changes tab of the Options Menu in 2003
20PrepareThe Run Compatibility Checker checks to see if a feature used in the Excel 2007 Workbook is compatible with earlier versions of Excel in case the Workbook needs to be saved in an earlier format
21Send Send: Transmits the Workbook to MS Outlook Internet Fax transmission
22PublishExcel Services: This is a New Feature, saves workbook on an online browserWorkbook Management Server: This is a New Feature, and it replaces the File>Save as step, by sending the Workbook directly to Document Management serverCreate Document Workspace: Creates a separate, online workspace for the a Excel Workbook and all related office (i.e. PowerPoint, Word) Documents related to that Workbook. This feature was originally located in the Shared Workspace Task Pane in Excel 2003
26Excel Options There are 9 categories of PowerPoint Options: Popular FormulasProofingSaveAdvancedCustomizeAdd-InsTrust CenterResources
27PopularTop Options for Excel: This is a New Feature. Choose options by clicking the checkboxesOptions for Workbooks: Set default font and font size, number of sheets, and viewPersonalize your copy of MS Office: Replaces the User Information tab on the Excel 2003 Options MenuLanguage Settings replaces the Set Language option on the Excel Tools Menu
28FormulasCalculation Options: Set to Automatic by default, this menu replaces the Calculations tab in Excel 2003Working With Formulas: Replaces Formula Settings on the General tabError Checking & Error Checking Rules: Automatically checks for errors in formulas. Replaces the Error Checking tab
29ProofingAutoCorrect Options replaces the AutoCorrect tab on the Excel 2003 Tools MenuSpelling and Grammar Options replace the Spelling and Grammar tab on the Excel 2003 Options Menu
30SaveSave Workbooks replaces the Save tab on the Excel 2003 Options MenuClick Save in this Format to change the file type to Excel Workbook. This way, all of your Workbooks can be edited in both Excel 2003 and 2007.
31AdvancedThe Advanced Tab has several options, scroll down to view all of themEditing Options and Cut, Copy & Paste replace the Edit tab on the Excel 2003 Options Menu
32AdvancedShow Workbook Content replaces the View tab on the Excel 2003 Options MenuDisplay replaces functions found under both the View and General tabs on the Excel 2003 Options Menu
33CustomizeCustomize replaces the Customize option on the Excel Tools Menu
34Add-Ins Add-Ins are customizable by user There are lists of both active and inactive Add-InTo activate an Add-In, choose from the Manage drop down Menu at the bottom of the pageClick GoCheck the options that you want to Add-In and click Ok
35Trust CenterThe Trust Center allows you to choose security settings for your Workbooks.There are several tutorials that can be accessed by clicking on the links
36Resources The Resources Page is a one-stop location for Downloading updates,Troubleshooting software problemsHelp online
38Key TipsKey Tips are shortcuts to Tab and Menu options on the Ribbon. This is a New FeaturePush the alt key to show the Key Tips, then push the corresponding letter on the keyboard to activate the Key Tip.
39The RibbonAs Noted earlier, the Ribbon is broken up into he three parts: Tabs, Groups, & Commands.Tabs: 8 tabs representing common related activitiesGroups: Sections containing Related items or tasksCommands: Buttons, boxes or Menus relating to specific functions within Excel
40The Ribbon TabsHome: Popular Excel options found on the Standard and Formatting Toolbars in Excel 2003Insert: Items associated with the Insert MenuPage Layout: Items relating to how a Workbook is set up before any text is typed on the screenFormulas: Functions found Insert/Formulas Menu.Data: Database functions of ExcelReview: Options for Proofing, Comments, Tracking Changes and Workbook protectionView: Options for how you see Workbooks on the screenAdd-ins: Converts Workbook to Flash Paper format
41The Home TabClipboard Group: Options to cut, copy and paste text, plus the Format Painter. This group replaces the cut, copy and paste options on the Standard Toolbar and in the Edit Menu in Excel 2003Additional Paste Functions are activated by clicking on the arrow. These include Paste Special and Paste as Hyperlink options.Click on the arrow on the Clipboard Command, to open the Clipboard task pane. Up to 24 items can be saved on the Clipboard
42The Home TabThe Font Group: Options to edit fonts, font colors and font sizes & font styles. It replaces the font formatting functions on the Formatting Toolbar and under the Format Menu in Excel 2003The Font Menu is accessed by clicking on the arrow on the Font Command bar
