Wiley Office 2007 For Dummies
Contents
1. Page ioft Words 0 SSS Figure 1 4 A New dialog box lets you create a blank file or use an existing template Chapter 1 Getting to Know Microsoft Office 2007 13 2 Choose New A New dialog box appears as shown in Figure 1 4 Depending on which program you re using the dialog box may read New Document for Word New Workbook for Excel and so on New Document N ids jm Templates gt Blank document Blank and recent installed Templates Blank and recent My templates New from existing ja Gl Bisnk document New biog post Microsoft Office Online Featured Agendas Award certificates Brochures Business cards Calendars Contracts Envelopes Faxes yers Form Gift certificstes sreeting cards Invitations 3 Click Blank such as Blank Document or Blank Workbook and then click the Create button Depending on which program you re using you may choose Blank Document for Word or Blank Presentation for PowerPoint A blank file appears ready for you to start storing data in it Creating a new file from a template Rather than create a blank file you may find it easier to use a template instead A template contains predefined formatting for creating different types of files easily such as calendars newsletters sales reports or a corpo rate slide show presentation Office 2007 provides three types of templates 1 Office 2007 templates installed on your computer 1 Templates2. Save Thumbnail For a quick way to choose the Office Button Save command click the Save icon that appears to the right of the Office Button or press Ctrl S 3 Optional To specify a drive and folder to save your file click Browse Folders This causes the dialog box to expand as shown in the bottom dialog box in Figure 1 7 Now you can click Computer under Favorite Links and then click a folder Or click the New Folder button when the New Folder dialog box appears type a name for your new folder and then click OK 4 Click in the File Name text box and type a descriptive name for your file 5 Click Save EMBER After you ve saved a file you ll only have to go through Steps 1 and 2 because you don t have to specify a location and filename to save an existing file 8 Part I Getting to Know Microsoft Office 2007 Saving a file for older versions of Microsoft Office If you need to share files with people using older versions of Microsoft Office you need to save your files in a different file format known as 97 2003 such as Word 97 2003 Document or PowerPoint 97 2003 Presentation This special 97 2003 file format saves Office 2007 files so that previous ver sions of Microsoft Office 97 2000 XP 2003 can open and edit your files When you save files in the 97 2003 format Microsoft Office 2007 saves your files with a three letter file extension like doc or x1s When you save files in the Office 20
3. Latest Resume to Escape My Dead End Job or Global Trade Presentation for World Domination Meeting on September 9 2008 The format of your file defines how Office 2007 stores your data The default file format is known as Office 2007 format which simply means that only people with Office 2007 can reliably open and view the contents of that file If you want to share your files with people who don t use Office 2007 you have to save your files in a different file format Saving a file for Office 2007 If you re the only person who needs to view and edit your files you can save a file in Office 2007 format by following these steps 1 Click the Office Button A drop down menu appears 2 Click Save If this is the first time you re saving the file a Save As dialog box appears as shown at the top of Figure 1 7 Chapter 1 Getting to Know Microsoft Office 2007 7 a ms Gi Save As x JE FAE Pr 3 E Documents gt p Search p Filename A X Save as type Word Document Authors Bo the Cat Tags Add a tag Save Thumbnail Browse Folders Tools v f Save Cancel f Save As E amp Documents gt SSA i DNA sequence FBI documents Figure 1 7 for doning a on John Len The Save As dialog box fz Iz lets you 5 choose the Filename DEE name file Save as type Word Document format and Authors Bo the Cat a location to save your file Hide Folders
