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Saturday, February 03, 2007

OFFICE, OFFICE

Arguably, the most widely used productivity suite in the world, Microsoft Office is now available in its newest avatar – and this time around, it’s got a complete makeover
MATTHEW FORDAHL


With each update to its Office suite, Microsoft has piled on features aimed at boosting users’ productivity and goosing sales of the world’s most widely used collection of programs for handling documents, spreadsheets, e-mail and presentations.
Office 2007 for Windows-based PCs, launched Tuesday alongside the company’s new Windows Vista operating system, is no different, except for one feature, called “Ribbons”, that makes it vastly easier to figure out what these programs have to offer.

RIBBON ME THIS, RIBBON ME THAT

Most of the suite’s applications – Word, Excel, PowerPoint and Outlook – have done away with the old, familiar menus and toolbars. In their place is the Ribbon – a horizontal strip of screen real estate populated with tabs and icons grouped by function.
Want to add clip art to a Word document? Just click on the “Insert” tab and choose the “Clip Art” icon, which, incidentally, is hard to miss. Creating a complex formula in Excel? Click on “Formulas” and pick your poison – all broken down by type.
It’s also dynamic: When handling a photo in Word, the Ribbon presents the tools suitable for that task. No more clicking on the “View” menu, choosing “Toolbars” and then figuring out which of the tiny icons might be of use.
The Ribbon ranks among the most significant improvements to Office to date. It’s not the first software to break out of the “File,” “Edit,” and “View” mould, but it’s the most convincing alternative I’ve seen. Other programs will surely follow suit.
The Ribbon isn’t customisable and can’t be repositioned, though it can be minimised. There’s no option to switch back to “classic” view, and it isn’t universal – the old menus and toolbars can be found in parts of Outlook, for instance.
It took me a few weeks to get used to it, but after trying out Office 2007 for a couple months, the Ribbon has revealed features of the suite that I didn’t know existed.

ONLY CHANGE IS CONSTANT

The Ribbon isn’t the only enhancement. In many of the programs, when text is selected, a faint “Mini Toolbar” appears above it. Hover the mouse pointer over the toolbar, and you can change the formatting of the selected text. For those easily annoyed, it can be switched off.
Office 2007 also stores documents in a new format – one more compact and safer than before. Colleagues who haven’t upgraded must download a free converter program to open the files. You can also save files in the older formats with Office 2007 – important because the converter isn’t available yet for Apple’s Macintosh computers.
There’s also a new way of adding graphics magic to your documents – once everyone upgrades. “SmartArt” allows you to easily insert graphics that can be easily edited and repositioned. If the typed-in text doesn’t fit, it automatically shrinks the size of the font so that it does.

IN CONCLUSION

Of course, a big selling point, mainly for businesses, is how the Office programs work together. Microsoft is updating its servers that act as the glue, enabling easier sharing of documents and information.
But is Word, Excel and PowerPoint necessary for the average consumer or student? Actually that depends on what you’re used to. Microsoft has seen increasing competition lately from Web-based and open-source software. All those work fine for basic word processing and number crunching. And you can’t beat the price – free.
Office 2007, however, goes a step further: It not only helps you produce the content but also present it in ways unequalled by its rivals. At least, not without a lot of work.


OFFICE 2007 HIGHLIGHTS




WORD



Even the most boring document can be spiffed up quickly in Word 2007 by applying several new themes. And you can get a preview simply by hovering over the theme with the mouse. Word also has a new tool to instantly strip away any metadata, such as snarky comments thought hidden, that might have been attached as notes by people reviewing your work.



EXCEL


The popular spreadsheet can now handle a grid of 10,48,576 rows by 16,384 columns of data – a 16-fold increase in one direction, 64-fold in the other. Improved charting functionality supports 3-D, transparency and shadows.And when working with a large table, it keeps the headers in view when you scroll down.



POWERPOINT


There’s good news for those of us who dread meetings where speakers rely too heavily on PowerPoint: A boatload of new templates helps jazz things up. It’s easier to create the presentations, too, thanks to SmartArt and themes. A boring bulleted list, for instance, can be transformed into a diagram – such as timelines – wit
h a click or two.


OUTLOOK


Outlook 2007 now supports “Instant Search,” to find old e-mail in seconds. Also, it displays a to-do bar that highlights the tasks you should be doing, precluding the need to fish for some function on the Ribbon. It offers many mor
e options for categorising messages. And yes, it also supports Really Simple Syndication feeds, so you can catch up on the latest news and blogs.

1 Comments:

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