Microsoft Office and Figure

Table of Contents Introduction This session is targeted at those who wish to learn the new key features of MS record 2007. It give coer go for of the laurel wreath, subjoining tools to the profligate portal Tool beat and utilize live preview before making pickings. By the time you work completed this session you should be able to 1. field of study with the new ribbon in pronounce 2007 2. Add tools to the loyal Access Toolbar 3. utilization the big businessman Button 4. Use Live Preview and feature fillion 5. Create, save and format a document 6. Indent paragraphs and metamorphose source spacing 7. Create bullet and number tend 8.Change format of bullets and number list 9. Apply borders and shading to paragraphs 10. Add a header or footer and page numbers to documents 11. convey tools from the Mini Toolbar 12. Work with Super tool tips 13. Use Launchers to demonstration dialog boxes 14. Create and modify dodgetles 15. Add and remove items from the Status Bar 16 . Select pronounce Options 17. chthonicstand the new send formats 18. Use the Compatibility insure 19. Understand and apply the divers(prenominal) security features rolls needed for practical argon contained within the EssentialsInWord folder on the desk excrete or transfer from http//www. qub. ac. k/bookman wienerwurst on the Training Materials link (nether Useful Information), scroll down to Microsoft Office 2007. wrap up on the Zip appoints for Word Essential. zip and download both to desktop or H drive. Right gibber on the zip file and select Extract All (or unzip to here) This practical should take you almost 2 hours to complete Microsoft Words 2007 thenar When Word 2007 is root opened, a new blank document is automatically created. The ribbon displayed across the top of the screen replaces the old toolbars and menus. The ribbon is divided into eight baulks (if Developer tab is shown), plus an sumitional tab if add-ins are being drilld.The number of items sho wn in the ribbon de secernate vary dep mop up on the size and resolution of the monitor. For example, common fig tree 1 below shows four heading styles on the ribbon, whereas a larger monitor with a higher(prenominal) screen resolution would display six or more heading styles. By suction stoping on the descending(prenominal) pointer to the regenerate of the styles, the encompassing divagate of styles provide be displayed. By selecting the tabs across the top of the ribbon, i. e. precede, Page Layout, References, Mailings, Review and View, a different partitioning of the ribbon bequeath be displayed.Notice that the Home ribbon/tab contains m both of the tools previously displayed on the Standard and data formatting toolbars. exercise 1 The ornament (Home Position) To hide the ribbon, (which will allow more room on the screen) reiterate click one of the tabs across the top. To get to a tool from the collapsed ribbon, click once on the tab to expand the ribbon and sel ect the tool. To bring the ribbon back, double click on a tab or use the keyboard option Ctrl+F1. demean that when the ribbon is collapsed it is thinkable to use the Alt key on the keyboard to show the shortcut keys.For example Alt+N will access the Insert tab. crack . act 2 Short Cut Keys for Ribbon - across the top of the ribbon (or just below it), at the left collapse side of the Title Bar, you will notice the dissipated Access Toolbar ( teach opine 3). To add tools from the ribbon to the toolbar, proper click on the tool and select Add to Quick Access Toolbar. Note tools on the Quick Access Toolbar are salvage to the computer, at that placefore if you use a different computer, you will not be able to access tools rescue earlier. view 3 Quick Access ToolbarMany of the tools contained in the earlier Edit menu, can now be accessed from the Office Button See condition 4 for list. Note that if the accepted document is saved on a SharePoint server, there will also b e a Server Tasks andton, between Publish and close. 1. - Click on the Office Button 2. - Right click on the Save icon 3. - Select Add to Quick Access Toolbar Note If the tool is already on the Quick Access Toolbar, the option will be unavailable.If this is the case, select some other tool of your choice to add to the toolbar. Office Button Click on the pointers to suck in an extended menu in to each one case Live Preview Live Preview shows formatting results on school text such(prenominal) as heading styles, font colour, background colour, etc, without actually clicking on the choice. For example by highlighting text and moving the mouse over the styles, on the Home tab, a preview of the effect of each style will be displayed without actually selecting the style. Note that not all formatting options use live preview.Click on the Office Button and select Open Browse to where you wealthy person saved the Word Essentials folder and open the document ECDL Leaflet Select the first heading ECDL and ECDL go on reassure the Home tab is selected and move the cursor over the heading styles Notice how the heading changes to allow a preview (without clicking on a style). Click the downward arrow to the right of the styles to access the full upchuck. Select Heading1 style by clicking on it. (Note the name of the style will appear as you move the cursor over each style). Bullets and come 1. Under the heading Why Study for an IT Qualification, select the five lines of text after By studying for the ECDL at Queens 2. - Select the Bullets tool from the split group on the Home tab. 3. - Scroll down to the heading What will you learn and select the s steady lines of text beginning Basic Concepts of IT and select the Numbering tool from the Paragraph group. 