EXCEL vs.2007 What’s the Difference?

 This 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  There will also be an explanation of new features exclusive to Excel 2007

 When 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 display  The major differences between the two displays are seen here.here

New Workbook Page and 2007 Excel 2007 Excel 2003

 The MS Office Button, Quick Access Toolbar and the Ribbon replace the Menu, Standard and Formatting Toolbars in Excel 2003.

 The MS Office Button is a New Feature of Excel  This button is the access point for: ◦ Creating New Excel Workbooks ◦ Opening ◦ Saving ◦ Printing ◦ Closing  This Button replaces the File Menu

 The MS Office Button also houses ◦ Recently Opened presentations ◦ Convert converts Excel files into the 2007 Format ◦ Prepare to finalize presentations for distribution ◦ Send which distributes presentations through facsimile or ◦ Publish to distribute a presentation to a server, blog, or shared workspace ◦ Excel Options (previously located under the Tools Menu)

Quick Access Toolbar  Located 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 Menu  Click the checkbox next to each feature to add and more options to the toolbar  This is a New Feature

Menus and Toolbars  In Excel 2003, different functions within Excel are accessed through the Menu Bar, Standard Toolbar, the Formatting Toolbar, and the Formula Bar Formula Bar Formatting Toolbar Standard Toolbar Menu Toolbar

Menus and Toolbars  Office 2007 is arranged differently. All Menus are located within tabs on a Menu bar called the Ribbon  The three parts of the Ribbon are Tabs, Groups, & Commands.

Commands: Buttons, boxes or Menus relating to specific functions within Excel Tabs: 8 tabs representing common related activities Groups: Sections containing Related items or tasks Formula Bar: Shows Excel Formulas

 In 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

The MS Office Button replaces the File Menu

 Convert - Converts older Excel files into the 2007 Format  Save – Saves presentations  Save As – Saves presentation with another name or presentation extension.  You MUST save presentations in Excel format to open them in older versions of Excel

 Print – Prints Workbook and offers a Menu to make adjustments to the print function (i.e. # of copies)  Quick Print – Sends Workbook directly to printer  Print Preview - Shows you what the Workbook will look like prior to printing

 Prepare – Prepares the Workbook for distribution. There are several functions within this Menu ◦ Properties: Feature previously located in the File Menu in 2003 ◦ Inspect Workbook: This is a New Feature ◦ Encrypt Workbook: Feature previously located in the Security tab of the Options Menu in 2003

◦ Restrict Permission: Feature previously located in the File Menu in 2003 ◦ Add Digital Signature: Feature previously located in the Security tab of the Options Menu in 2003 ◦ Mark as Final: This feature previously located in the Track Changes tab of the Options Menu in 2003

◦ The 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

 Send: Transmits the Workbook to ◦ MS Outlook ◦ Internet Fax transmission

 Excel Services: This is a New Feature, saves workbook on an online browser  Workbook Management Server: This is a New Feature, and it replaces the File>Save as step, by sending the Workbook directly to Document Management server  Create 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

Close  Close: Closes a Workbook

 Excel Options – Opens the Options Menu previously located on the Tools Menu. These options have changed significantly in 2007, so take a minute to look over the changes

Excel Options Excel 2007 Excel 2003

 There are 9 categories of Excel Options: 1.Popular 2.Formulas 3.Proofing 4.Save 5.Advanced 6.Customize 7.Add-Ins 8.Trust Center 9.Resources

 Top Options for Excel: This is a New Feature. Choose options by clicking the checkboxes  Options for Workbooks: Set default font and font size, number of sheets, and view  Personalize your copy of MS Office: Replaces the User Information tab on the Excel 2003 Options Menu  Language Settings replaces the Set Language option on the Excel 2003 Tools Menu

 Calculation Options: Set to Automatic by default, this menu replaces the Calculations tab in Excel 2003  Working With Formulas: Replaces Formula Settings on the General tab  Error Checking & Error Checking Rules: Automatically checks for errors in formulas. Replaces the Error Checking tab

 AutoCorrect Options replaces the AutoCorrect tab on the Excel 2003 Tools Menu  Spelling and Grammar Options replace the Spelling and Grammar tab on the Excel 2003 Options Menu

 Save Workbooks replaces the Save tab on the Excel 2003 Options Menu  Click 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.

 The Advanced Tab has several options, scroll down to view all of them  Editing Options and Cut, Copy & Paste replace the Edit tab on the Excel 2003 Options Menu

 Show Workbook Content replaces the View tab on the Excel 2003 Options Menu  Display replaces functions found under both the View and General tabs on the Excel 2003 Options Menu 

 Customize replaces the Customize option on the Excel 2003 Tools Menu

 Add-Ins are customizable by user  There are lists of both active and inactive Add-In  To activate an Add-In, choose from the Manage drop down Menu at the bottom of the page  Click Go  Check the options that you want to Add-In and click Ok

 The Trust Center allows you to choose security settings for your Workbooks.  There are several tutorials that can be accessed by clicking on the links

 The Resources Page is a one-stop location for ◦ Downloading updates, ◦ Troubleshooting software problems ◦ Help online

Key Tips  Key Tips are shortcuts to Tab and Menu options on the Ribbon. This is a New Feature  Push the alt key to show the Key Tips, then push the corresponding letter on the keyboard to activate the Key Tip.

