Overview of Microsoft Office 2010
The University of Akron
Table of Contents
Lesson 1: Introduction to the New Interface .................................................................. 2
Exercise 1: The New Elements ....................................................................................... 3
Exercise 2: Use the Office Button and Quick Access Toolbar ....................................... 4
The Office Button ....................................................................................................... 4
The Quick Access Toolbar.......................................................................................... 7
Exercise 3: Use the Ribbon ........................................................................................ 10
Command Tabs and Super Tool Tips ....................................................................... 10
Dialog Box Launchers .............................................................................................. 13
Contextual Tabs ........................................................................................................ 14
Galleries and Live Preview ....................................................................................... 15
Hide the Ribbon ........................................................................................................ 18
Creating Custom Tabs and Groups
19
Exercise 4: Use the View Tools and the Zoom Slider .................................................. 27
View Tools in Word.................................................................................................. 27
View Tools in Excel.................................................................................................. 29
View Tools in PowerPoint ........................................................................................ 30
Exercise 5: Use the Mini Toolbar and Help.................................................................. 31
The Mini Toolbar ...................................................................................................... 31
Help ........................................................................................................................... 32
Lesson 2: Prepare to Work with Office 2010 ............................................................... 37
Exercise 1: New File Formats ....................................................................................... 38
What is a file format? ................................................................................................ 38
What does this mean to you? .................................................................................... 39
What can you do if you are sharing a file you created in Office 2010 with someone
who uses Office 2003? .............................................................................................. 41
Exercise 2: Keyboard Shortcuts .................................................................................... 42
Exercise 3: System Requirements ................................................................................. 44
Lesson 3: To Begin – Customize Office.....
45
Exercise 1: Customizations that Affect All the Office Programs .............................. 46
Select a color scheme. ............................................................................................... 46
Verify that the entire Ribbon is shown. .................................................................... 48
Exercise 2: Customizations that Affect Only the Active Office program ................ 51
Customize the Quick Access toolbar ........................................................................ 51
Ver. 2011.07.31
Page 1
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Lesson 1: Introduction to the New Interface
Microsoft has modified the Office 2007 and later Office 2010 programs to make it easier
to locate the commands for the work that you want to accomplish. These changes in the
interface will require adjustments to the way you do things. This course will allow you to
review some of the major changes in Office 2010 and to experiment with the new screen
elements.
In addition to this course, instructor-led courses and web-based documentation are
available for each of the Office 2010 programs. For further information, visit Software
Training Services’ website at: http://www.uakron.edu/its/learning/training/index.php
Exercises
1. The New Elements
2. Use the File Tab and Quick Access toolbar
3. Use the Ribbon
4. Use the View Tools and Zoom Slider
5. Use the Mini Toolbar and Help
Ver. 2011.07.31
Page 2
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Exercise 1: The New Elements
In the Office 2010 programs there is a new interface but, there are common elements. In
this example, Word is used to review these elements.
File
Quick Access toolbar
Ribbon
Mini toolbar
View tools and Zoom Slider
The File tab
contains the commands that affect the entire document or program.
The open, save, save as, print, close and exit commands are here.
The Quick Access toolbar
is used to access some of the most frequentlyused commands – Save, Undo and Redo. This toolbar is customizable.
The Ribbon replaces most of the menu items and the toolbars used in Office 2003.
The View tools
menu items. The View tools are on the status bar.
replace many of the View
The Mini toolbar only appears when text has been selected in the document. This toolbar
contains the frequently-used formatting commands, such as bold and italics.
Ver. 2011.07.31
Page 3
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Exercise 2: Use the File Tab and Quick Access Toolbar
The File Tab: Backstage View
New in Office 2010, is the File tab which opens the new Backstage View. The File tab
replaces the Office Button
and the File menu used in previous versions of Office.
This is also referred to as the Backstage View.
The Backstage View appears as follows:
The Backstage View is used for basic commands such as saving, printing, and closing
Outlook. This is also to the location for changing Options within Office 2010 (previously
Tools, Options from the menu).
Ver. 2011.07.31
Page 4
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
1. If
is selected, the Open dialog box is displayed. Navigate to the
appropriate disk and folder, and then double-click on the name of the file to open.
Select the disk or folder at Look In.
Select a folder or file from the list.
2. If
is selected, then you will see the Recent Documents list:
3. When you choose a document, it opens directly in a window within Word.
In class, open the file Lesson 1 – Exercise 2.
