DIFFERENCES BETWEEN OFFICE 2007 AND OFFICE 2010
SUITE WIDE HIGHLIGHTS THE FILE TAB REPLACES THE MS OFFICE BUTTON. The most visible change in the look and feel of the Office interface is substitution of the File tab for the MS Office button. When you click the File tab, you will see most of the features that you formerly saw in the MS Button, but with a new look, called the Backstage view. Backstage view is a file management view where you can open or save files, set permissions, define document properties, print or share documents, manage versions of files, etc. In Backstage view, the document will also preview automatically before printing. This tab is the same color as the application icon and does not change color when you move to another tab. * Right clicking in File tab is not available to add a shortcut to the Quick Launch Toolbar. * To exit, click on another tab, press the ESC key, or click on the File tab again.
THE RIBBON IS NOW USED IN THE ENTIRE OFFICE 2010 SUITE The introduction of the ribbon is most noticeable in Outlook, but is also now available in the entire suite.
“The Ribbon contains the set of commands for working IN a document, while Microsoft Office Backstage is the set of commands you use to do things TO a document.”1
CUSTOMIZING THE RIBBON
1
1 Microsoft Office Help files. Page
It is now possible to customize the Ribbon in Office 2010 in much the same way as you were able to customize the Quick Access Toolbar. You can create your own tabs, rename existing tabs or move them around on the Ribbon. You can also create new groups for your tabs. This functionality will allow you to bring up commands that were buried in a dialog box or just group all of your favorites together on one new tab. [See document Customizing the Ribbon for more on this functionality.] You will also notice a small button to the left of the Help button located in the upper right corner of the Office window. Clicking this button will minimize the Ribbon to give you a larger workspace. However, the tabs will stay in place to allow you to access the Ribbon commands. This feature was also available in Office 2007 by double-clicking any tab on the Ribbon, which still works in Office 2010
PRINTING HAS BEEN MADE EASIER. Print Preview automatically displays when you click on the Print button in the File tab or use keyboard shortcut Ctrl+P .The options of the Print dialog box such as the number of copies, pages to print, duplex printing, and more are also incorporated in this view. * Make sure to select the appropriate printer before selecting other options such as duplex printing or a specific page range . Your selections will revert back to the default settings otherwise. * There is no X to close Print Preview. To get out of it, click the File tab again, another tab, or the ESC key.
PROTECTED VIEW I found Microsoft’s new security features to be a welcome addition. Every time you download a document from the Internet and open it, Office 2010 applications will open it in a ‘Protected view that won’t allow you to edit the document unless you enable editing of the document. When this happens, you see a warning on the Message bar, along with the option to enable editing. You can control which originating sources trigger Protected View. You can also set specific file types to open in Protected View regardless of where they originate.
PASTE PREVIEW
Paste Preview is a new copy and paste feature that comes with Office 2010. You can now paste correctly the first time without having to Undo. In addition, a newly designed Paste Options button gives the options to keep source formatting, merge formatting, or to keep text only.
“Another new feature we appreciate, Paste Preview does away with blind cutting and pasting by showing you what items in the clipboard will look like when you paste them into a document. It works across most of the applications of Office 2010. Once you have content stored
in the clipboard, just mouse over the paste button to view available
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paste options.” 2
This text was copied from a website. Normally, when you then go to paste this into your document it will copy the formatting from the webpage. Using Paste Preview allows you to discard the formatting and only paste the copied materials as text.
PICTURE EDITING IMPROVEMENTS
Picture editing capabilities are greatly enhanced in Office 2010. New tools such as sharpen and soften, as well as improved brightness and contrast tools are available. A background removal tool is a brand new feature, as are some new SmartArt layouts. Once you choose a different layout from the Ribbon, a wide variety of SmartArt tools are available to enhance your pictures.
NEW THEMES AND SMART ART IMPROVEMENTS
Approximately 25 new themes for professional designs have been added in Microsoft Office 2010 as well as several additional SmartArt graphics layouts. You can insert pictures into the various layouts or convert pictures directly into SmartArt graphics, and each shape has a caption where you can add descriptive text. View theme options in the Page Layout tab.