4. available over the Internet on the Microsoft Web site 1 Existing files that you create and format yourself 14 Part I Getting to Know Microsoft Office 2007 Using an Office 2007 template on your computer Installing Office 2007 automatically installs dozens of templates for Word Excel PowerPoint and Access To use one of these templates follow these steps 1 Click the Office Button and choose New A New window appears refer to Figure 1 4 2 Click Installed Templates The New window displays all the installed templates on your computer 3 Click the template you want to use and then click the Create button Office 2007 creates a new file based on your chosen template Downloading and using a template off Microsoft s Web site Microsoft provides a huge library of templates that you can download from its Web site To retrieve these templates you need to connect to the Internet and then follow these steps 1 Click the Office Button and then choose New A New window appears refer to Figure 1 4 2 Click a category underneath Microsoft Office Online such as Calendars or Award Certificates The New window displays all the templates available from the Microsoft Web site as shown in Figure 1 5 New Document ide lem Templates gt Halloween best costume award Blank and recent Mitr c inte Tempe Award certificates ZASE Halloween best costume Basic stock certificate award lt g a H
5. 07 format Microsoft Office 2007 saves your files with a four or five letter file extension such as docx or pptx as shown in Table 1 1 Table 1 1 File Extension Names Used by Different Versions of Microsoft Office Program Microsoft Office Microsoft Office 2007 File Extension 97 2003 File Extension Microsoft Word docx doc Microsoft Excel xlsx xls Microsoft PowerPoint pptx ppt Microsoft Access accdb mdb To save your Office 2007 files as a 97 2003 format follow these steps 1 Click the Office Button and then choose Save As A Save As dialog box appears 2 Click in the Save as Type list box A list of different formats appears as shown in Figure 1 8 When you choose the Save As command in Step 1 you re making a copy of your original file 3 Choose the 97 2003 format option such as Word 97 2003 Format or Excel 97 2003 Format The Save as Type list box displays a huge list of file formats such as XML Data or Text Most programs can accept files stored in the 97 2003 format but many older programs cannot so you may have to resort to saving a file in one of these other formats instead Chapter 1 Getting to Know Microsoft Office 2007 9 a Figure 1 8 The Save as Type list box lets you choose a file format for saving your file EN f 8 Save As j Bi Documents gt 4 I Search a p Filename Doc2 X Save as type Word Document X Aiha Word Document Word Macro E
6. Chapter 1 Getting to Know Microsoft Office 2007 In This Chapter Starting an Office 2007 program Understanding the Office 2007 user interface Using the Quick Access toolbar Customizing an Office 2007 program Exiting from Office 2007 M icrosoft Office 2007 consists of five core programs Word Excel PowerPoint Access and Outlook Each of these core programs spe cializes in manipulating different data Word manipulates words sentences and paragraphs Excel manipulates numbers PowerPoint manipulates text and pictures to create a slide show Access manipulates data such as inven tories and Outlook manipulates personal information such as e mail addresses and phone numbers Although each Office 2007 program specializes in storing and manipulating different types of data they all work in similar ways First you have to enter data into an Office 2007 program by typing on the keyboard or loading data from an existing file Second you have to tell Office 2007 how to manipulate your data such as underlining enlarging coloring or deleting it Third you have to save your data as a file To help you understand this three step process of entering manipulating and saving data Office 2007 offers similar commands among all its programs so you can quickly jump from Word to PowerPoint to Excel without having to relearn entirely new commands to use each program Even better Office 2007 rearranges its numerous commands so finding the comma
7. Microsoft Office Outlook 2007 every Office E Microsott Otfice PowerPoint 2007 E Microsott ottice Publisher 2007 2007 gt Microsont Office Word 2007 program Microsoft Office Tools from the Start menu EA 10 40 AM Chapter 1 Getting to Know Microsoft Office 2007 4 Choose the Office 2007 program you want to use such as Microsoft Word or Microsoft PowerPoint Your chosen program appears on the screen Getting to Know the New User Interface Office 2007 offers a new user interface for Word Excel PowerPoint Access and some parts of Outlook This new user interface consists of three parts as shown in Figure 1 2 Office Button 1 Quick Access toolbar 1 Ribbon Office Button Quick Access toolbar Home Insert Page layout References vi View Add ins H Find 24 Replace S Calinel Body Ju Ka A E e AaBbCcDe AaBbccoe AaBbC AaBbCc AA TNormal 1No Spad Heading1 Heading2 lt Change Styles Styles fe Editing a Paste 7 B Z U abe x Ae Y gt a Clipboard Font Selec Figure 1 2 The three parts of the new Microsoft Office 2007 user interface Page Loft Words o DE Ribbon 11 12 Part I Getting to Know Microsoft Office 2007 MBER KV amp e PC Figure 1 3 The Office Button menu displays different commands for opening creating or closing your files aa The File menu The File men
