An introduction to Microsoft Office 2007 by ASAD RIAZ 1

Microsoft Office 2007  A package of softwares  Word – text editor  Excel – spreadsheet  PowerPoint – presentations  Outlook –  Access – database  Publisher – brochures, calendars, postcards, etc.  +++  The current versions are Office 2007 which was released on January 30 in

Microsoft Word

Microsoft word  Text processor to create documents  Templates for different types of documents  Web pages 4

5 The Different Versions of Word  MS Word 97  MS Word 2000  MS Word 2002 (XP)  Includes Smart Tags, Task Panes  MS Word 2003  Minimal changes from 2002  MS Word 2007  Major changes in user interface, file formats

Microsoft Office 2003 vs  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 Program2003 Ext.2007 Ext Word.doc.docx Excel.xls.xlsx Power Point.ppt.pptx Access.mdb.accdb 6

Page Setup: Windows MS Word 2003 or Earlier  MARGINS  Left: 1.5  Right: 1.0  Top: 1.5  Bottom: 1.0 7

Margins: Windows MS Word

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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. 11

12 When to Use Word  Most paper-based documents  Letters  Simple tables  Simple brochures and publications   Outlook usually uses Word as its editor  Electronic documents  Simple Web pages

13 When NOT to Use Word  Complex publications  Instead use Microsoft Publisher, Adobe PageMaker, or Quark  Complex tables  Use Microsoft Excel  Complex Web pages  Use Microsoft Front Page

Use the keyboard Okay, keyboard people, these slides are for you. The Ribbon design comes with new shortcuts. There are shortcuts for every single button on the Ribbon. Shortcuts often require fewer keys. This change brings two big advantages over previous versions of Office programs: 14

Use the keyboard The new shortcuts also have a new name: Key Tips. 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. Next: To use Key Tips, start by pressing ALT. 15

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 (,). 16

Keyboard shortcuts - Display and use windows TO DO THISPRESS Switch to the next window.ALT+TAB Switch to the previous window.ALT+SHIFT+TAB Close the active window.CTRL+W or CTRL+F4 Restore the size of the active window after you maximize it.ALT+F5 Move to a task pane from another pane in the program window (clockwise direction). You may need to press F6 more than once. F6 Move to a task pane from another pane in the program window (counterclockwise direction). SHIFT+F6 When more than one window is open, switch to the next window.CTRL+F6 Switch to the previous window.CTRL+SHIFT+F6 Maximize or restore a selected window.CTRL+F10 Copy a picture of the screen to the Clipboard.PRINT SCREEN Copy a picture of the selected window to the Clipboard.ALT+PRINT SCREEN 17

Keyboard shortcuts - Use dialog boxes TO DO THISPRESS Move from an open dialog box back to the document, for dialog boxes such as Find and Replace that support this behavior. ALT+F6 Move to the next option or option group.TAB Move to the previous option or option group.SHIFT+TAB Switch to the next tab in a dialog box.CTRL+TAB Switch to the previous tab in a dialog box.CTRL+SHIFT+TA B Move between options in an open drop-down list, or between options in a group of options. Arrow keys Perform the action assigned to the selected button; select or clear the selected check box. SPACEBAR Select an option; select or clear a check box.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 18

Keyboard shortcuts – Microsoft Word shortcuts For more shortcuts, please visit MS Word tutorial website:  shortcuts-for-microsoft-office-word-HP aspx shortcuts-for-microsoft-office-word-HP aspx  shortcuts.htm shortcuts.htm 19

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 20

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 21

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 22

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 23

Most useful - Keyboard shortcuts – Microsoft Word shortcuts - Common tasks in Microsoft Office Word CTRL+SHFT+SPACEBARCreate a nonbreaking space. CTRL+HYPHEN Create a nonbreaking hyphen. CTRL+B Make letters bold. CTRL+I Make letters italic. CTRL+U Make letters underline. CTRL+SHFT+< Decrease font size one value. CTRL+SHFT+> Increase font size one value. CTRL+[ Decrease font size 1 point. CTRL+] Increase font size 1 point. CTRL+SPACEBAR Remove paragraph or character formatting. CTRL+C Copy the selected text or object. CTRL+X Cut the selected text or object. CTRL+V Paste text or an object. CTRL+ALT+V Paste special CTRL+SHFT+V Paste formatting only CTRL+Z Undo the last action. CTRL+Y Redo the last action. CTRL+SHFT+G Open the Word Count dialog box. 24

Simple formatting  Text: Font, size, color, bold/italic/underline  Layout: Bullets, numbering, alignment 25

Welcome to this lecture Changing font 26

Welcome to this lecture Bold / italic / underline 27

How to change text color Changing text color 28

How to change text size Changing text size 29

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. Alignment of text 30

4,0 cm 0 cm 2,5 cm 4,0 cm Left 2,5 cm Page setup / margins 31

Line spacing 32

Word count 33

Heading 1 Heading 3 Heading 2 Texttextexttexttexttexttextexttexttextex ttextexttexttexttexttextexttexttext Heading 3 Texttextexttexttexttexttextexttexttextex ttextexttexttexttexttextexttexttexttext Texttextexttexttexttexttextexttexttextex ttextexttexttexttexttextexttexttext Headings and table of contents 34

1 Page numbers 35

Picture and crop 36

Shresta Kumar Shresta, Kumar Learn Microsoft Office in one lecture 2010 Kathmandu Tribhuvan University Teaching Hospital Reference / citation 37

