That's to be expected -- many of the Excel improvements Microsoft touts have to do with visualizing your data. On the other hand, some features have been annoyingly shuttled off to the side. For example, to use the macro recorder, you have to explicitly turn on the Developer tab, something I had to probe the Help system to figure out. More is better, of course, and in Excel you'll get more -- much more. Excel will now support 1,, rows and 16, columns. Dozens of other limits have been removed you can use an unlimited number of format types in a single workbook -- up from an already huge 4, , and a formula can now refer to as many cells as your system's memory can accommodate up from 8, Memory management has been doubled to 2 GB, which should increase computational speed for larger worksheets.
There's more help with data manipulation, too. For example, you are no longer limited to three levels of sort -- you can now sort by up to 64 levels, and sorts can be performed based on cell color, font color, or icon, in addition to the traditional cell contents.
AutoFilter, useful for selecting rows that meet specific criteria, can now display more than 1, items in its drop-down list, and you can select multiple items to filter just by clicking on them. If you have duplicate rows, a new Remove Duplicates feature lets you remove rows containing duplicates based on the column s you specify. Better Looking Graphics, Tables Themes -- a collection of colors, fonts, fill effects, and other visual properties -- are shared with other Office applications, so a chart you create in Excel and paste into Word will have the same visual properties as other images in Word.
Themes are reflected in tables, charts, shapes, SmartArt diagrams, and even PivotTables. Styles, familiar to Word users, now come to Excel in a big way.
Styles are used to format cells, controlling the font, font size, and background. You can also use conditional formatting to apply a special kind of style that defines cell backgrounds and icons. Microsoft calls this visual annotation -- it's just another technique to indicate a cell's value with an icon, color, or bar. With Excel 's new user interface you can quickly create, format, and expand an Excel table to organize the data. Table formatting is easier, too. It's a nice alternative to having to freeze a row as you scroll through a table, then unfreeze it when you're done.
Also new in tables are calculated columns, which are similar to array formulas. Add a table, choose a cell in a column, and enter a formula, and the formula is automatically copied to all cells in the same column -- no Fill or Copy command needed.
In addition, adding a Total Row, then specifying what each column's total should be sum, average, etc. In Excel you could apply table formats, such as alternating row colors, but once you added a row, the color patterns were destroyed; you had to reapply the AutoFormat. In Excel , formatting is maintained when you update a table.
Add, remove, or move rows, including filtering or hiding rows or columns, and the alternate coloring is -- at long last -- preserved. Charts, Graphs, And PivotTables One of Excel's strengths is its charting ability, and the new layouts bring the charting look into the 21st century. There are subtle changes, such as shadows and bevels, plus new color combinations that finally give your data the professional look they deserve. While many elements in a graph are easier to control -- you can quickly change colors or apply a theme, add 3D effects, insert a legend, and superimpose a trend line -- charting is still not as simple as it should be.
Some tasks remain mind-numbingly difficult, such as adding a secondary vertical axis. A wizard or a new chart type would be so much simpler. The good news is that once you have a chart formatted the way you want, you can save it as a chart template and apply it to other charts.
PivotTables " that powerful analysis tool that is little understood and thus underused -- gets a makeover. The new interface lets you check boxes in addition to dragging and dropping fields within the task pane, making things a bit easier. You can add computations sums, averages, etc. Staying Compatible A compatibility checker tells you if your workbook contains features that previous versions of Excel won't support. But be careful -- you'll need to remember to save a document in Excel format to maintain compatibility with other users until the new file format becomes the standard.
While Microsoft has released a converter to read files in earlier versions, don't rely on your colleagues to have it installed. If you're connected to a SharePoint server, you can save portions of a worksheet or an entire worksheet to the server, and your users can view only or change values at your direction.
Likewise, you can save a worksheet file so colleagues can be sure they're updating the most recent version of the file. Despite all that's new, many things haven't changed. Apart from expanding the size of the formula bar it grows as your formula grows , there's not much to help you write formulas. The ribbon bar contains icons that segregate formulas date and time, financial, logical, etc. Even so, it's likely that many of the features you've always wanted but never knew Excel had will finally surface, thanks to the new interface.
While Word is a pretty radical departure from earlier versions of Word, Outlook is more of an incremental step. My guess is that Outlook simply didn't benefit from having its entire interface scrapped; instead, selected parts of the program were reworked with the new interface model. It's consistent enough with the old version not to be a huge distraction, and the changes are mostly subtle and positive. The main interface in Outlook is almost unchanged: unlike applications such as Word and Excel, the tear-off toolbars and menu bars of are still there.
