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Microsoft Office 2007 Manual

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User reviews and opinions

Comments to date: 2. Page 1 of 1. Average Rating:
kris3984 5:43am on Sunday, August 8th, 2010 
gr8 to work on oo7 none Everything. I was exited to see what MS had in store. the 2003 office system was so well planned and thought out. time for a big RE-fresh I just jumped right in.
FrankB 1:33pm on Monday, May 10th, 2010 
If it aint broke... none Everything. I was exited to see what MS had in store. the 2003 office system was so well planned and thought out.

Comments posted on are solely the views and opinions of the people posting them and do not necessarily reflect the views or opinions of us.





Quick Reference Card

The Ribbon

Microsoft Office 2007
888.903.2432 |
Microsoft Office 2007 provides easy access to commands through the Ribbon, which replaces the menus and toolbars found in previous versions. The purpose of the Ribbon is to keep commands visible while you work instead of hiding them under menus and toolbars.
Command tabs Contextual tab Help button

Dialog Box Launcher

Command tabs: Appear by default whenever you open a Microsoft Office
program. Click on a tab to view its available commands. commands relative to only that task.
Group: To make things easier to find, the commands on each tab are
organized into groups of related commands. series of formatting commands.
Contextual tabs: Appear whenever you perform a specific task and offer Dialog Box Launcher: Click to display a dialog box or task pane.
Gallery: A set of thumbnail graphics that represent the result of applying a Help button: Click to display the new Help window.

Microsoft Office Button

The Microsoft Office Button, located in the upper left-hand corner of the program window, replaces the File menu found in previous versions of Microsoft Office. The Microsoft Office Button menu contains basic file management commands, including New, Open, Save, and Close. Inspect Document Removes comments, tracked changes, metadata (document history such as the author and editors) and other information that you dont want to appear in the finished document. Restrict Permission Uses Information Rights Management (IRM) to specify access permissions. Add a Digital Signature Adding a digital signature prevents inadvertent changes, ensuring that your content cannot be altered. Compatibility Checker Checks for elements in a document that arent supported or will behave differently in previous versions of the program. Mark As Final Prevents changes by making the document read-only. Customizable Business Training Online Learning Skills Assessments Courseware

Quick Access Toolbar

The Quick Access Toolbar provides easy access to the commands you use most frequently. The Save, Undo, Redo/Repeat, and Quick Print buttons appear on the Quick Access Toolbar by default, but you can add and remove commands to meet your needs.

Repeat Save Customize

Quick Print
To Move the Quick Access Toolbar: Click the
Customize Quick Access Toolbar button on the Quick Access Toolbar and, depending on the location of the toolbar, select Place Quick Access Toolbar below the Ribbon or Place Quick Access Toolbar above the Ribbon from the menu. Toolbar: Click the Customize Quick Access Toolbar button and select More Commands from the menu. Select the command you want to add, click the Add button, and click OK. Or, on the Ribbon, right-click the command you want to add and select Add to Quick Access Toolbar from the contextual menu.
To Add a Command to the Quick Access
To Remove a Command from the Quick Access
Toolbar: Right-click the command you want to remove and select Remove from Quick Access Toolbar from the contextual menu.
888.903.2432 | 2010 CustomGuide

Mini Toolbar

The Mini Toolbar appears automatically whenever you select text and contains common text formatting commands.
Quick Grow Styles Font Shrink Font

Save as PDF

Now you can save a document as a PDF without using third-party software. PDF format allows you to share your presentation with users on any platform
To Save a Document as a PDF: Click the Microsoft Office Button point to
the Save As list arrow, and select PDF. Give the presentation a name, select PDF in the Save as type list, and click OK. Click Publish.

Font type

Font Size

Format Painter Bullets

Live Preview
Live Preview enables you to preview how a formatting change will look before applying it. Simply point to a selection and Office 2007 shows you a preview of what your document or object would look like if the selected changes were applied.
Bold Center Italics Increase Font Indent Text Color Decrease Highlight Indent Color
To Use the Mini Toolbar: Select the text you want to format and click the
desired command on the Mini Toolbar. Click anywhere outside the Mini Toolbar to close it. To Turn Off the Mini Toolbar: Click the Microsoft Office Button and click the Options button. Click the Personalize tab, uncheck the Show Mini Toolbar on selection check box, and click OK.


