What’s new in Microsoft Office 2010

1. What’s new in Microsoft Office 2010 Or: Learning to love the Ribbon! Jeff Dowley – j.dowley@hotmail.com

2. Agenda? • Show the features that are common to all the new 2010 apps • New in app-by-app overview for Word, Excel, and Outlook only • Talk some about independent vs SharePoint • Discuss how productivity apps are no longer either local (to your PC) or cloud • Free vs Paid – if I have time? • Features missing if free only? • What does Google have the MS Office doesn’t

3. What matters that isn’t the Ribbon • Program process w/o bloat • Word 2003 = 22,548K, Word 2010 = 22,880K • Program Files folder: ~500MB vs 880MB w/more programs • Save as PDF/ODT (OpenDocument Text) – previously downloadable add-ons • Web-based Office software • SkyDrive for anywhere access • Office Mobile for WP7 Phones – chirp, chirp

4. Office Calisthenics • Introduce the Ribbon • The reason/idea behind the Ribbon • (xls 39*35=1365 est.)(doc 53*30=1590)(ppt 39*15=585) • (one 24*12=288) (pst =3032) • Ribbon Tabs, Ribbon Groups, Ribbon expanded • Which apps gained the Ribbon for 2010 (OneNote, Outlook, Paint, WordPad) • Ribbon take up by 3rd party software • Nitro PDF Professional, Kaspersky, etc

5. Ribbon in all Office apps • Ribbons show menu options across the page horizontally vs old drop-down menu • Ribbons are more contextually aware • The program ‘knows’ what you are doing and trys to show the options valid for that kind of operation • Ribbon options may offer instant preview • Try a new font or font property just by starting to select the new setting, which then shows the change before you actually commit the selection to be permanent • Ribbon options use Color, greyscale, more descriptive icons than previous drop-down menus • Groups - Tries to put like tools/features together • Location may have changed, but likely most shortcut keys stayed intact • Ribbon show/hide to save space

6. Ribbon details continued • Lower-R corner of each Ribbon tab has an Enlarge icon to show a windowed/complete set of options per tab • Customizable Ribbon • Now you can create your own Tabs and/or Groups • (File -> Options -> Customize Ribbon -> Select Tab Groups -> check/un-check or Add/Remove button) • Type “Alt” key for keyboard shortcut visual aids to the keys for that shortcut (got that?)

7. Universal Office interface changes • Contextually aware L-click and R-click with different levels of control • Quick access toolbar • Keeps your most used tools as icons in the Upper Left corner • Learns as you use the program over time? • Customizable • Backstage View • What is it? • Fast commands(Save, Print, Recent docs, ) • Info view/tab • Document location (path) • Doc properties (who changed, etc) • Center Pane Tabs (ownership (file rights) • Check for Issues • Sharing / SharePoint options • Versions (backups) • Leave Backstage by selecting any other Tab on the horizontal Ribbon

8. More Universal Changes • Print controls changed a bunch • Live Preview comes to Paste as Paste Preview • Got rid of the R-side Getting Started column at program launch • Old Tools->Options window now via File->Options • Compatibility Mode of newer apps to save as older formats

9. Yet more universal changes • File->Info shows file info in detail: location, properties, sharing • Demo! • Functional use of the lower R window bar • Change View via one of 4 icons • Change % Zoom via slider or text box, plus one more icon for ‘fit to window’ • Built-in photo editing options – remove background, image correction (contrast, sharpness, brightness, color, etc.) • Built-in Accessibility Checker for disabled’s access

10. Shared Documents changes • Opening a shared doc = opens a local cache • When done editing, the local copy is automatically synced with the original • Allows full editing offline without merge hassles(?) • Shared docs also allows use with up to 256 editors simultaneously • Each editor can see the other’s edits • Regions of the doc can be blocked so only 1 editor there at a time

11. Office Web Apps – an Intro • Save to either SkyDrive or SharePoint • Word, Excel, PowerPoint, and OneNote have this as a save-as feature (as OpenXML formats) • View, navigate, and edit via a Browser or WP7 phone • Co-author simultaneously in Excel and OneNote • Ultimate goal: Office 365 – meant to compete with Google Apps that are a pay-for-play equal (??) • Demo!

12. New in Word • Navigation Pane • Relies on use of formatting (Header3, Header2, etc) • Allows manipulation of doc layout directly in Nav Pane interface • New home of Search • Search is immediate as letters typed • Replace and like controls still present • NEW: Search on figures, tables, photos • Objects (tables, images, etc) can have alt text • Recover unsaved work – autosave with greater depth of saves

13. Working with Word 2010 • SmartArt graphics – pics within pics, plus text within pics • Mark a doc as Final = lock out of editing for readers • Better screenshot features • More font types and controls – OpenType typefaces • Demo!

