In: Categories » » Microsoft office » Sharing Data with Other Office 2007 Programs
Cutting, copying, and pasting data may be handy within the same file, but Office 2007 also gives you the ability to cut, copy, and paste data between different programs, such as copying a chart from Excel and pasting it into a PowerPoint presentation.
Using the Office Clipboard
When you cut or copy any data, Windows stores it in a special part of memory called the Clipboard. This Windows Clipboard can only hold one item at a time, so Office 2007 comes with its own Clipboard called the Office Clipboard, which can store up to 24 items. Whereas the Windows Clipboard works with any Windows program (such as Microsoft Paint or WordPerfect), the Office Clipboard works only with Office 2007 programs (such as Word, Excel, PowerPoint, Access, and Outlook). To store data on the Office Clipboard, you just need to use the Cut or Copy command, and Office 2007 automatically stores your data on the Office Clipboard. The two big advantages of the Office Clipboard are
You can store up to 24 items. The Windows Clipboard can store only one item. You can select what you want to paste from the Clipboard. The Windows Clipboard lets you paste only the last item cut or copied.
Viewing and pasting items off the Office Clipboard
After you use the Cut or Copy command at least once, your data gets stored on the Office Clipboard. You can then view the Office Clipboard and choose which data you want to paste from the Clipboard into your file. To view the Office Clipboard and paste items from it, follow these steps:
1. Move the cursor to the spot where you want to paste an item from the Office Clipboard.
2. Click the Office Clipboard icon. The Office Clipboard pane appears. The Office Clipboard also displays an icon that shows you the program where the data came from, such as Word or PowerPoint.
3. Click the item you want to paste. Office 2007 pastes your chosen item into the file where you moved the cursor in Step 1.
4. Click the Close box of the Office Clipboard window to tuck it out of sight. If you click the Paste All button, you can paste every item on the Office Clipboard into your file.
Deleting items from the Office Clipboard
You can add up to 24 items to the Office Clipboard. The moment you add a 25th item, Office 2007 deletes the oldest item from the Office Clipboard to make room for the new cut or copied item. You can also manually delete items from the Office Clipboard as well, by following these steps:
1. Click the Office Clipboard icon.
The Office Clipboard appears.
2. Move the mouse pointer over an item on the Office Clipboard.
3. Click Delete. Office 2007 deletes your chosen item.
4. Click the Close box to tuck the Office Clipboard out of sight. If you click the Clear All button, you can delete every item currently stored on the Office Clipboard. Make sure you really want to delete an item from the Office Clipboard because after you delete it, you can’t retrieve it.
Getting Help from Office 2007
Microsoft designed Office 2007 to be the easiest version of Office ever. Yet, despite these improvements in Office 2007’s user interface, you may still need help in using one of the many Office programs once in a while. To help answer your questions, Office 2007 provides a Help system, which lets you browse through different help topics until you (hopefully) find the answer you need. There are two ways to use the Help system. One, you can browse through the various topics displayed until you find the answer you want. This can take time to search but can also show you related help that you might find useful. A second way to use the Help system is to type a query such as
Page margins or
Font size. The Help system will then display all topics related to your query. This can be a fast way to search for help, but if you don’t type the right terms that the Help system recognizes, this method may not find the exact help you need.
Browsing the Help Window
Each Office 2007 program comes with its own help files that you can access at any time. To browse through the Help system, follow these steps:
1. Choose one of the following to display the Help window"
• Click the Help icon. • Press F1.
2. Click a topic. The Help window either displays a list of subcategories or a list of Help topics (that appear with a question mark icon in the left margin),. If a list of subcategories appears, you may have to click a subcategory until the Help window displays a list of help topics.
3. Click a Help topic identified by a question mark icon in the left margin. The Help window displays step-by-step explanations.