A theme is a set of unified design elements that you can apply to a document to give it a consistent look and feel. Themes coordinate the look of a document using colors, fonts, and effects. Simply point to a selection to preview how it will look in the document.

SmartArt Diagrams

SmartArt diagrams are dynamic diagrams that update automatically according to the type of information you want to include.
You can create SmartArt diagrams in Excel 2007, Outlook 2007, PowerPoint
2007, and Word 2007. Although you cannot create a SmartArt diagram in other Office 2007 programs, you can copy and paste SmartArt diagrams as images into those programs. To Insert a SmartArt Diagram: Click the Insert tab on the Ribbon and click the SmartArt button in the Illustrations group. Select the SmartArt type you want to use and click OK. To Add Text to a SmartArt Diagram: Click inside the Text pane and type your text. To Add a Shape to a SmartArt Diagram: In the Text pane, position the insertion point where you want to add the shape and press <Enter>. To Remove a Shape from a SmartArt Diagram: Select the shape you want to remove and press <Delete>.
To Apply a Theme: Click the Page Layout tab on the Ribbon and click the
Themes button in the Themes group (Word/Excel) or click the Design tab on the Ribbon and click the More button in the Themes group (PowerPoint).

XML Compatibility

The new Microsoft Office Open XML format (.docx,.pptx,.xlsx, etc.) is based on the XML (Extensible Markup Language) programming language. Here are its main benefits:
Safer documents: Documents containing unwanted code, macros, or
controls are easier to identify and block. compressed.
Reduced file size: All Office 2007 documents are automatically Improved information security: Personal and business-sensitive
information is easier to remove. of it is damaged. other programs.
Improved damaged-file recovery: A file can still be opened even if part Easier integration: Document content can be shared with and opened in

Customizable Business Training Online Learning Skills Assessments
As you type your text in the Text pane Office 2007 inserts it into the diagram automatically.



Acknowledgments. xi Introduction. xiii Part I

Time for Something New.3

The Changing Way We Work. 3 The Changing Nature of the Microsoft Office System. 4 Meeting Todays Work Challenges. 6 Finding What You Need to Make Educated Business Decisions. 6 Prioritizing Your Work EffortsWeeding Out the Irrelevant. 7 Connecting to the Right People and Getting the Job Done. 8 Learning and Using Flexible Tools for Varying Experience Levels. 8 The 2007 Microsoft Office SystemTools for Today. 9 New 2007 Microsoft Office System Versions. 11 Upgrading to the 2007 Microsoft Office System. 12 Value Benefits of the 2007 Microsoft Office System. 12 A Lower Learning Curve. 12 Legacy Mode and Keyboard Support. 13 Create It Once; Use It Many Times. 13

A New Look. 15

Learning the Landscape: The 2007 Microsoft Office System User Interface. 15 Using the New User Interface. 16 Command Tabs. 17 Command Sets. 18 Contextual Tools. 18 Dialog Launchers. 19 Galleries. 20 Live Preview. 21 The New File Menu. 22 Quick Access Toolbar. 23
What do you think of this book? We want to hear from you!
New View Controls. 24 Keyboard Support. 25 KeyTips. 25 Keyboard Shortcuts. 25
Important Systems: Help and Security. 27
Finding Help in All the Right Places. 27 Changes in the 2007 Release Help System. More than a Name: Super Tooltips. New Offerings from Microsoft Office Online. Safeguarding Your Files. Publishing Your Document in PDF or XPS Format. Finishing and Protecting Your Files. Removing Personal or Private File Information. Adding a Digital Signature. Marking a Document as Final. Old-Fashioned Document Protection. 37 37
Create Professional Documents with Office Word 2007. 41
New Views, New Tools. 41 The Design of the New Office Word 2007 Window. 42 Better Documents, Faster. 43 Quick Cover Pages. Working with Building Blocks. Built-in Building Blocks. Fast Professional Diagrams with SmartArt Graphics. 45 46
Counting Your Words. 47 A Professional Look, Instantly. 48 Applying Quick Styles. 48 Choosing a Document Theme. 49 Simplified Collaboration. 52 Improved Document Comparison. Reviewing Documents in Full-Screen Reading View. Inspecting Your Document. Better Integration with Office SharePoint Server 2007. Mail Merge Improvements. 56
Extend Your Insight with Office Excel 2007. 59
The Design of Office Excel 2007. 60 Page Layout: A New View for Better Printing. 61 More Room, More Speed, More Choices. 63 Create Better Spreadsheets, Faster. 63 Easier Access to New Templates. 64 Choosing Themes and Setting Cell Styles. 65 Click-and-Type Headers and Footers. 66 Major Charting Enhancements. 68 New Office Shapes and WordArt. 70 Conditional Formatting and Data Visualizations. 70 Share Workbooks and Manage Information with Excel Services. 72 PivotTables Views More Support, Better Insight. 73 More PivotTable Support. 74 Improved PivotCharts. 74

