office 2003 to 2010 upgrade background

Differences Across MS Office 2003 to 2010:

Differences Across MS Office 2003 to 2010 http://www.mousetraining.co.uk Monday, 25 April 2011 1

What You Will Learn:

What You Will Learn 2 New Vocabulary & Terms New Visual Layout Differences from previous version New Facilities in the Applications

The New Vocabulary:

The New Vocabulary 3 Ribbon File Tab (Backstage) Quick Access Toolbar Tabs Contextual Tabs Groups Dialog box Launchers Commands Keyboard Shortcuts Mini Toolbar Live Preview

The Ribbon:

The Ribbon 4 The ribbon is an interface where a set of toolbars are placed on tabs in a tabbed Ribbon. The ribbon can be collapsed but cannot be moved from the top to the side of the page The Ribbon can be customised to add new tabs or commands. Tabs Groups File Tab Quick Access Toolbar

How are commands organized?:

How are commands organized? Commands are organised by how they are used Frequently used core commands no longer have to share space with a range of remotely related commands on a menu or toolbar. They are grouped by relationship on the ribbon and are consistent across all the Applications.

What is on the ribbon? :

What is on the ribbon? It ’ s got the commands that people use most commonly when they write documents: font formatting commands (Font group), paragraph options (Paragraph group), and text styles (Styles group). How do you get started? Begin with the first tab. In Word 2010, for example, that ’ s the Home tab.

More What is on the ribbon?:

More What is on the ribbon? Tabs sit across the top of the Ribbon. Each one represents core tasks you do in a given program. Groups are sets of related commands. They remain on display and readily available, giving you rich visual aids. Commands are arranged in groups. A command can be a button, a menu, or a box where you enter information. The three parts of the Ribbon are tabs , groups , and commands . 1 2 3

File Tab (Backstage):

File Tab (Backstage) 8 The File Tab replaces the file menu from this button you will save, save as print, print, email etc You will customise your application from the file tab options button. Clicking twice on the Application icon above the File tab closes the application.

The File Tab:

The File Tab Open close documents Save, save as Save as document type for 2003 Set 2003 compatibility Mode Printing Closing Show Hide The developer tab (Macros only) Sending an application document via email Explore General application settings 9

Quick Access Toolbar:

Quick Access Toolbar 10 The Quick Access Toolbar is the small area to the upper left of the Ribbon. It contains the things that you use over and over every day: Save, Undo, ... You can add items to the toolbar via the File Tab and selecting options , customize . For ease of use in this presentation we will refer to the Quick Access Toolbar as the QAT

To Customise the QAT:

To Customise the QAT Click on the drop down arrow to the right of the QAT A menu appears - any item that you tick will appear on it. Untick an item to remove it from the QAT

Method 2:

Method 2 Located above the Ribbon when you first start your Microsoft Office program, the Quick Access Toolbar puts commands where they ’ re always visible and near at hand. Right click on any command on the ribbon and from the menu that appears select Add to Quick Access Toolbar Do you often use commands that aren ’ t as quickly available as you ’ d like? You can easily add them to the Quick Access Toolbar.

To Customise the QAT in Excel:

To Customise the QAT in Excel The third method means from the previous methods making a choice of more commands Or clicking on the file tab and selecting the options button and going to the customise section to add the commands.

Customise QAT in Word:

Customise QAT in Word When customising the QAT you may even be able to add buttons that are not currently in any of the ribbons by choosing commands from different selections

Customise QAT in PowerPoint:

Customise QAT in PowerPoint After adding new commands to the QAT you can reorder them as you wish. You can also reset the QAT to its default appearance if you wish.

Ribbon Tabs:

Ribbon Tabs 16 The tabs on the Ribbon display the commands that are most relevant for each of the task areas in the applications Shown below is an example of an office application insert tab, on the tab are items you would insert into the application you are working on. These are broken down into groups such as images and illustrations etc

Ribbon Groups:

Ribbon Groups 17 Groups are logical divisions of the tab bar, grouping font functions together in one place saving you time looking for functionality.