4. To save a document, print it or close it, click on the File tab and choose the
appropriate option from the list.
Ver. 2011.07.31
Page 5
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
5. To exit an application:
Click on the window’s X in the application’s title bar or
Click on the File Tab and select the Exit button.
TIP:
Double-clicking the File Tab will do
one of two things.
1. If there is only one work window
open, the work window and
application close.
2. If there is more than one work
window open, the active work
window is closed and the
application and other work
windows remain open.
Ver. 2011.07.31
Page 6
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
The Quick Access Toolbar
The Quick Access toolbar is a collection of icons for frequently-used commands. By
default, the Save, Undo and Redo icons are displayed. This toolbar is customizable,
so that you may add icons for the commands that you use often. It also is easy to reset
the toolbar to its original state, if you want to reverse your customizations.
Save
Undo Redo
Click on the Customize arrow
for options for this toolbar.
These steps continue to use Word for the examples.
1. The toolbar’s position can be changed. You may want to move the toolbar in
order to have more room to add commands to it.
Begin by clicking on the Customize arrow. The following list is displayed.
Select Show Below the Ribbon. The toolbar is moved as shown here.
From
here
To here
Ver. 2011.07.31
Page 7
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
2. There are three methods to add commands to the toolbar.
Click on the Customize arrow of the Quick Access toolbar to get started.
One method is to checkmark the commands on this list. The checked
commands appear on the toolbar. Click on an unchecked command to
checkmark it and add it to the Quick Access toolbar. Click on a checked
command to remove the mark and remove it from the Quick Access toolbar.
A second method is to click on
application Options box is displayed.
. The
In the Word Options
box, first, click on
the down arrow at
Choose commands
from to select the
type of commands
from which to
choose.
Second select a
command from the
list.
Third, click on
.
Fourth, repeat steps 2
and 3 for additional
commands. Click on
To change back to the default Quick Access toolbar, click
. Then, click
.
when
finished.
Ver. 2011.07.31
Page 8
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
A third method is to right click on a command on the Ribbon. From the options
that appear, select Add to Quick Access Toolbar.
To remove a command from the Quick Access toolbar, right click on the
command and select Remove from Quick Access toolbar.
Ver. 2011.07.31
Page 9
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Exercise 3: Use the Ribbon
The Ribbon replaces most of the menus and toolbars we used in Office 2003. The
Ribbon is divided into several command tabs, such as File, Home, Insert, Review and
View. Each command tab hosts tools and links related to its name. For example, in
Word, the Home command tab has actions that are performed frequently when you
do word processing. Actions such as cut, copy and paste, common font changes,
paragraph formatting, alignment, styles and find and replace are on Word’s Home
command tab.
By categorizing and grouping the actions that you take when working with a
document, Office makes it easier to find the tool that you need. The organization of
the Ribbon makes it possible to find the tool even when you are not sure what it is
called. In previous versions of Office, you needed to menu surf and drill down in
dialog boxes, searching for the appropriate choice.
As an example of how the Ribbon functions in the Office programs, you will review
Word’s Ribbon.
Command Tabs and Super Tool Tips
1. In class, open the document Lesson 1 – Course Overview.
When working in Word, the Ribbon looks like this:
The Command tabs available in Word are File, Home, Insert, Page Layout,
References, Mailings, Review and View. Each of these tabs is a category of
actions. On each tab, the actions are further grouped.
The File, Home, Insert, Review and View command tabs are common to
Word, Excel and PowerPoint. Each of the programs has additional command
tabs that are specialized for the type of document that you create in that
program.
Ver. 2011.07.31
Page 10
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
2. For example, on the Home command tab in Word, the first group of actions is
cut, copy, paste, the format painter and the clipboard.
In Word, the other groups of actions on the Home command tab are Font,
Paragraph, Styles and Editing.
3. The Command Tab names in each Office product’s Ribbon are:
Word’s ribbon
Excel’s ribbon
Outlook’s Ribbon
PowerPoint’s ribbon
Access’s ribbon
Ver. 2011.07.31
Page 11
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
4. In earlier versions of Office, you could point to a tool and a Tool Tip
appeared. Usually, this tip was the name of the tool, such as Bold or
Font Color.
