2007

Microsoft Excel Training

Differences between 2003 and 2007
Goals: Faculty and staff will be exposed to the differences between the Office 2003 uite and the Office 2007 uite in regards to the !isual layouts and functions as they i"pact #ord$ %ower%oint$ Excel and Outloo&' Faculty and staff will be pro!ided the training opportunities that will allow the" to de"onstrate their "astery of office 2007 with the sa"e understanding and proficiency they had under Office 2003'

In previous releases of Microsoft Office applications, people used a system of menus, toolbars, task panes, and dialog boxes to get their work done. his system worked well when the applications had a limited number of commands. !ow that the programs do so much more, the menus and toolbars system does not work as well. oo many program features are too hard for many users to find. "or this reason, the overriding design goal for the new Office "luent user interface is to make it easier for people to find and use the full range of features these applications provide. In addition, we wanted to preserve an uncluttered workspace that reduces distraction for users so they can spend more time and energy focused on their work. #ith these goals in mind, we developed a results$oriented approach that makes it much easier to produce great results using the %&&' Microsoft Office applications. (Micro oft$ Office uite 2007)

*a"es +' ,ogers %urdue -ni!ersity .alu"et /01302007

2a"e box ,ibbon button 4uic& +ccess Toolbar Office button Title bar +cti!e cell indicator For"ula 3ar

#indow close button +pplication close Maxi"i5e0,estore button Mini"i5e application button Tab list Mini"i5e window button

tatus 3ar

heet 6oo" tabs

,ow nu"bers letters

.olu"n

.ells buttons

%age !iew control 8ertical scrollbar

heet tab scroll buttons

7ori5ontal scrollbar

Excel 2007
The old look of Excel menus and buttons has been replaced with this new Ribbon, with tabs you click to get to commands. The Ribbon was developed to make Excel simpler to use, and to help you quickly find and work with the commands you need.

What s changed, and why

What s on the Ribbon!

The three parts of the Ribbon are tabs, groups, and commands Tabs There are seven of them across the top. Each represents core tasks you do in Excel. Groups Each tab has groups that show related items together. Commands " command is a button, a box to enter information, or a menu. The principal commands in Excel are gathered on the first tab, the Home tab. The following set of ribbons is available with every document that is opened in Excel.

Home: contains formatting and editing icons

Insert: objects into the file, such as pictures, charts, header/footer, and pivot tables

Page Layout: set margins, page orientation, gridlines, and headings

Formulas: functions, formulas, and AutoSum

Data: data from other sources, such as Access, text, or web, validation and sorting tools
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Review: spell check, thesaurus, comments, and workbook/sheet protection

View: views of the spreadsheet, zoom, macros, formulas, gridlines, and switch windows
icon to switch between open spreadsheets

Temporarily hide the Ribbon

/

Full Ribbon

inimi!ed Ribbon

#ometimes you $ust want to work on your document, and you d like more space to do that. #o it s $ust as easy to hide the Ribbon temporarily as it is to use it. %ere s how& 'ouble(click the active tab. The groups disappear, so that you have more room. Whenever you want to see all of the commands again, double(click the active tab to bring back the groups.

icrosoft "ffice #ogo $utton

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Microsoft Office (utton

This button is located at the upper(left corner of the Excel

window and opens the menu shown here.

The

ini Toolbar

) + .

The *ini Toolbar automatically pops up when text is highlighted to format. When the text is highlighted, the *ini toolbar appears ,faded, not shown/f the mouse is pointed on the *ini toolbar, it will become solid ,shown above-, then click to format text.

0or example, if you don t have a chart in your worksheet, the commands to work with charts aren t necessary.

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/f you have a chart in your worksheet more commands are available, but only when you need them.

Highlight your information

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1lick the %nsert Tab and the Charts Group appear along with a highlighted Table Tools tab becomes visible.

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#elect a chart from the Chart Group &'ifferent Types of 1harts for 'ifferent 2eeds'

0or instance 1olum and click, then select +(' 1olumn select and click again

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A Chart then appears which represents your selection in the column category above. Then Chart Tools tabs become available: Design, Layout, and Format.

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The commands on the Ribbon reflect the 3roup you are using at present. /nstead of showing every command all the time, Excel +445 shows some commands when you may need them, in response to an action you take. 6ut after you create a chart, the Chart Tools appear, with three tabs& (esign, #ayout, and Format. 7n these tabs, you ll find the commands you need to work with the chart. The Ribbon responds to your action.