The new Office "ribbon" interface appears when you open or edit a message, but the toolbars remain in the program's main view -- possibly because there's never been the plethora of toolbar clutter in Outlook that there has been in other Office programs.
Migrating mail files from older versions of Outlook that is, if you're not installing on top of an existing copy of Outlook has also been made slightly easier. Aside from the ribbon, the most obvious new addition is the "To-Do Bar," a pane that usually appears on the right-hand side of the screen and which displays a condensed view of the current month's appointments and outstanding tasks. I liked it and left it on, but reduced its size to make it a little less obtrusive; you can change which elements and how much of each are displayed.
The To-Do Bar and the Mail pane on the left are both selectively collapsible: You can flatten them down to a stub and pop them out on demand. This leaves you that much more room to work without having to turn the panes completely on or off. Appointments e-mailed to others are sent as attachments in the broadly-supported open-standard iCalendar format; everything from Lotus Notes to Google Calendar uses it. The rendering of folders with many mail items in them has been sped up enormously: If you open a folder with a few thousand messages in it, the rest of Outlook doesn't lock up while it renders the list.
The same goes for any other view with a lot of objects, such as to-do lists. Speaking of speed, the other thing that's been sped up dramatically is Outlook's search function: It's essentially been replaced by the Microsoft Desktop Search Engine.
If said engine isn't already installed you'll need to add it manually, but once it's ready, searches that used to take minutes now take only a fraction of a second. Most of the major interface changes appear when you're reading or editing a message directly which is where you now see the ribbon interface. Subtle visual aids abound: Outlook does its best to detect if you're reading a message that has quoted components, and uses subtle visual highlighting to distinguish each quoted section.
It doesn't work all the time -- it got a bit confused when I opened digest-formatted e-mail from a subscription list, for instance -- but even if it doesn't work, it's never terribly distracting, and you can always turn it off.
It's in the Options menu, under Preferences Email Options "Shade message headers when reading email". The old categorization system for Outlook items was text-only; now you can categorize items by color instead of just a name. If you already have a set of categories, they're assigned colors, but the existing category names are preserved, and does its best to preserve backwards compatibility with categories whenever possible.
You can also create custom search folders for items flagged with specific categories, so they don't get buried under everything else. It's not a revolutionary change, but a useful incremental one; there are times when I don't want to have to tag something by a specific name but still want them grouped in some way.
Outlook uses the same junk e-mail filter system as -- in other words, it's a fixed component that's updated once a month by Microsoft, and it's not trainable except in the sense that you can whitelist or blacklist senders and organizations.
Microsoft pre-trains the filter on their end by analyzing a high volume of e-mail known to be spam, which in their purview is more efficient than forcing the user to reinvent the wheel and train for spam on his own. In my experience, it actually does a fairly good job of trapping spam and, as with , you can automatically whitelist anyone you reply to.
One problem with Outlook is the way the "old" and "new" parts of the program seem to be at odds with each other, at least with respect to how program options are presented. For instance, Outlook 's option to present e-mail as plain text used to be in the old Options menu under Mail Format.
Now it's in the "Trust Center," an options dialog with the new Office look-and-feel, in the "Email Security" section. I seriously doubt most people are going to look for such an option there. I don't know if it would have been better to move all of Outlook's options into the new Office option dialogs, but it would at least have been that much more consistent.
I'm fond of using the Fixedsys font for plain text email, but as it turns out there's a TrueType replacement for it, which solved that problem.
I'm a longtime Outlook user, and because the changes to Outlook are more incremental than revolutionary, it wasn't a huge shock to switch to it and continue my existing work. I doubt it's a mandatory upgrade -- for instance, the new search engine can be used with Outlook , although it won't be integrated directly into it -- but it's a useful one.
PowerPoint is all about conveying a message visually, so it's no surprise that many of the graphic changes shared by Office applications are of particular interest to PowerPoint users. For example, the new SmartArt feature helps you communicate by using dynamic graphics, from hierarchy diagrams to process charts. Best of all, you can turn a bullet list into a SmartArt illustration with just a couple of mouse clicks. Previous versions of PowerPoint supported Master Slides, which are the equivalent to styles in Word -- change a property in the Master Slide and all dependent slides are changed.
