Times New Roman vs Calibri… the Word 2007 Default Font Showdown

One thing you will notice when you open up Word 2007 for the first time, (or PowerPoint 2007, Excel 2007, Outlook 2007.. basically any Office 2007 product) is that Times New Roman is NO LONGER the default font!  Times New Roman has been replaced by a SAN SERIF!!! (That’s one with no feet for those playing at home) font by the name of Calibri.

I will not pass judgement today on which is the better font… because it depends entirely on what you are doing with your document.  Traditionally Serif fonts (the ones with feet) like Times New Roman were better for printed documents, and Sans Serif fonts (no feet) are better for documents to be displayed on screen.  Is Microsoft making the assumption that most documents are now viewed on screen and not printed?  In a commercial environment I would suggest that is very accurate (do you print all your emails? and all your word documents at work???).

That being said, it looks like Calibri is making its way into more and more places… even before the release of Office 2007.  Check out any of the coverage of the Australian Open Tennis Championships taking place at the moment… the “Melbourne” text on the court looks as though it is in Calibri! (or something very very close to it!).

But that begs the next question.  What if you don’t like Calibri?  How do you change the default font in Word 2007 to something that you like?  It is much easier than you think!  Here is a quick tutorial to get you started!

  1. On the “Home” tab of the Word 2007 Ribbon, in the font group, select the “More Options” button.  See the image below if you don’t know which button that is.

  2. On the Font Dialog box that appears, simply select the font, font size, font style, font colour etc that you would like to be the default, and then select the “Default” button in the bottom left hand corner of the screen.  It will ask you if you really want to change the default font, and of course you want to click yes.  If you have selected your default font as “Comic Sans MS”, I would encourage you to click NO!!!!! at that stage 🙂

So there you have it, a quick introduction into Typography, Default Fonts, and what will soon become everyone’s favourite font (by default)… Calibri.

’till next time,

TNP 😉

[tags]Word 2007, Office 2007, Australian Open, Tutorial, Font[/tags]

Shortcut Keys in Word 2007 (Excel 2007 & PowerPoint 2007)

So you are a hotshot who doesn’t need to use a mouse!  Fair enough, power users tend to find they can do tasks quicker by using shortcut keys.  Shortcut keys are combinations of keystrokes on your keyboard that can make the program do a certain task.

The new Ribbon UI in Word 2007, Excel 2007, and PowerPoint 2007 is easier to use with a mouse, but if you want to use your keyboard shortcuts, there is a quick, easy, and visual way to find out what you need to press.

All you need to do, is hit the “Alt” key.  Simple as that.  By pressing the “Alt” button in Word 2007, the keyboard shortcuts appear on top of all the different sections of the Ribbon.

For example, (looking at the screenshot), to open the file menu, all I need to do is hit “ALT+F”.  If I want to save my file, which happens to be one of the Quick Access Toolbar buttons, I could hit “Alt+1”.  To change to the Insert Tab in the Word 2007 ribbon, I could hit “Alt+N”

As soon as you go to another tab in the ribbon, if you hit “Alt” again, you can see all the shortcuts for each piece of functionality on that tab.

 

So there you have it – all you need to do is remember “Alt” is your shortcut to keyboard shortcuts in Word 2007! (and Excel 2007, PowerPoint 2007 etc etc).

Want to master the key shortcuts in Word 2007?

TheNewPaperclip.com has put together a 5 day audio course that will help you remember and confidently use the key keyboard shortcuts in Word 2007 in just 15 minutes a day.  You can find out more over at www.shortcutcourse.com, or you can enrol in the course now.

Buy Now 

’till next time!

TNP 😉

Office 2007, Shortcuts, Tips, Tutorial, Word 2007

Can’t make it to the shop? Purchase and Download Microsoft Office 2007 on Windows Marketplace

Big news from the folks at Microsoft today is that Microsoft Office 2007 will be available to purchase and download from Windows Marketplace on January 30!

Along with most versions of Windows Vista, Microsoft Office Home and Student 2007, Microsoft Office Professional 2007, and Microsoft Office Standard 2007 will be available online. 

No more messing around with shrink wrap, no more paper cuts, no more scratched CDs/DVDs!

Don’t have broadband… well the download will take a while.  Why not purchase Windows Vista or Office 2007 from Amazon.com?

[tags]Office 2007, Download, Purchase[/tags]

CSI at home with Visio 2007 and the Crime Scene Template

Stumbled across this absolute beauty of a Visio template today.  Strictly speaking this will work with Visio 2007 as well as earlier versions like Visio 2003… but I just had to blog about it.

Crime Scenes with shapes – Visio Template

That’s right… you can now play CSI at home, without the dangerous explosions, car chases or other potentially life ending catastrophes that happen on the TV Series.