Manage Your Time, Tasks, and E-Mail with Office Outlook 2007. 151
A Look at Office Outlook 2007. 151 Changing the Office Outlook 2007 Window. 152 Manage Time and Organize Tasks. 152 Adding Tasks to Your Calendar. 154 Colorizing Tasks, Appointments, Messages, and Contacts. 155 Share and Compare Calendars. 158 Sending a Calendar via E-Mail. 158 Publishing Your Calendar Online. 159 Displaying and Comparing Calendars. 161 Take Control of Your Inbox. 162
Automatic Attachment Previews. Find What You Need Faster. Turning E-Mail into Action Items Instantly. Flagging Action Items for Others. Easy E-Mail Setup. Receive RSS Feeds in Office Outlook 2007. Improved Junk E-Mail Filters. On the Watch for Phishing. Automatic Postmarking.
Enhance Team Effectiveness with Office Groove 2007. 171
Using the Launchbar. 172 Easily Creating a Workspace. 173 Understanding the Workspace Window. 173 Inviting Others and Assigning Roles. 174 Powerful Collaborative Tools. 175 Sharing Files. Hosting Discussions. Coordinating Calendars. Managing Meetings. Working with Forms. Tracking Issues. Creating a Picture Library. Using Office Groove 2007 with Office SharePoint Document Libraries. Sending Messages in Office Groove 2007. Working with Alerts. Reviewing Files. Chatting in Office Groove 2007. 184 185
A Sample Office Groove 2007 Work Session. 182
Appendix: A Quick Look at Additional Changes. 189 Index. 193


Putting together a book like this is an exciting, challenging, and hopeful mix of possibility, probability, and practicality. In that respect, it's not unlike software developmentwe start with a vision, put research and planning and effort and talent behind it, and continue to check, revise, and enhance as long as we've got the time to make changes. This project has been fascinating, fast, and fruitfulthanks to the talent and effort of the following great people: Valerie Woolley, our fun and fearless project leader at Microsoft Press, keeper of schedules and deadlines, and great opener of doors;
Steve Sagman, of Studioserv, who regularly does the impossible by pulling together pieces of manuscript in varying stages of readiness and turns them into the great-looking, technically accurate, and on-time book you now hold in your hands (or see on your screen);
Thanks also to Nancy Sixsmith at Studioserv for her careful, conscientious, and friendly edit. And special thanks to my agent, Claudette Moore, for all the amazing things she does on my behalf, and to Juliana Aldous, my acquisitions editor at Microsoft Press, for giving me the opportunity to write in detail about this awesome new release. Thanks also to the group of talented and busy application program managers at Microsoft who took the time to answer questions (sometimes many questions) and share their experiences in our Q&A interviews. Specifically, thanks go to

Chapter 1:

those projects you did infrequentlysuch as producing a quarterly managers report? Remembering how to find the options you needed for tasks you did infrequently became a bit like looking for a needle in a haystack. See Table 1-1 for an interesting look at the evolution of Microsoft Office over the last 17 years.
Table 1-1 Release Office Word for Windows 1.0 Office Word for Windows 2.0 Office Word 6.0
Microsoft OfficeKong-Sized Growth
Date 1994 Screen Resolution 640x480 640x480 800x600 Toolbars 8 Nested dialog boxes Right-click contextual menus; ToolTips; tabbed dialog boxes; toolbars on bottom of screen; Wizards Auto spelling checker; Auto features (AutoCorrect) Toolbars all around screen and floating; menu bar redockable; multilevel context menus; icons on menus; grammar checking; hierarchical pull-down menus Expanding menus, default toolbars on a single row, help pane Task panes, Type a question for help box; Smart Tags; Paste options 11 new task panes; Research features Added Features
Office Word 95 Office Word 97

1995 1996

800x600 1024x768
Office Word 2000 Office Word 2002 Office Word 2003
1024x768 1024x768 1024x768