43The Home TabThe Alignment Group: Options for text alignment, cell alignment, indentation, text orientation, text wrapping, and merge & center text.Click the arrow on the Alignment Command Bar to open the Format Cells Menu.These options were located on the Format/Cell menu in Excel 2003
44The Home TabThe Number Group: Options for formatting numeric values including; currency ($), percentage (%), and decimal placement (.00),Click the arrow on the Number Command Bar to open the Format Cells Menu.These options were located on the Format/Cell menu in Excel 2003
45The Home Tab The Styles Group: Three options to format cells Conditional Formatting: The cell format (i.e. text color, font, or other condition) changes based on changes in cell values. While Conditional Formatting is not a new feature, the variety of conditional formatting options is significant.Format as Table: This feature replaces the AutoFormat option in Excel The range of table formats is significant
46The Home Tab The Styles Group: Three options to format cells Cell Style: allows you to format individual cells or sections of a worksheet with a variety of color and font formats. This is a New Feature.Click on the arrows below each function to view the complete variety of formatting choices
47The Home TabThe Cells Group: Options to insert, delete and format cells, columns, and rows. These features were found on the Insert and Edit Menus in Excel 2003Insert: Insert a cell, column, row, or worksheetDelete: remove a cell, column, row, or worksheet
48The Home TabFormat:Format and Lock cellsAdjust column widthAdjust row heightAuto fit textOrganize (move, copy rename or protect) worksheetsHide or unhide cells, columns, and worksheetsAll of these options were found under the Format and Edit menus in Excel 2003
49The Home TabThe Editing Group: Options to AutoSum, Copy formatting, Clear, Sort & Filter, plus Find & Select data. These functions were located on the Edit and Data Menus, as well as the standard Toolbar in Excel 2003.AutoSum: Adds, Averages and counts a column or row of numbersCopy Formatting: Copies cell data and formatting into adjacent cellsClear: Removes data and formatting from a cell or group of cellsSort & Filter: Functions to sort and filter cell, column or row data
50The Home TabFind & Select: Opens a new menu with options to Find, Replace and Go To other areas of the worksheet, plus access to formulas, Comments, Conditional Formatting and Data Validation options. This is a new feature
51The Insert Tab The Tables Group – Inserts Tables into a Workbook Pivot Table: Creates a Pivot Table or Pivot Chart from worksheet dataTable: Creates a Pre-formatted Table from worksheet data. In prior versions of Excel, tables were referred to as “Lists”. The table is created with built-in Sort and Filtering options. This is a New Feature.When activating Insert/Table, the Table Tools tab opens
52Table ToolsFunctions needed to edit & format table data. This is a New Feature.The Properties Group: Table name and options to enlarge the table areaThe Tools Group: Options to convert table data to Pivot Table, remove Duplicate Data, and Convert table to a standard worksheet
53Table ToolsThe External Table Data Group: Options to export table data, refresh data added to a table, link and unlink tables, open tables using an Internet Browser (i.e. Internet Explorer), and revise table properties.The Table Style Options Group: Options to add a header, footer, or total row to a table, as well as format table columns.The Table Styles Group: A series of shading options accessed by mouse click.
54The Insert TabThe Illustration Group: Inserts images and graphics. It replaces similar functions on the Insert Menu in Excel 2003Picture: Inserts JPEG ImagesClipart: Insert these types of graphicsShapes: Replaces the AutoShapes Menu on the Drawing Toolbar. Several new shapes have been added to this Menu
55The Insert TabSmart Art: Similar to Visio, it adds pre-formatted visual icons to show process or make graphic points. This is a New Feature. Here’s a tutorial:Inserting an image from the illustration group opens the Picture Tools tab
56The Picture Tools TabThe Picture Tools Tab replaces the Picture Toolbar in Excel 2003.The Adjust Group: Edits images brightness, contrast, color, image quality, replaces images, or resets image back to original settingsThe Picture Styles Group: Adds frames, effects, shadows and shapes to an image. This is a New Feature.The Arrange Group: Formats images that are imbedded within text.The Size Group: Edits an images size, and allows an image to be cropped
57The Insert TabThe Charts Group: This feature replaces of the Chart Wizard in Excel 2003.Instead of sorting through the Wizard, users choose a chart style, this opens the Chart Tools Tab, which offers options for Chart Design, Chart Layout and Chart FormattingThis is a New Feature.
