Transitioning to Office 2010

from Office 2007

Office of Information Technology West Virginia University
Help Desk: (304) 293-4444, oithelp@mail.wvu.edu

http://oit.wvu.edu/training/classmat/office/

Notes from the Trainer

This document was collated from a variety of Internet resources (see references) and personal experience. Hopefully this alerts you to the changes, both large and small, that you need to know about as you transition to the new version. The good news is that it is not a big change like switching from version 2003 to 2007. Most people can jump right in and use Office 2010 as they used the 2007 versions.

The workshop will focus on Word, Excel, and PowerPoint.

Copyright 2012 West Virginia University

Table of Contents
Quickly Apparent Visible Differences ................................................................................................ 3 Customize Ribbon ............................................................................................................................. 4 What is the Same? ............................................................................................................................ 4 Saving ............................................................................................................................................... 6 PDF................................................................................................................................................ 6 Print ................................................................................................................................................... 7 Graphics and Editing Images ............................................................................................................ 8 Picture Layout ................................................................................................................................ 8 Photo editing .................................................................................................................................. 9 Guidelines ...................................................................................................................................... 9 Screenshot ...................................................................................................................................... 10 Shortcut menu and mini-toolbar ................................................................................................... 10 Crop Tool ..................................................................................................................................... 10 Miscellaneous Changes and New Features .................................................................................... 11 Paste Preview .............................................................................................................................. 11 Excel Sparklines .......................................................................................................................... 12 Excel Slicers for PivotTables ....................................................................................................... 12 Navigation Pane in Word ............................................................................................................. 12 Word AutoSummary now Summary Information .......................................................................... 13 Translation ................................................................................................................................... 14 References: ..................................................................................................................................... 14 Bonus Tips .......................................................................................................................................... 15 Pinning Documents and Locations .................................................................................................. 15 Modifying AutoCorrect Options........................................................................................................ 15 Customize the Status Bar ................................................................................................................ 17 Word Status Bar .......................................................................................................................... 17 Dialog Box Launcher button: ........................................................................................................... 18 Quick Access Toolbar ..................................................................................................................... 18 Customize Ribbon ........................................................................................................................... 20

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Quickly Apparent Visible Differences

Office Button replaced by File tab (Microsoft call this the Backstage) Office Button items + Info and Help commands; recently used documents under Recent

Pinned documents will be at the top of Recent Documents. New feature is a list of Recent Places

You can add a button to your Quick Access Toolbar to get to this same screen. Default color scheme is silver, not blue (still only 3 schemes to choose from: silver, blue, black)

The black color scheme is not as attractive as it was in Office 2007 very dark:

Microsoft Office 2010

Customize Ribbon
Create a custom tab; add and remove commands on any tab; rearrange order of tabs:

File > Options > Customize Ribbon To get a Developer tab: File > Options > Customize Ribbon and check on box next to Developer You can export your Ribbon and Quick Access Toolbar customizations into a file that can be imported and used by a coworker or on another computer. From Word Help file

What is the Same?

File formats are the same - The default file format has not changed in Microsoft Office 2010. The XML-based file format introduced in the 2007 Microsoft Office system continues to be used. Most of the ribbons appear to be very similar to what is in Office 2007.

Word 2007 Home tab

Word 2010 Home tab 4

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Review tab: Translate and Set Language moved to Language group; Balloons gone; Protect group commands changed

2007

2010 View tab: Document Map and Thumbnails replaced by Navigation Pane in 2010

2007

2010 Developer tab: Add-Ins group added in 2010

2007

2010

Excel 2010 Select Tabs

Home: no change other than Paste Preview feature under Paste command

Insert: Screenshot, Sparklines, Slicer, Equation are new commands

Microsoft Office 2010

Saving
Equations from Equation Editor: If you save a document in Word 97-2003 format, equations will be converted to images that you cannot edit. However, if you later convert the document to Word 2010 file format and no changes have been made to the equation images in an earlier version, the equations will become text again and you will be able to change them. Rich Text Format: The RTF file format is no longer enhanced to include new features and functionality. Features and functionality that are new to Word 2010 and future versions of Word are lost when they are saved in RTF. Convert command now in a different location: File tab > Info (only for compatibility mode files)

Click on Convert button

PDF
The PDF writer is now built-in from the start you dont have to download and install a separate plug-in from microsoft.com to be able to create PDF files. The PDFMaker macro from Adobe Acrobat (version 9 or earlier) will not work in Office 2010 (the Acrobat tab). Work-around: print to the Adobe PDF printer or use the built-in PDF writer File > Save As command and choose PDF as the file type.