(1) Reference list / bibliography 38

1 Word lecture Save document 39

MS Word Compatibility 40

Revealing Your Formatting Find this button on your toolbar 41

Section and Page Breaks 42

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. 43

Inserting Breaks: MS Word

45 Goals for Advanced Users  Take advantage of special features  Automate repetitive tasks

46 Course Agenda 1. Tabs and Tables 2. Mail Merge 3. Graphics 4. Power Tips 5. Macros and Your Choice

Session 1 – Tabs & Tables Advanced Microsoft Word 47

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

49 Things Hardly Anybody Knows  Rocket Science  Brain Surgery  Strategy for NY Knicks  How to use Tabs in Microsoft Word

50 Tabs  Traditional way to create columns  Tabs must have two components: 1. Tab Characters 2. Tab Stops

51 Secret: How to Use Tabs 1. Type tab characters in text 2. Select lines of text 3. Set which type of tab stop you want 4. Insert tab stops on ruler w/ mouse To edit the tab stop, just double-click it

52 Tab Chars & Tab Stops Tab Character Left Tab Stop Center Tab StopDecimal Tab Stop Right Tab Stop Default Tab Stop Ruler Tab Button

53 Tab Characters  Special non-printing characters (  )  To create: Press Tab key on keyboard  To view: Press Show/Hide button ( ¶ )

54 Tab Stops  Indicated on Ruler ( View / Ruler )  Can be different for each paragraph  Types of Tab Stops:  Left  Center  Decimal  Right

55 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

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

57 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

58 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

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

60 Tables The better way to create short columns of text

61 Diagram of a Table 10723Joan Hillary Steve1ZipNameID Row Column Cell

62 What Is a Table?  Information organized by rows and columns  Columns are sometimes called " fields "  Each piece of information is a Cell

63 Why Use Tables?  Present similar data concisely  Avoids repetition  Enables special formatting  Can do simple calculations

64 Disadvantages of Word Tables  Limited features compared to Excel  Limited calculating power  If you need large tables, use Excel instead

65 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

66 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

67 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

68 Moving & Resizing a Table  Handles appear when pointer moves over table  The Move handle (upper left)  The Resize handle (lower right)  Move cursor over vertical border to reveal column-width handle  The same occurs for row-height handles  Also, use the Table Tools > Layout ribbon  Click the arrow buttons in the Cell Size area

69 Fast Formats for Tables  Select any cell in a table  Select the Table Tools > Design ribbon  Choose desired Table Style

70 Table Borders  Borders are useful for highlighting cells  To use:  Select cells that require borders  Open the Table Tools > Layout ribbon  Click the Borders button in Table Styles

71 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

72 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

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

74 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

75 Calculations  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 Field

76 Common Formulas  =SUM(ABOVE) — 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

 Styles  Outlining  Sections  Table of Contents  Cover Page  Master Documents Developing Multipage Documents 77

 Use styles to automate document- formatting 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 Exploring Styles 78

Exploring Styles Document formatted with the Word 2007 Quick Style set, which is applied to all new documents Styles Gallery 79

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  Table : includes styles to format a table grid and text 80

 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 Building a Document in Outline View 81

Working in Outline View Move Up button Expand button Plus outline symbol indicates that additional levels or paragraphs of text are included under the heading Collapse button Show Level list arrow 82

 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 Working With Sections 83

 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 Generating a Table of Contents 84

Adding a Cover Page  Use one of Word’s preset cover page designs  Add text to content controls  Remove unwanted content controls 85

 A 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 Creating a Master Document 86

 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 87

 Once you have inserted subdocuments in a master document, you can  Add or update a table of contents  Modify the document headers and footers Finalizing a Master Document 88

 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 Exploring Advanced Graphics 89

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 90

Modifying a Picture  Cropping a picture Before After 91

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 92

Editing Charts  Adding new chart data A third bar is added to each data series New data for

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 94

Creating SmartArt  Names and positions for organization chart 95

Editing Clip Art  A 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 96

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 97

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 98

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 99

Formatted Pictures for Graphics Steps

Inserting a Watermark  A 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 101

Working with References  Insert a Citation  Manage Sources  Generate a Bibliography  Insert an Equation  Modify an Equation 102

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 103

Inserting Citations  A 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 104

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 105

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 106

Inserting Equations  Use the Equations feature to insert 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 107

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 108

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 109

Forms Design  A 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 110

Constructing a Form Template  A 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 111

Constructing a Form Template Plain Text content control Date Picker content control Picture content control Legacy Tools Check Box Form Field Combo Box content control Drop-Down List content control Building Block content control contains text and a SmartArt graphic Rich Text content control 112

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 113

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 114

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 115

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 116

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 117

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 118

Customizing Word  Create a macro  Record macro steps  Edit a macro  Customize the Quick Access toolbar  Modify Options  Use the Document Inspector 119

Plan a Macro  Automate repeated tasks by using macros  A macro is a series of Word commands and instructions that you group together as a single command to accomplish a task automatically 120

Planning a Macro  Macro tasks:  Determine the tasks you want the macro to complete  Macro steps:  Include the correct steps to perform the task  Macro information:  Determine the information related to the macro  Record macro procedure:  Use the Record Macro dialog box to record the macro 121

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 122

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 123

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 124

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 125

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 126

Microsoft PowerPoint 127

Microsoft PowerPoint  Software to make presentations  Templates and different designs  Same menues as Microsoft Word 128

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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 130

Presentation  Be careful with use of animations  Know what you are presenting  Don’t read from the slide  Speak to the people  Speak loudly  Practice before presentation! 131

Questions? 132