NEW SCREENSHOT FEATURE There is a new Screenshot feature for capturing pictures of any program that is not minimized to the Taskbar and inserting them into open documents in various Office applications. You can also clip a screenshot so that you don’t have to insert the entire application window. This is available from the Inset tab for all Office 2010 users who, unlike on library computers, do not have PrintKey Pro.
BETTER IMAGE COMPRESSION AND CROPPING
You now have better control of the image quality and compression tradeoffs, so that you can make the right choice for the medium (print, screen, e-mail) that your document will be used for. To access:
1. Click on your image, 2. Click on the picture tools tab and 3. Then click on compress pictures in the Adjust group. 4. The dialog box will give you options for
adjustment. (See image right).
3 2 From http://download.cnet.com/2300-13571_4-10003475-6.html?s=0&o=10003475
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HELP PREVENT CHANGES TO A FINAL VERSION OF A DOCUMENT
When you complete a document that you want to share with others, you can Mark [it]As Final to make the document read-only and thereby let others know that this is a final document. When a document is marked as final, typing editing commands, and proofing marks are disabled, and people who view the document cannot unintentionally change the document. However, this is not a security feature, a protected document because anyone can edit it by turning off the Mark As Final feature. To add security in editing features, go to File and click on Protect Document to see protection options. [See #1 at right]
RECOVER UNSAVED WORK
It is now easier to recover a Word document if 1 you accidentally close your file without saving, or if you want to review or return to an earlier version of the file you're already working in. As with earlier versions of Word, enabling AutoRecover will save versions while you are working in your file at the interval you select.
Also, while you are working in your file, you can access a list of the autosaved files from the Microsoft Office Backstage view.
To access the auto-saved versions, click on the File tab. The Info tab will display. Use the Versions section of the page to access older versions of the document. Please note that the AutoRecover functionality does NOT apply to users at the public computers after they log off.
COMPARE OPTION ON THE REVIEW MENU In Office 2010 you can now compare 2 documents and see what is different between them. The documents that are being compared are not changed when you do this. The comparison that is displayed by default is a new third document.
To compare, do the following:
Open the documents that you want to compare. Navigate to the Review tab, to the Compare group and click Compare. Click Compare two versions of a document (legal blackline). Under Original document, browse until you find the first document that you want to compare. Then under Revised
document, browse for the
nd
2 document. 4 Page
Click More. Then select the settings for what you want to compare in the documents. Under Show changes, choose whether you want to show character or word level changes. If you do not want to display changes in a new third document, choose which document you want the changes to appear in. Please note that any options that you select in More become the default comparison options until you change them. Click OK. If there are changes in either version of the document, the program displays a message box.
Click Yes to accept the changes and compare the documents.
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THE FILE TAB DETAILS When you click on the File tab, you get to the new Backstage view. You see some of the same commands that you saw in the Microsoft Office button in Office 2007 and in the File Menu in earlier versions. You will see Save, Save As, Open Close, Print, Exit… and they operate in the same way as before.
Backstage view also offers tabs that are new or redesigned with new features. These include Info, Save and Send, Recent, New, Print, Help, and Options.
INFO File Tab opens to document properties – INFO – making it easier to protect, mark as final, manage versions, and prepare for sharing.
RECENT The Recent files list in the File Tab is a lot longer and contains recent files and recent places. You can also keep a document in your recent documents list. Push the Pin icon next to the document to pin it to your list.
NEW This give you access to a new blank document, to create a blog
post, shows available templates
and give you access to 6
Office.com templates that you Page
can download.
PRINT This tab combines the former Print dialog box with Print Preview. See Printing has been made easier above for more details.
SAVE AND SEND This is where you go to send your document as an email attachment, publish to a blog, create a PDF, or change the file type.
OPTIONS This enables users to customize their installations of Office programs. This includes customizing the ribbon.