Survival of the Smartest

In a study conducted by scientists at the University of Oregon,1 researchers found that what affects a persons memory capacity most is the ability to disregard irrelevant or unnecessary details. In other words, its not what you knowits what you ignorethat might be a major factor in your success. If you work with information, you know how true that is. Daily, you are barraged with facts and files, and buried in a mountain of e-mail messages. Some items are urgent and require immediate action, but most are simply notes you need to respond to reasonably soon, reports you need to comment on, leads you need to follow up with, or junk mail you need to delete. Your first task in getting a handle on all this information is to weed out the items that have nothing to do with the task at hand. The 2007 Microsoft Office system can help you with that.
1. Ward Leslie, Melody. Discovery Disproves Simple Concept of Memory as Storage Space. Available on the Internet:

Figure 2-3 The set of commands displayed in the user interface varies, depending on the command tab you select.

Contextual Tools

To keep the design uncluttered and relevant to what youre doing, contextual command sets appear only when a specific object is selected. Figure 2-4 shows a set of contextual tools that become available after you add a diagram with the SmartArt tool (available in the Insert tab). The name of the displayed contextual tool set appears above the user interface and is highlighted so that you can recognize it easily.
Figure 2-4 Contextual commands display only the commands you need that are related to the currently selected object.

Dialog Launchers

Some command sets on the user interface are also available in traditional style dialog boxes. You can display the dialog box by clicking the dialog launcher in the lower-right corner of the command set. Heres how it works. Click the command tab you want (for example, Home in Office Word 2007). Now click the small arrow symbol in the lower-right corner of the command set you want to display, which launches the dialog box for that set of commands, as Figure 2-5 shows. Dialog launchers are also available at the bottom of any gallery that shows advanced options. For example, when you choose the Page Layout command tab and click the Columns down arrow, a gallery of column-wrapping settings appears. Click the More Columns option at the bottom of the gallery to launch the Columns dialog box (see Figure 2-6).

Figure 2-5

Dialog launchers display some command sets in traditional dialog boxes.
Figure 2-6 Click the More Columns option at the bottom of a gallery to display a dialog box of additional options.


Galleries are a great visual addition to the design of the new program windowsthey make finding the look you want as simple as point and click. The 2007 Microsoft Office system includes two types of galleries. Galleries with only a few selections are typically shown as part of a command set in the user interface; but galleries with multiple selections (such as Themes, Margins, and Position in Office Word 2007) display as drop-down galleries in which you can make your selection. When you select a command that has a down arrow next to it (which means that additional choices are available), the palette of options appears (see Figure 2-7). You can see at a glance which color combination, format, color scheme, transition, or chart type you want. Just click your choice (or point to it if you want to use the Live Preview feature, described next), and the setting is applied to the current document or a selected object.

How long have you been working with the new release? Do you have a special area of emphasis? Developing documentation for a new product comes later in the
release cycle, after most of the product development has been finished. Ive been working on some aspect of the Office Word documentation for this release since April 2005. Im one of three individuals who develop documentation for the new Office Word 2007.
Did the new page layout changes come about as a result of user feedback? How so?
While a lot of the features arent new to Office Word 2007, what the features look like and how much easier theyll make your job most certainly is new. The entire development of Office Word 2007 was based on customer feedback. Some of that feedback came from customers who were looking at online articles, demos, training, and help topics and gave us feedback that many features were buried or too hard to use.
Do you have a sense of who a typical Office Word 2007 user is? What is this person producing? Im in the business of creating assistance content for users who tell
us every single day in their online feedback who they are and what they need. The typical user has a task theyre trying to accomplish and wants answers right now. We try to produce content that meets those needs as much as we can.
Now that you know how to find and experiment with the new and expanded capabilities of Office Word 2007, prepare to take a closer took at Office Excel 2007. The next chapter shows you the ways in which the new philosophy of streamlined use for increased productivity can have a significant impact on the quality of your financial documents.