The Visio Crime Scene template, which you can download from the Microsoft website, contains all the things you need to recreate your favourite crime scene – bodies (with movable arms and legs), separate arms and legs (!), weapons of all varieties (shot guns, pistols, shell casings, clips, even nunjuks!!!), pools of blood (small, large, or trail)… even a king size bed for those domestic disputes.

You can find the FREE Crime Scene Template, as well as many other great Office 2007 templates to download from Microsoft Office Online.

’till next time

TNP 😉

[tags]Visio, Template, CSI, Office 2007[/tags]

Track Changes, and Comments in Word 2007

One of the most useful features of Word 2007, especially when collaborating with colleagues or team members in other offices is Track Changes.  Combined with the comment feature it is easy to understand what changes have taken place in a document, and why!

Here is an example of what you can do with Track Changes, and a Comment.

How to turn on Track Changes in Word 2007

  1. Click the “Review” Tab in the Word 2007 Ribbon
  2. Click the “Track Changes” button

If you want to incorporate all the changes one of your colleagues made, or reject some whilst approving others, you can do that with the buttons in the “Changes” group, again in the “Review” tab of the Word 2007 Ribbon.

To accept the change, simply click “Accept”.  To reject, click “Reject”.  To move between changes, you can use the “Previous” and “Next” buttons.  Pretty simple really 🙂

How to add a Comment in Word 2007

To add a comment, again on the “Review” tab of the Ribbon, in the “Comments” group, click on “New Comment”.  You will then be able to type your comment into the balloon on the side of the document. 

Note that when you add a comment, it will begin with your initials.  To change your initials, click on the Office Orb, in the top right hand corner of the screen, and then select “Word Options”.  In the “Popular” section (should be the default when you open the options dialog box) there is a text field where you can change the initials.

THE MOST IMPORTANT THING TO REMEMBER WHEN USING TRACK CHANGES AND COMMENTS IN WORD 2007…

… is to run the document inspector (Office Orb -> Prepare -> Inspect Document) before publishing the document.  Using the document inspector you can be assured that any of your comments or tracking balloons will not be visible to readers of the document.  Especially important if the comments give away some of your trade secrets, or disrespect one of your team mates in some way 😉

’till next time

TNP 😉

[tags]Track Changes, Word 2007, Review, Tutorial[/tags]

Welcome to 2007: T-23 days until Office 2007 is available

Thats right… 23 Sleeps, thats 552 hours, or  33120 minutes until Office 2007, and Windows Vista will be available in the shops.  January 30 is not that far away!

You can pre-order your copy of Windows Vista or Office 2007 now on Amazon.com!  They can even gift wrap it for you!

Over the next three weeks I will be in overdrive making sure that you have all the tips, tricks and tutorials you need to hit the ground running as soon as you take off the shrink wrap on your own copy of Office 2007.

Make sure that you subscribe to the feed, and if you have any areas that you would like me to focus on… make sure you leave a comment!

’till next time

TNP 😉

[tags]Windows Vista, Office 2007, Launch[/tags]

Office 2007 has been Released to Manufacturing (RTM)

Exciting news!!!  My sources at Microsoft have all been spruiking that Microsoft Office 2007 has now reached the magic milestone that is RTM.

If you are a MSDN subscriber, tadalafil you can expect the gold code to be available in the next few days.

If you are a consumer, check we still need to wait until early next year to purchase Microsoft Office 2007 from the shops!

So now that Office 2007 is available, are there any areas that you need me to cover?  Over the next week or two I think I will get back to basics and build tutorials that cover the products (Word 2007, Excel 2007, PowerPoint 2007 and Outlook 2007 to start with) from the ground up!

If you have any suggestions… please leave a comment and let me know.

TNP 😉

[tags]Office 2007, RTM, Tutorial[/tags]

Word 2007: What is the Prepare Menu? Deep Dive

Apart from the new Ribbon User Interface, there are a few more ‘menu concepts’ that new users of Word 2007 (and Office 2007 in general) need to get their heads around.  The one that is most obvious is the “Prepare Menu”.  You will find the prepare menu when you click on the Office 2007 orb, in the top left hand corner of the screen (basically what was the “File” menu in older versions of Word)

What is the Prepare Menu?

The prepare menu is a collection of functionality which a user might use to prepare their work for publication, storage or distribution, once they have finished the content of the document.  This might include adding some meta data to the document (for use in a EDRMS or document management system), adding a digital signature (to ensure the integrity of the document), or even checking that the document is compatible with older versions of Word.

Lets have a in depth look at what each of the options in the Prepare menu do.

Properties

By clicking on the properties option, you can add meta data to describe your document.  As you can see from the screenshot, the meta data you can add to your Word 2007 document includes:

  • Author – The name of the person who created the document
  • Title – The title of the document
  • Subject – the subject or topic of the document
  • Keywords – a few words which describe the document
  • Category – the category that the document falls into
  • Status – the status of the document (Draft, Final, For Review etc)
  • Comments – can be any comment which adds value to the document, or used for an abstract.

