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Office 2007 Frequently Asked Questions (FAQs)

General FAQs

Known problems which are not covered above

Learning resources for Office 2007

 


 What is Office 2007?

Office 2007 is an updated version of Microsoft's Office Productivity Suite. It is available in English and Welsh language versions.

It consists of Word 2007, Excel 2007, PowerPoint 2007, Access 2007, Publisher 2007, OneNote 2007 and InfoPath 2007.  It features a new user interface called the Ribbon User Interface, which is a task-oriented Graphical User Interface. It also features a new button, widely known as the Office Button, which replaces the File menu of earlier versions.

New features are included in this update, and some features of earlier versions have been removed; therefore it is important to be aware that compatibility issues exist. See the Should I use Office 2007 and what conversion issues are there? section and also check the known problems section for further details.

The default file formats have also changed in Office 2007, and are now based on XML. The new default file extensions for the main components of Office 2007 are:

.docx – Word 2007

.xlsx - Excel 2007 workbook

.pptx - PowerPoint 2007 presentation

.accdb - Access 2007

Further information on the new XML file format is available.

Office 2007 has a number of benefits, including a potential file saving of up to 75% compared with the equivalent Office 2003 format, and less chance of file corruption. It also improves productivity with new tools and features aimed at producing more sophisticated and attractive documents and presentations.

Installing Office 2007 will remove Office 2003, including those Office 2003 components available through networked applications (e.g. Networked applications > General Software > Word Processing > Word 2003). However, a roll-back to restore Office 2003 will be possible if required by staff (but not in open access workstation and pool rooms).

You will be able to save files in different formats from within the system, e.g. 97-2003 format, so that previous older versions of Office can still read files created in Office 2007. You can also change the default save format. See Can I change the default save format? for more information.

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 What's new in Office 2007?

Details of new features in each of the Office 2007 components are available from the Microsoft website:

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 Should I use Office 2007 and what conversion issues are there?

Office 2007 is a new system with new features, so it is always worthwhile keeping separate copies of your files and databases in a safe place in case of conversion and compatibility issues – you can always revert back to Office 2003 if necessary!

We recommended that you work with Office 2007 using a copy of an existing file or database, and fully test that it works in the new application.

You should also consider who else might want to use the files you create, and what Office system they may be using, in order to determine the most appropriate saved file format to adopt.  Are you in doubt that a recipient of your files can open 2007 format files? If so, then you should save files that can be opened by previous versions of Office. This will be "97-2003" format, and effectively guarantees that the file can be opened if exchanged with other people or transferred between computers – see below for instructions on how to save in an older format.

For Mac users, note that Office 2004 for Macs does not support the new file format of Office 2007 for PC, but Office 2008 for Macs does.  

Linux users running OpenOffice.org 3 can open the new format files of Office 2007, and further information for Open Office users is available.

To save files to an earlier format when using Word 2007, Excel 2007 and PowerPoint 2007, follow these instructions:

  • Click Office button (at top left corner), then File, Save As right arrow; 
  • Select Word 97-2003 Document, Excel 97-2003 Database or PowerPoint 97-2003 Presentation as appropriate;
  • For Access 2007, files can be saved as Access 2002-2003 Database or Access 2000 Database;
  • A Compatibility Checker window will then pop up alerting you to features that may be lost or degraded.

Note that when you open an Office 97-2003 document in Office 2007, Compatibility Mode is turned on and you see Compatibility Mode in the title bar of the document window. In Compatibility Mode, you can open, edit, and save files, but you will not be able to use any of the new Office Word 2007 features.

If you save an Office 97-2003 file in Office 2007 format, you will get a warning message, alerting you to potential changes in the layout of the document. You are advised to thoroughly check the layout after saving, and amend as necessary.

You can also convert an Office 97-2003 file to Office 2007 by selecting Convert from the Office Start Button. You will also get a warning message at this stage, advising you that the conversion may have affected certain features and layout options. From here, click the OK button. Next, click the Microsoft Office button and choose the Save option to save (making sure your default save format is Office 2007). Click the OK button if prompted. You have now converted an Office 2003 template to 2007 format. Unlike older versions of Office, once you upgrade a template it can still be used in the 2003 version of Office, but you may lose information saved in the 2007 version of Office. Again, check the layout and amend as necessary.

