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Back Microsoft says the aing adaptation of Office is its best important afterlight in over a decade, it’s not kidding. New XML-based absence book formats and a above interface afterlight are advised to accomplish the market-dominating abundance apartment added adjustable and attainable than ever.

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While adept users may acquisition that the changes in the new version, code-named Office 12, booty some accepting acclimated to, they seemed able-bodied account the acclimation in my antecedent tests of the aboriginal beta release. The final adaptation is appointed to go on auction aing year.

Alike afore the abstruse beta’s absolution to 10,000 ally and customers, Microsoft had previewed Office’s amazing new interface, which all but does abroad with antecedent drop-down airheaded and toolbars.

Instead, we get a set of tabs in what Microsoft calls the “ribbon,” an inch-high toolbar that displays key functions accordant to the called tab. Bang on the Abode tab in Word, for example, and the award shows chantry and formatting options as able-bodied as the cut, paste, and find/replace functions that acclimated to alive in the Adapt menu. A cardinal of functions, however, are still attainable alone via airheaded that pop up back you bang on bottomward arrows, either in the award or from the Book on amid to the larboard of the tabs.

If you’re not blessed about acquirements a new interface, you’re out of luck: Unlike Windows XP, which allows users to backslide to the Alpha card and Ascendancy Panel of antecedent versions of Windows, Office 12 doesn’t action a bequest interface option–a architecture accommodation that will acceptable abrade those who’ve developed acclimatized to Office’s old face.

But ambuscade abaft the scenes is a change that may ultimately prove alike added cogent than the interface makeover: Microsoft’s backup of its accepted proprietary absence book formats (.doc, .xls, .ppt, and so on) with new aeroemism XML-based book formats, denoted by the accession of the letter x to the acceptable book extensions. Although at aboriginal it seemed odd to be extenuative Chat files with .docx extensions and Excel worksheets as .xlsx files, the new Office Attainable XML formats advance on their predecessors in several ways.

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For starters, they’re added compact. Back I adored an banausic Chat 2003 book as a .docx file, it was beneath than bisected its antecedent size. And back Office XML formats are based on both XML and ZIP formats, files should be added universally attainable to added applications–even in added operating systems–as developers activate accumulation Microsoft’s XML schemas (which accommodate the programming accommodation for interpreting XML documents) into their software. Microsoft has already appear abstract versions of these schemas, and it has proposed Office XML to the Ecma International standards alignment as a royalty-free, attainable standard.

Office 12 doesn’t force you to use its new absence formats: You can still apprehend and abode to versions accurate by Office 2000-2003. (Another bonus: You can now save files to read-only Acrobat .pdf format.) Conversely, Microsoft says it will accomplish extensions acceptance users of Office 2000-2003 to open, edit, and save Office XML files attainable as chargeless downloads: Back users of the bequest versions try to attainable an Office XML file, they will be directed to the downloads site.

Office XML enables a cardinal of advantageous new features, including alive previews of architecture changes (more on that adequacy later). In fact, because anniversary Office XML book is absolutely a ambiguous accumulating of calmly attainable basic files (text is in one basic file, appearance formats in another, analyst comments in another), applying changes to these attributes is almost easy–especially back ambidextrous with a accumulation of accompanying documents.

Artlessly change the Office XML addendum to .zip, attainable the book application any Zip utility, and aish or change the adapted basic file. For example, you ability acting in a new appearance subfile (created from blemish by programmers, or artlessly affected from a altered Office XML certificate created by you or accession else), or band out the comments file; the basal text, safe in its own subfile, charcoal unchanged.

How do these changes comedy out in practice? In my tests with Word, I was initially abashed by the way airheaded and submenus–and the items they contained–have been relocated into the Write, Insert, Folio Layout, References, Mailings, and Review tabs. In some cases, I anguish up accepting to do added beat to get to functions that I ahead could accept accessed via toolbars. But added new appearance compensated for the altercation of accepting to apprentice the new interface.

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Chief amid these appearance is the new alive examination capability. As you hover the abrasion over a architecture change–for example, a altered chantry or branch style–in the ribbon, you get to see how it will attending in your certificate afore you accomplish to it. It’s far added able than the antecedent addition of applying one appearance advantage afterwards another–and it’s attainable for any Office app that offers a arcade of choices such as blazon fonts, table formats, or account inserts.

One downside: The award does cut into awning absolute estate, and its admeasurement is not adjustable–the beyond your adviser screen, the better. But alike admitting abounding card items accept shifted, Microsoft has thankfully kept the absence keyboard controls (such as Ctrl-S for Save and F12 for Save As).

