6. Overview: A new version of Outlook Look out! There’s a new version of Outlook. It has a whole new look along with new features. But don’t worry, that doesn’t mean you’ll need to spend a lot of time learning a new program. Instead, the new design and new features will help you more efficiently and easily accomplish the tasks you do in Outlook every day.
7. What’s changed and why The first time you create a message in Outlook 2007 (or open one you receive), you’ll see the Ribbon . It’s the band across the top of the window. One of the most dramatic changes in Outlook, the Ribbon gives Outlook its new look. But as you get up to speed, you’ll see that the change is more than visual—it’s there to help you get things done more easily and with fewer steps.
8. Introducing the Ribbon Here’s a new e-mail message. The Ribbon is at the top of the window. The Ribbon is visible each time you create or edit something in Outlook. Why the new system? Microsoft carefully researched how people use commands in Outlook. As a result of that research, some Outlook commands are now more prominent, and common commands are displayed and grouped in ways that make them easy to find and use.
9. A closer look at the Ribbon To better help you learn how to use the Ribbon, here’s a guide to its basic arrangement. 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.
10. The Ribbon shows what you need Once again, you’ll encounter the Ribbon when you take certain actions such as creating messages, calendar entries, or contacts. The Ribbon shows tabs and commands appropriate for what you’re doing. That is, the tabs on the Ribbon will differ depending on the area of Outlook you’re working in.
11. The Ribbon shows what you need The picture shows some of these differences. A new message shows the Message and Options tabs. A new appointment shows the Appointment tab. A new contact shows the Contact tab.
12. There’s more than meets the eye A small arrow at the bottom of a group means there’s more available than what you see. This button is called the Dialog Box Launcher . The picture shows that to see a full list of font options, you’d click the arrow next to the Basic Text group on the Message tab of a new e-mail message.
13. The Mini toolbar The Mini toolbar allows you to quickly access formatting commands right where you need them: in the body of an e-mail message. 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. The picture shows how it works:
14. The Quick Access Toolbar The Quick Access Toolbar is a small toolbar above the Ribbon. It’s there to make the commands you need and use most often readily available. What’s best about the Quick Access Toolbar? What’s on it is up to you. That is, you can add your favorite commands to it with a simple right-click.
15. A new look for the calendar The new design of the calendar in Outlook 2007 makes it easier to see what’s what. Moving around is easier, too. Also new is the Tasks area. It shows your current and upcoming tasks and tracks your accomplishments, too. The picture shows some examples:
16. A new look for contacts In Outlook 2007, Electronic Business Cards make contacts easy to view and easy to share. You’ll 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.
17. A new look for contacts Notice that in this picture, the Navigation Pane is minimized to show more of the Contacts pane. You can minimize the Navigation Pane from any area of Outlook by clicking the Minimize the Navigation Pane button.
19. Overview: Have you heard the word? Word 2007 is out. It’s exciting, and it’s designed to be better and more productive than the version you’re used to. But it may look a little unfamiliar. So we wanted to prepare you a little bit so you will be aware of some of the changes. Find out how to get the best out of the new and easier version of Word, and see how to do the everyday things you’ve always done with online resources that will be provided.
20. Get to know the Ribbon When you first open Word 2007, you may be surprised by its new look. Most of the changes are in the Ribbon, the area that spans the top of Word. The Ribbon brings the most popular commands to the forefront, so you don’t have to hunt in various parts of the program for things you do all the time. Why the change? To make your work easier and faster.
21. Use the Ribbon for common actions The Ribbon offers ease of use and convenience, with all common actions shown in one place. For example, you can cut and paste text by using commands on the Home tab; change text formatting by using a Style ; and alter the page background color on the Page Layout tab.
22. What’s on the Ribbon? Getting familiar with the three parts of the Ribbon will help you understand how to use it. They are tabs, groups, and commands. Tabs: The Ribbon has seven basic ones across the top. Each represents an activity area. Groups: Each tab has several groups that show related items together. Commands: A command is a button, a menu, or a box where you can enter information.
23. Dialog Box Launchers in groups At first glance, you may not see a certain command from a previous version. Fret not. Some groups have a small diagonal arrow in the lower-right corner called the Dialog Box Launcher . Click it to see more options related to that group. They’ll appear in a familiar-looking dialog box or task pane that you recognize from a previous version of Word.
24. Temporarily hide the Ribbon The Ribbon makes everything nicely centralized and easy to find. But sometimes you don’t need to find things. You just want to work on your document, and you’d like more room to do that. In that case, it’s just as easy to hide the Ribbon temporarily as it is to use it.
29. Overview: A hands-on introduction Excel 2007 has a new look! It’s got the familiar worksheets you’re accustomed to, but with some changes. Notably, the old look of menus and buttons at the top of the window has been replaced with the Ribbon .