More specific conversion information follows:

Access 2007

You should not convert a database to the .accdb format if people who are using Access 2003 (or earlier versions of Access) need to open and work with the database. Access 2007 can read and write Access 2000, Access 2002, and Access 2003 .mdb files, but those earlier versions cannot read the .accdb format.

You may also not want to convert if you use Access replication to keep databases synchronized. Replication is not supported by the .accdb format. The tools to create and synchronize masters and replicas are still available in Access 2007 when you are working with an .mdb database. They are located on the Database Tools tab of the Ribbon.

You should not convert your database if it relies on user-level security. As with replication, Access 2007 supports user-level security for .mdb databases, but not for .accdb databases. If your database application relies on user-level security to keep certain users from viewing or editing data or from changing the design of objects, or to change the way different users navigate in your application, you need to redesign the application before you convert to the new format.

Recommendations for potential Access 2007 users

  • Make a backup of the Access 2003 database and hold copies of this in a safe place.
  • It should be tested first in Access 2007 and must confirm that it works as expected when converted (and also functions with Word 2007 if relevant). All users of the database can then migrate to Office 2007 and use the Access 2007 version.
  • Opening a database from both Access 2007 and Access 2003 will cause data corruption.
  • If the database relies on user-level security, then the database administrator needs to look into redesigning this in Access 2007. Set up user-level security in Access 2007 and convert the database. Then test that the database works in Access 2007.

Note that there is no compatibility checker for Access 2007 as there is for the other Office components.

See also the Known problems not covered by above section below.

 

Word 2007

Grammar and contextual spelling in Word will not be activated unless the machine has 1 GB memory.

See also the Known problems not covered by above section below.

 

Excel 2007

For Excel formatting and features that are not transferred to other file formats, see further information and also the Known problems not covered by above section below.

 

PowerPoint 2007

None identified. See also the Known problems not covered by above section below.

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 How do I install Office 2007?

You can install Office 2007 by two methods:

  • Re-imaging your workstation will install Office 2007;
  • Office 2007 is available from Networked Applications (Start > Networked Applications > General Software > Principle Applications > MS Office 2007).

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 What are the minimum specifications for running Office 2007?

To install Office 2007, your computer must meet the minimum specifications outlined below. However, Microsoft claims that any computer already using Office 2003 will be powerful enough to use Office 2007.

Computer and processor: 500 megahertz (MHz) processor or higher

Memory: 256 megabyte (MB) RAM or higher

Hard disk: 1.5 gigabyte (GB)

Display: 1024x768 or higher resolution monitor

Operating system: Microsoft Windows XP with Service Pack (SP) 2

In addition, note that grammar and contextual spelling in Word will not be activated unless the machine has 1 GB memory. 10 Mbytes of free user space on your H: drive is recommended. Note that running OneNote 2007 will require up to 6 Mbytes of free file space for initial installation.

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 After installation, how do I run up an Office 2007 application?

All Office 2007 applications are available the following location:

Start > Programs > Microsoft Office

Or you can set up your own shortcuts (see FAQ below).

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  How can I set up a shortcut to my Office 2007 applications?

  • Right click on the Start menu and select Explore;
  • Under Local Disk (C:) expand if necessary the Documents & Settings group;
  • Expand the All Users group, the Start Menu group and then the Programs group;
  • Click on the item Microsoft Office to view available shortcuts;
  • Reduce the size of the window if necessary to be able to view a clear part of your desktop;
  • Right click on an icon (e.g. Microsoft Office Word 2007), drag it to a free space on your desktop, release the mouse button and choose the option Create Shortcuts Here.

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 I am still using Office 2003. Can I view Office 2007 files?

Cardiff University Office 2003 users on managed workstations will be able to automatically view files in the new Office 2007 format by means of the Microsoft Compatibility Pack. This is already available from image 840 onwards. However, for older images, it can be installed from the network as follows:

Start > Networked Applications > Updates > Application Updates > Office 2007 Converters SP2

Note that if this does not appear in the Application Updates section, then it has already been installed.

You may also get an error message when trying to open an Office 2007 document, advising you that certain features may have been affected by the conversion.

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 How can I check if all the features in my new Office 2007 file are compatible with an earlier version of Office?

In Word 2007, Excel 2007 and PowerPoint 2007, you can identify the features and formats which are not compatible with earlier versions of Office files, by means of the in-built Compatibility Checker. This can be accessed as follows:

Office button (at top left corner) > Prepare > Run Compatibility Checker

This is an important facility if you are sharing files with other users who may be using earlier versions of Office (e.g. Office 2003).