WORD NEW DOCUMENT NAVIGATION PANE The new Navigation Pane is available from the View tab – Show group. It is best used for long documents because it enables users to quickly move between headings in a document by clicking on the parts in this new pane. Features include the following:
Document reorganization by dragging and dropping headings instead of copying and pasting. And you can delete, cut, or copy headings and their content from within this pane. Similar to the Navigation Pane in PowerPoint. Collapse levels of the outline to hide nested headings, so you can work easily with the map even in deeply structured and complicated long documents. Type text into the search box to find your place instantly. Easily promote or demote a given heading, or a heading and all of its nested headings, up or down within the hierarchy. Add new headings to your document to build a basic outline or insert new headings without having to scroll around in the document. Stay aware of the content being edited by others by browsing the headings that contain a co-authoring indicator. See thumbnails of all the pages in your document and click on them to move through your document.
IMPROVED ARTISTIC EFFECTS
Improved artistic text effects (glow, reflect, shadow, etc.) have been
included in the Font group, and there is new OpenType features, which includes ligatures, stylistic 7
sets, and alternate number forms (in the tab). Some of the 20 new artistic effects Page
include Pencil Sketch, Line Drawing, Watercolor Sponge, Mosaic Bubbles, Glass, Pastels Smooth, Plastic Wrap, Photocopy, and Paint Strokes. Home Tab o Text Effects is now available in Font Group. Insert Tab o Screenshots of windows open on your computer o Enhanced editing of images in Pictures Tools tab. o Background removal Page Layout tab o New themes are available Use the Developer tab to quickly add electronic check boxes to forms or lists. o Display the Developer tab. (Right click on the Ribbon, select Customize the Ribbon, Click on All tabs, then put a checkmark next to the Developer tab, click OK. o Click on it and look in the Controls group. The only command button available is the one for Legacy Tools. o Click on it. o Click on Check Box form Field. This inserts the checkbox into the document, but you can’t check it. First you need to “protect” the document. o Stay on the developer tab and click o Restrict Editing in the Protect group. o Click the top two boxes in the Restrict Editing and Formatting window that appear on the right. o In #2 – Editing Restrictions, choose Filling in forms from the drop down list. o Now start enforcing protection - #3. The checkbox will now be checkable, but not editable. To change it you will have to remove document protection. Click the Stop protection button at the bottom of the Restrict Editing and Formatting Panel. For Check boxes that will be checked after printing – use the Insert tab. o Click Insert >Symbols> More Symbols. Choose the checkbox.
NEW SMARTART GRAPHIC PICTURE LAYOUTS In Word 2010, you can use the new SmartArt graphics picture layouts to tell a story with photographs or other images. Just insert your pictures in the SmartArt shapes of your picture layout diagram. Each shape also has a caption where you can add descriptive text.
Even better, if you already have pictures in your document, you can quickly convert them to a SmartArt graphic, just like you can with text.
Using this layout to create a SmartArt graphic is simple: 1st Picture 1. Insert the SmartArt graphic picture layout. 2. Add your photographs. 2nd
3. Write descriptive text. Picture
Smart Art 8
and Pictures 3rd Page Picture
[Office 2010 includes a number of different picture layouts to choose from.] (test)
TRANSLATION OPTIONS
When you turn on the Mini Translator, you can point to a word or selected phrase with your mouse and see a translation in a small window. The Mini Translator also includes a Play button so you can hear an audio pronunciation of the word or phrase and a Copy button so you can paste the translation into another document. You don't even need the language pack, language interface pack, or proofing tools installed on your computer to see a translation in that language. This works on the English language version – or whatever you have set as the document language. It does not work on text in another language inserted into your document. For that you can do the following: o Click on the Review tab. o Click on Translate in the Language group. o Select Translate the selected text. A Research pane will open on the right for you to choose the original language and the language you want it translated into. E.g. Am Freitag bin ich einkaufen gegangen. Helfen sie mir bitte] (test2)
CITATIONS AND BIBLIOGRAPHIES When you add citations to your document, you also create a new source at the same time that you will automatically be added to your bibliography. To add citations:
Click on the References tab. Choose the style that you want in in the Citations & Bibliography group. Then “click at the end of the sentence of phrase that you want to site” (Miscrosoft) Click Insert Citation in the same group. Choose add new source (or you can add a placeholder which you can fill in later on) Fill out the dialog box with the information as requested. Once completed, the source appears at the end of the line where you
clicked in parentheses. [See
Microsoft above.] 9 Page
Bibliographies
You can create your bibliography at any time after you have inserted sources into your document. Please note that any placeholders you have created will NOT appear. To create:
Click at the location in your document where you want the bibliography to appear. Click on the References tab, in the Citations and Bibliography group, click Bibliography. Choose your format and click to insert the bibliography of any sources you have already created into your document. You can continue to add sources to your document. To update the bibliography, click on it in your document. It will appear to be enclosed in a box with a Update Citations and Bibliography tab above it. Click on that tab.