Chapter 5

Extend Your Insight with Office Excel 2007
What youll find in this chapter
The design of the Office Excel 2007 window Page layout: A better view for printing More room, more speed, more choices Create better worksheets, faster Share workbooks and manage information with Excel Services PivotTables viewsmore support, better insight
For many people, Microsoft Office Excel 2007 is one of those programs you grow into. Unless their job responsibilities demand a detailed working knowledge of spreadsheets right from the start, their earliest experiences with Office Excel 2007 might have been creating simple financial documentsmaybe in response to a request from a manager, a need in their own business, or a question from a financial advisor. Over the years, Office Excel has evolved from a basic spreadsheet tool to a major business application that enables information workers to create, analyze, consolidate, report on, and share critical information that affects the entire business life cycle. This is not your grandmothers calculator! Office Excel 2007 faces the same challenge that Microsoft Office Word 2007 takes on: offering powerful, sophisticated tools in an accessible way that enables both experts and novices to find what they need easily and produce professional-quality, accurate, and insightful results. The major changes in Office Excel 2007 offer exciting possibilities that can simplify and extend the way users create, work with, and share financial documentsspreadsheets, workbooks, reports, and more. Specifically, the additions and enhancements in Office Excel 2007 help users create better spreadsheets faster; understand, visualize, and share important information more easily with others; and make data analysis easier and more effective, resulting in better insight for those decisions that affect the bottom line. This chapter introduces some of these significant changes.

You can easily modify themes and save them to the Themes gallery for later reuse, which is helpful if you have a specific corporate color or design used in your business presentations. Simply modify the slide to fit your corporate design (or open an existing presentation with that existing theme) and click the Save Current Theme command in the bottom of the Themes gallery.
You can apply a selected theme to selected slides or set a theme as your default presentation theme after you right-click in the Themes gallery.
Choosing a New Color Scheme
Making color choices is difficult for many people. Knowing which colors work well together is often a hit-or-miss proposition for nondesigners. Office PowerPoint 2007 helps you take the guesswork out of color choices by providing a large palette of color groups. You can choose an existing color groupor create a new onethat overrides the existing colors in the selected theme. When you select a color theme in Office PowerPoint 2007, the selection changes the background, all tables, text, and objects to match a consistent, coordinated, and cohesive set of colors. The Colors command is in the Themes command set in the Design tab. Click the Colors down arrow to display the gallery of choices (see Figure 6-4). Point to a new color selection to see how it will look in the presentation; when you find one you want to use, click it to apply it to the presentation.
Figure 6-4 The Colors gallery provides you with a collection of colors you can apply to the selected theme.
Making Design Changes with Background Styles
Quick Styles is a feature common to all core Microsoft Office system applications, offering you different selections you can preview and then apply to your slides with a click of the mouse. The Quick Styles that are available depend on the object you select. When you are working in the Design tab, the Background Styles command provides a collection of background styles you can apply to the current slide or to all slides in your presentation.
You can make additional choices for the background of your slides by clicking the Background command in the Background Styles gallery. The Format Background dialog box that appears enables you to choose a picture or texture for the background (see Figure 6-5). You can also make changes to background colors by choosing a new color scheme.
Figure 6-5 Customize the look of the slide background using the options in the Format Background dialog box.
Custom Slide Master Layouts
In Office PowerPoint 2007, you can create your own slide layouts to better fit the type of information you want to present. In previous versions, creating your own layout meant modifying an existing slide layout, which sometimes added text boxes or object frames you didnt want. (Not to mention making formatting choices you had to accommodate or undo.) Now your custom slide master layouts can include many different elementsmedia objects, text boxes, and moreand you insert those elements using Insert Placeholder in the Master Layout command tab of the Slide Master tab. Note The Insert Placeholder command becomes available when you select the Slide Master command in the View tab.

Improvements for Your Text
The words you choose and the way you communicate them makes a huge difference in the way your message is received. The text on your Office PowerPoint 2007 slides does more than simply flash a few headings or lists of bullet points; the text supports what youre saying with quick reminders for your audience members that increases their understanding and gives them phrases they can remember easily later.
Office PowerPoint 2007 includes a number of text enhancements that give you more flexibility in the way you present your textwhether you want to pull out all the stops with 3-D effects, glow, and animation, or keep it simple and profound with clear, crisp fonts and effective images.