4. -Under the heading Moving forward with ECDL Advanced, select the text Word processing, down to Presentations and select the bullets tool. 5. - To change the style of numbering or bullets, select the last list y ou created and click on the downward arrow to the right of the bullet or number tool 6. - Choose a style or select Define New Bullet to choose a picture/symbol. See frame of reference 5. (Note Live Preview of bullets before selection) Change Bullet types * Note within the Paragraph group there is also a Multilevel list.See figure 6, which is a useful feature for creating sub level lists. Also under the font group there is a tool to remove all formatting from a document. See figure 7. Multilevel List Clear Formatting Borders and Shading 1. - Ensure the Home tab is selected. 2. - Select the last paragraph in the document beginning ECDL and ECDL Advanced and click on the downward arrow beside the Border tool (on the Paragraph group). See figure 8. 3. -Select Outside Borders, recognize figure 8. move into 7 Border 4. - With the paragraph still selected click on the downward arrow beside the Shading tool (next to the border tool) on the Paragraph group. 5. - Select a shade of gre y, i. e. 25% * The MiniBar/Mini Toolbar Select any line of text in the ECDL leaflet document. Notice that the mini toolbar appears. See name 9. At first the toolbar will be quite faint but as the cursor is moved closer to the toolbar it becomes more solid.Moving the cursor off the mini toolbar and back may cause it to disappear. Right click on the selected text and it will reappear. Note that the mini toolbar does not produce live preview results. Figure 8 Mini Toolbar By right clicking on text such as bullets or numbering, extended shortcut options will appear (see figure 10). Figure 9 Extended Short Cut Menu * Super Tooltips race the cursor over the tools on the ribbon. Notice that an extended tool tip appears. For example in Figure 11 below, the mouse was hovered over the Format puma tool. In most cases the keyboard short cut keys also appear.Figure 10 Super Tooltip for Format Painter * Dialog Boxes and Launchers Dialog boxes can be displayed in several(prenominal) ways. One example is to use the launchers. These are indicated by the small arrow in the lower right hand corner of ribbon groups, see figure 12. Click on the launcher to open the dialog box. Note that not a lot of changes have been made to dialog boxes in Word 2007 see figures 13a and 13b for one example. Figure 11 Launcher Launcher Figure 12 a Paragraph in 2007 Figure 13b Paragraph in 2003 The Insert RibbonClick on the Office Button and create a new blank document. Click on the Insert tab to display the insert section of the ribbon, see figure 14. Figure 13 Insert Ribbon From the Pages group there is the option to insert a cover page, a blank page or page break. parting breaks can now be accessed from the Page Layout tab (covered later). Note that page breaks can also be accessed from the Page Layout tab. Tables Click on the downward arrow under cards and select a three column by three row postpone. See figure 15. Alternatively select Insert Table to make your selection. See fi gure 15. Figure 14 Insert TableThree columns by three rows Note the table tools in the ribbon with Design and Layout tabs. See figure 16 with Design tab selected and Figure 17 with Layout tab selected. Design tab Layout Table Tools Border Launcher Figure 15 Table Tools (Design) 1. - Click into the first carrel of the table and ensure the Layout tab is selected (see figure 17) 2. - Select the top row of the table and click on the unite Cells button within the join group 3. -Select the Design tab and from the table styles (use the arrow key to the right of the styles), select Light List Accent 2 style, i. e. move the cursor over the styles and a name box will appear. Figure 16 Table Tools (Layout) 1. - Select the table and with the Design tab still selected, click on the authorise Borders launcher (see figure 16) to access the full range of borders and shading options. Alternatively click the downward arrows next to the borders and shading buttons to see the full range of o ptions (within table styles of the Design tab). 2. Select All borders 3. - Select 1 point width for the border and the colour blue. 4. - Right click within a table cell to bring up additional options such as insert row/column, delete row/column, etc. See figure 18. 5. - Alternatively, select the Layout tab, see figure 17 to insert rows, columns, delete table, etc. 6. - Using figure 19 as a guide, complete the remaining cells within the table. . - Save the document as Table testingple within the WordEssentials folder and close the document. Figure 17 Table options Courses Microsoft Office 2007 Training Courses October Word Essentials October Excel Essentials October PowerPoint Essentials October Access Essentials November Word Advanced November Excel Advanced November PowerPoint Advanced November Access Advanced A range of other course are available in each Microsoft application Shapes and SmartArt Click on the Office button and create a new document and ensure the Insert tab is selected.The Illustrations group on the Insert tab has buttons for inserting pictures, ClipArt, Shapes and Charts, there is also an option to use SmartArt which is a new feature on the Insert ribbon. 