In the Document Properties Pane, if you click on the down arrow beside Document Properties you can launch the “Advanced Properties” box.  From this box you can add even more meta data to your document, with another 27 or so different options, ranging from the Client the document is for, to who Typed the document in the first place.

Inspect Document

The Inspect Document function checks to make sure there is nothing hidden in your document that a reader might find later down the track.  This is especially important if you have used track changes, hidden some text (when you should have deleted it), or used some meta data internally to classify the document that you do not want the reader to know about.

Clicking on the Inspect Document function displays a box which allows you to select the type of document inspection you want.  If you are dealing with a small document (say below 100 pages) there is no problem inspecting using all five options.  As your document grows however, the inspection will take longer, so you might only want to inspect for comments, revisions, versions and annotations.

Encrypt Document

By selecting Encrypt Document from the Prepare menu in Word 2007, you can add a password to protect your document.  Just type your password in once, then re-type it to make sure it is correct, and your Word 2007 document is encrypted.

Restrict Permission

This prepare menu option allows you to grant specific rights to viewers of the document.  For example, if you only want people to be able to read a document, but not print it or save it, you can grant those privileges using the Restrict Permission option.

This functionality is based on Rights Management Services for Windows Server 2003.  However, if you do not have RMS (or another information rights management infrastructure in your organisation), you can still restrict the permissions on your document using a free trial from Microsoft.  Information on the trial appears when you try to restrict permission on your document for the first time.

Add a Digital Signature

In Word 2007, you can sign your document.  Adding a digital signature is just like signing a document with your own written signature (except it is digital).  To add a digital signature in Word 2007, click on the office orb, select prepare, and then click add a digital signature.

You can create your own digital signature, or purchase one from a third party.  Signatures from third parties hold more credibility because they can be independently verified.

Note that digital signatures are invisible, and you do not actually see a traditional written signature anywhere on the document.

Mark as Final

Mark as final, marks the document as final, sets the document to read-only, and saves it for you.

Run Compatibility Checker

By running the compatibility checker in Word 2007 you can check to see if your document will load in previous versions of Microsoft Word.  This is very important if you work with customers or suppliers who may be running older versions of Word.

Conclusion

So there you have it, a deep dive into the document preparation features that you can find in the Prepare menu in Word 2007.  Hope that helps!

TNP

[tags]Word 2007, Prepare, Rights Management, Tips, Help[/tags]

PowerPoint 2007: Switch to the Slide Master

In the corporate world, there is a tendency to want to brand every slide with your company logo.  Even worse, use the company colours and washed out ‘people shaking hands’ image that the CEO demands is on every slide.  How can you make sure that the logo or image appear on every slide?  By putting them into the Slide Master.

Think of the Slide Master as the ‘head honcho’ slide.  All the other slides in your presentation look up the the Slide Master, and copy (inherit) whatever the Slide Master look like.  Generally, if you place the company logo on the bottom right of the Slide Master, every slide in your presentation will have the company logo on the bottom right of the slide.

That is all well and good, but how do you get to the slide master view, especially since the user interface has changed in PowerPoint 2007?

1) Click the ‘View’ Ribbon Tab, then in the Presentation views group, select ‘Slide Master’

or

2) In the bottom right hand corner of the screen (just to the left of the zoom slider) hold shift and click ‘Normal Layout’.  This will switch to the master slide view.  To change back to the normal layout, just click normal layout, normally.  See the image below which explains it far better.

(PS – the pen work in the above image was created using a very bad mouse and the most powerful program in Windows – MSPAINT!  If anyone has a spare tablet (or tablet PC for that matter) that they want to permanently lend me, please let me know!)

[tags]PowerPoint2007, Slide Master, Help[/tags]

Excel 2007: Name a Range

A colleague of mine came running over to my desk the other day in quite a pickle!  He said “The New Paperclip… how on Earth do I name a range in Excel 2007?”

“Simple my friend” I replied.  Little did he know that I have no idea where it was, but I put my faith into the beauty that is the Ribbon to figure it out.

For the uninitiated, Naming a range is a great tool you can use in Excel.  It allows you to give a descriptive name to a range (like ‘Expenses’) instead of using the normal notation like (A10:A25).  Very handy if you work with quite a few formulas in a sheet.

So back to solving the problem.  Firstly, why would you name a range in Excel?  The answer is to make it easier to work with formulas.  So straight away I went looking for the Formulas tab in the Ribbon.  And there it was, a whole section on Named cells, which included the Name Manager (which enables you to control all the name references you have added to your workbook), Name a Range, and a few other Name functions.

Problem solved, in about 3 seconds flat.  The Ribbon is definitely going to make people more productive, just as long as they start thinking in a “Results Orientated” way.  Not too much of a shift if you ask me!

[tags]Excel 2007, Named Range[/tags]