4. Click the Close box when you’re done to make the Help window go away. If you click the Back icon, you can view the previous text displayed in the Help window. If you click the Forward icon (after clicking the Back icon at least once), you can return forward to the text that you were looking at before you clicked the Back icon. If you click the Home icon, you can view the Help window’s list of topics that appear every time you open the Help window.
Searching in the Help Window
Rather than browse through one or more subcategories to find help, you might want to search for help by typing in one or more keywords. Such keywords can identify a specific topic such as Printing or Editing charts. If you misspell a topic, the Help system may not understand what you want to find, so check your spelling. To search the Help window by typing in a keyword or two, follow these steps:
1. Choose one of the following methods to display the Help window:
• Click the Help icon. • Press F1.
2. Click in the Search list box and type one or more keywords, such as Formatting or Aligning text.
3. Click Search. The Help window displays a list of topics.
4. Click a Help topic. The Help window displays step-by-step instructions for your chosen topic.
5. Click the Close box when you’re done to make the Help window go away.
Making the Help Window Easier to Read
One problem with the Help window is that it may appear too small to read comfortably. To get around this problem, you have two choices:
Resize the Help window. Expand the size of the text inside the Help window.
Resizing the Help window
You can resize the Help window just like any other window by clicking one of the following icons in the upper-right corner:
Minimize: Shrinks the Help window to an icon on the Windows taskbar Maximize: Expands the Help window to fill the entire screen Restore Down: Shrinks a maximized window to a smaller window that you can move and resize
You can also resize a window by moving the mouse pointer over one edge or bottom corner, holding down the left mouse button, and dragging (moving) the mouse.
Enlarging the text in the Help window
In addition to, or as an alternative to, resizing the Help window, you can enlarge the text inside the Help window to make it larger (or smaller) so you can read it easier or so you can cram more text within the limited confines of the Help window. To change the size of the text inside the Help window, follow these steps:
1. Click the Help icon or press F1 to open the Help window.
2. Click the Change Font Size icon. A pull-down menu appears.
3. Choose an option, such as Smaller or Largest.
Keeping the Help window visible at all times
Office 2007 offers a Keep on Top icon that you can choose to keep the Help window visible while letting you use the Office 2007 program underneath. That way you can read and follow the instructions in the Help window while using your program at the same time. If you turn the Keep on Top feature off, the Help window will appear; but, the moment you click in your Office 2007 program underneath, the Help window disappears from sight. To turn the Keep on Top feature on (or off), click the Keep on Top icon in the Help window.
Printing the text in the Help window
Sometimes you may find the step-by-step instructions in the Help window so useful that you may want to reference them again. Rather than open the Help window each time, you can print the step-by-step instructions so you’ll always have them at your fingertips when you need them. To print the text displayed in the Help window, follow these steps:
1. Click the Help icon or press F1 to open the Help window.
2. Make sure your printer is connected to your computer and turned on.
3. Click the Print icon. The Print dialog box appears.
4. Choose any options in the Print dialog box (such as choosing a printer to use), and then click OK to print the current contents of the Help window.
Viewing the Table of Contents
One problem with searching through the Help window is that you can easily lose track of which subcategory or category led you to view the current contents of the Help window. To avoid this confusion, you can expand the Help window to display two panes. The left pane displays a table of contents while the right pane displays additional information. To view the Table of Contents, follow these steps:
1. Click the Help icon or press F1 to open the Help window.
2. Click the Show Table of Contents icon. The Help window expands into two panes.
3. Click a Help topic (which appears with a closed book icon in the left margin). A list of subcategories (closed book icon) or Help topics (question mark icon) appears. You may need to click one or more additional subcategory icons until you see a list of Help topics.
4. Click a Help topic. The right pane of the Help window displays step-by-step instructions.
5. (Optional) Click the Hide Table of Contents icon. If you leave the Table of Contents pane visible, the next time you open the Help window, you’ll see the table of contents in the left pane.
6. Click the Close box to make the Help window go away.
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