1. - Click on the downward arrow below shapes. A range of shapes, lines, arrows are available. See figure 18. Note the option New Drawing Canvas at the provide of the list (this appeared automatically in Word 2003) 2. - Select three flow chart shapes of your choice and draw them on the page, one beneath the other.Draw connecting lines from the first shape to the second and a line from the second to the tercet shape. Figure 18 Shapes 1. - With the Insert tab still selected, click on Blank Page (from the Pages group). 2. - Click on the SmartArt control and browse through the different categories down the left hand side. See figure 21 3. - Select Block cycle from the Cycle category and click OK. See figure 21 with block cycle selected. Note the SmartArt ribbon appears.See figure 22. Fi gure 19 SmartArt Figure 20 SmartArt Ribbon Add Shape Change Colours 4. - Click into each area of the cycle in turn and type the tasks associated with completing the ECDL qualification. See figure 23. 5. - Click anywhere on the page when the cycle is complete. To access the SmartArt ribbon, double click on the shape and it will reappear. 6. - To change the colour of the cycle, click on the Change Colours control, see figure 22. 7. To delete a shape, select the shape and press delete on the keyboard. 8. - To insert a shape, select a shape next to where you want the new shape and click on Add Shape, see figure 22 9. - To change the layout use the arrows to the right of the Layouts group and click a layout to select. 10. - To change the SmartArt style, click on the arrows to the right of the Styles group and click the style to select. Figure 21 Steps to complete ECDLNote for more advanced features of SmartArt, see Advanced courses in Word and PowerPoint. principals and footnote s 1. - Ensure the Insert tab is selected. Click the downward arrow under Header, (within the Header & Footer group) to see the full range of header styles. Click the arrow beneath Footer and Page Number to view the styles available. See figure 24. 2. - Click on the Footer button and select Alphabet style. Type your name in the Type Text box. The page number will appear on the right of the footer. . - Notice the view of the ribbon/tab has changed, i. e. a design tab for header and footer appears. See figure 25. 4. - Click Close Header and Footer (see figure 25). Note Another way to access headers or footers is to double click the header or footer area of the page. Figure 22 Headers and Footers Note When in the header or footer area the header and footer tools/controls appear, see figure 25. To return to the main document, click the Close Header and Footer button see figure 25.Figure 23 Header and footer tools Quick Parts and construct Blocks Quick Parts and Building Blocks provi de a menu of reusable document parts, for example headers, footers, cover page, tables, etc. 1. - With the Insert tab selected, click on Quick Parts from the Text group. Any quick parts created will be displayed. In figure 26 below, a cover sheet for IT courses has been created and saved as a quick part. 2. - Click on Building Blocks Organizer to see the full list and type.Select a building block and note the preview displayed. To use a building block, select it and click Insert Figure 24 Quick Parts 1. - With the Building Blocks Organizer open, click on the heading severalise, to sort items by name. To sort by Gallery, Category or Template, click on the particular heading. 2. - Select one of the building blocks and click Edit properties. The Modify Building Block box opens (see figure 27). Changes can be made, click OK Figure 25 Modify Building Blocks 1. To add a document part to Quick Parts or Building Blocks, select the item (for example to create a heading with QUB logo) 2. - Ensure the Insert tab is selected, click Header and select Edit Header 3. - Click on Picture within the Insert tab and insert Logo_QUB from the folder saved to your desktop. 4. - Click on the downward arrow next to Quick Parts and select Save selection to Quick Part Gallery (see figure 27). . - Type a name for the Quick Part, i. e. QUBLogo, select the Header gallery from the moult down list. See figure 28 Figure 26 Create Quick Part 1. - Open a new blank document 2. - Click on the arrow next to Quick Parts and select Building Blocks Organizer 3. - Click on Name to sort by name and scroll down to QUBLogo 4. - Click Insert The Page Layout RibbonClick the Page Layout tab to display the page layout section of the ribbon, see figure 29. Figure 27 Page Layout Ribbon Margins 1. - Ensure the ECDL Leaflet document is opened. 2. - Within the Page plentyup group, click the downward arrow under Margins, to change the margins of the document 3. - Note the range of page set up styles p rovided but in this case choose Custom Margins 4. - Change the top margin to 3. cm and the bottom to 3. 00 cm (see figure 30). 