Keyboard Shortcuts:

Keyboard Shortcuts 18 Short Cut Keys – Most of the Shortcut keys you are used to still work. Office 2010 additionally uses the ALT Key. This displays the letter to access the action you require.

Contextual Tabs:

Contextual Tabs For example, the Picture Tools in Word appear on the Ribbon when you insert a picture, and they go away when you ’ re done. The Ribbon responds to your action. So don ’ t worry if you don ’ t see all the commands at all times. Take the first steps, and what you need will appear. 19 Commands you use most are available on the Ribbon all the time. Others appear only when you need them, in response to an action you take.

Dialog box Launchers:

Dialog box Launchers 20 Dialog Boxes are available for many group items. An example in Excel would be CTRL SHIFT F this launches the Format Cells dialog Or click the icon circled to launch the dialog box. Each group may have a dialog.

Dialog Box Launcher-Word:

For example, to get to a less commonly used font option in PowerPoint 2010 : On the Home tab, click the arrow in the Font group. The Font dialog box opens, with the full selection of font commands. Dialog Box Launcher-Word Sometimes an arrow button, called the Dialog Box Launcher , is available in the lower-right corner of a group. This means more options are available for the group.

Mini Tool Bar:

Mini Tool Bar 22 The second and last toolbar in the applications called the Mini toolbar will appear in a faded fashion when you select text, or cells. If you point to the Mini toolbar , it will become solid, and you can then click a formatting option.

Configurable Status Bar:

Configurable Status Bar 23 in Office 2010 you can customize what information you want to see in the status bar from a predefined list. In Word, Excel, PowerPoin t and Outlook you can right click on the status bar at the bottom of the window.  You will receive a menu like the one on the right. You can turn the Status bar on and off by choosing View | Status Bar.

Live Preview Excel:

Live Preview Excel You can see how formatting options such as fonts and Quick Styles will look, before you commit to them, by using the Live Preview feature that is included in several programs in the 2010 Microsoft Office System.

Live Preview PowerPoint:

Live Preview PowerPoint As You can see from the font options here in PowerPoint moving over a font type previews it on the slide text before you even select it making it much quicker to arrive at the look you wish without committing yourself.

Live Preview Word:

Live Preview Word 26 As You can see here in Word . Moving over a style in the style Gallery gives you a preview of the selected text within your document before you click the mouse to select it.

Galleries:

Galleries 4/25/2011 COSC 1401.41011 27 Presents simple set of potential results, rather than a complex dialog box with numerous options, Galleries simplify the process of producing professional looking work. Power Point – Slide designs

Smart Art:

Smart Art 28 Smart Art incorporates a gallery of templates and predefined shapes that can quickly be inserted and configured in your Microsoft Office documents.

Smart Art Gallery:

Smart Art Gallery 29 Using the new SmartArt is easy, simply select a piece of SmartArt from the gallery (there are many different types) and away you go enter your information and choose formatting from the contextual ribbons.

Shapes:

Shapes 30 Accessible from the Insert Tab, illustrations group When you access shapes you are given a contextual menu with all the options to format the shape.

Pictures:

Pictures 31 Pictures now have many options and effects including reflections , glow levels and many other tools that can be selected from quick gallery's. Live preview applies here as well so you can browse your options before selection.

Charts:

Charts 32 Graphs/Charts are much improved and can be selected from quick gallery's and many other options can be chosen from the contextual Ribbons. Charts are now based on an embedded excel spreadsheet and not an isolated chart program as before. Data is therefore compatible across to the excel application as is the charts

Charting:

Charting When a Chart is inserted a spreadsheet opens in a split screen to enable you to work with your data. The chart object has several contextual tabs for formatting the chart and setting options

New File Types:

New File Types Word .docx Excel .xlsx .xlsm PowerPoint .pptx .pptm The new file formats are based around Extensible Markup Language XML. The idea is to make it easier to move information between applications To see an Office 2010 file with an older version of Office, you will need to download a patch for your older version of Office and then save as a ‘ 97- ’ 03 format. 34

Compatibility Issues:

Compatibility Issues Open a document from an earlier version. The title bar will inform you that you are in compatibility mode From the file tab, info section you may convert that file into the latest version of the application 35 Compatibility Mode When a user creates a file in the 2010 Office system and opens it in a previous version of Office, some of the graphic content is converted to images instead of auto shapes Excel Size of new work sheets has increased enormously and data could be lost if saving as an earlier version.