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 How do I change the default file save format?

By default, files are saved in Office 2007 format. You can change the default save format as follows:

For Word, Excel and PowerPoint: Office button (at top left corner) > Word, Excel or PowerPoint Options > Save

For Access: Office button (at top left corner) > Access options > Popular

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 What is the default save location (for saving files, auto-recovery and user templates)?

For Word 2007, Excel 2007, PowerPoint 2007 and Access 2007, the default file save location is H:\My Documents\.

In addition, auto-recovery file locations for Word and Excel are set as H:\jccs\windows\Application Data\Microsoft\Word\ and H:\jccs\windows\Application Data\Microsoft\Excel\ respectively.

Templates are stored in H:\jccs\windows\Application Data\Microsoft\Templates\. It contains the Normal default template (called normal.dotm) that opens whenever you start Microsoft Office Word 2007, and includes default styles and customizations that determine the basic look of a document.

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 How can I change the default font?

By default this is set as Calibri(body) size 11. You can change it to what you require by following these instructions:

Select the Home tab, then select from the font group the small icon (see graphic below) to give you access to the Font Dialogue box. Then change the settings you want and click on the Default button.

Screenshot image of Office 2007 font options

 

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 How can I change the default line spacing in Word 2007?

The default line spacing for Word 2007 is now 1.15 between lines and a blank line between paragraphs. In Word 2003, there is no blank line between paragraphs and the line spacing is 1. If you want to revert to the Word 2003 preferences, take the following steps:

  • From the Home tab of Word 2007, select Change Styles in the Styles group, and then select the Style Set
  • From the pop-up menu, click Word 2003
  • Click again on Change Styles and then click Set as Default
Screenshot image of Office 2007 line spacing options

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 Why is the Developer Tab (for Macros, recording macros, and Visual Basic,) not available?

This is not available by default and has to be set manually as a customised option, as follows:

Office button (top left corner) > Word Options > Popular > tick Show developer tab in ribbon > OK

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 How can I repair or add functionality to Office 2007?

To repair, go to:

Start > Networked applications > General Software > Principle Applications > Microsoft Office 2007 > Repair Office 2007

 

To add functionality, follow these steps:

  • Go to Start > Settings > Control Panel
  • Select Add or Remove programs
  • Locate the Microsoft Enterprise 2007 item in the list and select the Change button for this item
  • Select  the Add or Remove Features option, and then select Continue

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 How do I change the language setup of Office 2007?

You should refer to the online Help option for this, as follows:

  • Press F1 to open Office online Help.
  • In the top search box type in language, and then click on the Search button.
  • Select the Set the display and editing languages help item.

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 How do I change Office 2007 to a Welsh interface version?

You can change the interface to a Welsh language version for Word, Excel and PowerPoint 2007 by following the steps below. Please note, however, that Microsoft has not yet released a Welsh version of the online Help, although there is an option available to enable this.

  • Exit from all Office 2007 applications
  • Select Programs > Microsoft Office > Language Settings
  • Under the Display Language tab, use the drop down arrow of Display Microsoft office menus and drop down dialogue boxes in: and select the option for Cymraeg
  • Select OK and then restart your Office application

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 How can I create PDF files in Office 2007?

Note that only Acrobat 8.1 or above is compliant with Office 2007. You can create 1.5(acrobat 6.x) format PDF files by going to:

Office button (at top left corner) > Save As right arrow > PDF or XPS

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 What is the Send to OneNote 2007 Printer Queue?

This allows you to send content to the electronic pages of OneNote 2007 notebooks from any other application.

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 What is the Microsoft XPS Document Writer printer queue?

This allows any application to create an XPS file. XPS files look the same in print as on screen. They are designed to be portable, like PDF files. They can be viewed on any machine that has an XPS viewer, even if the original software that created the XPS file does not reside on the computer.

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  How can I 'roll-back' to Office 2003?

This is available for many Cardiff University staff using an Office workstation (but not in Open Access Workstations or Pool Rooms) by:

Start > Networked applications > General Software > Principle Applications > MS Office 2007 > remove Microsoft Office 2007

If you cannot see the remove Microsoft 2007 option, it may be that your Head of School or Directorate has asked for it not to be made available to you: please check with your Local Computing Representative in the first instance.

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  How do I continue to use EndNote in Word 2007 if used previously in Word 2003?

