Office 2010 rollout postponed slightly

The first rollout for the City’s switch from Microsoft Office 2003 to the 2010 version has been postponed by a few weeks.

According to the new schedule, software will be loaded onto computers in the Assessors Office, Communications, Human Resources, Intergovernmental Relations and Neighborhood and Community Relations on Sept. 29. On Oct. 6, Health, Public Works Administration, Internal Audit, Youth Coordinating Board, the Convention Center and the State Auditor will also receive the new software.

If you’re in one of these departments, that gives you a little extra time to set aside some time for training so you’ll be able to navigate the differences in Outlook, Word, Excel, PowerPoint and Access.

Training options

Self-guided training

These self-guided, online training and reference documents are the first step in preparing for the transition.

Classes

A two-hour, instructor-led transition class is being offered on Tuesday, Sept. 20 for departments moving to Office 2010 in September. (Additional dates will be offered as more departments transition to Office 2010.) For more information about classes offered by the Citys Training and Development staff, search for "Office" in HRIS-Learning Management.

The Hennepin County Library system offers free classes at many of its branches. The librarys classes use the 2007 version of Office, which is similar in appearance to the 2010 version. For more information about library classes, visit http://www.hclib.org/pub/events/Classes.cfm

Open labs

Open lab sessions will allow employees to view and test their existing documents, as well as use Access databases. Business Information Systems (BIS), which is directing the upgrade, urges staff who typically use complicated documents with pivot tables or macros to take the time to test their documents prior to the switch. Labs are held in the Computer Training Room 13B, Public Service Center, 250 S. 4th St. on these dates: Sept. 15, 19, 22, 23, 26, 27 & 28. For details, visit http://citytalk/wcm1/groups/public/@hr/documents/webcontent/wcms1q-004573.pdf.

What’s different about Office 2010

When the new version is introduced, employees will be able to open, edit and save their 2003 Word, Excel, PowerPoint and Access files. Employees will also be able to create new files and save them as the 2003 or 2010 version, depending on who they’ll be sharing the files with.

Computer users will immediately see differences in Outlook, Word, Excel, PowerPoint and Access files in Office 2010.

One of the more obvious changes is that Microsoft Office 2010 eliminates the toolbars and dropdown menus used in the 2003 version. In place of the toolbar, the 2010 version uses a long, wide strip called a ribbon that shows more command options than the 2003 version. The ribbon has eight tabs that display command groups organized around a similar task (such as formatting a document, inserting items or setting up a document).

While some changes simply introduce a different approach to doing the same task, the 2010 version does do some things that the 2003 version did not. For example, the new version allows computer users to more easily save a document as a PDF. (In the 2003 version, users had to have Adobe Professional to create a PDF. In the 2010 version, a Word document can simply be saved as a PDF without any intermediate steps.)

Why the upgrade

The City is upgrading the Office Suite as part of its policy to remain current with computer services and be compatible with businesses that may be using newer versions.

Because the upgrade represents a significant change, the new office suite is being introduced in phases on a department-by-department basis. The goal is to have the majority of City departments using the newer version by the end of 2011.

Sept. 14, 2011

Published Sep 14, 2011