In PowerPoint , Master Slides are vastly enriched. Now there's a new hierarchy. The Master Slide consists of a variety of slide Master Layouts: a picture slide layout for displaying an image , a chart slide layout for charts and graphs , and more. You can add, remove, and position elements such as text boxes on each layout master, and as you'd expect, changes to the Master Slide ripple through all layouts.
It's a much easier approach to applying and customizing slide templates than in any previous version of PowerPoint. Those changes, by the way, now include the ability to apply themes -- a collection of properties, from font and font size one set for headings, one for the body of a slide to background images and colors of graphic elements. The view fills the screen and provides access to tools that can be used in the review process. Bloggers can now use Word to write and upload their content.
Outlook cannot be used with an Exchange 5. Outlook will only work with Exchange and above. Outlook includes a reader for RSS feeds. RSS feeds are used to distribute frequently updated web or digital content. Examples are blogs, news feeds, or podcasts. A separate client no longer needs to be installed to read RSS feeds.
You can now work with multiple calendars simultaneously. Data can now be imported from external sources, such as databases, formatted tables, and reports. Excel has new charting capabilities, which support advanced formatting and 3D rendering. PowerPoint has improved text rendering for graphics, and can render 3D graphics. Support for tables now allows the user to paste Excel tables into PowerPoint.
Access has support for more data types, including documents and images. In Microsoft Office , the Office Assistants have been completely removed because of the much improved help system. One feature of the new help system is the extensive use of Super Tooltips which explains in about one paragraph what each function performs.
Some of them also use diagrams or pictures. These appear and disappear like normal tooltips, and replace normal tooltips in many areas. Microsoft Office includes features geared towards collaboration and data sharing. As such, Microsoft Office features server components for applications such as Excel, which work in conjunction with SharePoint Services , to provide a collaboration platform. NET 2. Excel server exposes Excel Services , which allows any worksheet to be created, edited and maintained via web browsers.
Sharepoint can also be used to host Word documents for collaborative editing, by sharing a document. SharePoint can also be used to hold PowerPoint slides in a Slide Library , from which the slides can be used as a formatting template. It will also notify users of a slide automatically in case the source slide is modified.
Also by using SharePoint, Powerpoint can manage shared review of presentations. Any SharePoint hosted document can be accessed from the application which created the document or from other applications such as a browser or Microsoft Office Outlook.
Microsoft Office also includes Groove , which brings collaborative features to a peer-to-peer paradigm. Groove can host documents, including presentations, workbooks and others, created in Microsoft Office application in a shared workspace, which can then be used in collaborative editing of documents. Groove can also be used in managing workspace sessions, including access control of the workspace.
To collaborate on one or more documents, a Workspace has to be created, and then those who are to work on it have to be invited.
Any file shared on the workspace are automatically shared among all participants. The application also provides real-time messaging, including one-to-one as well as group messaging, and presence features, as well as monitoring workspace activities with alerts, which are raised when pre-defined set of activities are detected.
Groove also provides features for conflict resolution for conflicting edits. Schedules for a collaboration can also be decided by using a built-in shared calendar, which can also be used to keep track of the progress of a project. However, the calendar is not compatible with Microsoft Outlook. The Document Theme defines the colors, fonts and graphic effects for a document.
The new Office Theme file format. Almost everything that can be inserted into a document is automatically styled to match the overall document theme creating a consistent document design. Similar themes are also available for data reports in Access and Project or shapes in Visio. Quick Styles are galleries with a range of styles based on the current theme. There are quick styles galleries for text, tables, charts, SmartArt, WordArt and more. Microsoft Office Outlook can also include an optional Business Contact Manager which allows management of business contacts and their sales and marketing activities.
Phone calls, e-mails, appointments, notes and other business metrics can be managed for each contact. It can also keep a track of billable time for each contact on the Outlook Calendar. Based on these data, a consolidated report view can be generated by Microsoft Office Outlook with Business Contact Manager. The data can be further analyzed using Microsoft Office Excel. This data can also be shared using SharePoint services. Microsoft Office SharePoint Server allows sharing and collaborative editing of Office documents.
For information about the programs included in each version, see:. Office Enterprise is available to Indiana University students, faculty, and staff through IUware. For more information about this version, see:. Note: Before installing Office , uninstall older versions of Office.
Warning: The file format used by Office documents is incompatible with older versions of Office, including Office
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