If you upgrade your copy of Acrobat to version X (pronounced ten), your Acrobat tab will work again and you will be able to Create PDF as you did with Office 2007 & Acrobat version 8 or 9.

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Print
File > Print or Ctrl P: print preview and page layout options are available.

You can zoom the print preview and move from page to page. Click on any tab or press Esc key to leave print preview. Do not click on the X in the upper right corner or the word Exit or you will leave Word and have to start it up again. Choose a Printer from the drop down list. Your default printer will be displayed when you first start Word; otherwise it will be the printer you most recently printed to. Click on the Printer Properties link to modify printer characteristics (used a lot for printing to PDF). Click on the Page Setup link to change margins, orientation, etc. using the familiar dialog. Click on the big square Print button near the top to send your document to the printer.

Microsoft Office 2010

Graphics and Editing Images

SmartArt improved over 2007 version, dozens of new SmartArt diagrams

Word: When you save a document that contains SmartArt graphics in Word 97-2003 format, the graphics will be converted to static images. You will be unable to change text inside a graphic, change its layout, or change its general appearance. If you later convert the document back to Word 2010 format and no changes have been made to the images in an earlier version of Word, the graphic will be changed back to a SmartArt object.

Picture Layout
SmartArt graphics as a way to layout inserted images and adjacent text. I have done this selecting multiple pictures in Word & PowerPoint it works a little differently in Excel. Picture Tools > Format > Picture Layout option

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Photo editing
Office 2010 offers enhanced picture formatting tools (e.g. saturation, artistic effects, background removal) with the Picture Tools > Format command. Remove Background

-or- choose Corrections -or- Color -or- Artistic Effects

Guidelines
In PowerPoint when pasting copied objects, guidelines appear to help you line up objects relative to other objects already on the slide

Microsoft Office 2010

Screenshot
Office 2010 has a new screen clipping utility will insert a picture of any program that is not minimized to the taskbar. Insert tab > Screenshot > Screen Clipping (or choose an available window)

The Screen Clipping option will put a light gray film over your screen. Use your mouse to select the portion you wish to include in your file. As soon as you select a window or finish selecting a screen area, the image will be pasted into your document or presentation. Selecting an available window is similar to making a window for another application the active window, holding down the Alt key and pressing the PrtScn key, followed by pressing Ctrl V to paste the clipboard contents into the document.

Shortcut menu and mini-toolbar

Size, Bring Forward/Backward, Crop, & Rotate tools available when you right click on an image

Crop Tool
The Crop tool is still on the Picture Tools Format ribbon and you still drag and drop the dark lines on the edges or corners. However, cropping looks different while you are doing it. You will see a dark shadow over the outer edges that you are cropping off. The cropping tool doesnt stay active as you switch from image to image. You must select it again for each image.

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New crop feature: crop to shape

New crop feature: crop to aspect ratio

portrait 3:5

Miscellaneous Changes and New Features

Ribbon interface is now present in Outlook, OneNote, and Publisher products (in addition to Access, Excel, PowerPoint, Project, Visio, Word). New templates and layouts are now available. Office 2010 now fully supports 64-bit operating systems

Paste Preview
View a live preview before you commit to a Paste command (this could lead to reduced use of undo)

You can often choose to retain the destination theme, keep source formatting, merge formatting, and/or keep only the text that is being copied. Excel will offer several choices.
Microsoft Office 2010 11

Excel Sparklines
Sparklines are miniature charts that you can put into a cell if you have a big table of figures. Rather than making a chart that covers all the figures that sits somewhere else on the worksheet, you can put a bar chart or a trend line into the last row or column of the table

Excel Slicers for PivotTables

Slicers feature, for filtering pivot tables on the fly, makes it easier to split PivotTables and PivotCharts up so that you can compare different views of the information on the same worksheet

Navigation Pane in Word

View > Navigation Pane replaces the Document map from Office 2003 & Office 2007:

Headings

Pages

Search Results

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Word AutoSummary now Summary Information

In older versions of Word, the AutoSummary tool is where you could enter the Title, Subject, Author, Keywords, and Comments. In Word 2003, it was under the Tools menu. In Word 2010, the AutoSummary tool has been renamed to Summary Information. You have to manually add the tool to your QuickAccess toolbar. Or you can get to this item from the Developer tab (make it visible first): Document Panel click OK to choose default; click on Document Properties in upper left corner > choose Advanced Properties > click on Summary tab. You will be able to view your documents properties under File > Info. You can also edit some of the properties from File > Info.