8. a Paste Te Agner F T ci h Aharoni n ranli T ALGERIAN T Andalus os ml T upm ata Fp sgue wiw Tp Arabic Typesetting pal 1 Arial Anal Black T fial Marres Arial Rounded MT Bold Styles Editing ISA E Tr Arial Unicode MS a A Baskerville Old Face Figure 1 14 Batang Live BatangChe Preview lets fa moshious 95 Bell MT you see Berlin Sans FB howa Berlin Sans FB Demi 2 Bemard MT Condensed particular command could This is a Live Preview Example change your file Po S 3 Click the command to change your object or move the mouse pointer Ro away from the command so you don t choose that command S amp In Word Live Preview will not work if you display your document in Draft view Giving commands to Office 2007 To give a command to Office 2007 you need to follow these basic steps 1 Select an item text picture table and so on that you want to modify 2 Click a tab that contains the command you want 3 Click the command you want to use Command icons work in one of three ways as shown in Figure 1 15 Clickable icons Clicking an icon immediately chooses a command to alter your data The Bold and Italic icons are examples of icons that you click only once to choose them 1 List box icons Some icons display a downward pointing arrow to the right Clicking these icons displays a list of additional options The Font and Font Size icons are examples of list bo
9. alloween costume Basic certificate for student of the month award My temptates Mew from existing Microsoft Office Online Featured Agendas R Award ceniticates Figure 1 5 Microsoft s Web site offers new p templates yers that you can use for all your Office E 2007 H programs z Lo Download Cancel Chapter 1 Getting to Know Microsoft Office 2007 15 3 Click the template you want to use and then click the Download button Office 2007 downloads and creates a new file based on your chosen template Opening an existing file When you load an Office 2007 program you ll probably want to edit a file that you had created and modified before To open an existing file you need to tell Office 2007 the location and name of the file you want to open Just follow these steps 1 Click the Office Button and then choose Open An Open dialog box appears as shown in Figure 1 6 f 2 Open exe Peg IF Documents ts Search Pp Favorite Links Name Datetaken Tags Sze Rang Sti Templates fz T E iz qes Aue a 2 Figure 1 6 a 2 En gt Seaman ca Toba bane Coen oleae The Open Piste dialog box F a aime aa lets you seaches ert rom change drives and folders to find the file Felders 2 you want Fie name Al Word Documents X to use Toots Open r Cancel es 2 Optional To choose a different drive to loo
10. er amp Foote ext ymbols Using the Ribbon is a two step process First you must click the tab that con tains the command you want Second you click the actual command Tabs act exactly like traditional pull down menus Whereas a pull down menu simply displays a list of commands tabs display a list of icons that represent different commands Deciphering Ribbon icons The main idea behind organizing commands within tabs is to avoid over whelming you with a barrage of different commands Although most icons include a short text description you can get additional help deciphering dif ferent icons through ScreenTips which typically displays the following as shown in Figure 1 13 24 Part l Getting to Know Microsoft Office 2007 The official name of the command which is Format Painter in Figure 1 13 1 The equivalent keystroke shortcut you can use to run the command which is Ctrl Shift C in the figure 1 A short explanation of what the command does Insert Page Layout Calibri Body vill Paste 7 B ZI U abe x Aa Figure 1 13 cisboara Font Screentips Format Painter Ctri Shift C explain what each e this button to apply command the same formatting to multiple places in the document does Press Fl for more help To view the ScreenTip for a command move the mouse pointer over a com mand and wait a few seconds for the ScreenTip appear Shortcut keystrokes let you choo
11. ick access to the most commonly used commands LSE y st Figure 1 10 The Undo icon displays a list of actions you can undo a Save Undo Redo Customize Quick Access toolbar Using the Quick Access icons If you click the Save icon in the Quick Access toolbar Office 2007 saves your current file If you re saving a new file a dialog box pops up asking you to choose a name for your file If you click the Print icon in the Quick Access toolbar Office 2007 immediately prints one copy of your entire file through the default printer lf you want to specify a different printer to use the number of copies to print or specific pages to print click the Office Button and choose Print instead The Redo icon reverses the last Undo command you chose For example if you delete a paragraph Office 2007 makes that paragraph disappear Then if you immediately click the Undo icon the paragraph magically reap pears If you immediately click the Redo icon the Redo command reverses the Undo command and deletes the paragraph once more The Undo icon is unique in that it offers two ways to use it First you can click the Undo icon to undo the last action you chose Second you can click the downward pointing arrow that appears to the right of the Undo icon to display a list of one or more of your previous actions as shown in Figure 1 10 Clear Bold Typing Scrap sthe Cat Clear Typing Scraps the Cat Typing Ty
