TIp #6: Minimizing the Office Ribbon

The Ribbon is the top navigation bar in Office 2007. It is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups that are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce screen clutter, some tabs are shown only when they are needed.

Minimize the Ribbon for a Short Time
To quickly minimize the Ribbon, double-click the name of the active tab. Double-click a tab again to restore the Ribbon.

Always Keep the Ribbon Minimized
1. Click the Customize Quick Access Toolbar icon at the top of your screen .
2. In the list, click Minimize the Ribbon.
3. To use the Ribbon while it is minimized, click the tab and all options for that tab will appear.

Restoring the Ribbon
1. Click the Customize Quick Access Toolbar icon.
2. In the list, uncheck Minimize the Ribbon.

Keyboard shortcut: To minimize or restore the Ribbon, press CTRL+F1.
Tip: You can still use the keyboard shortcuts while the Ribbon is minimized.

Tip #5: Saving documents in PDF format

PDF is a file format that preserves document formatting and enables file sharing. The PDF format ensures that when the file is viewed online or printed, it retains exactly the format intended, and that data in the file cannot easily be changed. PDF files can be read on any operating system making it a preferred choice for file sharing.

Office 2007 has the capability to save documents in PDF format.

Saving documents to PDF Format
Word, PowerPoint, Excel and Access documents can be saved in PDF format by following these steps:
1. Click the Microsoft Office Button, point to the arrow next to Save As, and then click PDF.
2. In the File Name list, type a name for the document.
3. If you want to open the file immediately after saving it, select the Open file after publishing check box.
4. Click Options to set the page range or other output options Click OK.
5. Click Publish.

Reading Documents in PDF Format
Most computers have the Adobe Acrobat reader application installed, allowing you to read PDF files. If however you are unable to open a PDF file, the free Adobe Acrobat Reader can be downloaded from:
http://www.adobe.com/products/acrobat/readstep2.html

Tip #4: Making Documents Compatible with Office 2003

With the introduction of Microsoft Office 2007, new file types were also introduced. All files created with Office 2007 now end with an “x” at the end of the filename.

Users of Office 2003 may not be able to open Office 2007 files. However, you can save your documents in “Compatibility Mode” ensuring that those using previous versions of Office can open your document.

How to save in Compatibility Mode:
1. Click the Office Button
2. Hover the Mouse pointer over Save As
3. Select Word 97-03 Document (or Excel 97-03 Document, PowerPoint 97-03 Document, or Access 97-03 Document)
4. Enter the filename and click Save.

NOTE: Some of the elements in Microsoft Office 2007 are not available in previous versions of Office. Office will display these elements as images. Users opening the document in earlier versions of office will be able to view these elements, but they will not be able to edit them. When saving a document in Compatibility mode, Office will let you know which elements will not be able to be edited.

Tip #3: Quick Access Toolbar

The Quick Access Toolbar

The Quick Access toolbar provides ready access to frequently used commands. It can be customized to add icons you use most often.

Where do I find the Quick Access Toolbar?
The quick access toolbar is located at the top of the screen, next to the Office button.

How can I customize my Quick Access Toolbar?
To customize the quick access toolbar, click the small down arrow next to the quick access toolbar. Select from the list of common commands or click more commands for a full list of options.

Tip #2: Interactive Guides

Microsoft offers interactive guides that help make the transition smoother from Office 2003 to Office 2007.

Looking for your favorite Office commands in the new 2007 interface?
Microsoft has developed a visual, interactive reference guide to help you quickly learn where things are for all Office applications.

Where do I find the interactive guides?
Click the links below to access the interactive guide.
For help with Outlook 2007
For help with Word 2007
For help with Powerpoint 2007
For help with Excel
For help with Access


How do I use the Interactive Guides?
Click one of the above links and click Start the Guide.
Once the guide launches you will see the 2003 interface. Rest the mouse over a menu or button to for a description of the location in 2007. Click the mouse to see it highlighted in the 2007 version.

For more information about using these interactive guides, please visit the Office 2007 Interactive Guide website