EXCEL
Improvement in Excel 2010 include sparklines and slicers, improvements to PivotTables and other existing features, which help users to discover patterns or trends in their data that can lead to more- informed decisions. Better visualization of data is a key aim.
SPARKLINES
You can use sparklines—tiny charts that fit in a cell—to visually summarize trends alongside data. Because sparklines show trends in a small amount of space, they are especially useful for dashboards or other places where you need to show a snapshot of your business in an easy-to-understand visual format. In the following image, the sparklines that appear in the Trend column let you see at a glance how each salesperson performed during the year. Available from the Insert Tab. Click Insert Go to the Sparklines Group Choose type of display – line, column or win/loss. A Create Sparklines dialog box appears. Choose the range of cells that have the data that you want to display.
Then choose the cell where you want to display that data.
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IMPROVED CONDITIONAL FORMATTING OPTIONS
Conditional formatting makes it easy to highlight interesting cells or ranges of cells, to emphasize unusual values, and visualize data by using data bars, color scales, and icon sets. Excel 2010 offers increased formatting flexibility for these options. These are available from the Home tab. Click on the Styles Group and choose Conditional Formatting.
1. Color Scales example
2. Icon Sets Dialog box.
Icon sets let you display icons for different categories of data, based on whatever threshold you determine. For example, you can use a green up arrow to represent higher values, a yellow sideways arrow to represent middle values, and a red down arrow to represent lower values. In Excel 2010, you have access to more icon sets, including triangles, stars, and boxes. You can also mix and match icons from different sets and more easily hide icons from view—for example, you might choose to show icons only for high profit values and omit them for middle and lower values.
3. Data bars
Excel 2010 comes with new formatting options for data bars. You can apply solid fills or borders to the data bar, or set the bar direction from right-to-left instead of left-to-right. In addition, data bars for
negative values appear on the opposite side of an axis from positive values, as shown here. 11 Page
EVEN MORE VISUAL IMPACT IN EXCEL 2010
In addition to the picture, Smart Art and screenshot improvements that are offered in the entire Office 2010 Suite, Excel 2010 has much improved charting options making it much easier to work with.
Specific improvements include:
New charting limits the limitation on the number of data points that can be created on a chart has been removed. The number of data points is limited only by available memory. This enables people to more effectively visualize and analyze large sets of data. Quick access to formatting options You can instantly access formatting options by double-clicking a chart element.
POWERPOINT ORGANIZE YOUR SLIDES INTO SECTIONS You can organize large slide decks to be more manageable and easier to navigate by using sections. Additionally, you can collaborate with others to create a presentation by labeling and grouping your slides into sections. For example, each colleague can be responsible for preparing slides for a separate section. [Show Web 2.0 presentation organized in sections] To add sections: 1. Click on the area between the slides you wish to separate in the slide sorter. 2. Make sure that the Home tab located in the Ribbon is active and click on the Section button.
3. When the menu appears, click on Add Section. – OR – 1. Right-click on the space between the slides you wish to section off. 2. Click on Add Section from the menu.
After the section is created you will notice that it will appear as a bar dividing the slides where you initially indicated. The default name for the section is Untitled Section. All of the slides after the section name will be included within that section.
3. To name the section, right-click on the section. 4. Choose Rename Section from the menu.
To view the sections of your document go to the View tab and then choose Slide Sorter. Each section will display on its own
line(s). You can also right click on a section and choose Collapse all 12
to collapse all of the sections in Normal view. Double clicking on a Page
section header will open just that section for you to work on. Note that the number of slides in each section appears next to the name of the section in the list
You can name, print, and apply effects to an entire section.
WORK WITH SEPARATE POWERPOINT PRESENTATION FILES IN DIFFERENT WINDOWS
You can run multiple presentations on a single monitor, side-by-side. Your presentations are not bound by a main or parent window any longer, so you now have a great way to reference one presentation while working on another. And you can easily copy and paste a slide from one presentation into another.
