Technology Tip of the Week - July 9, 2007

Office 2007 Converter

Microsoft released it's much-anticipated 2007 version of its Office product in January 2007. Years in the making, Office 2007 contains a number of new features, the most notable of which is the entirely new graphical user interface called the Ribbon, replacing the menus and toolbars that have been the cornerstone of Office since its inception. Students and faculty purchasing new computers since January have been purchasing this new version. Although there are many improvements to Word, PowerPoint, Excel and Access, one thing that you should be aware of is that the default file formats are not only different from all past versions, they are not readable by past versions. This means that if a student creates a document in Word 2007 it will automatically be saved in a format called .docx. Since this file type is not recognized in Word 2003 or XP, you will not be able to open it. Some of you may have already run into this problem with student submissions.

There are a few options in dealing with this change - a couple can be done by the Office 2007 user and another can be done if you don't have this version to allow you to read it.

Office 2007 Users

Users who have Office 2007 on their computers can save each file in the earlier version. For example, when saving a document in Word:

  1. Click on the Office button
  2. Choose the Save As - Word 97-2003 Document

This will save the file in the recognized format for older versions (.doc).

A second option is to have Office 2007 users change the default setting for their files in Word, Excel, PowerPoint, etc. to automatically save in a lower version. This is better than having to try and remember each time you save a file to change the file type. To change the default setting:

  1. Open an Office application, for example Word
  2. Click on the Office button
  3. Click on the Word Options button at the bottom of the window
  4. Click on Save to display the options
  5. Click the down arrow next to the field for Save files in this format and choose  Word 97-2003 (*.doc)
  6. Click OK to save the default
Open an Office 2007 File in Older Versions

Microsoft knew that there would be incompatibilities for their new file types for users with older versions so they created a free converter that can be downloaded and installed in older versions. After downloading the converter, users with older versions are able to open the new file formats without a problem. Download the Compatibility Pack for Word, Excel and PowerPoint from the Microsoft website at: http://www.microsoft.com/downloads/details.aspx?FamilyId=941B3470-3AE9-4AEE-8F43-C6BB74CD1466&displaylang=en

Note that Office XP and 2003 users need to be current with their critical updates before installing the converter. (See the Tip of the Week for June 26, 2007.) It  may be a good idea to install this compatibility pack before Fall 2007 so you are ready for your students using the new Office.

For more help with this feature, please contact one of the IT Instructional Support team (Norm Grant, Gene Grande or Linda Beith) or faculty mentor Kathy Beauchene.

Website of the Week

Getting Started with Microsoft Office 2007

Microsoft has put together a great website on their Office 2007 product full of video demonstrations of applications, documentation and new templates. Browse through their site at:
http://office.microsoft.com/en-us/getstarted/FX101055081033.aspx

In addition, CCRI has purchased Microsoft's ELearning modules for Office 2007. To learn more about this resource (and to see an orientation schedule) please see our website at: http://it.ccri.edu/helpdesk/elearning.shtml.

Feel free to post your thoughts or opinions of this article in the Teaching Forum message board.

These tips are provided by the Department of Information Technology instructional support team. If you have any questions on these tips, or wish to offer your own, please feel free to contact Linda Beith at lbeith@ccri.edu. View an archive of past technology tips at http://it.ccri.edu/Training/Tips/tip_week.shtml.
 

Go to top of page