Rich Text Capabilities

The text on your slides represents more than just characters on a screen; the text helps to convey the personality of your presentationshowing that your business is responsible and steady, high-energy and creative, or open-hearted and people-oriented. New text features in Office PowerPoint 2007 improve the readability and flexibility of text. Now you can do the following:
Use rulers within individual paragraphs to take the guesswork out of text alignment Create vertical text for special effects in charts and along the edges of slides Wrap text within shapes to create interesting effects in graphics

Improved WordArt

WordArt is one of those features that can move your text from ho-hum to visually interesting. Used for special items, WordArt invites people to look a little closer at your presentation and helps you call attention to an important point you want to make. The new WordArt Styles gallery enables you to preview and select a collection of specialty text styles for your presentations. You can apply WordArt to existing text or add a new WordArt object to your slide. Click the Home tab and then the More button in the lower right corner of the WordArt gallery to see the available styles. After you select a style, the Drawing Tools contextual tab becomes available (see Figure 6-6). Use the Text Fill, Text Outline, and Text Effects commands to customize the look of your WordArt.
Nancy C. Muir, author of PowerPoint 2007 Plain & Simple, recommends these three features to try: 1. New SmartArt Graphics enable you to turn a bulleted list into the elements of a diagram, instantly becoming, for example, the text labels on the boxes of a workflow diagram. 2. When you rest your mouse cursor on an image preview in a gallery, such as Themes, the effect is previewed on your slide. 3. Presenter View offers a separate view of your presentation when you have two monitors available so you can easily display your speaker notes as you give your presentation.

personalizing a newsletter, sending a sales e-mail message, or customizing and mailing a catalog, youll find that turning the created publication into a mail merge document requires only three steps: 1. Create, add, or import the recipient list. 2. Add merge fields to your publication. 3. Merge the publications with the recipient list.

Choose Your Mailing Type

Office Publisher 2007 now includes three separate merge choices to enable you to choose the one that fits the type of project youre creating. You can view the merge options by choosing Mailings And Catalogs from the Tools menu (see Figure 7-13) or by choosing the Mail Merge, E-mail Merge, or Catalog Merge task panes.

Figure 7-13

Choose one of the three merge types.
The task pane for the type of project you selected then prompts you to make the choices needed to complete the process. As you add merge fields to the publication, you can dynamically preview the merge by clicking outside the field text box. You can also position the mouse pointer on a merge field to display a Smart Tag; when you click the Smart Tag, you see a menu of options related to that particular item (see Figure 7-14). You can use this feature to change data as you work (for example, if you find that you need to change the spelling of one name) and to preview the way the customer data will appear as you create the merge.

Figure 7-14

You have access to data options while you create the merge fields.
As you prepare to finalize the merge operation, you are given options for sending the merged publication (see Figure 7-15). In addition to these final choices, you can determine how you want to follow up on the merge print. The follow-up options for an e-mail merge are as follows:
Print Recipient List displays the Print List dialog box so that you can choose the fields you want to include in the report, select the records you want to include, and choose the orientation and page size (see Figure 7-16). Save A Shortcut To Recipient List opens the File Save dialog box so that you can choose a location for the shortcut file. The list used in your current merge operation is then saved as a data set you can use in future mailings. Export Recipient List To New File displays the Save As dialog box so that you can specify a file name and folder for the list. You can choose whether to save only the contacts included in the current merge or include all records in the data list. Track Through Business Contact Manager is available if you have installed Microsoft Office Outlook 2007 with Business Contact Manager, and clicking it opens a Marketing Campaign window so that you can launch and track a marketing campaign using the publication you created in Office Publisher 2007 (see Figure 7-17). You can fill in the necessary information and click Save & Close to save your information.

Figure 7-15

Finalizing your merge project involves choosing how it will be sent.
You can now manage your e-mail lists with Office Outlook 2007, Office Excel 2007, Office Access 2007, Office Publisher 2007, Microsoft List Builder, and Office Outlook 2007 with Business Contact Manager. You also can add contacts, filter and sort lists, revise entries add special text messages, or create new listsall within Publisher.

Figure 7-16

You can easily print your recipient list or export it to be used in other applications.
Figure 7-17 You can track the results of your merge campaign using Outlook 2007 with Business Contact Manager.
This chapter provided a look at the new and expanded features available in Office Publisher 2007. The next chapter introduces you to the seamless ways in which you can gather, organize, search, use, and share notes and resources using Microsoft Office OneNote 2007.