The Ribbon  As Noted earlier, the Ribbon is broken up into he three parts: Tabs, Groups, & Commands. ◦ Tabs: 8 tabs representing common related activities ◦ Groups: Sections containing Related items or tasks ◦ Commands: Buttons, boxes or Menus relating to specific functions within Excel

1. Home: Popular Excel options found on the Standard and Formatting Toolbars in Excel Insert: Items associated with the Insert Menu 3. Page Layout: Items relating to how a Workbook is set up before any text is typed on the screen 4. Formulas: Functions found Insert/Formulas Menu. 5. Data: Database functions of Excel 6. Review: Options for Proofing, Comments, Tracking Changes and Workbook protection 7. View: Options for how you see Workbooks on the screen 8. Add-ins: Converts Workbook to Flash Paper format

The Home Tab  Clipboard 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 2003 ◦ Additional 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

The Home Tab  The 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 2003 ◦ The Font Menu is accessed by clicking on the arrow on the Font Command bar

The Home Tab  The 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

The Home Tab  The 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

The 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

The 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

The Home Tab  The Cells Group: Options to insert, delete and format cells, columns, and rows. These features were found on the Insert and Edit Menus in Excel 2003 ◦ Insert: Insert a cell, column, row, or worksheet ◦ Delete: remove a cell, column, row, or worksheet

 Format: ◦ Format and Lock cells ◦ Adjust column width ◦ Adjust row height ◦ Auto fit text ◦ Organize (move, copy rename or protect) worksheets ◦ Hide or unhide cells, columns, and worksheets  All of these options were found under the Format and Edit menus in Excel 2003

The Home Tab  The 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 ◦ AutoSum: Adds, Averages and counts a column or row of numbers ◦ Copy Formatting: Copies cell data and formatting into adjacent cells ◦ Clear: Removes data and formatting from a cell or group of cells ◦ Sort & Filter: Functions to sort and filter cell, column or row data

 Find & 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

The Insert Tab  The Tables Group – Inserts Tables into a Workbook ◦ Pivot Table: Creates a Pivot Table or Pivot Chart from worksheet data ◦ Table: 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

Table Tools  Functions needed to edit & format table data. This is a New Feature. ◦ The Properties Group: Table name and options to enlarge the table area ◦ The Tools Group: Options to convert table data to Pivot Table, remove Duplicate Data, and Convert table to a standard worksheet

Table Tools ◦ The 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.

The Insert Tab  The Illustration Group: Inserts images and graphics. It replaces similar functions on the Insert Menu in Excel 2003 ◦ Picture: Inserts JPEG Images ◦ Clipart: Insert these types of graphics ◦ Shapes: Replaces the AutoShapes Menu on the Drawing Toolbar. Several new shapes have been added to this Menu

The Insert Tab ◦ Smart 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: AssetID=RC AssetID=RC  Inserting an image from the illustration group opens the Picture Tools tab

The Picture Tools Tab  The Picture Tools Tab replaces the Picture Toolbar in Excel ◦ The Adjust Group: Edits images brightness, contrast, color, image quality, replaces images, or resets image back to original settings ◦ The 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

 The Charts Group: This feature replaces the Chart Wizard in Excel  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 Formatting  This is a New Feature.

 The 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)

 The Layout tab replaces the Edit Chart functions on the Chart Menu in Excel 2003 ◦ The 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 chart ◦ The Labels Group: Edits Chart Labels such as the title, legend, and data labels.

 The Layout tab replaces the Edit Chart functions on the Chart Menu in Excel 2003 ◦ The Axes Group: Sets layout for the horizontal axes and gridlines ◦ The Background Group: Sets characteristics for editing the chart background and Gridlines ◦ The Analysis Group: Options for analyzing charts. ◦ The Properties Group: Options for naming a chart

 The Format Tab replaces the Format Chart functions on the Chart Menu in Excel 2003 ◦ The 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

The Chart Format Tab  The Format Tab replaces the Format Chart functions on the Chart Menu in Excel 2003 ◦ The Word Art Styles Group: Allows users to label charts using WordArt ◦ The Arrange Group: Formats chart items for arrangement by layer, or grouped as one image ◦ The Size Group: Resizes the chart

 The Links Group: Places hyperlinks in a Workbook. This group replaces the same functions found in the Insert Menu in Excel 2003

The Insert Tab  The Text Group: Adds various text items to a worksheet including: ◦ Text Boxes ◦ Headers and Footers ◦ WordArt ◦ Signature Lines ◦ Objects ◦ Symbols  These features were found on the Insert Menu in Excel 2003

The Page Layout Tab  The 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

The Page Layout Tab  The Page Setup Group: Options to set: ◦ Margins ◦ Page Orientation (Portrait or Landscape) ◦ Page Sizes (8 1/2 X 11, Legal, etc) ◦ Print Area ◦ Page Breaks ◦ Background (Images) ◦ Print Titles (Print column headings on each page)

