Join David Rivers for an in-depth discussion in this video Exploring the new Ribbon interface, part of Migrating from Word 2003 to Word 2007.
So here we are. We have launched Microsoft Word 2007, and it looks like no other version before it. We are going to spend some time now getting acquainted with our newly designed fluent user interface, and we will start right at the very top with something familiar, the Title Bar. The Title Bar still appears across the top, showing you the name of the application you are working with, Microsoft Word, as well as the name of the document you have open. You can open up Announcement to follow along with me, if you have got the Exercise Files, or simply use one of your own documents. The name will appear up here on the Title Bar.
In the top right-hand corner, we still have our Minimize, our Restore or Maximize button, as well as the Close button for exiting Word. But when we move to the far left- hand corner, things start to change. In the very top left-hand corner is the Office button, and the Office button is kind of like a fancy File menu. When we click it, you will see file related commands, such as creating a New file or Opening a file, Saving, Printing, Publishing, Closing your file. And you will also see some of these headings have submenus.
For example, when we move to Print, we will see different print commands: Print Preview, or Quick Print, or accessing the Print dialog box. Ctrl+P is still the keyboard shortcut. When we go to an item that doesn't have a submenu, we then see the right-hand pane displaying our recent documents. And recent documents will appear in order. And not only that, you will notice that we have also got push pins on the right-hand side. If there is a document you use on a regular basis, maybe it's a monthly document you open up to make changes to, you can click the push pin to pin it to the Recent Documents list, and it will always appear on the list, no matter how recent it is or the last time you used it.
Of course, you can unpin them from the list by clicking the same push pin to remove that pin. At the bottom of the Office button window here, we see a button for accessing Word options and another button for exiting Microsoft Word altogether. We are not ready to do that, so let's just click in our document to close out the Office button. Now, when we go over to Word 2003 to explore the user interface, we do see the Minimize, the Restore, and Close buttons in the top right-hand corner of the Title Bar. But as we move to the top left-hand corner, we do not have the Office button, instead we would access the File menu to see those file related commands: New, Open, Close.
There is all of our Save options on one menu. And as we move a little further down, we see a couple of print options. And at the bottom of the menu, typically, you would see your recently used list. So, these are the documents you used most recently. What you don't see on the right-hand side is the ability to pin a document to this list. So depending on your setting and how many recently used documents appear on this list, you would start to lose documents as you opened or created new documents. Let's just click anywhere outside the File menu to close that up.
Now, let's go back to Word 2007 and the Office button. Next to it is the Quick Access toolbar, where you will see the default buttons for Saving, Undo, and Redo. These are buttons that, of course, you can choose to customize, and we are going to do that later on in detail. This button just to the right of the Quick Access toolbar allows you to add any command you like, even remove commands you don't use on a regular basis. But it's designed to give you quick access to the commands you use most often. Now for the biggest change to the user interface, and that's right below the Quick Access toolbar, the Ribbon.
And the Ribbon is designed to give you quick and easy access to the commands you need when you need them. It's context-sensitive. You are going to see the Ribbon change depending on what you are doing in your document. First of all, you will notice we have got tabs across the top, and these are broken up into various activities. For example, when we click the Insert tab, this is for inserting almost anything you can insert into a Word document. And you will see them grouped, in this case by Pages, Tables, Illustrations, Links, and so on.
So, it should make it a lot more efficient for you when trying to find the command you are looking for. It's a little bit more logical. If we go to Page Layout, we see the Page Layout groups: Themes, Page Setup. Now, if you look at Page Setup, there might be commands you are used to accessing that just don't appear here. You may need to access the dialog box by clicking the button in the bottom right-hand corner known as the Dialog Box Launcher. Click this button to access the familiar Page Setup dialog box, where you will see the different tabs for Margin, Paper, and Layout.
We will just click Cancel to close that up. Now, when we move over to Word 2003, finding the right command actually requires more investigative work and can be quite time consuming. For example, if we wanted to change the margins for our document, well, we could can look at the various toolbars, the Formatting toolbar might have something to do with margins. No, it doesn't look like it. We have to hover over the button to get a tooltip, indicating what the button is used for. Maybe on the Standard toolbar. No, nothing there. Well, logically, it's a formatting type command, so we will go to the Format menu and click there.
Nothing on this menu dealing with Margins, as it expands, still nothing. So, we are searching for the command and we are not finding it. You actually have to remember to go to the File menu and click Page Setup. That's where we find our Margins tab and the fields for changing our margins, right in the dialog box. So it's not very logical at all. We will click Cancel. Now let's go back to the Ribbon in Word 2007. Now, the Ribbon is context-sensitive. That means, depending on what you are doing in your document, it's going to change.