Click on the link at the bottom to Show All Properties for additional fields.

Microsoft Office 2010

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Translation
Office translation tool is handy for getting the gist of documents or checking phrases in foreign languages. You can send a whole document for translation in the browser, translate a selection in the research pane, or use the new Mini-Translator for text that is right inside the document. The tools are on the Review tab in Word, PowerPoint, and Excel (only Word has all three tools). Pick a language and select a word or phrase to get a translation (for individual words, you get the whole dictionary entry, including grammar tips and related words). Office can now handle a wide range of languages, including right-to-left writing.

Example: Pick a language and select a word or phrase to get a translation en franais: Choisissez une langue, puis slectionnez un mot ou une phrase pour obtenir une traduction

References:
http://technet.microsoft.com/en-us/library/ee523661.aspx http://technet.microsoft.com/en-us/library/cc179199.aspx - word http://www.microsofttraining.net/versions/office-difference.php http://www.labnol.org/software/microsoft-office-2010-review/11132/ lynda.com: Access 2010 New Features, Excel 2010 New Features, PowerPoint 2010 New Features,
Word 2010 New Features

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Bonus Tips
Pinning Documents and Locations

Click on the gray pushpin next to a document or file location to pin it for future use. Pinned items appear at the top of the list in alphabetical order and will remain there until unpinned, no matter how many other files or locations you use.

Modifying AutoCorrect Options

File > Options > Proofing

Click on the AutoCorrect Options button.

Microsoft Office 2010

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You will see

You can add and delete items in the replace text as you type area. Click on the AutoFormat as You Type tab to set more preferences

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Customize the Status Bar

If you right click on the Status Bar at the bottom of your Office Application, you can choose what items are displayed there:

Word

Excel

Word Status Bar

Here is a Word status bar with several items selected views You can click on some of the items on the status bar to change a setting or view. For instance, on the Word status bar: Click on a page number or section number to open the Go To dialog. View the word and paragraph statistics by clicking on the word count (e.g. Words: 1092). Click on Track Changes to switch between on and off. Click on a different View button to switch between Print Layout, Full Screen, Outline, Use the zoom slider or the + - buttons to zoom in or out. Click on the zoom percentage to change to a different zoom level. zoom slider

Microsoft Office 2010

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Dialog Box Launcher button:

Click on a small arrow in the bottom right corner of a command group to launch a traditional dialog box to select several options at once.

Quick Access Toolbar

Microsoft provides one toolbar in the Office 2010 interface: the Quick Access Toolbar:

The Quick Access toolbar is always visible, regardless of which ribbon tab is currently selected. You can modify this simple toolbar by clicking on the File tab and selecting the Options button: Alternative method: click on the button to the far right of the current Quick Access Toolbar and choose More Commands.

When the Options window opens, choose Quick Access Toolbar from the list of categories on the left.

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Choose commands from any of the Ribbon tabs using the pull-down Choose commands from Menu then add them to the Customize Quick Access Toolbar list via the Add>> button. You can use the Up and Down buttons to control their placement from left to right. You can remove a command from the QuickAccess toolbar by clicking on its name on the right side and then clicking on the <<Remove button. To display the Quick Access toolbar below the ribbon, click on the button to the far right of the current Quick Access Toolbar and choose Show Below the Ribbon. Some people choose to minimize their ribbon and display the toolbar below the ribbon to mimic the appearance of Office 2003 or reduce visual clutter

Microsoft Office 2010

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Customize Ribbon
File > Options > Customize Ribbon:

You can uncheck boxes for ribbon tabs you do not want to use. You can check the box for the Developer tab. You can click on the New Tab button and add your own commands to it.

You can export your customizations and share them with a colleague.
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