To use EndNote for the first time after installing Microsoft Word 2007:

  • Ensure that Microsoft Word is closed.
  • Open EndNote from the Start button (Start > Networked Applications > General Software > Spreadsheets & Databases > EndNoteX301)
  • If prompted to do so, click Yes to install the software.
  • Open Microsoft Word from the Start button (Start > Programs > Microsoft Office 2007 > Microsoft Office Word 2007)

You should now find that EndNote and Microsoft Word work together correctly, with the required EndNote tools appearing in the EndNote X3 tab at the top of the screen in Microsoft Word.

It is strongly recommended that you always begin a work session by opening EndNote from the Start button - then open your EndNote library from within the EndNote program by using the File > Open command in EndNote.  Finally, open Microsoft Word from the Start menu.  This will help to ensure that the two programs work together properly. 

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 Can I run Office 2003 and 2007 on the same workstation?

This is not possible as installing Office 2007 will un-install Office 2003.

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 Why am I getting a macro and other security error messages and how do I fix it?

You may obtain security warning relating to macros and ActiveX controls.

Office 2007 will disable all macros unless one of two criteria are met - either the macro was created by the copy of the program installed on your computer or the macro has a digital signature from a trusted source.  

Typically you will get a message like this:

Office 2007 screenshot image of a security warning

 

Note that Office 2007 will generate a macro warning for the Welsh spelling and grammar checking add-in programs Cysgeir and Cysill, as well as Course Genie. In this particular case, they should already exist in the Trusted Zone, but have to be enabled. This can be done in Word 2007 by following these steps:

  • Click on the Office Button and select Word Options from the lower right of the pop-up menu;
  • From the menu on the left, select Trust Centre;
  • Click on the Trust Centre Settings button on the right;
  • Select Trusted Locations from the menu that appears on the left;
  • Tick the Allow Trusted Locations on my network checkbox;
  • Click OK to return to the Trust Centre dialog and then OK twice more to return to the main Word screen;
  • Exit from Word (Office button > Exit Word) and then restart Word to fix this specific problem.

For other instances, when the Security Options dialog appears, you can enable the macro or leave it disabled. In general, you should enable the macro only if you are sure it is from a trustworthy source.  This will allow the macro for the current session only, and will have to be repeated for the next Office session.  

If you are sure the document and macro are from a trustworthy source and have a valid signature, and you do not want to be notified about them again, instead of changing the default Trust Center settings to a less safe macro security setting, you can click Trust all documents from this publisher in the security dialog box (you may need to scroll down in the security window to see this). This adds the publisher to your Trusted Publishers list in the Trust Center. If the file contains both macros and links to other files, you will have to enable each of these separately via the Security Options dialog.

 If you want to permanently enable, or 'trust', the file source, then you can add the file type to your list of Trusted Locations. However, do not put files whose source you are unsure of in your Trusted Locations. Macros can provide a means to cause malicious damage your PC.

More information on macros.

Information on enabling or disabling ActiveX controls.

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 What about Office 2010?

In June 2010, Microsoft released a later version of its Office productivity Suite, Office 2010.

New features and interface changes are expected. It is too early yet to determine what compatibility issues may exist between Office 2007 and Office 2010, but we do know that:

  • EndNote X3 is not compatible with Word 2010;
  • Microsoft has released a Compatibility Pack for Office 2010 which will help determine compatibility issues. It will provide, for example, a code compatibility inspector application to address macro, add-in and visual basic issues;
  • Documents created with Office 2003 or 2007 can be opened and edited with Office 2010. Documents created with Office 2010 cannot be opened with earlier versions of Office unless they are specifically saved as earlier versions of Office.

 Who do I contact for further assistance with Office 2007?

If you have not been able to solve an Office 2007 query from using these FAQs or using the online Help within each 2007 application, further assistance is available from the INSRV Service Desk (Tel: 029 2087 4487, Email: insrvConnect@cardiff.ac.uk).

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 Known problems not covered by the above FAQs

 Word 2007

  • The Filename field does not automatically update when you open a document in Word. The Filename field (and path if applicable) does not update to the name and the location of the file that you just opened. Note that this may also affect Word 2003. Microsoft recommends the following manual fix: 

Select the field that is contained in your Word document, and then press F9. Do this after saving the file or when you next open it.

  • Using the Shift-F5 function to remember the last three locations where text was edited may no longer work. A possible fix is available. Note that this may also affect all versions from Word 2000 onwards.
  • Word cannot start the converter mswrd632 error message. The Microsoft Security Bulletin MS09-073 provides further details.
  • The Equation Editor tab is greyed out. This means you are editing a Word 2003 (or earlier) document in Compatibility Mode. Save the document as Word 2007 (.docx) to fix this.