58The Chart Design TabThe Type Group: Options to change Chart styles (Step 1 of the Chart Wizard)The Data Group: Options to change data relationships (Step 2)The Chart Layout Group: Options to change the Chart layout (Step 3)The Chart Styles Group: (Options to edit the colors on a Chart (Step 3)The Location Group: Options to place the chart in the workbook (step 4)
59The Chart Layout TabThe Layout tab replaces the Edit Chart functions on the Chart Menu in Excel 2003The Current Selection Group: Edits the Chart style to match the formatting of the data page that the chart is referenced from.The Insert Group: Inserts an image, text or text box on the chartThe Labels Group: Edits Chart Labels such as the title, legend, and data labels.
60The Chart Layout TabThe Layout tab replaces the Edit Chart functions on the Chart Menu in Excel 2003The Axes Group: Sets layout for the horizontal axes and gridlinesThe Background Group: Sets characteristics for editing the chart background and GridlinesThe Analysis Group: Options for analyzing charts.The Properties Group: Options for naming a chart
61The Chart Format TabThe Format Tab replaces the Format Chart functions on the Chart Menu in Excel 2003The Current Selection Group: Formats the Chart style to match the formatting of the data page that the chart is referenced from.The Shapes Styles Group: Formats all of the shapes on a chart, including chart bars
62The Chart Format TabThe Format Tab replaces the Format Chart functions on the Chart Menu in Excel 2003The Word Art Styles Group: Allows users to label charts using WordArtThe Arrange Group: Formats chart items for arrangement by layer, or grouped as one imageThe Size Group: Resizes the chart
63The Chart Layout TabThe Links Group: Places hyperlinks in a Workbook. This group replaces the same functions found in the Insert Menu in Excel 2003
64The Insert TabThe Text Group: Adds various text items to a worksheet including:Text BoxesHeaders and FootersWordArtSignature LinesObjectsSymbolsThese features were found on the Insert Menu in Excel 2003
65The Page Layout TabThe Themes Group: Similar to Design Templates in PowerPoint, Themes are a series of designs that for background color, font color and effects. This is a New Feature
66The Page Layout Tab The Page Setup Group: Options to set: Margins Page Orientation (Portrait or Landscape)Page Sizes (81/2 X 11, Legal, etc)Print AreaPage BreaksBackground (Images)Print Titles (Print column headings on each page)
67The Page Layout TabClick on the Page Setup Command and the Page Setup Menu Opens, containing all of the functions found in the group.These options were found on the File/Page Setup Menu in Excel 2003
68The Page Layout TabThe Scale to Fit Group: Resets printing functions to fit a specific paper length or a number of pagesClick on the Scale to Fit Command Bar and the Page Setup menu opensThis is a new feature
69The Page Layout TabThe Select Options Group: Options to view or print gridlines and/or column and row headingsClick on the Select Options Command Bar and the Page Setup menu opensThis is a new feature
70The Page Layout TabThe Arrange Group: Arranges images, clipart, shapes and text on a worksheetBring to Front and Send To Back: Arrange clipart within the space of the worksheetSelection Pane: Arranges objects and comments on a sheetAlign: Aligns text within cellsGroup: Group and Ungroup a series of objectsRotate: Changes the orientation of an object or imageOptions found on the Drawing Toolbar in Excel 2003
71The Formula TabThe Formula Library: This is a quick reference to al of the different mathematical functions and operations that can be calculated using ExcelInsert Function opens the Functions Menu.Functions are also broken down into a set of “Books” on the ribbon which provides access to each function by type. This is a new featureFunctions were located under the Insert/Function Menu in Excel 2003
72The Formula TabThe Defined Names Group: This feature, used in conjunction with the database and filtering features of Excel, creates cell names for use in database filteringThese options were located on the Insert/Name Menu in Excel 2003
73The Formula TabThe Formula Auditing Group: This section features options to evaluate and edit complex formulas so that users may locate errors within formulasThese options were located under the Tools/Formula Auditing Menu in Excel 2003There is a new feature called the Watch Window, which monitors the value of cells when changes are made to a worksheet
74The Formula TabThe Calculation Group: This function determines when formulas are calculated, either automatically (by default) or manually