For example, if we select a graphic - I will just click our logo in the top left- hand corner - something changes right away. Many of the buttons are not usable. They don't apply to our selected graphic. You will also notice Picture tools just got highlighted above our Format tab that now appears on the Ribbon. It wasn't there a moment ago. When we click it, you will notice all of the Format tools for working with a graphical image. When we go to a Table and click inside the table, all of a sudden that Format tab is gone. Table tools now appears over two new tabs, Design and Layout.
And when we select those, we see they are only related to working with Tables. When we go to our Home tab, we have access to the various commands when working with text, because we are inside a table but still working with text. If we go back to our Logo, you will notice many of those commands are grayed out and no longer available to us. Now, if we just click anywhere in the document to deselect anything that's selected and take a look just above the Ribbon in the top right-hand corner, you will notice a little question mark representing our Help feature.
In Word 2003, if you needed to access Help, you could do it a couple of different ways. In the top right-hand corner where it says 'Type a question for help,' you could actually type in a question and you will get some help results, or you could always go to the Help menu. Clicking Help displays a number of different Help options, which can also be expanded. Notice that the keyboard shortcut is F1 in Word 2003. Now in Word 2007, you get Help a different way. You don't see Help on a tab, on a Ribbon, but you do have access to this button, and Function Key 1, F1, is still the shortcut to access online help, as well as the built-in help functionality here in Word 2007. So don't worry.
It hasn't disappeared. Now, the last cool change we are going to talk about is the Mini toolbar, a toolbar that appears when you select text. For example, if we select this first paragraph, we will just click and drag across the paragraph. When you let go, you just faintly see, to the right-hand side, the Mini toolbar. As you move towards it, it makes itself available, and you will see a number of related commands, buttons for working with selected text, like Bolding, Italics, changing Alignment, changing the Font size, et cetera.
So if we wanted this to look different, we can access it directly from this Quick toolbar, and with the text still selected, we can always move to the right-hand side to make additional changes, such as removing a feature, for example, like our Bolding. So, those Mini toolbars give you fast and easy access when working with selected text. Now, you still have other features, such as the Status Bar across the bottom. You have got different views you can choose from. You have also got a Zoom lever here that you can click and drag to the left to zoom out, drag it to the right to zoom in.
You can also use the Minus button to zoom out or Plus, and you will always see the level that you are at. The zoom level can be changed at any time. I am going to drag mine down to 100%. Zooming in and zooming out of your document in Word 2003 is a little bit more cumbersome than in Word 2007. One option is to use the Standard toolbar. Here you will see the current zoom level displayed in the Zoom field, and you can click that dropdown to select one of the presets. Another option is to use the View menu, click View, and then select Zoom.
This opens up the Zoom dialog box, where you will see those presets again, and you also have a field where you can bump up the percentage or bump it down using the arrows, or simply click inside the field, select what's there, and type in your own value. When you press the Tab key, you will see a preview, click OK, and there, you have zoomed to that level. It now appears on the Standard toolbar. So there are many changes here in the Microsoft Word 2007 user interface, but they are all designed to help you to work faster and easier.
So, you are not spending so much time looking for commands. You are spending more time actually doing the work.
- Comparing the Word 2003 and 2007 interfaces
- Working in a mixed Word environment
- Dealing with file compatibility issues
- Changing the default file format
- Using keyboard shortcuts
- Understanding Compatibility Mode
- Creating macros
Skill Level Appropriate for all
Q: When attempting to use a signature block, the formatting changes when it's inserted into different documents. The block is in the correct format, but when it is saved as a Quick Parts Block, the font and spacing change. How can one maintain the original formatting of the text?
A: Automatically, Word will and apply the formatting of the current document to pasted text to ensure it matches the rest of the document. If you would rather keep the formatting of the original text, apply the formatting you want to keep to the text before adding it to the Quick Part Gallery. So, the first step is to remove your current signature block from the Quick Part gallery.
Then, in a blank document,
- Type (or paste) the text for the signature block you want to be able to use from the Quick Part Gallery.
- Select the text and format it (include the paragraph and line spacing you want, font, font size, etc.). Any formatting you do not specify at this time will default to the formatting used in the current document. For example, if you don't choose single spacing for your selected text and you insert it later as a Quick Part into a document that uses double spacing, the inserted text will be double spaced.
- Once all of your formatting has been applied, make sure your signature block text is still selected and add it to the Quick Part Gallery by choosing the Insert tab, Text group, and Quick Parts > Save Selection To Quick Part Gallery. Click OK in the Create New Building Block dialog box. This time, the formatting will be saved with it. Each time you insert it from the gallery, the formatting you applied will be inserted with it.