12. k for files click Computer under the Favorite Links panel see the left side of Figure 1 6 Then click the drive where you want to load the file such as the C drive 3 Optional Click a folder and then click Open to search for a file inside a folder Repeat this step as many times as necessary 4 Click the file you want to open and then click Open Your chosen file appears ready for editing 6 Part I Getting to Know Microsoft Office 2007 av When you click the Open command under Microsoft Word Excel PowerPoint and Access an additional window appears to the right that con tains a list of the last files you opened If you want to load a file you ve recently used just click that filename to load that file Saving files Saving a file stores all your data on a hard disk or other storage device such as a Compact Flash card The first time you save a file you need to specify three items 1 The drive and folder to store your file y The name of your file 1 The format to save your file The drive and folder where you store your files is completely arbitrary However it s a good idea to store similar files in a folder with a descriptive name such as Tax Evasion Information for 2008 or Extortion Letters to Grandma By default Office 2007 stores all your files in the Documents folder The name of your file is also completely arbitrary but it s also a good idea to give your file a descriptive name such as
13. llow these steps 1 Load the Office 2007 program you want to customize 2 Click the Office Button A pull down menu appears 3 Click the Options button in the bottom right corner such as Word Options or Excel Options An Options dialog box appears as shown in Figure 1 16 Word Options Chapter 1 Getting to Know Microsoft Office 2007 Poputar Display B Change the most popular options in Word 27 Tap options tor working with Word Save aay Figure 1 16 The Options dialog box lets you change how an Office 2007 program behaves ee 4 Click a category such as Save or Display The Options dialog box displays multiple options for you to customize 5 Click OK when you re done choosing different customizing options P N If you click the Save category in Step 4 you can define a default file format and file location for storing files for each Office 2007 program Word Excel and so on No matter how much you may love using Office 2007 eventually there will come a time when you need to exit an Office 2007 program and do something else with your life To exit from any Office 2007 program except Outlook choose one of the following 1 Click the Close box in the upper right corner of the Office 2007 window Click the Office Button and then click the Exit button refer to Figure 1 3 Press Alt F4 28 Part l Getting to Know Microsoft Office 2007 EMBER Py If you t
14. nabled Document Word Template Word Macro Enabled Template Browse Folders Word 97 2003 Template Single File Web Page Web Page Web Page Filtered Rich Text Format Plain Text Word XML Document Word 2003 XML Document Word 97 2003 amp 6 0 95 RTF Works 6 0 9 0 4 Optional Click in the File Name text box and type a descriptive name for your file 5 Click Save Closing a file When you re done editing a file you need to close it Closing a file simply removes the file from your screen but keeps your Office 2007 program run ning so you can edit or open another file If you haven t saved your file clos ing a file will prompt you to save your changes To close a file follow these steps 1 Click the Office Button and then choose Close If you haven t saved your file a dialog box appears asking whether you want to save your changes For a faster way to choose the Close command press Ctrl F4 2 Click Yes to save your changes No to discard any changes or Cancel to keep your file open If you click either Yes or No Office 2007 closes your file Using the Quick Access toolbar The Quick Access toolbar appears to the right of the Office Button refer to Figure 1 2 near the top of the screen displaying icons that represent com monly used commands such as Save Undo and Redo as shown in Figure 1 9 20 Part I Getting to Know Microsoft Office 2007 et Figure 1 9 The Quick Access toolbar provides one cl