14. New in Excel • Trusted docs – one-time only query to establish trust of a file that has active content (macros, data links) • Protected View – read-only on steroids = default of edit-disabled if source was the Internet, can set up over-rides by source • Recover previous versions – both auto and manual saved file history • Built-in Equation Editing tools that allow equation to be expressed as mathematical symbols • Better backwords compatibility of unsupported features • A 2010 doc will open in 2007, but without the unsupported features as opposed to just Not Opening • More themes and styles for worksheet layout

15. Sparklines, in-cell icons, data bars

16. Excel limits • A single Workbook used to be limited to using 2GB of RAM in 32-bit machines • 64-bit Office 2010 removes that limit

17. Excel: data analysis and large data sets • PivotTable processing can use multi-core CPU • PowerPivot add-in (free) – work directly with large/huge MS SQL Sever data sets (millions of cells) (& share via SharePoint) • Support for High-Performance Computing clusters as back end for excel calculations

18. New in Outlook 2010 – just the mail • Moved a bunch of features to the Backstage • Made more visual space for the mail/features (quotas, etc) • Created a placeholder and automatable shortcuts for most common actions: Quick Steps (smart meeting replies, forward to X) • More search criteria to use in finding items • The ever so lovely Ignore button • Clean Up Conversations – jettison the repeated content / entire emails- Yea! • Spell checking works in more places – Subject Line, etc

19. More Outlook changes – other features • Meeting suggestions – automatic time suggestion and weighting (good, fair, poor) • See the calendars of your team members via Calendar Groups (both people, and rooms) • Your own calendar pops up as you reply to an invite, without leaving the invite/reply feature • Better naming and location of the .pst file(s) • Outlook Social Connector • Faster access your Contacts w/o leaving mail view • Unified Messaging – voicemail turned into email

20. Sharepoint • “The Business Collaboration Platform for the Enterprise and the Web” • Requires 64-bit w2k08 or w2k08 R2 and SQL Server 2008 with updates • Includes MS own social communities features (since prior to Facebook) for business – blogs, wikis, calendars, profiles, • But also a powerful backend to Office 2010 for content management ala what Backstage exposes • plus a Development platform • Supports metadata tagging on docs • Web publishing platform • Governance and Records Management built-in • Includes what was once Groove (data collaboration and syncing at a non-file level – even data from Lotus Notes is accessible and indexed • Excel Web App (part of Office Web Apps) • Multiple simultaneous editors • Over the web via Windows Live (hotmail) account • SharePoint users within confines of corporate firewall

21. SharePoint and Office Apps • Excel - Improved user experience – better placed scroll bars on data sets, auto refresh changed data • Excel - Better integration: file security control, revision control, content management (?) • OneNote – rich collaboration offline and on • Mobile browser access – WP7 based access, on par with standard web browser access

22. More / Help • Add-in to Office 2010 to search for commands - by Microsoft Office Labs • http://officelabs.com/projects/searchcommands/Pages/default.aspx • Ribbon Hero = an add-in to Office 2010 game to learn the new Ribbon layout • http://www.officelabs.com/ribbonhero • ~ 25 slide PowerPoint Training with embedded Videos for each Office product (and SharePoint too) • http://office.microsoft.com/en-us/powerpoint-help/download-office-2010-training-HA101901726.aspx?CTT=1 • Office 2010 menu to ribbon reference workbooks • http://office.microsoft.com/en-us/templates/CL101817133.aspx?CTT=97

23. More Resource URLs • What’s new in Office programs series • http://office.microsoft.com/en-us/word-help/what-s-new-in-word-2010-HA010372687.aspx • http://office.microsoft.com/en-us/excel-help/what-s-new-in-excel-2010-HA010369709.aspx • http://office.microsoft.com/en-us/outlook-help/what-s-new-in-microsoft-outlook-2010-HA010354412.aspx?CTT=5&origin=HA010370219 • Use the Navigation Pane to search and move around in your Word document • http://office.microsoft.com/en-us/word-help/quick-reference-card-RZ101829243.aspx?section=8&mode=print • Getting started with Office Web Apps • http://office.microsoft.com/en-us/web-apps-help/getting-started-with-office-web-apps-HA101785172.aspx • Learn where menu and toolbar commands are in Office 2010 and related products – by seeing and clicking on a visualization of an Office 2003 program • http://office.microsoft.com/en-us/outlook-help/learn-where-menu-and-toolbar-commands-are-in-office-2010-and-related-products-HA101794130.aspx