 Excel 2007

  • Details of Excel 97-2003 features that are not supported in Office Excel 2007 are available.
  • A customised Excel chart template if used in PowerPoint 2007 may crash that application. 
  • If you cannot see multiple worksheets in your workbook, either consider changing the resolution of your screen, or else determine if you need to display a hidden worksheet (select Home tab, then in the Cells Group select Format. Under Visibility select Hide & Unhide).

 Access 2007

  • The Table Wizard has been removed. Online Help says to open the Create Tab and under Tables Group use Table Template.
  • Data Access pages are no longer supported in Microsoft Office Access 2007. However, you can still use Access 2007 to work with databases that contain data access pages.
  • Microsoft Office XP Web Components is not installed with Office Access 2007. Forms in PivotTable or PivotChart view still function correctly. Databases with references to OWC10.DLL point to the new OFFOWC.DLL. The new OFFOWC.DLL does not support all of the functionality in OWC10.DLL. In some cases, you might need to download and install the Microsoft Office XP Web Components. By default, toolbars used in previous Access versions are not used in Office Access 2007. They are used only if the following Startup options are configured:
    • The Allow Built-in Toolbars option is disabled
    • A default menu bar is specified.
  • The user interface for toolbar and menu customizations is removed and replaced by the new ribbon. The toolbars and menus can be modified in previous versions of Access or by using the VBA object model or macros.
  • The user interface for some early import and export formats is removed. There is no user interface to export to ASP or IDC/HTX. There is no user interface to import files from Lotus 1-2-3/DOS (*.wj*) or Exchange. Code and macros created to work with these formats continue to work.

 PowerPoint 2007

  • Text box outline no longer affects word wrap. In PowerPoint 2003, if a text box is drawn and set to wrap, increasing the thickness of the text box outline will cause the text to warp at some point. This may not happen in PowerPoint 2007.
  • When you save a 2007 presentation to 97-2003 format, the Title Slide layout will not be converted into a Title Master linked to the Slide Master in the 97-2003 format version. Instead, one Slide Master is generated for each layout used in 2007. Existing title slides in the 2007 version will look OK when opened in 2003, but newly added slides may not look like you expect them to.
  • Internal links and some hyperlinks may break if you save 2007 to 97-2003 format. This is only an issue if you have enough links to exceed that storage limit of 97-2003.
  • 2007 may crash if you apply a custom chart template created in Excel 2007.
  • Text may not remain centred – if necessary, re-centre the text box (or other shape used) when editing the text.
  • Slide numbers included in a table do not update. Opening the same presentation in 2003 the Slide Number is updated when in a table.
  • ActiveX components (e.g. flash movies, embedded objects) are always placed atop other shapes.

 OneNote 2007

  • On installation, OneNote 2007 requires 6 Mbytes of free memory on the user profile (to create the folder H:My DocumentsOneNote Notebooks).

 Windows mobile devices running Windows Mobile 2003 and 5.0

  • The new XML-based file formats can't be opened with current Pocket Office programs on these platforms. The newest version, Windows Mobile 6, supports the XML-based file formats.

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Learning resources for Office 2007

As well as the online Help available from within the applications themselves, Microsoft has also provided a number of useful online resources for helping in the migration from Office 2003 to Office 2007.

 Word 2007

What you need to know about Word 2007 is a very useful site. It includes such things as guides, a helpful interactive animation that finds commands for you, and various other resources to get you started. 

An interactive Word 2003 to Word 2007 command reference guide is also available.

 

 Excel  2007

There are many online resources for Excel 2007 available on the Microsoft website - just search for 'Excel 2007' in the search all of Office.com box for a full list of available resources.

An interactive Excel 2003 to Excel 2007 command reference guide is also available.

 

 PowerPoint 2007

There are many online resources for PowerPoint 2007 available on the Microsoft website - just search for 'PowerPoint 2007' in the search all of Office.com box for a full list of available resources.

An interactive PowerPoint 2003 to PowerPoint 2007 command reference guide is also available.

 

 Access 2007

There are many online resources for Access 2007 available on the Microsoft website - just search for 'Access 2007' in the search all of Office.com box for a full list of available resources.

An interactive Access 2003 to Access 2007 command reference guide is also available. 

 

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