15. nd you need is faster and easier than ever before If you think this implies that previous ver sions of Microsoft Office were clumsy and hard to use you re right 0 Part I Getting to Know Microsoft Office 2007 goBER If you re already familiar with computers and previous editions of Microsoft amp Office you may want to browse through this chapter just to get acquainted with how Office 2007 rearranges common program commands If you ve never used a computer before or just don t feel comfortable using Microsoft Office read this chapter first Loading an Office 2007 Program The first step to using Office 2007 is loading the program you want to use To load any Office 2007 program follow these steps 1 Click the Start button on the Windows taskbar A pop up menu appears 2 Choose All Programs Another pop up menu appears 3 Choose Microsoft Office A list of programs appears on the Start menu as shown in Figure 1 1 Windows Contacts Wil Windows Defender Q Windows DVD Maker i9 Windows Fax and Scan ji 2A Windows Live Messenger Download Windows Mail windows Media Center Windows Media Player FA Windows Meeting Space windows Movie Maker amp Windows Photo Gallery T Windows Update Accessories Extras and Upgrades Games i Maintenance Ji Microsott ofice Figure 1 1 6 Miccosott Office Access 2007 z Microsott Office Excel 2007 You can find microsott ornice intoratn 2007 g
16. ommand Minimizing the Ribbon You can tuck the Ribbon out of sight temporarily so it only appears when you click on a tab such as Home or Insert To hide the Ribbon follow these steps Chapter 1 Getting to Know Microsoft Office 2007 23 aay Figure 1 12 Each tab displays a different group of related commands PC MBER K amp 1 Click the downward pointing arrow that appears to the right of the Undo icon in the Quick Access toolbar A pull down menu appears 2 Click Minimize the Ribbon Office 2007 hides the Ribbon and only displays the tabs To display the Ribbon again repeat these two steps Using the Ribbon The Ribbon organizes commands into categories called contextual tabs Each tab displays a different group of commands For example the Page Layout tab displays only those commands related to designing a page and the Insert tab displays only those commands related to inserting items into a file such as a page break or a picture as shown in Figure 1 12 Insert Page Layout References Mailings AaBbCeDc AaBbccDe AaBbC AaBbCc r t Calibri Body u a4 A y n U abe x o Ar A EE Ella TNormal f1 NoSpaci Headingi Hesding2 Change Home Insert Page Layout References U ella Table Pidure Clip S Ar z5 3 A 3 Quick Parts Signature Line TE Equation Al Wordart F Date amp Time 2 Symbol ag tgd Object Pages able Mustration Links dead
17. ping Typing Cancel Chapter 1 Getting to Know Microsoft Office 2007 2 The most recent action you chose appears at the top of this list the second most recent action appears second and so on To undo multiple commands follow these steps 1 Click the downward pointing arrow that appears to the right of the Undo icon in the Quick Access toolbar 2 Move the mouse pointer to highlight one or more actions you want to undo 3 Click the left mouse button Office 2007 undoes all the multiple actions you selected Adding icons The Quick Access toolbar is designed to put your most commonly used com mands where you can always find them To add other icons to the Quick Access toolbar follow these steps 1 Click the Customize Quick Access Toolbar arrow refer to Figure 1 9 A pull down menu appears EN You can add an icon to the toolbar by just clicking on an icon name such as Quick Print or New from the pull down menu 2 Click More Commands An Options window appears as shown in Figure 1 11 The panel on the right shows all the current icons on the Quick Access toolbar The panel on the left shows all the additional icons you can add Word Options casa Loka silat Customize the Quick Access Toolbar and keyboard shortcuts rt commands trom Customize Quirk Access Toolbar as E Addins I EdthHesder e AN E ia 7 O insert Hyperlink Figure 1 11 foe j The Options D New
18. ry to close an Office 2007 program before saving your file a dialog box pops up to give you a chance to save your file If you don t save your file before exiting you ll lose any changes you made to that file To exit Microsoft Outlook just choose File Exit