8se the (esign tab to change the chart type or to move the chart location.

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The #ayout tab to change chart titles or other chart elements.

The Format tab to add fill colors or to change line styles 1:

When you complete the chart, click outside the chart area. The Chart Tools go away. To get them back, click inside the chart. Then the tabs reappear. if you don t see all the commands you need at all times. Take the first steps. Then the commands you need will be at hand.

*ore options, if you need them

1/

1lick the arrow

at the bottom of a group to get more options if you need them. in the Font group.

) 1lick the arrow

+ The Format Cells dialog box opens.

When you see this arrow ,called the (ialog $ox #auncher- in the lower(right corner of a group, there are more options available for the group. 1lick the arrow, and you ll see a dialog box or a task pane. 0or example, on the Home tab, in the Font group, you have all the commands that are used the most to make font changes& commands to change the font, to change the si9e, and to make the font bold, italic, or underlined. /f you want more options, such as superscript, click the arrow to the right of Font, and you ll get the Format Cells dialog box, which has superscript and other options related to fonts. /f you want more options, such as superscript, click the arrow to the right of Font, and you ll get the Format Cells dialog box, which has superscript and other options related to fonts.

:ut commands on your own toolbar

/f you often use commands that are not as quickly available as you would like, you can easily add them to the *uic+ ,ccess Toolbar, which is above the Ribbon when you first start Excel +445. 7n that toolbar, commands are always visible and near at hand.

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,dd a command to the *uic+ ,ccess Toolbar

;ou can add a command to the <uick "ccess Toolbar directly from commands that are displayed on the 7ffice 0luent Ribbon.

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7n the Ribbon, click the appropriate tab or group to display the command that you want to add to the <uick "ccess Toolbar.

+.

Right(click the command, and then click ,dd to *uic+ ,ccess Toolbar on the shortcut menu.

0or example, if you want to add a printer, and you don t want to have to click the *icrosoft =ogon +445 6utton to access the -rint command each time, you can add your -rinter to the *uic+ ,ccess Toolbar.

.econd /ay to ,dd To 0our *uic+ ,ccess Toolbar

Right(click in the <uick "ccess Toolbar "rea, and then select Customi!e *uic+ ,ccess Toolbar.

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The next screen box is Excel "ptions where you can add or remove *uic+ ,ccess Tools to your *uic+ ,ccess Toolbar.

To remove a button from that toolbar, right(click the button on the toolbar, and then click Remove from *uic+ ,ccess Toolbar.

What about favorite keyboard shortcuts!

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1sing the new shortcuts The new shortcuts also have a new name& >ey Tips. ;ou press "=T to make the >ey Tips appear. ;ou ll see >ey Tips for all Ribbon tabs, all commands on the tabs, the <uick "ccess Toolbar, and the *icrosoft 7ffice 6utton. :ress the key for the tab you want to display. This makes all the >ey Tip badges for that tab s buttons appear. Then, press the key for the button you want.

;ou can use >ey Tips to center text in Excel, for example. *ake sure text is selected? press ,#T to make the >ey Tips appear. Then press H to select the Home tab. :ress , and C together2 in the ,lignment group to center the selected text. The Ribbon design comes with new shortcuts. Why! 6ecause this change brings two big advantages over previous versions& #hortcuts for every single button on the Ribbon. #hortcuts that often require fewer keys.

/hat about the old +eyboard shortcuts3 >eyboard shortcuts of old that begin with 1TR= are all still intact, and you can use them like you always have. 0or example, the shortcut 1TR=@1 still copies something to the clipboard, and the shortcut 1TR=@A still pastes something from the clipboard.

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" 2EW A/EW

7n the Full Ribbon click 4iew

7n the 4iew Ribbon look in the /or+boo+ 4iew Group and click -age #ayout 4iew

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-age #ayout view in Excel.

) 1olumn %eadings + Row %eadings . *argin Rules

/f you have worked in :rint =ayout view in *icrosoft 7ffice Word, you ll be glad to see Excel with similar advantages. /n :age =ayout view there are page margins at the top, sides, and bottom of the worksheet, and a bit of blue space between worksheets. Rulers at the top and side help you ad$ust margins. ;ou can turn the rulers on and off as you need them ,click Ruler in the .how5Hide group on the 4iew tab-. With this new view, you don t need print preview to make ad$ustments to your worksheet before you print.

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