Information System Services ISS TRAINING UNIT Upgrading to Office 2007 Roadshow ISS Training Unit

Roadshow Objectives How the upgrade will happen Automatic Upgrade versus SoftGrid Test Environment Introduce Office 2007 Overview of new features Explore the new environment Demonstration using Word Support and Training Resources Web Sites, ISS Helpdesk and ISS Courses

Installation Options There are several ways of receiving the upgrade and the following slides will explain them. The majority of staff will have their current version of MS Office upgraded to the 2007 version without the need for a technician to visit their PC

Option 1: Automatic (SMS) Office 2007 can be automatically delivered to your PC but not installed. You can install when you are ready, but afterwards Office 2003 will only be available to you via the Citrix service. When you see the notification in your system tray: And wish to upgrade, click onto this message and select ‘Show new Programs’ Ensure that Office 2007 is highlighted and click ‘Run’ The upgrade will take minutes

A reboot is required – Outlook will not work without doing this! Option 1: Automatic (SMS)

Option 2: PC Re-Image Some departments have decided to install Office 2007 by re-imaging the PC This involves wiping off the current operating system and software and re-installing with Office 2007 If this is happening in your department, remember to save anything from your C:\ drive to a network location before the re-imaging begins or you may lose data.

Option 3: Duel Install (SoftGrid) Alternatively for evaluation and testing purposes, Office 2007 can be installed in a SoftGrid “bubble” environment by faculty IT staff. This would give you the opportunity to try out the new version of Office, while still having Office 2003 natively installed. While having access to both versions of Office may seem ideal for testing compatibility, you should take care to work on copies of your live documents and/or save back to Office 2003 format to ensure the format or data has not been modified unexpectedly.

After you have upgraded… The first time you run Outlook, you may receive a message to say that the Windows Desktop Search has not been installed. This is not ‘essential’ and will not be installed – please ignore the message and check the ‘do not show me this again’ box.

After you have upgraded… You may need to re-attach your auto-signature to new s: Go to Tools, Options, Mail Format and select Signatures: Specify the signature to use for both New and replied messages

After you have upgraded… You may need to reconfigure and reformat Out of Office Assistant: Go to Tools and select Out of Office Assistant: You can have a separate response for University or External contacts You can now specify a time period for the response to be sent

RMAS (Citrix) Initially no change – Office 2003 Available Office 2007 will become available soon Aspiration to have Office 2007 as main version for staff, student clusters, RMAS and central teaching space from August 2009

The New Office 2007 Interface

The Ribbon Menus and Toolbars have been replaced by the Ribbon. Word 2007 Excel 2007

The Ribbon Outlook 2007 Has retained the traditional menu bar and toolbars. The Ribbon has replaced menus and toolbars in Outlook items such as messages, appointments and contacts etc.

Quick Access Toolbar The Quick Access Toolbar is positioned above the Ribbon and includes the Save, Undo and Redo commands by default. The Quick Access Toolbar can also be moved to appear below the Ribbon and can be customised to include popular commands such as Open, Close, Print or any command from the Ribbon. To add any command from the ribbon to the Quick Access Toolbar, simply right click on the button, and select Add to Quick Access Toolbar

Mini Toolbar One of the new features of Office 2007 is the Mini Toolbar. When the mouse pointer is positioned on the mini toolbar, it becomes opaque and can be used to apply various formatting. When information is selected, the semitransparent mini toolbar appears above the selection. You can disable the mini toolbar by going to the Options screen (from the Office Button) and un-checking Show mini toolbar on selection box

The Office Button The Office Button provides access to popular commands and settings Access Word, Excel, Access and PowerPoint options click here. Outlook options are still found in the tools menu To keep a document permanently on this list click on the pin icon

The Options screen All programs (other than Outlook) have a new options screen found by clicking the Office button  The Save section is where you set the file format type (see next slide for details)

Some other new features… Live Preview – as you hover over format changes on the ribbon (e.g. font colour) the objects you are changing (e.g. text) dynamically change as you move the mouse On Demand tabs – when you select a picture, table or click into the header/footer, a context sensitive tab appears on the ribbon with specific functions: On screen Zoom – on the bottom right On screen document info – on the bottom left: Minimise Ribbon – by double clicking the active tab

Compatibility Mode File extensions in Office 2007 have changed When you save a file in Word, it uses the extension.docx, Excel is.xlsx. These files cannot be opened using Office 2003 without the Office 2007 compatibility pack installed (this has been sent to all University PCs) It is possible to save a file as a file which retains the original.doc,.xls extension, meaning that earlier versions of Office can be used to view the file (however there may be a loss of 2007 features) You can modify settings in Office 2007 so that all files are saved in the compatible format. Further details of what happens to Office 2007 functionality when viewed in earlier versions of MS Office can be found on the MS Office website

Where to get help? F1 and the Help facility are still available in Office 2007 All existing Office shortcuts (Ctrl+C etc) still work (however, pressing ALT will show you some new ones!!) your queries to the Training Unit Visit the support website Visit the Microsoft website us/training/HA aspxhttp://office.microsoft.com/en- us/training/HA aspx Use the interactive command reference guides (either on the ‘Get Started’ tab on the ribbon or from ) Look Terry Screeton’s informal database help page at tml tml