Also, you can use the new Reading view to show two presentations in a slide show in separately managed windows simultaneously, with full animation effects and full media support.
VIDEOS There is a lot of new functionality available for videos within PowerPoint 2010.
Highlights include:
When you insert videos into your presentations, they become part of the presentation file. No more missing video files as you move your presentations around. You can also easily compress your files. There are a lot of Video effects that you can add from within PowerPoint. They include: trimming your videos, adding synchronized overlay text, poster frames, bookmarks, and fades. And, as you can do with pictures, you can also apply a border, shadow, reflection, glow, soft edges, 3-D rotation, bevels, and other designer effects to your videos. Furthermore, when your video plays back, so do all the effects. You can use transitions with 3-D motion graphic effects, copy and paste animated effects from one object (either text or shapes) to another. And you can turn your entire presentation into a video.
TURN YOUR MOUSE INTO A LASER POINTER
When you want to emphasize a point on a slide, you can turn your mouse pointer into a laser pointer. In Slide Show view, simply hold down CTRL, click the left mouse button, and begin pointing.
OUTLOOK THE NEW LOOK OF OUTLOOK Outlook has now joined the ranks of the other Office applications and now has the functionality offered
in Office 2007 – [the Ribbon, the Quick Access Toolbar, the Mini toolbar (when in a composing mode)] but with the 2010 updates that are system wide. This includes the addition of the File tab with its
Backstage view instead of the Microsoft Office button, the ability to customize the ribbon, and much 13
more. Page
SPECIFIC OUTLOOK ENHANCEMENTS
CONVERSATIONS Conversations are an improved way of viewing your messages. This view improves tracking and managing related messages, regardless of the folder that contains the messages. You can see the complete course of the conversation, including your responses, find the most recent responses, and more easily determine the message most important to you. You can also easily categorize or ignore a complete conversation. When a new message is received, the entire conversation moves with it to the top of your Inbox. Ignore Conversation If a conversation is no longer relevant to you, you can prevent additional responses from appearing in your Inbox. The Ignore command moves the whole Conversation and any future messages that arrive in the Conversation to the Deleted Items folder Clean Up Conversations When a message contains all the previous messages in the Conversation, you can click Clean Up to eliminate the other redundant messages. For example, as people reply to a Conversation, the response is at the top and the previous messages in the Conversation are below. Instead of reviewing each message, keep only the most recent that includes the whole Conversation.
QUICK STEPS The Quick Steps group is on the Home tab. This area allows users to process and file their messages faster and to turn commands and procedures that they use most often into one click. You can customize the default Quick Steps, and create your own buttons that combine your frequent actions. Default Quick Steps include Move to, Meeting reply, Team email, To Manager, Forward: FYI
Move to: allows you to move a selected email to a particular folder with the click of the button. To set this up: o Right click on the Move to icon in the group
o Type in the name you want to give this Quick Step in the Name box.
o In the Actions group the Move to folder is selected. 14 Page
o Click on the down arrow in the line below and navigate to the folder you want to move you items to and select it. o You can leave the status in the field below to Mark as Read or select another choice from the drop down menu. Just remember this is a status that you will be applying to all messages that you are moving to that folder. o You can add an Additional Action by clicking on the Add Action button and selecting an action. o Create a keyboard shortcut if you wish by clicking on the Shortcut key down arrow and choosing one from the list. o Change the tooltip text if desired by typing in the Tooltip text box. o Click Save when you are done. To Manager: allows you to automatically create a new email to your manager (or someone else) with some prepopulated fields. To create: o Right click on the To Manager icon in the Quick Steps group. o Type in the name you want to give this Quick Step in the Name box. o In the Actions group, New Message is automatically selected. o Double click on the To: button to select the recipient. o The Show options link will allow you to CC: or BCC: someone automatically once you fill in their email address. o You can add an Additional Action by clicking on the Add Action button and selecting an action. o Create a keyboard shortcut if you wish by clicking on the Shortcut key down arrow and choosing one from the list. o Change the tooltip text if desired by typing in the Tooltip text box. o Click Save when you are done. Team Email works in the same way, except you are selecting multiple recipients for the To: field. The Forward Quick Step forwards any selected email to your selected designate. Create New is an entirely blank Quick Step which you can Name, choose Action(s), Create shortcuts for and Finish.