In Office 2010, the tool tips have been expanded and are called Super Tool
Tips. Super Tool Tips display the name of the tool and a description of its
feature(s). For example, pointing to the Justify alignment tool displays this tip.
This option can be modified from the File tab and then the Options button for
that program. You can choose to display only the short Tool Tip or no tips at
all.
Ver. 2011.07.31
Page 12
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Dialog Box Launchers
1. If you wish that you had some of the familiar dialog boxes back, you will be
glad to know that many of them are available. In the Ribbon, the dialog boxes
are accessed by clicking on a Dialog box launcher .
Dialog box launchers are available for some but not all of the action groups on
the Ribbon.
2. Clicking on the Dialog Box Launcher for Paragraph results in this display.
Word users will recognize the paragraph format dialog box.
Ver. 2011.07.31
Page 13
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Contextual Tabs
When a particular object, such as a text box, graph or picture is selected, an additional
tab will appear in the Ribbon. This tab is called a Contextual Tab, because it
contains the commands related to the work that you are doing. This tab assembles and
organizes the frequently-used commands for working with the selected object.
1. When a picture is selected in a Word document, the Picture Tools Contextual
Tab is displayed in the Ribbon. The Contextual Tab is displayed above the
Command Tab.
2. Click on the Contextual Tab to display its commands and tools.
In this example, the commands and tools are available to adjust a picture’s
settings, set its style, arrange it relative to other objects and change its size.
Contextual Tabs are displayed above the Command Tabs only when an object
is selected. There are many Contextual Tabs, but only the one related to the
selected object is displayed.
Ver. 2011.07.31
Page 14
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Galleries and Live Preview
In earlier versions of Office when you wanted to format some text or an object such
as a table, you would select the text or object, display a dialog box, make choices and
apply them. If you did not like the choices, you would display the dialog box again
and make different choices. You could go in and out of a dialog box several times
before you were satisfied.
Office 2010 has an improved method for this process. The Ribbon contains Galleries,
which are a set of thumbnail graphics that display the result of applying a formatting
command. The Galleries use Live Preview to show you the results of choosing a
particular item in a Gallery without having to apply the choice first.
1. Select the text or object to be formatted. For example, select a heading:
2. For this example, the Styles Gallery on the Home command tab in Word is
used.
The mouse pointer is placed over a choice in the Styles Gallery.
3. When the mouse pointer is over the Emphasis style thumbnail, Live Preview
shows this:
The formatting is not applied to the text in the document. This is a preview of
what the text will look like if you apply the formatting.
Ver. 2011.07.31
Page 15
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
4. Here is a summary of what Live Preview shows as the mouse pointer is over
each of the first four styles in the Styles Gallery:
Gallery button
Live Preview
To preview how a formatting
change will affect the document,
select the text or object and place
the mouse pointer over the
Gallery thumbnail.
To apply a formatting change to
selected text or a selected object,
click on the Gallery thumbnail.
TIP:
To disable Live Preview, click
on the File tab. Select the
application’s Options button.
In the General options, unmark
Enable Live Preview.
Ver. 2011.07.31
Page 16
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
5. Most of the Galleries have additional selections that can be viewed by using
that Gallery’s scroll bar or More button. Clicking on the up and down
arrows on the scroll bar will move through the rows of Gallery selections one
row at a time
Scroll bar
More button
6. Clicking on the More button
, at the bottom of the scroll bar, displays
many or all of the Gallery rows at once. If you click on the More button for
the Styles Gallery, it displays thumbnails:
Preview a style by
pointing to its thumbnail
with the mouse.
Apply a style by clicking
on its thumbnail.
TIP:
In Office 2010, some
of the Galleries can be
customized by saving
your formats in those
galleries. To do this,
select the formatted
text, click on the
Gallery’s more down
arrow and choose the
Save Selection option.
Ver. 2011.07.31
Page 17
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Hide the Ribbon
The Ribbon takes up a large area of the application window. To temporarily hide the
ribbon, double-click on the active tab of the Ribbon. When the Ribbon is hidden, the
window will look like this:
Alternatively, press CTRL + F1 to hide the Ribbon.
To display the hidden Ribbon for one action, click once on any tab. After the one action
is completed, the Ribbon will hide again.
To display the hidden Ribbon until you choose to hide it again, double-click on any tab.
Ver. 2011.07.31
Page 18
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Creating Custom Tabs and Groups
In Office 2010, you are able to create custom tabs and groups which will allow
you to create a workspace conducive to how you work in Office 2010.
