Join David Rivers for an in-depth discussion in this video Using the Elements Gallery, part of Office for Mac 2008 New Features.
Well I hinted in the previous lesson that maybe the biggest, best new feature of Office 2008 for the Mac here is the Elements Gallery. Now the Elements Gallery is located below the toolbars in PowerPoint here as well as Word and Excel. It's a little bit different in each of those applications, but there are some tabs that are in common. For example, you'll see Charts, SmartArt Graphics and WordArt in all three of the applications in Microsoft Office. Now the Elements Gallery is going give you quick and easy access to some of the most used features. So instead of digging around for some of the elements for example that you might add to a presentation or a document in Word you have easy, fast access to them all up here through the Elements Gallery.
We're going to start with PowerPoint. In the last lesson we launched PowerPoint, Word, and Excel. I've still got them all open. If you want to follow along, just open up PowerPoint and with a blank new presentation created here by default we're going to check out the Elements Gallery. The Elements Gallery can be expanded and collapsed. So you'll always have it when you need it. You can do that by clicking the Gallery button on the Standard toolbar. That expands it down below, and you can see in this case under Slide Themes which is the first tab in the Elements Gallery, I've got some subcategories down here like Built- In Themes, Themes in the Presentation.
When I start creating Custom Themes I have easy access to them here, or I can just access All Themes, whether they are custom or not. So clicking these gives me different views. Custom Themes, I don't have any at this time. Only the blank themes used in this presentation. And Built-in Themes gives me all of those options. You can see over here there are actually eight screenfuls of various themes to choose from and it's just a matter of clicking through the arrows to get to the one I like. Now if I want to change a theme, it's just as easy as clicking it here in the Elements Gallery, one click and it's changed, just like that. Scrolling through if I see something I like better, I just select it from here and away we go.
Quick and easy access. Same thing goes for Slide Layouts. I can change the slide layout, apply to a slide or insert a new slide if I wanted to, and if I see when I like, clicking it simply changes the actual slide layout. Transition, same thing, when I've got slides in my presentation I am going to be viewing on screen. When I transition from one slide to the next I've got access to tons of transitions here. You can see there are 14 screenfuls here. I get a little thumbnail preview, and you can see as I hover over them I get a little bit of information over here on the left-hand side. Right now you see No Transition, but as I hover over these there is Uncover Left-Down, Uncover Left-Up. So it gives me an idea not only from the thumbnail, but I get a little bit of information in the top left corner as well.
So selecting a transition, I just simply click it, I get a Quick Preview down below, and it's now applied to the slide, easy as that. I can narrow it down from All Transitions to Fades and Dissolves just Wipes if I wanted to. Push and Cover, you can see the different categories, like 3-D for example choosing some of those gives me a quick preview so I can see what that's going to look like using my specific slide, very cool stuff. We have also got Table Styles. If you are using tables in your PowerPoint presentation you can quickly select various table styles. You can go from All Table Styles to Best Match for Document. I like that. So according to your theme in the slide layout you'll get the best options for the current document, in this case Presentation. Notice again as we hover these we get a little bit of the information over here on the left.
We've also got Option. So if we were to select for example, I am going to go to Medium and select this table, and insert a table with two rows and two columns by default, I've also got Options over here to include a Header Row or not, do I want Banded Rows, if I don't I just select Banded Rows to remove the checkmark. I don't want a Header Row I would just select Header Row to de-select it and I decide I do, go back and select it. So easy access to a lot of the commands that you'll use most often with some of these options.
Charts, same thing. We'll get into Charts, SmartArt Graphics and WordArt in their own lessons because they've got some new and improved features as well. The Elements Gallery does appear in the same spot in all three applications, and when you are done using it you can collapse it by clicking the Gallery button or the tab that's already selected here in the Elements Gallery that collapses it, but it's still there always ready to use. All right, let's switch over to Microsoft Word now. I am going to Command+Tab to Microsoft Word. I already have it running. If you don't, go ahead and launch Word with a blank document. In this case you can see the Elements Gallery here below the toolbar includes Document Elements and Quick Tables but Charts, SmartArt Graphics, and WordArt appear in all three of those applications in the same spot. So it won't take you very long to get used to using the Elements Gallery.
Now in a Word document you can get quick and easy access to Document Elements, things that you would add to a document. I am going to click Document Elements. Here you can see cover pages shows up by default and if I wanted to cover page in this document I just click it here. I want to change it to a different style I can do that as well. If I want a table of contents you can see Table of Contents gives me options to create with heading styles or manual formatting, and then I get some options. Again I move down to the bottom of this page, click on the next page, this might be a spot where I want to add a table of contents. So here with Table of Contents selected I see some options, there are actually two pages, I am going to move this out of the way, just so I can access the arrow, and there is the second page, one more option for formatting. Of course you can do your own formatting by selecting manual, but if you wanted a table of contents using this style, you just click it. It's inserted. Now in this case there aren't any entries in the document yet that would be used in the table of contents but you get that information. So you are learning as you go as well, I like that.
I can add Headers, Footers, Bibliographies, Quick Tables. If I want to add a quick table here's where I go to do it, just like I did in PowerPoint. There is the one I want, I click on it, I've got a table very quickly, and of course there are lots of table options that you can work with in an application like Microsoft Word. All right, we've also got Charts. So if I want to add a chart I make sure nothing selected down below. Charts are going to use data in Microsoft Excel. So if I wanted to insert a chart, I would select the chart and it's going to pop me over to Excel to manipulate the data. We'll get into Charts in detail a little bit later on in this tutorial.
SmartArt Graphics, same thing. So you've got graphics, for example if you are doing org charts and that kind of thing, you don't have to draw the boxes yourself anymore. You just select the chart or the SmartArt graphic in this case, and as you need more boxes they get created for you. We'll get into this little later on as well, and as well as WordArt which has been improved over the last version. Let's switch over to Excel now. Take a look at Excel, if you don't have it open, go ahead and launch Excel with a blank workbook. Here you can see I've got a blank workbook, I've got one single sheet down below, but if I wanted to add additional sheets or ledgers, I click the Sheets tab here in my Elements Gallery, look at that, I've got Accounts, Budgets, Invoices, Lists, Portfolios, and Reports, all kinds of options here.
If I go to Reports, for example, here are three different ones Customer Statement, Expense Report, and Outstanding Invoices, I see that information over here on the left-hand side with a brief description. So if I wanted to add this to my workbook I just click it. Notice now down below after Sheet1 I've got Ledger1 and I've got an Expense Report started for me. So all I have to do is come in here and enter the report name and start putting in details. Of course you can manipulate any of these in Excel, but it gives you a great big head start, saving a lot of time, and making you work more efficiently.
Charts, SmartArt Graphics, and WordArt like I said appear here. They are the last three tabs in all three of the applications and we will be talking about those in detail as we move through the various lessons. Starting with SmartArt Graphics, we are going to talk about that next.
- Exploring the new interface Using automater workflows in Excel Using the publishing layout in Word Sending PowerPoint slideshows to iPhoto Using Excel's new ledger sheets Creating charts Using filtering and phishing filters in Entourage Managing events and tasks in Calendar