5. - Note the option to change page orientation (leave as Portrait) 6. - Click OK Figure 28 Page Set up Indents and Spacing 1. - Select the first paragraph of text under the heading Is your CV missing something? 2. - Ensure the Page Layout tab is selected and click on the launcher button to the right of the Paragraph group (see figure 12 for launcher button) 3. Ensure the Indents and Spacing tab is selected and from Special select First line indent (see figure 31). 4. - Change the line spacing to 1. 5 lines with 10 pt spacing after the paragraph (see figure 31). Click OK Figure 29 Indents and Line Spacing As mentioned earlier section breaks can be inserted from the Page Layout tab, from within the Page Setup group, (click the arrow beside Breaks to select section breaks), see figure 29. The References Ribbon Click on the References tab to display the r ibbon, see figure 32.The References tab is used for working with long documents, i. e. generating a table of contents and index, inserting footnotes and endnotes, inserting captions for tables and figures, etc. It will not be covered in this practical. Figure 30 References Ribbon The Mailings Ribbon Click on the Mailings tab to display the ribbon, see figure 33. Tools on the Mailings tab are used to create mail merged documents, labels and envelopes. A document has been created named ExamResults containing student exam results (three topics) for seven students. Figure 31 Mailings Ribbon 1. -Open the document StudentResults and ensure the Mailings tab is still selected 2. - Click on the Start Mail Merge button and select Normal Word document 3. - Click on the downward arrow next to Select Recipients and choose Use Existing List 4. - Browse to the WordEssentials folder and select the file ExamResults. Click Open 5. - Position the cursor after the text Student Name and click on the downward arrow beneath Insert Merge Field 6. Select Student Title (see figure 34), leave a space and repeat, inserting Student_First_Name and Student_Surname 7. - Position the cursor in the first blank cell of the table (beneath Module Result) 8. - Insert fields for Introduction to Pure Maths, 9. - Repeat point 8 above for Applied Maths and Programming (should resemble figure 35) Figure 32 Insert Merge Field Merged Fields 10. -Click on Finish and Merge 11. - Click Edit Individual documents, select OK 12. - Exam results for 7 students should be completed. The Review Ribbon Click on the Review tab to display the ribbon, see figure 36. The Tracking group is used to get over changes made to a document and the Changes group is used to accept or reject changes. These will not be covered in this practical. The spell and grammar checker, thesaurus word count and translate tools can be accessed from the Proofing group of the Review tab.To spell check the ECDL leaflet, click on Spelling & Grammar. As with previous versions of Word, suggestions will be given, along with the option to add to dictionary. Figure 33 Review Ribbon Proofing group The View Ribbon Click on the View tab to display the ribbon, see figure 37. Within the memorial Views group the various views with text description is displayed. Also note the views are displayed in the status bar across the bottom of the window. Figure 34 View Ribbon Developers Ribbon To show the Developers ribbon, click on the Office Button and select Word Options.Ensure the submit Developer tab in ribbon is ticked. See figure 38. The Developers tab is not covered in this practical. Figure 35 Show Developer Tab in Ribbon Click on the Developer tab to display the ribbon, see figure 39. Figure 36 Developer Tab * The Status Bar The Status Bar is positioned across the bottom of the window, see figure 40. There are over 20 choices on the bar, see figure 41. To display the Customize Status Bar dialog box, right click on th e Status Bar. Items with a tick beside them will appear on the Status bar. To add an item, click on it. To remove an item, click on the ticked item.Figure 37 Status Bar Figure 38 Status Bar Options Word Options Previously Word options were accessed from the Tools menu by selecting Options. Word Options is now accessed by clicking on the Office button and selecting Word options. The Word Options menu will then appear. See figure 42. Click on the tabs down the left hand side to access features associated with the tab. In figure 42, the Popular tab is selected showing the top options for working with Word. Figure 39 Word Options Customize Quick Access Toolbar 1. -With Word options still open, click on Customize 2. - Click on the downward arrow next to Choose Commands From (see figure 43). Notice all the tabs are listed along with options to add tools not displayed on the ribbon. 