1. Click on the File tab to open Backstage View.
Ver. 2011.07.31
Page 19
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
2. Click on the Options tab.
Ver. 2011.07.31
Page 20
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
3. Click on the Customize Ribbon tab.
4. Click on the New Tab
button to create a new custom tab.
Ver. 2011.07.31
Page 21
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
5. Click on the New Tab (Custom) from the list to select it.
6. Click on the Rename
button.
Enter a new name for the tab and click on the OK button.
7. Now, you can add a group to the tab. Click on the New Group
button.
8. The New Group (Custom) should be selected, if not select it from the list.
Click on the Rename
button.
Enter a Display name for the new group. Click on the OK button.
9. Continue to add new groups as desired.
In this example, a total of three groups where created on the Training tab.
Ver. 2011.07.31
Page 22
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
10. To add a command to the group, first select the group from the list that
you want to add commands to.
11. In the left frame, choose a command that you want added to the selected
group. If necessary, change the Choose commands from drop down for
more options. For example, you can select All Commands for a complete
list of Outlook commands to pick from.
12. For example, the command for Print will be added to the “General” group
on the custom tab.
Locate Print from the command list and click on it to select.
Ver. 2011.07.31
Page 23
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
13. Click on the Add
The University of Akron
button.
The command is now in the newly created custom group.
14. Continue to select a group and add commands as desired.
For example:
Custom Tab
Custom Group
Commands
Custom Group
Commands
Ver. 2011.07.31
Page 24
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
15. To move the custom tab to a specific location on the Ribbon, select the
custom tab name from the list and use the Move Up and Move Down
buttons.
For example, you may want to move the custom tab to the first tab, after
the File tab, on the Ribbon.
Ver. 2011.07.31
Page 25
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
16. Click on the OK button to return to Outlook and see the new custom tab
on the Ribbon.
The new custom tab:
Note: This is what the Customize Ribbon tab looked like to create the
custom tab above.
17. To remove a custom tab from the Ribbon, you can uncheck the tab in the
list of Tabs on the Customize Ribbon tab which will remove it from the
Ribbon, but will not delete the tab. You can then go back and turn it on at
a later time to use it again.
To delete a custom tab, select it from the list and use the Remove
button.
Note: Commands can only be added to Custom Groups. Custom Groups can be
added to existing tabs or to custom tabs on the Ribbon.
Note: You can use the Reset button to reset the entire Ribbon or just a selected
tab. This will return the Ribbon and/or tab to the original setup.
Ver. 2011.07.31
Page 26
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Exercise 4: Use the View Tools and the Zoom Slider
The status bar, located at the bottom of the window, displays the View tools and the
Document Zoom Slider. These tools provide ways to change the look of the work
window. Each Office program has its own set of views.
The Zoom Slider is available in Word, Excel and PowerPoint. To increase the
magnification of the view, click on the
tool or use the mouse to drag the
slider
to the right. To decrease the magnification of the view, click on the
or use the mouse to drag the slider
to the left.
tool
In the Office 2010, names of the document views have changed, some views have
been added and some of the views’ properties have changed, as well.
In Word, the View tools look like this.
Print Layout
Full Screen Reading
Web Layout
Outline
Zoom Slider
Draft
View Tools in Word
In Word, the 5 (five) main built-in views are:
•
Print Layout (formerly Page Layout)
•
Full Screen Reading (formerly Reading Layout)
•
Web Layout
•
Outline
•
Draft (formerly Normal)
Print Layout, Web Layout, Outline and Draft views are familiar to Word users, although
some of the view names have changed. The Full Screen Reading view is a redesigned
Reading Layout view, as shown on the following page.
Ver. 2011.07.31
Page 27
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Full Screen Reading view is used to make the documents easier to read on the
computer screen. The same fonts are used as those in the original document, but
ClearType technology is used to make the text easier on the eyes. The font size can be
increased in this view in order to improve legibility without changing the formatting
of the original document. Pages are rearranged on the screen for easy viewing and do
not match what will print.
In the Full Screen Reading view,
use the View Options button to
change the display.
When a Word document attachment is opened from Outlook, the document will open
in the Full Screen Reading view. This option can be changed by clicking on the File
tab in Word, selecting the Options button, General, and clicking to unmark the
checkbox for “Open e-mail attachment in Full Screen Reading view.”