MEETING REPLY Scheduling a meeting is can be
combined with replying to a message. While reading your message, click on the Meeting 15
Reply Button in the Respond Page
group of the Home tab. You can schedule a meeting with all the message recipients with the new Meeting Reply command. All the messages recipients are added to a new a meeting request in one click.
Enter the location and start and end times as you do in any meeting request.
You can also use the Scheduling assistant to check availability.
SEARCHING IMPROVEMENTS Outlook 2007 introduced Instant Search. In Outlook 2010 it is easier to modify your search.
To search:
Click in the
Search box in any folder that you are in. It automatically opens from a single search box to a multi field search feature. Narrow your search results by filling in sender, subject keywords, or other information such as the presence of attachments. Hit
categories and times…, the ability access your recent searches and more.
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FORGOTTEN SUBJECTS When you click Send on a message that does not have a subject, a message appears to confirm that you did indeed mean to send it without a subject.
RESIZE ATTACHED PHOTOS When you include an email that exceeds the message size limit for your or the recipient’s server your email will be bounced, i.e. returned to you. Outlook 2010 now offers an option for resizing large attached pictures to optimize them and reduce this problem. 3
You can either reduce the file size of attachments or compress the resolution of pictures that are included within the body of your message.
Picture attachments o Create your new message in Outlook o On Insert tab, in Include group, click Attach File. o Click the File tab, in your email. The Info tab will display. o Click Radio button next to resize large images when I send this message. o Click on the File tab again to return to your message to finish and send. Compress picture resolution within a message. o Create your new message in Outlook o On Insert tab, in Illustrations group, click Picture. o Navigate to the file that you want to insert and click Insert. o Your photo will appear in your email in a selected mode – in other words the image “handles” will display on the perimeter of the image. o The Picture Tools tab will also display above the Ribbon.
3 Messages increase in size while in transit through the Internet beyond the actual sum of the size of text, graphics, pictures, and attachments. Encoding of a message for transmission through the Internet leads to a size increase of approximately one-third. For example, if your Internet service provider (ISP) allows you to send messages up to 10 17 megabytes (MB) and you include a 9 MB attachment, you will probably exceed the maximum message size. From
Microsoft Office Help Online. Page
o In the Adjust group, click on Compress Pictures. o Click the resolution that you want in Target output. o More on target output here.
INCLUDE A SCREEN SHOT Sharing what you see on your screen is easy with the new Include screen shot command. Select all or any part of your computer screen and include a snapshot of it in a message. This is in the Insert tab.
MORE SPELL CHECKING Spell checking now works in more places. This includes subject lines of messages, tasks, and meeting requests.
THE OUTLOOK CALENDAR
MEETING SUGGESTIONS Meeting Suggestions now appear when you create a meeting request. Schedules for attendees are analyzed and the best time is suggested, based on everyone's availability.
CALENDAR GROUPS The Calendar Groups feature allows you to see the calendars of people that you frequently look at together so that you can easily see combined schedules. Select the members one time, then use the Calendar Group every time that you want view those same calendars. Calendar Groups can also include resources, such as conference rooms. This is a great way to find available conference rooms in your building.
SCHEDULE VIEW
The new Schedule View might possibly replace the print meeting room book and allow staff users throughout the building to see meeting room signups. Users with permission would also be able to create new events in these
calendars.
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QUICK CONTACTS
Outlook 2010 offers faster access to your contacts without leaving the mail view. With the new Find a Contact box on the ribbon, you can start to type the name of the person you are looking for and get instant results — including multiple ways to connect to the person including instant messaging, phone, mail, and meeting scheduling.
VIEW ZOOM CONTROL
Zoom in or out of your mail or calendar views with the new zoom slider control at the bottom of the window.
BIBLIOGRAPHY Miscrosoft. (n.d.). Add a new citation and source to a document. Yadda yadda.
test. (n.d.). test . testtest, test, test.
test2. (n.d.). test2. test2, test2, test2. 19
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