3. - Select the Insert Tab and select Convert Text to Table. See figure 43 4. - Click the add button t o add the tool to the Quick Access Toolbar 5. - Click OK. See figure 43Figure 40 Add to Quick Access Toolbar File Formats Most Word files created in 2003 can still be opened in 2007. Word 2007 uses four file extensions 1. .docx file ending for ordinary Word 2007 documents 2. .docm file ending for macro enabled documents 3. dotm file ending for Word 2007 templates (does not contain macros) 4. .dotm file ending for macro enabled templates By clicking on the Office Button and selecting Save As, you have the option to save as a Word Document (2007 version), Word Template, Word 97-2003 or select Other Formats, see figure 29.Even if the document is saved in Word 2007 format, Word 97/2003 users can still open it if they have downloaded the compatibility pack from Microsoft online. Figure 41 File Formats Note Words . doc used binary, whereas . docx uses XML. .docx creates smaller files than . doc and are less likely to become corrupt. Use SaveAs to save one type of document as anoth er Save the Document 1. - Click on the Office Button and select Save As 2. - Save the document as ECDL Information (notice the file ending), see figure 45 3. Save it in the WordEssentials folder, see figure 45 4. - Close the application Figure 42 Save Compatibility Checker Provided Word 2000-2003 users download the free Office 2007 compatibility pack, they will be able to read and write to Word 2007 files. Occasionally users will get a message stating that certain features capacity be lost when converting between these different formats. Word automatically runs compatibility checks if a document is being saved in a different format from the current one.If you prefer, you can run a compatibility check at any time to find out if features would be lost in saving to another file format. To run the compatibility checker, click on the Office button and select Prepare, Run Compatibility Checker. See figure 46 Figure 43 Run Compatibility Checker Ensure the Check compatibility when sav ing in Word 97-2003 formats check box is ticked. See figure 47. If the checker is turned on, whenever you use a feature in Word 2007 that is not supported in Word 97-2003 the Compatibility Checker will pop up highlighting the issue, see figure 48. Figure 44 Compatibility CheckerSecurity Features There are a range of different types of protection methods that can be used with Word 2007 Restricting Permission Information Rights Management This option allows users to access Microsofts service to restrict access to those who can open or make changes to a document. Click on the Office Button, select Prepare, Restrict permission and certified Access, see figure 48. Note you may need to download the software from Microsoft (see figure 47) and sign up to the service the first time you use it, see figure 50. Figure 45 Restricted Access Figure 46 Information Rights ManagementAt this stage it is a free trial service but it is possible Microsoft might charge for the service in the future . Figure 47 Sign Up Style Formatting, Tracked changes, comments and filling forms Restrictions * Restricts formatting to particular styles * Protection is by password * Accessed from Review ribbon, Protect Document, Restrict Formatting and Editing (see figure 51). * Make selection from Restrict formatting and Editing pane, see figure 52. Figure 48 Formatting Restrictions Limit formatting to a selection of styles tick box Figure 49 Restrict Formatting and EditingSelect type of editing allowed from drop down list Click Yes, Start Enforcing Protection to enter password Password to Open/modify Click the Office Button, select Save As Tools General Options and enter the password to either open and modify or modify only, see figure 53. Figure 50 General Options Inspect Document To inspect a document to see if it contains personal data or comments, click the Office Button, select Prepare, Inspect Document. Click Inspect on the Document Inspector, see figure 54. Figure 51 Inspec t Document Mark as Final A document can be marked as final if it had no further modifications to be made.This option will render the document read only. Users with Word 2007 can remove the feature if necessary. Users with earlier versions of Word, even with the compatibility pack wont even see the file as Read Only. Word Help To access Word help, click on the interrogate mark at the right hand top of the window. Type keyboard shortcuts in the box provided and click on Search. See figure 55. Links to a range of possible solutions will be provided. See figure 55 Figure 52 Help The Get Started Ribbon For additional help on using the Office 2007, download to your own computer the Get Started ribbon (also provided for Excel, PowerPoint).See figure 56. A range of interactive materials, videos, online training and discussion forum is provided. See figure 56. To download the Get Started Ribbon (when you return to your own computer), open a web browser and go to http//office. microsoft. c om/en-us/help/HA102146851033. aspx Figure 53 Get Started Ribbon Bibliography TitleAuthor(s)Publisher Goal Directed Project ManagementE S. Anderson et al. Kogan Page & Coopers & Lybrand, 1987 The Handbook of Project ManagementTrevor L YoungInstitute of Directors, 1999 Introducing Prince The Structured Project Management MethodC. BentleyNCC Blackwell, 1992Project Management 5th EditionDennis LockGower, 1994 Project Management A Managerial Approach 4th EditionJ. R. Meredith & S. J. Mantel, Jr. John Wiley and Sons Inc, 2000 Project Management A Systems Approach to Planning, Scheduling, and ControllingHarold KerznerJohn Wiley and Sons, Inc, 1998 Project Management ToolsJacques SurveyerSoftware Development Magazine, July 1997 Project Management for the twenty-first CenturyB. P. Lientz & K. P. ReaAcademic Press, 1998 Project SkillsSam Elbeik & Mark ThomasButterworth Heinemann, 2000 Step by Step Microsoft Project 2000C. S. Chatfield & T. D. JohnsonMicrosoft Corporation, 2000