Chapter 8

Gather, Find, and Share Information with Office OneNote 2007
The new look of Office OneNote 2007 Working with multiple notebooks Collecting your notes and information Using drawing tools and tables Flagging notes for follow up Finding notes quickly with improved search capabilities
In todays information-rich world, finding what you need isnt the problemmanaging it is. Chances are that you are inundated with information from the time you get up in the morning to the time you go to bed at night. Your cell phone connects you to family members, friends, and work associates; your PDA keeps your schedule; your MP3 player downloads your favorite podcasts; e-mail brings you news, action items, and meeting invitations; and Web pages fill you in on everything else. Microsoft Office OneNote 2007 is the program to use when you want to reverse the effects of information overload by organizing, managing, gathering, and using the information you receive in a more effective way. Designed to help you gather, organize, find, and use the information you collect, Office OneNote 2007 includes a huge array of features to help you quickly collect (on a desktop PC, laptop, Tablet PC, Microsoft Windows Mobile powered deviceor all of the above) digital information of all kinds (text, pictures, Web pages, e-mail messages, as well as audio, and video recordings) and have it at your fingertips when you need it.

Find What You Need Faster
The same indexing technology used in Windows Desktop Search and Windows Vista is used in Office Outlook 2007, giving you the fastest access possible to your information in all views (Mail, Calendar, Contacts, and Tasks). You will notice a dramatic decrease in the time it takes to display search resultsnow you can find what you need almost as fast as you can type.
A new search box is displayed at the top of the Inbox column and at the top of the Tasks List. Click in the search box and the display will change color, indicating that it is selected. You can simply type the word or phrase you want to find (see Figure 10-15). Even before you finish typing), results display messages (or tasks) that contain the word or phrase youre searching for.
Figure 10-15 The faster search process locates messages or tasks that contain the text you type into the Search box almost instantly.
You can add search criteria to find specific items faster. Click the Add Criteria button to choose the criteria you want to add to your search (see Figure 10-16). You can also easily repeat searches you've done previously by clicking the Show Instant Search Pane button to the right of the search box; then point to Recent Searches and select the search you want to use (see Figure 10-17, on the next page). Additionally, you can change the defaults set up for the search process by choosing Search Options in the Instant Search Pane menu.
Click the Add Criteria button to see a list of the ways you can search.

Figure 10-16

You can search faster and farther by adding search criteria.

Figure 10-17

The Instant Search Pane has tools for repeating searches and setting search options.
Turning E-Mail into Action Items Instantly
Part of the challenge of working with e-mail effectively is dividing the messages we need to act on right away from the messages we can respond to later. In Office Outlook 2007, you can use the enhanced flagging feature to identify an important message as one you need to act on immediately. When you add the flag, the item is automatically added to the To-Do Bar.
Flagging Action Items for Others
You can also use the enhanced flagging feature to flag messages you send and receive. If you have just finished the draft of a new employee handbook, for example, you might send it in an e-mail to others working on the project, requesting their feedback by the end of the week. You want them to respond by a specific date, so you flag the message for follow-up. Because the message is flagged, when it arrives in their Inboxes, the message is added to their To-Do Bars as a task with a specific response date (see Figure 10-18).

Figure 10-18 Improved flagging features enable you to send an e-mail message that creates an action item for others.

Easy E-Mail Setup

Setting up an e-mail account is now much easier in Office Outlook 2007. A new automated account setup feature simply asks for your e-mail account name and password, and then does the rest (see Figure 10-19). The wizard finds the server settings, automatically sets up the account, and then displays an updated E-Mail Accounts dialog box with the new account and the location for the accounts PST file. Theres nothing more to do except check your e-mail! The new mail folder is displayed in your Personal Folders list in the Mail navigation pane. Tip
Office Outlook 2007 can now retrieve your Web-based e-mail and download it to your Inbox, enabling you to compile mail from different accounts.
Figure 10-19 Just enter your e-mail address and password, and Office Outlook 2007 sets up the new e-mail account for you.
Creating and Sharing Electronic Business Cards
A fun and functional new feature in Office Outlook 2007 enables you to create, save, and share your contact information with others as an Electronic Business Card. In the New Contact window, click Business Card in the Write tab to customize the default card that is created for a new contact. You can add photos and other special design elements. You can easily send electronic business cards to others via e-mail or attach your business card to your outgoing messages. Simply choose Options from the Tools menu and click the Mail Format tab in the Options dialog box. Click Signatures to display the Signatures and Stationery dialog box; then click Business Card in the Edit Signature area to display the Insert Business Card dialog box so that you can select the card you want to attach to your messages.
Receive RSS Feeds in Office Outlook 2007
Since Office Outlook 2003 was introduced, RSS has become a widely popular method of receiving content from the Web. With so many interestingand necessaryWeb pages to browse, we can spend hours online searching the sites we have come to rely on for dependable or interesting content. If those sites have RSS feeds available (meaning the information in published and distributed by the content publisher via RSS technology), you can receive those feeds directly in your Office Outlook 2007 Inbox, significantly reducing the time you once spent browsingand giving you access to that great content whenever you want it. To use the RSS feature in Office Outlook 2007, double-click the RSS Feeds folder in your Personal Folders in the Mail navigation pane. A window appears, describing the basis of RSS and telling you how to get started (see Figure 10-20).

