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An Introduction To Microsoft Office 2007 - Lecture
An Introduction To Microsoft Office 2007 - Lecture
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A package of softwares
The current versions are Office 2007 which was released on January 30 in 2007.
Word text editor Excel spreadsheet PowerPoint presentations Outlook e-mail Access database Publisher brochures, calendars, postcards, etc. +++
Microsoft word
Text
processor to create documents Templates for different types of documents Web pages
MS
Word 2003
Word 2007
Minimal changes from 2002 Major changes in user interface, file formats
MS
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
Program Word
Excel
Power Point Access
.xls
.ppt .mdb
.xlsx
.pptx .accdb
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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.
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paper-based documents
Electronic
documents
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publications
Complex
Complex
This change brings two big advantages over previous versions of Office programs: There are shortcuts for every single button on the Ribbon. Shortcuts often require fewer keys.
Next: 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 tabs commands appear. 2. Press the Key Tip for the command you want.
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 (,).
Move to a task pane from another pane in the program window (counterclockwise direction). When more than one window is open, switch to the next window. Switch to the previous window. Maximize or restore a selected window. Copy a picture of the screen to the Clipboard. Copy a picture of the selected window to the Clipboard.
SHIFT+F6
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
Keyboard shortcuts Microsoft Word shortcuts For more shortcuts, please visit MS Word tutorial website: http://office.microsoft.com/en-us/word-help/keyboardshortcuts-for-microsoft-office-word-HP010147626.aspx http://www.keyxl.com/aaa367b/5/Microsoft-Word-keyboardshortcuts.htm
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
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
Most useful - Keyboard shortcuts Microsoft Word shortcuts Common tasks in Microsoft Office Word
CTRL+SHFT+SPACEBAR Create a nonbreaking space. CTRL+HYPHEN CTRL+B CTRL+I CTRL+U CTRL+SHFT+< CTRL+SHFT+> CTRL+[ CTRL+] CTRL+SPACEBAR CTRL+C CTRL+X CTRL+V CTRL+ALT+V CTRL+SHFT+V Create a nonbreaking hyphen. Make letters bold. Make letters italic. Make letters underline. Decrease font size one value. Increase font size one value. Decrease font size 1 point. Increase font size 1 point. Remove paragraph or character formatting. Copy the selected text or object. Cut the selected text or object. Paste text or an object. Paste special Paste formatting only
CTRL+Z
CTRL+Y CTRL+SHFT+G
Simple formatting
Text:
Changing font
Alignment of text
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.
Line spacing
Word count
Heading 1
Texttextexttexttexttexttextexttexttextex ttextexttexttexttexttextexttexttext
Heading 2
Texttextexttexttexttexttextexttexttextex ttextexttexttexttexttextexttexttext
Heading 3
Texttextexttexttexttexttextexttexttextex ttextexttexttexttexttextexttexttexttext
Heading 3
Texttextexttexttexttexttextexttexttextex ttextexttexttexttexttextexttexttext
Page numbers
Reference / citation
Shresta Shresta, Kumar Kumar Learn Microsoft Office in one lecture 2010 Kathmandu Tribhuvan University Teaching Hospital Shresta, Kumar
(1)
Save document
Word lecture
MS Word Compatibility
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.
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Course Agenda
1.
2.
3. 4. 5.
Tabs and Tables Mail Merge Graphics Power Tips Macros and Your Choice
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Question: How can you put one word on the left margin of a line, and another word on the right?
Like
This
Tabs
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Science Brain Surgery Strategy for NY Knicks How to use Tabs in Microsoft Word
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Tabs
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2.
3. 4.
Type tab characters in text Select lines of text Set which type of tab stop you want Insert tab stops on ruler w/ mouse
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Tab Tab Stop & Tab Stops Tab Stop Chars Center Decimal
Left Tab Stop Tab Button Right Tab Stop Default Tab Stop Ruler
Tab Character
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Tab Characters
Special
To
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Tab Stops
Indicated
on Ruler ( View / Ruler ) Can be different for each paragraph Types of Tab Stops:
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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
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Adjusting Tabs
Select
paragraphs Use mouse to move tab stops on ruler Be careful not to insert new tabs, or delete existing tabs
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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
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Use a Table
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Tables
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Diagram of a Table
Column ID Name 1 Steve 2 Hillary 3 Joan Zip 10923 10934 10723
Row
Cell
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What Is a Table?