Ver. 2011.07.31
Page 28
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
View Tools in Excel
1. In class, open the file Excel Workbook.
Excel 2010
has added a Page Layout view in addition to the
Normal and Page Break Preview views with which Excel users are familiar.
The View tools also include the Zoom Slider.
Normal view
Page Layout view
Page Break Preview
Zoom Slider
The Page Layout view, like that of Word, displays the worksheet as it will
print. Excel users now can see and edit the headers and footers on the pages.
2. Click on the File tab and Exit Excel.
Ver. 2011.07.31
Page 29
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
View Tools in PowerPoint
PowerPoint 2010 has added two new tools to the View tools used in 2003. The “fit
slide to current window” tool and the Zoom slider tool are added. Previously, these
were options on the Zoom tool in the standard toolbar.
Slide view
Slide view
sorter view
Slide show
Zoom Slider
Fit slide to current window
Ver. 2011.07.31
Page 30
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Exercise 5: Use the Mini Toolbar and Help
The Mini Toolbar
When working with a document, one of the most common tasks is to format text. In
Office 2010, the Mini Toolbar appears when text is selected. This toolbar is faded in
appearance, as shown here, until the mouse pointer is placed over it.
When the mouse pointer is placed over the toolbar, it fades in and is available to use.
Live preview now works on the Mini Toolbar. It did not work there in Office 2007.
Ver. 2011.07.31
Page 31
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Help
There are several methods to access Help in the Office 2010 programs.
•
If the program does not use the Ribbon, click on Help in the menu.
•
If the program uses the Ribbon, click on the Office Help button
right corner of the window
•
In any Office program, press the F1 key.
in the top
If you press F1 for Help or click on the Office Help button in Office 2010, an internet
connection to Microsoft Office Online is made, if possible, and this window is
displayed.
Enter a Search topic here
OR
Select a topic from the list.
TIP: By default, help
searches for content at
Microsoft Office Online. If
you are working offline or
only wish to search the help
content on your PC, click
here and select the option to
Show content only from this
computer.
Ver. 2011.07.31
Page 32
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
When each Office 2010 program is opened, here are the initial windows.
Word 2010
Excel 2010
Ver. 2011.07.31
Page 33
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Outlook 2010
PowerPoint 2010
Ver. 2011.07.31
Page 34
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Access 2010
Ver. 2011.07.31
Page 35
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Publisher 2010
Ver. 2011.07.31
Page 36
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Lesson 2: Prepare to Work with Office 2010
In Lesson 1, you examined the new appearance of the Office programs and learned how
to use their new elements, such as the File tab and Ribbon. In this lesson, information is
reviewed that is critical or important to know before you use Office 2010 for the first
time.
Exercises
1. New File Formats
2. New Commands
3. Keyboard Shortcuts
4. System Requirements
Ver. 2011.07.31
Page 37
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Exercise 1: New File Formats
What is a file format?
When working on a document, you periodically stop to save that work in a file, an
electronic storage of your work. The file is stored on the computer in a particular format.
That file format specifies the type of file and how the information in that file is
organized. This format is established by the application in which the file was created. For
example, the file format for a Word 2010 file is different than the file format for an Excel
2010 file.
The important thing to know about the file
formats in most of the Office 2010 programs is
that they are not compatible with that same
program in Office 2003 but are compatible with
Office 2007 programs.
In Office 2010, Word, Excel, PowerPoint and Access
use a new file format based on XML (Extensible
Markup Language). This is a major change.
Ver. 2011.07.31
Page 38
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
What does this mean to you?
1. For files saved in the new Office 2010 formats, the files cannot be opened directly
in an Office 2003 program.
In order to open a Word, Excel or PowerPoint 2010 file in an Office 2003
program, a special add-in program called “Microsoft Office Compatibility Pack”
must be installed on the computer where the file is being opened. 1 When an Office
2010 file is opened in Office 2003, a conversion message is displayed in the status
bar, similar to what is shown here.
When an Office 2010 file is converted by the add-in program and opened in Office
2003, any of the new 2010 functionality will not be available. In Word a message
is displayed after the document is converted from 2010 format to 2003 format.
2. For files saved in Access in the new Office 2010 format, the files cannot be opened
in Access 2003. There is no conversion utility available.