19. se a command from the keyboard without the hassle of clicking a tab and then clicking the command buried inside that tab Most shortcut keystrokes consist of two or three keys such as Ctrl P or Ctrl Shift C ar Using Live Preview In the past you might have known what a particular command did but you would never know how it would affect your file until after you chose that com mand Oftentimes you might choose a command see how it changed your file and then undo the change because it may not be what you really wanted To avoid this hassle of constant experimentation with different commands Office 2007 offers a feature called Live Preview Live Preview lets you move the mouse pointer over certain icons displayed in a tab and then immediately see the changes displayed in your current file To use Live Preview follow these steps 1 Move the cursor or click the mouse on an object text picture table and so on that you want to change 2 Move the mouse pointer over any command Office 2007 shows you how your chosen object will look if you choose the command as shown in Figure 1 14 Chapter 1 Getting to Know Microsoft Office 2007 25 jome Insert Page Layout References Mailings Review View Ade Ins sa QA Fina 3 Replace 74 4 coma as Aa c All Fonts a AaBbCcDx AaBbCcox AaBbC AaBbCe PA 2 5 Norms fNoSpao Headingi Hesding Change Styles Ug Seed
20. u contains commands for opening saving printing and closing a file In Word a file is called a document In Excel a file is called a workbook In PowerPoint a file is called a presentation In Access a file is called a database In previous versions of Office the File menu was clearly labeled File In Office 2007 the File menu appears when you click the Office Button in the upper left corner refer to Figure 1 2 You can display the File menu by clicking the Office Button or by pressing Alt F Creating a new file When you first load an Office 2007 program it automatically creates an empty file for you to use right away In case you need to create a new file after you ve already loaded an Office 2007 program follow these steps 1 Click the Office Button A drop down menu appears as shown in Figure 1 3 DNA sequence for cloning a supermodel Microsoft Word view View Add ins ry A Find Z T AaBbCeDc AaBbCcDe AaBbC AaBbCc Ay a Replace he Z G TNormal f1 NoSpacti Heading Heading Change Styles 5 M Recent Documents New 1 DNA sequence for doning a supermodel E Ty open 2 Medical studies proving cigarettes are good fo 3 F8l documents on John Lennon 4 saw 4 Map to Captain Kid Treasure Uad ld e 5 Secrets from Area 51 S al Saveds gt Bien A Prepare gt fagraph z Styles ni ESting 3 send SY Poin gt h T coe 33 Word Options X Exit wora
21. window lets you select the icons you want to add to the Quick rave Access toolbar 22 Part l Getting to Know Microsoft Office 2007 3 Click in the Choose Commands From list box and choose a menu title such as File or Page Layout The left panel displays a list of icons and commands 4 Click an icon and then click the Add button 5 Optional Repeat Steps 3 and 4 for each additional icon you want to add to the Quick Access toolbar 6 Click OK Your chosen icon or icons now appears on the Quick Access toolbar Removing icons You can remove icons from the Quick Access toolbar at any time To remove an icon follow these steps 1 Right click an icon on the Quick Access toolbar A pull down menu appears 2 Click Remove from Quick Access Toolbar Office 2007 removes your selected icon from the Quick Access toolbar Moving the Quick Access toolbar The Quick Access toolbar can appear in one of two places 1 Above the Ribbon its default location Below the Ribbon To move the Quick Access toolbar follow these steps 1 Click the Customize Quick Access Toolbar arrow A pull down menu appears 2 Choose Place Quick Access Toolbar Below or Above the Ribbon If the Quick Access toolbar currently appears over the Ribbon you ll see the Place Quick Access Toolbar Below the Ribbon command If the Quick Access toolbar appears under the Ribbon you ll see the Place Quick Access Toolbar Above the Ribbon c
22. x icons Gallery icons Some icons display a downward pointing arrow that dis plays a drop down list of additional commands called a gallery 26 Part I Getting to Know Microsoft Office 2007 Co Wi O Doci Home Insert PageLayout References Mailings Review View Addins oy a A Fina AaBbcCoix AaBbCcDe AaBbC AaBbCe ay Replace TNormmal TNO Spacci Headingl Heading 2 hange Styles Ug Select Calibri Bu U B Paste Op Gill Sans MT Clipboard Be Gill Sans MT Condensed Aab a JBbCcDi AGBbCcDt Editing CETE mue Subtitle Subtle Em Emphasis a T Gill Sans Vitra Bold s a n AaBbCck AaBbCcDe AoBbCCDI AaBbCCD Tr Gill Sans Vitra Bold Condensed Intense Strong Quote Intense Q Wp Gisha nn Tax Gloucester MT Esta Condensed AaBaCcDt AaBaccDe AaBeCcDe AaBbCcNc Tp Goudy Old Style Subtle Ret Intense R BookTitle TList Fara y y COUPY STOUT j Save Selection as a New Quick Style Gulim il Gul imChe My Apply tye Gungsuh GungsuhChe Haettenschweiler T Gtarlow olid Ytalie Harrington r High Tower Text iD Clear Formatting PCS iy Impact Figure 1 15 rare Commands ms Din appear as l icons list boxes or galleries ee ee List box Gallery Customizing an Office 2007 Program If you want to modify how a particular Office 2007 program works you can customize its features To customize an Office 2007 program fo
Download Pdf Manuals
Related Search