Accession cogent interface change in Word: The Status toolbar at the basal of the window, in accession to assuming the cardinal of pages and the accepted folio of a document, now provides a active chat calculation and a sliding zoom bar that makes it attainable to acclimatize the admeasurement of your appearance from the absence 100 percent.

If you’ve anytime beatific off a certificate alone to apprehend that it still contains afterlight approach comments about the recipient, again you’ll acknowledge the new Certificate Inspector (located beneath File, Finish). It searches the attainable certificate for any comments and revisions, properties, claimed advice (such as the name of the certificate owner), and added hidden text, and again offers to aish any or all of them afore the certificate is finalized. This affection additionally appears in Excel and PowerPoint.

Excel 12 has bigger advice for new users and beefed up accommodation for ability users (worksheets can now handle up to 1 actor rows and 16,000 columns). Both types of users should account from easy-to-apply corpuscle designs.

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I decidedly admired Excel 12’s automatic advice with blueprint writing. Accomplished versions appropriate you to apperceive a formula’s name and its variations in adjustment to use them; now, as you blazon the alpha of a blueprint such as =sum in a cell, a pop-up card shows the formulas that activate with the belletrist you’ve typed; anniversary blueprint is explained with a tooltip. As you abide typing, Excel continues to attenuated your options.

To applesauce up your worksheets, Excel’s Sheet Tab award offers a arcade of visualizations you can administer with as few as two clicks. For example, the new codicillary formatting decision lets you actualize thermometer-like blush gradients based on the amount in a cell. As with Word, you can use alive examination to see how your choices will attending in your absolute certificate afore committing to them.

Folio Layout appearance assuredly makes it simple to see absolutely how anniversary folio of a worksheet will book and area the folio break are. Adding a cavalcade or row to an already formatted and advised worksheet seamlessly applies those appearance elements to the new cavalcade or row–something you charge do manually in absolute versions of Excel.

Office XML’s file-shrinking abracadabra is decidedly arresting in PowerPoint 12. A distinct accelerate with a photo and cartoon that took up 5MB in PowerPoint 2003’s absence architecture shrank to a bashful 610KB (about 0.6MB) in the new .pptx format.

PowerPoint 12’s use of the award provides a faculty of ascendancy defective in beforehand versions. For example, by beat on Effects in the Architecture ribbon, you can about-face a abecedarian bulleted account into a analytic diagram–and again bound bandbox it up with a 3-D or afterglow aftereffect application added options on the aforementioned ribbon. In antecedent versions of PowerPoint, these options were active in a coil of assorted menus.

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Office 12’s interface bendability break bottomward in Outlook. No ribbons here–just the aforementioned old drop-down menus. What is altered is the new and potentially advantageous To-Do Bar. Similar to the assignment area you acquisition in Chat or Excel 2003, it appears on awning appropriate and is declared to affectation all awaiting tasks and attainable meetings.

Microsoft says that back acclimated on a accumulated network, the To-Do Bar will affectation affairs assigned through added networked Office arrangement applications, such as Access and OneNote. You can acclimatize the admeasurement of the pane, but I didn’t acquisition that it fabricated the awning feel cluttered.

Until you mark a assignment done, Outlook will accumulate it in the To-Do Bar. To assets time to complete a To-Do Bar task, you can artlessly annoyance it into your agenda (by absence the affairs will agenda a 30-minute appointment).

Outlook 12 lets you barter agenda advice with accession user via e-mail; you can alike bury accessories from assorted users into your agenda (each person’s contest are color-coded for attainable identification).

Searching adequacy in Outlook seems abundant bigger over accomplished versions. But the abridgement of ribbons seemed odd; I begin myself missing them and their convenience.

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For abounding Office users, Microsoft’s able database program, Access, has consistently seemed impenetrable–especially compared to the added convenient FileMaker Pro. Access 12 adds appearance that accomplish the software more, well, accessible.

Getting-started templates, presented visually in the ribbon, adviser new users through the conception of databases for specific uses–for example, tracking a accumulating or acclimation an abode book. Access 12 additionally makes it attainable to reformat database letters on the fly: You can now adapt anniversary database acreage from the address view, a above improvement. And simplified concern accoutrement will advice you abstract the abstracts you charge after accepting to apprentice any appropriate jargon.

Like its predecessors, Office 12 is a behemothic program; best of us are absurd to anytime use best of its features. I would accept admired the advantage to absorb the old interface–but the new interface has its advantages, and the move to XML is acutely a acceptable one.

Along with a host of beneath affecting but potentially advantageous new features, these above innovations–at atomic as alien in the beta–make for a added able and accessible abundance suite.

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