Office Groove 2007 uses alerts to keep you informed about the status of the message you sent, which is especially helpful when you are working with time-critical information and want to know that another team member received the data you are sending. An alert lets you know when the message is sent, received, and even when the recipient opens it (see Figure 11-15).

Figure 11-15

Alerts let you know when messages you sent to team members have been opened.
You can review, organize, search, print, and discard past messages youve sent and received by clicking the Message History button (shown as an envelope) in the bottom-left corner of the Launchbar or any workspace.

Working with Alerts

When you log on to Office Groove 2007, you know immediately whether any changes have been made to the information in your workspace. Depending on your alert settings, youll receive pop-up text alerts in your Windows task bar, as well as various unread content icons in your Launchbar workspaces tab, which signify how recently your workspaces have been updated. Although Office Groove 2007 will send you pop-up alerts only on the workspaces you use most often, its best to customize your alert settings so that you are notified whenever content changes or events are added to the workspaces that are most important to you. Alerts are fully customizable so that you can change the alert level and turn them on and off according to your preferences. You can determine how sensitive you want the alert system to be by indicating which events you want to be informed aboutperhaps you want to know only when files are uploaded, or when a team member posts a question, or when SharePoint files have been modified. Alerts are enabled by default when you create a new workspace; if you want to disable them, click Turn Off Alerts in the Common Tasks area of the Launchbar. To customize alerts for each workspace, right-click on the workspace from the Launchbar and choose Set Alerts (see Figure 11-16). You can then change the workspace alert level from Auto to High, Medium, or Low and also choose to be alerted when any new members enter the workspacea helpful option when youre waiting on a time-critical update.


A Quick Look at Additional Changes
Theres still more to cover in the 2007 Microsoft Office system! This appendix gives you a quick look at some of the additional applications youll hear more about in the coming months. Be sure to visit the Microsoft Office system preview site ( preview/default.mspx) to learn more about the programs, suites, and servers available with the new release.
Microsoft Office Visio 2007
Microsoft Office Visio 2007 is the new version of the popular diagramming tool included with the Microsoft Office systems. Changes in Office Visio 2007 include these:
The Getting Started user interface helps you find the right diagram for the job. New shapes and templates help you easily visualize and communicate information, systems, and processes and give your diagrams additional power, flexibility, and professional appeal. AutoConnect helps you create diagrams faster by combining the three main steps choose, connect, and space shapesinto a quick single step. A new diagram type called PivotDiagrams enables you to generate a diagram based on the structure of your data. Data Graphics Gallery task pane gives you a new level of control over where and how data fields are displayed in the diagram Integration with Microsoft Office Project 2007 and Microsoft Office SharePoint Server 2007 enable you to effectively communicate information in reports based on project data from those other sources. Save and share your Office Visio 2007 diagrams in PDF format to ensure that they reach the widest possible audience.
Eric Rockey, Program Manager for Office Visio 2007
What are the major new features of Office Visio 2007? Is there one feature you think everyone will love? In Office Visio 2007, our goal was to make it far easier for
people to communication business information using Office Visio diagrams. To do this, we focused our efforts in three major areas. First, we looked at how we could allow people to achieve better results, faster by making it easier to author great-looking diagrams quickly in Office Visio 2007. The second area, which is a major investment for Office Visio 2007, is the work we have done to easily display business data directly on top of Office Visio diagrams. This will really revolutionize what people will be able to do with Office Visio. Finally, with Office Visio 2007, you can use diagrams to communicate with everyone, even those who do not have Office Visio 2007 installed. We have added a number of options to make it easier to distribute Office Visio diagrams. These are all great features, but I think everyones going to be amazed at how much faster AutoConnect allows you to create your diagrams in Office Visio 2007.



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