Information
columns Columns are sometimes called "fields" Each piece of information is a Cell
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similar data concisely Avoids repetition Enables special formatting Can do simple calculations
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features compared to Excel Limited calculating power If you need large tables, use Excel instead
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is better for:
Excel
is better for:
Tables consisting mainly of numbers Tables with many calculations Large tables
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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
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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
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table
Move
cursor over vertical border to reveal column-width handle The same occurs for row-height handles Also, use the Table Tools > Layout ribbon
Size area
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any cell in a table Select the Table Tools > Design ribbon Choose desired Table Style
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Table Borders
Borders
To
use:
Select cells that require borders Open the Table Tools > Layout ribbon Click the Borders button in Table Styles
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Select cells that require alignment Right-click one of the cells Choose Cell
Alignment option
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Tables, Tabs provide special indentation But you cannot use the Tab key Instead type Ctrl Tab With ruler, you can also set hanging indents
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rows that you want to sort Select Table Tools > Layout > Sort Choose column by which you want to sort
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and copy Word table Then paste into Excel worksheet Or, Select and copy Excel table Then paste directly into Word document
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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:
Field
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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
Outlining
Sections Table
Exploring Styles
Use
styles to automate documentformatting 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
Styles Gallery
Exploring Styles
Document formatted with the Word 2007 Quick Style set, which is applied to all new documents
Exploring Styles
Four
style categories:
paragraph formats
Character: includes character styles only List: includes styles to format a series of lines
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
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
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
one of Words preset cover page designs Add text to content controls Remove unwanted content controls
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
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
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
Modifying a Picture
Cropping
a picture
Before
After
Editing Charts
Modify
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
Editing Charts
Adding
Creating SmartArt
Names
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
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
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
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
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
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
the contents of a citation Edit the source of the citation Format a citation for specific guidelines such as
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
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
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:
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
Forms Design
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
Drop-Down List content control Picture content control Building Block content control contains text and a SmartArt graphic
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
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
Provides a list of choices Users can only select from the list
Combo
Provides a list of choices Users can select from the list or they can type a new entry
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
Work
in the Text Form Field Options dialog box to customize a legacy form control
Design Mode off before you protect a form Click the Protect Document button in the Protect group Select the protection required:
Filling in forms
Customizing Word
Create
a macro Record macro steps Edit a macro Customize the Quick Access toolbar Modify Options Use the Document Inspector
Plan a Macro
Automate
and instructions that you group together as a single command to accomplish a task automatically
Planning a Macro
Macro tasks:
Macro steps:
Macro information:
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
For
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
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
a custom toolbar that contains only the buttons you want to perform specific tasks
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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
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Microsoft PowerPoint
Microsoft PowerPoint
Software
to make presentations Templates and different designs Same menues as Microsoft Word
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
Presentation
Be
Know
Dont read from the slide Speak to the people Speak loudly Practice before presentation!
Microsoft Excel
Microsoft Excel
Mathematical
Microsoft Excel
Formula
In
Graphical
view of statistics
Instead of showing every command all the time, Excel 2007 shows some commands only when you may need them, in response to an action you take.
So dont worry if you dont see all the commands you need at all times. Take the first steps, and the commands you need will be at hand.
Sometimes an arrow, called the Dialog Box Launcher, appears in the lower-right corner of a group. This means more options are available for the group.
Click the Dialog Box Launcher , and youll see a dialog box or task pane. The picture shows an example: On the Home tab, click the arrow in the Font 1 group. The Format Cells dialog box opens, with superscript 2 and other options related to fonts.
This change brings two big advantages over previous versions of Excel: There are shortcuts for every single button on the Ribbon.
Press H to select the Home tab. Press A, then C to center the selected text.
A new view
Not only the Ribbon is new in Excel 2007.
Page Layout view is new, too.
If youve worked in Print Layout view in Microsoft Office Word, youll be glad to see Excel with similar advantages.
Whats New?
Tabs: The Ribbon is made up of different tabs, each related to specific kinds of work you do in Outlook.
Groups: Each tab has several groups that show related items together. Commands: A command is a button, a box to enter information, or a menu.
2 3
The Ribbon shows tabs and commands appropriate for what youre doing. That is, the tabs on the Ribbon will differ depending on the area of Outlook youre working in.
1 2 3
A new message shows the Message and Options tabs. A new appointment shows the Appointment tab. A new contact shows the Contact tab.
Select your text by dragging with your mouse, and then point at the selection. The Mini toolbar appears in a faded fashion. If you point to it, it becomes solid. You can click a formatting option.
Also new is the Tasks area. It shows your current and upcoming tasks and tracks your accomplishments, too.
Youll first notice the new look for contacts when you click Contacts to switch to that area of Outlook. You can send Electronic Business Cards through e-mail. You might want to include your own Electronic Business Card as part of your e-mail signature.
You can minimize the Navigation Pane from any area of Outlook by clicking the Minimize the Navigation Pane button.
Questions?
Any questions?
About the writer: Sukh is a qualified BCA, PGDCA, MSC (IT) and Masters in Information Technology from University of Ballarat (Australia) and also pursuing PhD in Computer and Information Sciences and Support Services and MBA from Amity University. He started his career at age of 15 as Web designer & developer with a USA based organization.