1
At The University of Akron, that add-in was pushed to your PC in February of 2007. At that time, we
were using Office 2003. In the event that you received a file in the Office 2010 format and needed to work
with it, the Compatibility Pack allowed you to do so.
Ver. 2011.07.31
Page 39
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
3. Office 2010 programs can open files saved in Office 2003. No extra step is
needed. When a file with an Office 2003 format is opened in Office 2010, the file
is opened in Compatibility Mode. This is a precaution. The title bar indicates this:
When it is time to save the file, the file is saved in the Office 2003 format to
maintain compatibility.
In class, open the file Lesson 2 – exercise 1.doc. This is a file in Word 2003
format.
You may choose to save the file in the new 2010 format, instead, by using the
Save As command on the Office Button. If you do, a message similar to this
displays:
Ver. 2011.07.31
Page 40
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
What can you do if you are sharing a file you created in Office 2010 with someone
who uses Office 2003?
1. There are two options for Word, Excel and PowerPoint.
a. When you save the file, use the Save As command from the File tab. Then,
select the 97-2003 format from the list. This will save the file in the old
format.
OR
b. The person with Office 2003 can install the Microsoft Office Compatibility
Pack on their PC, which is free at Microsoft.com.
2. There is only one option for Access.
When you save the database file, use the Save As command from the File tab.
Then, select the Access 2002-2003 or Access 2000 format, whichever format is
appropriate, from the list. This will save the file in the old format.
Ver. 2011.07.31
Page 41
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Exercise 2: Keyboard Shortcuts
Many of us use the keyboard to access common commands in the Windows
programs. These keyboard shortcuts still are available. Some of the frequently used
shortcuts for the Office programs are:
Shortcut
CTRL + O
CTRL + S
CTRL + N
CTRL + P
CTRL + C
CTRL + X
CTRL + V
CTRL + Z
CTRL + B
CTRL + U
CTRL + I
CTRL + Z
CTRL + A
ALT + F4
Action
Open
Save
New
Print
Copy
Cut
Paste
Undo
Bold
Underline
Italics
Undo
Select entire document
Close active window
Ver. 2011.07.31
Page 42
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
In the Office 2010 programs that use the Ribbon, optional keyboard shortcuts are
available. To activate these keyboard shortcuts, press and release the ALT key. The
shortcuts are displayed in small rectangles.
For example, when the shortcuts are visible as shown above, pressing CTRL + N will
activate the Insert tab of the Ribbon.
There are many shortcuts available on the Insert tab, such as CTRL + D for
Date & Time. As soon as a shortcut action (not a shortcut selecting a tab) is taken, the
shortcuts are deactivated. Pressing the ALT key reactivates the shortcuts.
Each Office program has its own set of keyboard shortcuts, as well. To see a
particular program’s shortcuts, open the program and search help for “keyboard
shortcuts.”
Ver. 2011.07.31
Page 43
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Exercise 4: System Requirements
Microsoft lists the following minimum requirements to run Office 2010:
Component
Computer and Processor
Memory
Hard disk
Display
Operating System
Other
Requirement
500 Megahertz (MHz) or higher
256 Megabytes (MB) RAM or higher
2 Gigabytes (GB)
1024x768 or higher resolution monitor
Microsoft Windows XP with SP 2 or
later operating system
Internet Explorer 6.0 or later
Distributed Technology Services at The University of Akron recommends the
following requirements to run Office 2010:
Component
Computer and Processor
Memory
Hard disk
Display
Operating System
Other
Requirement
1 /Gigahertz (GHz)processor or higher
1 Gigabyte (GB) RAM or higher
80 Gigabytes (GB)
1024x768 or higher resolution monitor
Microsoft Windows XP with SP 2 or
later operating system
Internet Explorer 6.0 or later
Ver. 2011.07.31
Page 44
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Lesson 4: To Begin – Customize Office
Each of us needs to set up a work environment that is comfortable and meets our
individual needs. As you work with Office 2010, you may choose to modify the options
that are available. Some options are specific to an individual program. Some options
modify the environment in all the Office 2010 programs. Here are initial suggestions with
which to start.
Exercises
1. Customizations that Affect All the Office Programs
2. Customizations that Affect Only the Active Office Program
Ver. 2011.07.31
Page 45
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Exercise 1: Customizations that Affect All the Office Programs
Select a color scheme.