30. More commands, but only when you need them The commands on the Ribbon are the ones you use the most. 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 don’t worry if you don’t see all the commands you need at all times. Take the first steps, and the commands you need will be at hand.
31. More options, if you need them 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. On the Home tab, click the arrow in the Font group. Click the Dialog Box Launcher , and you’ll see a dialog box or task pane. The picture shows an example: The Format Cells dialog box opens, with superscript and other options related to fonts.
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33. What about favorite keyboard shortcuts? The new shortcuts also have a new name: Key Tips . For example, here’s how to use Key Tips to center text: You press ALT to make Key Tips appear. Press ALT to make the Key Tips appear. Press H to select the Home tab. Press A, then C to center the selected text.
34. A new view Not only the Ribbon is new in Excel 2007. Page Layout view is new, too. If you’ve worked in Print Layout view in Microsoft Office Word, you’ll be glad to see Excel with similar advantages.
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Editor's Notes
And the great changes don’t end with the Ribbon—there’s a lot more that’s new to help you work faster and more efficiently. To name just a few of these things, there’s the To-Do Bar , new navigation in the calendar , and a new format for contacts . Note : If you’re looking for information about all of the new features in Outlook, or if you want to know more about the differences between earlier versions of Outlook and this version, take a look at the Quick Reference Card that’s linked to at the end of the course. It contains a list of additional resources.
Specifically, you’ll encounter the Ribbon when you create or modify e-mail messages, calendar items, contacts, tasks, or journal entries. Note : If you’ve used Microsoft Office Word 2007, the Ribbon for Outlook messages will be familiar to you. Because the Outlook 2007 editor is based on Word 2007, many of the commands and options that are available in Word are available when you create messages in Outlook.
Tabs : On the tabs are the commands and buttons that you’ve used before. The Message tab is shown here. Groups : Basic Text , shown here, is a group. Commands : The Bold button and the Font list (which in this picture shows the Calibri font) are commands. The most commonly used commands, such as Paste , have the largest buttons.
The Message and Options tabs have groups and commands that you’ll use when you write and send a message. The Appointment tab has groups and commands specific to working with a calendar entry. The Contact tab has groups and commands to help you keep contact information up to date.
The Quick Reference Card, linked to at the end of this course, includes the detailed steps for adding commands to the Quick Access Toolbar.
In the Tasks area, completed items appear crossed out and “stick” to the day; tasks not marked as complete will automatically be carried over to the next day, until you complete them. The Quick Reference Card, linked to at the end of the course, provides more information about the Outlook calendar.
Tip : Notice also that in this picture, the Navigation Pane is minimized to show more of the Contacts pane. You can minimize the Navigation Pane from any area of Outlook by clicking the Minimize the Navigation Pane button.
The Ribbon was thoroughly researched and designed from users’ experiences so that commands are in the optimal position. This lesson will tell you more about the Ribbon and how to work with it.
Everything on a tab has been carefully selected according to user activities. For example, the Home tab contains all the things you use most often, such as the commands in the Font group for changing text font: Font , Font Size , Bold , Italic , and so on.
Speaking of previous versions, if you’re wondering whether you can get the same look and feel of a previous version of Word, the simple answer is, you can’t. But once you start playing around with the Ribbon a little, you’ll get used to where things are and will like how easy the new design makes getting your work done.
Pressing ALT makes the Key Tip badges appear for all Ribbon tabs, the Quick Access Toolbar commands, and the Microsoft Office Button.
The Ribbon, with tabs you click to get to commands, was developed to make Excel simpler to use and to help you quickly find and work with the commands you need.
An example: If you don’t have a chart in your worksheet, the commands to work with charts aren’t necessary. But after you create the chart by clicking a button in the Insert tab in the Charts group, the Chart Tools appear, with three tabs: Design , Layout , and Format . On these tabs, you’ll find the commands you need to work with the chart. The Ribbon responds to your action. Use the Design tab to change the chart type or to move the chart location; the Layout tab to change chart titles or other chart elements; and the Format tab to add fill colors or to change line styles. 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.
To elaborate on this 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 size, and to make the font bold, italic, or underlined. If you want more options, such as superscript, use the Dialog Box Launcher.
More on using the new shortcuts: When you press ALT, you’ll see Key Tips for all the Ribbon tabs, all the commands on the tabs, the Quick Access Toolbar, and the Microsoft Office Button (which the presentation will cover later). Press the key for the tab you want to display. This makes all the Key Tip badges for that tab’s buttons appear. Then, press the key for the button you want.
More on smaller windows: At any resolution, there is a window size at which some groups will display only the group name. So if you’re working in an Excel window that isn’t maximized, you might need to click the arrow on a group button to display the commands. More on Tablet PCs : If you have a Tablet PC with a larger monitor, the Ribbon adjusts to show you larger versions of the tabs and groups.
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