 Click 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

The Page Layout Tab  The Scale to Fit Group: Resets printing functions to fit a specific paper length or a number of pages  Click on the Scale to Fit Command Bar and the Page Setup menu opens  This is a new feature

The Page Layout Tab  The Select Options Group: Options to view or print gridlines and/or column and row headings  Click on the Select Options Command Bar and the Page Setup menu opens  This is a new feature

The Page Layout Tab  The Arrange Group: Arranges images, clipart, shapes and text on a worksheet ◦ Bring to Front and Send To Back: Arrange clipart within the space of the worksheet ◦ Selection Pane: Arranges objects and comments on a sheet ◦ Align: Aligns text within cells ◦ Group: Group and Ungroup a series of objects ◦ Rotate: Changes the orientation of an object or image  Options found on the Drawing Toolbar in Excel 2003

The Formula Tab  The Formula Library: This is a quick reference to al of the different mathematical functions and operations that can be calculated using Excel ◦ Insert 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 feature  Functions were located under the Insert/Function Menu in Excel 2003

The Formula Tab  The Defined Names Group: This feature, used in conjunction with the database and filtering features of Excel, creates cell names for use in database filtering  These options were located on the Insert/Name Menu in Excel 2003

The Formula Tab  The Formula Auditing Group: This section features options to evaluate and edit complex formulas so that users may locate errors within formulas  These options were located under the Tools/Formula Auditing Menu in Excel 2003  There is a new feature called the Watch Window, which monitors the value of cells when changes are made to a worksheet

The Formula Tab  The Calculation Group: This function determines when formulas are calculated, either automatically (by default) or manually

The Data Tab  The Get External Data Group: This option replaces the Tools/Import External Data function in Excel Data can be imported from: ◦ Access ◦ The Web (Internet) ◦ Text Files ◦ Other (External) Sources ◦ Existing Connections (i.e. documents where spreadsheet data has been copied and pasted)

The Data Tab  The 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

The Data Tab  The Sort and Filter Group: Replace the Sort and Filter options on the Tools menu. Option include ◦ Sort: (Ascending and Descending) ◦ Clear Filter: Remove the filter ◦ Reapply Filter: Return to original filter parameters ◦ Advanced: Filter with multiple options

The Data Tab  The Data Tools Group: These tools assist in revising and developing a database. These feature were located on the Data Menu in Excel 2003 ◦ Text 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

The Data Tab ◦ Data Validation: Sets parameters to prevent invalid data from being entered into cells ◦ Consolidate: Consolidates data from several worksheets into one worksheet ◦ What if Analysis: Lets users try out various values in a worksheet to determine a specified outcome. Three types:  Scenario Manager  Goal Seek  Data Table

The Data Tab  The Outline Group: Displays by consolidating similar or grouped items. Three options: ◦ Group: Ties a range of cells together ◦ Ungroup: Unties that same range ◦ Subtotal: adds totals and subtotals to numeric values within a range  This is a new feature

The Review Tab  The 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 check ◦ Research: Dictionary ◦ Thesaurus ◦ Translate: Translates English into another language.

The Review Tab  Comments Group: Comments were located on the Insert Menu in Excel 2003  Options include: Insert New, Delete, and Skip to Next or Back to Previous comment

The Review Tab  The Changes Group: Replaces the Protection and Share Workbook options on the Tools Menu in Excel ◦ Protect Workbook and Protect Sheet: Prevents other users from permanently changing data within a workbook ◦ Share Workbook: Allows other users to view and change items in a Workbook ◦ Track Changes: Allows users to see who has changed a workbook as well as the changes that were made

The View Tab  The Workbook Views Group: This group replaces the options found in the View Menu in Excel There are 4 options: ◦ Normal: The default view ◦ Page Layout: One page view as it appears printed ◦ Page Break Preview: Shows page breaks ◦ Custom Views: View page based on the margins and settings for that page ◦ Full Screen: View worksheet without ribbons or tabs

The View Tab  The Show/Hide Group: This group replaces options found under the View Menu in Excel 2003 ◦ Ruler: Shows margins and tabs ◦ Gridlines: Shows a grid pattern over the entire Workbook. Useful with the formula option on the Insert Tab. ◦ Formula Bar: Shows formula bar ◦ Headings: Column and Row heading ◦ Message Bar: Shows the Message Bar

The View Tab  The 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 Feature ◦ Zoom: Opens a Menu of zoom options ◦ 100%: Increases Workbook to fill screen ◦ Zoom to selection: Displays selected workbook section  The Zoom Function is also located at the bottom right of the Workbook screen

The View Tab  The Window Group: This group allows users to view multiple Workbooks at the same time. ◦ New Window: Opens a Workbook in a new Window ◦ Arrange 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 time ◦ Switch Windows: Allows Workbooks windows to change in prominence

The View Tab  The Macros Group: Click on the icon to open the Macro function for recording or editing a Macro  Macros were located on the Tools Menu in Excel 2003

The Add-Ins Tab  Add- Ins: This function allows for Workbook to be convert to flash paper objects  This function was located on the Acrobat Menu in Excel 2003

 The 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.