1. Open Word, Excel or PowerPoint. You may want to choose the program that you
use most frequently. Use that program’s interface to select a color scheme. The
color scheme that you select will carry over to all the Office programs.
2. Click on the File tab.
3. Click on that program’s Options button.
Ver. 2011.07.31
Page 46
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
4. The application’s Options box is displayed.
Verify that General is selected in the Options box.
5. Click on the down arrow for Color scheme to select Blue, Silver or Black.
6. Click on OK.
7. You may want to repeat these steps to try out each of the three color schemes to
help you make a final choice.
Ver. 2011.07.31
Page 47
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Verify that the entire Ribbon is shown.
The Ribbon is optimized for a screen resolution of 1024 x 768. If your screen resolution
is set lower, such as 800 x 600, the Ribbon will not display as shown in these lessons. At
a lower resolution, the Ribbon will reorganize itself to display less. If visually you need
or prefer the lower resolution, be assured that a reorganized Ribbon works well.
However, it will look different than the examples shown and that may be less productive.
1. Continue to use the Office program that you have open.
2. Compare the Ribbon’s Home command tab with that program’s Home command
tab as shown below.
You only need to check in one program. If one Ribbon is displayed in full, then
all the Ribbons in all the programs are displayed in full.
Word
Excel
PowerPoint
Ver. 2011.07.31
Page 48
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
3. If you cannot see the entire Ribbon, the screen resolution can be changed. Follow
the instructions for your operating system, either Windows XP or Vista.
To change the resolution in Windows XP:
a. Click on the Start button
on Window’s taskbar. This button is at
the bottom of your screen in the left corner.
b. Point to Settings.
c. Select Control Panel.
d. In the Control Panel window, double click on the Display icon
.
e. In the Display properties box, select the Settings tab.
f. In the Screen resolution frame of the Settings tab, drag the slider to
1024 by 768 pixels.
g. Click OK.
Ver. 2011.07.31
Page 49
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
To change the resolution in Windows 7:
a. Click on the Start icon
on Windows’s taskbar. This icon is at the
bottom or your screen in the left corner.
b. Select Control Panel.
c. In the Control Panel window, click on
d. In the Display area, click on the link Adjust resolution.
e. In the Display Settings dialog box, drag the slider for Resolution
to 1024 by 768 pixels.
f. Click OK.
Ver. 2011.07.31
Page 50
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
Exercise 2: Customizations that Affect Only
the Active Office program
Move the Quick Access toolbar
The Quick Access toolbar is displayed to the right of the Office Button. It can be moved
below the Ribbon. Why move it?
•
The commands are closer to your work area.
•
The toolbar is customizable. Since the toolbar can occupy more space when
moved, it can hold more tools of your choice.
To move the toolbar, click on its down arrow and select Show Below the Ribbon.
Customize the Quick Access toolbar
It is recommended that you follow the instructions on page 6 to move the Quick Access
toolbar to Show Below the Ribbon, before customizing it. This move allows more room
to add commands to the toolbar.
1. Click on the down arrow on the Quick Access toolbar.
2. Select
.
Ver. 2011.07.31
Page 51
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
3. The Options window is displayed for the particular Office program that is active.
In this example, Word is used.
TIP:
To use the customized
toolbar for all the
documents for this
program, leave the
default setting of For
all documents
(default).
To use the customized
toolbar in only the
open document, save
the document first.
Then, select the
document name at the
down arrow.
4. In the Choose commands from list box, click on the down arrow to select the
type of commands to display in the large list box on the left side of the window.
In the screenshot shown above, Popular Commands is the option selected. The
large list box displays a list of frequently-used commands.
Ver. 2011.07.31
Page 52
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.
Overview of Microsoft Office 2010
The University of Akron
5. Click to select a command in the list and click
. The selected
command is added to the Quick Access toolbar list on the right side of the
window.
In this example, the Print Preview command is added to the toolbar.
Move up
and
move down
6. Repeat steps 3 and 4 until the commands you need are added to the toolbar.
7. To place the commands in a different order on the toolbar, click on the command
to move so that the command is selected. Use the move up and move down
arrows.
8. To remove a command from the toolbar, click on the command to select it. Then,
click on
9. Click
.
to accept and save your changes. The Quick Access toolbar
displays the new commands.
Ver. 2011.07.31
Page 53
These materials may not be reproduced in whole or in part without the express written permission of
The University of Akron.