75The Data TabThe Get External Data Group: This option replaces the Tools/Import External Data function in Excel Data can be imported from:AccessThe Web (Internet)Text FilesOther (External) SourcesExisting Connections (i.e. documents where spreadsheet data has been copied and pasted)
76The Data TabThe Connections Group: Updates and refreshes data imported from external sources (The link to the source must be in place for this feature to work)This is a new feature
77The Data TabThe Sort and Filter Group: Replace the Sort and Filter options on the Tools menu. Option includeSort: (Ascending and Descending)Clear Filter: Remove the filterReapply Filter: Return to original filter parametersAdvanced: Filter with multiple options
78The Data TabThe Data Tools Group: These tools assist in revising and developing a database. These feature were located on the Data Menu in Excel 2003Text to Columns: Separates text in one column into separate columns. (i.e. If a column has a full name, this feature will separate it into columns for the first, middle and last names)Remove Duplicates: Deletes duplicate rows from a sheet
79The Data TabData Validation: Sets parameters to prevent invalid data from being entered into cellsConsolidate: Consolidates data from several worksheets into one worksheetWhat if Analysis: Lets users try out various values in a worksheet to determine a specified outcome. Three types:Scenario ManagerGoal SeekData Table
80The Data Tab This is a new feature The Outline Group: Displays by consolidating similar or grouped items. Three options:Group: Ties a range of cells togetherUngroup: Unties that same rangeSubtotal: adds totals and subtotals to numeric values within a rangeThis is a new feature
81The Review TabThe Proofing Group: This group contains potions for revising a Workbook. These options were previously located on the Standard Toolbar and the Research Task Pane.Spell checkResearch: DictionaryThesaurusTranslate: Translates English into another language.
82The Review TabComments Group: Comments were located on the Insert Menu in Excel 2003Options include: Insert New, Delete, and Skip to Next or Back to Previous comment
83The Review TabThe Changes Group: Replaces the Protection and Share Workbook options on the Tools Menu in Excel 2003.Protect Workbook and Protect Sheet: Prevents other users from permanently changing data within a workbookShare Workbook: Allows other users to view and change items in a WorkbookTrack Changes: Allows users to see who has changed a workbook as well as the changes that were made
84The View TabThe Workbook Views Group: This group replaces the options found in the View Menu in Excel There are 4 options:Normal: The default viewPage Layout: One page view as it appears printedPage Break Preview: Shows page breaksCustom Views: View page based on the margins and settings for that pageFull Screen: View worksheet without ribbons or tabs
85The View TabThe Show/Hide Group: This group replaces options found under the View Menu in Excel 2003Ruler: Shows margins and tabsGridlines: Shows a grid pattern over the entire Workbook. Useful with the formula option on the Insert Tab.Formula Bar: Shows formula barHeadings: Column and Row headingMessage Bar: Shows the Message Bar
86The View TabThe Zoom Group: Replaces the Zoom function on the Standard Toolbar. Options are similar to those found in the Print Preview function, however this is a New FeatureZoom: Opens a Menu of zoom options100%: Increases Workbook to fill screenZoom to selection: Displays selected workbook sectionThe Zoom Function is also located at the bottom right of the Workbook screen
87The View TabThe Window Group: This group allows users to view multiple Workbooks at the same time.New Window: Opens a Workbook in a new WindowArrange all: Arranges Workbooks horizontally or vertically.Split: Splits the screen so that two different parts or pages of the same Workbook can be seen at the same timeSwitch Windows: Allows Workbooks windows to change in prominence
88The View TabThe Macros Group: Click on the icon to open the Macro function for recording or editing a MacroMacros were located on the Tools Menu in Excel 2003
89The Add-Ins TabAdd- Ins: This function allows for Workbook to be convert to flash paper objectsThis function was located on the Acrobat Menu in Excel 2003
90The Mini ToolbarThe Mini Toolbar is a Menu of frequently used formatting tools that appears when text is highlighted in a Excel Workbook.This is a New Feature.
91Brought to You By..Instructional Technology at the University of the Incarnate ExcelTerry Peak