PowerPoint 3D transitions:

PowerPoint 3D transitions 36 Transitions to PowerPoint slides. Having the ability to apply 3D movie style transitions enhances your presentation enormously

Excel Enhancements:

Excel Enhancements The Ribbon and file tab of course Create consistent styles and themes Build bigger worksheets (over 1,000,000) rows New conditional formatting features Build attractive charts faster Smart Art Improved filtering of tables Improved PivotTables and chart tools Slicers Sparkline's Page layout view 37

Page Layout in Excel:

Page Layout in Excel 38 Selecting print layout view in Excel allows the spreadsheet to be seen as pages in Word making it easy to see where data will start and end on a page and easy to set headers and footers.

Slicers in excel:

Slicers in excel 39 Slicers are a new feature in 2010 they are a new way to quickly slice through your PivotTable to a specific set of data and quickly view different sections of the data. Although filtering PivotTables shows the data you want. Slicers are easier and quicker to use

Excel Summary:

Excel Summary Excel 2003 Excel 2010 Number of rows Limited to 65,536 Over 1,000,000 Number of Columns 256 16,384 Lists/Tables List support was introduced with Excel 2003. Lists were renamed to Tables and additional features added in 2007 to make them easier to use. Formula Writing Same formula bar since Excel 97. Parentheses are colored to assist in formula writing. Resizable formula bar and context-based Formula AutoComplete to help you write the proper formula syntax the first time. Conditional Formatting Limited to 3 tests Many tests are allowed Color Palette Limited colors Essentially unlimited colors Interface Menus and buttons Ribbons with buttons and text drop downs Nesting formulae up to 7nesting levels up to 64 nesting levels 40

PowerPoint Enhancements:

PowerPoint Enhancements The Ribbon interface The Quick Style gallery SmartArt New improved text, table and graphics and shape formatting Live preview Smaller file size, better file format Save as PDF or XPS New animations and 3D transitions Make a movie 41

Word Enhancements:

Word Enhancements New building blocks for adding preformatted content to your documents streamlining content reuse: A new, results-oriented interface presents tools to you when you need them. New high impact charting and diagramming Instantly apply a new look and feel to your documents New quick styles and document themes for faster formatting 42

Building Blocks:

Building Blocks 43 Building blocks is the new feature that incorporates autotext but it has so many more things to it than that any preformed piece of work that you create can be added to the building blocks organizer and reused again and again just by inserting it in your document.

Zoom Controls:

Zoom Controls 44 The new view buttons and zoom controls sit on the bottom right hand corner of the status bar for those application windows that require them. A simple slider allows easy document zooming. Clicking on the percentage button opens a window to be able to set specific zoom settings. The view buttons will vary from application to application. Tooltips will inform you of these as you hover over the button.

Print Preview:

Print Preview 45 Print preview has moved to the file tab. In all the applications. As you click on the print section in there you will see a preview to the right of the print options. Controls to zoom and change the page setup can be found here before clicking print.

Help:

Help 46 The help menu has tons of instructions, videos, PowerPoint presentations, and more to help you when you ’ re stuck! The help system applies across all applications

Further Help:

Further Help For Office 2010 in general, there ’ s a visual, interactive reference guide to help you quickly learn where things are. Simply follow this link and choose your application. http://www.microsoft.com/office/make-it-great/en-gb/for-work#demo 47 If you can ’ t find the command you ’ re looking for, there ’ s help online. Your office help should connect to office.com Just Ask away!!