Transcript I Didn’t Know You Could Do That In Microsoft Office™

I Didn’t Know You Could Do
That In Microsoft Office
™
Gini Courter
Annette Marquis
TRIAD Consulting
Focus of Today’s Session
 Word
 PowerPoint
 Excel
 Outlook
 Other Office applications
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Preflight Announcement
 Fasten your seatbelts
 Make sure your seatback is in the upright
and locked position
 Comply with crewmember instructions
 This is a no-smoking flight
 Please make sure all cell phones and
pagers are turned off and stowed for the
duration of the flight.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Word – Work menu
The optional Work menu allows you to have
easy access to frequently used files.
1.Choose View > Toolbars > Customize.
2.Add the Work menu command from the
list of Built-In menus to the menu to the left
of the Window menu.
3.To add the current document, choose
Work > Add to Work menu.
July 23, 2002
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IAAP, Nashville
Excel – Save a Workspace
A workspace includes all the open Excel windows.
Save workspaces to continue where you left off.
1.Choose File > Save Workspace from the menu
to save a workspace.
2.Choose File > Open and choose the workspace
(XLW) file to open the workspace.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Office – Fix the Command Bars
The Office 2000 and XP “personalized” menus are
guaranteed to keep you blissfully ignorant about
features you don’t regularly use. TURN THIS
OFF!
1.Right click any toolbar and choose Customize.
2.On the Options page, enable the first two
checkboxes.
July 23, 2002
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IAAP, Nashville
Word – Track Changes
Tracking automatically tracks changes made
by each author/reviewer and displays
them in different colors. To turn on
tracking:
1.Right click the TRK command on the
status bar.
2.Choose Track Changes.
July 23, 2002
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IAAP, Nashville
Excel – Track Changes
In Excel, you must share a workbook when you
track changes.
1.Choose Tools > Share Workbook to open the
dialog box. Set options then click OK.
2.Choose Tools > Track Changes > Highlight
Changes.
To view changes, choose Tools > Track Changes >
Accept or Reject Changes.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Excel – Navigate Worksheets
Don’t worry about using short worksheet
names so you can click tabs without
scrolling. Use descriptive names, arrange
the tabs in a logical order, then choose
worksheets this way:
Right click the navigation buttons and
choose the worksheet from the shortcut
menu.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Word – Tools Calculate
The Tools Calculate command adds and subtracts
selected numbers, even if they’re embedded in
other text.
1. Add the Tools Calculate command to a toolbar or
menu
2. Select the text that includes the numbers; you can
also include surrounding non-numeric text.
3. Click the Tools Calculate command. View the results
on the status bar. Position the insertion point and
click Paste to paste the result elsewhere in the
document.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Word – Versions
Save different versions of a document within
the same file, rather than renaming the
file.
1. Choose File > Versions from the menu.
2. Click Save Now.
3. Enter comments and click OK.
Choose File > Versions again to retrieve a
specific version.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Excel - Toggle Formulas
Use this nifty shortcut to display the
worksheet’s formula layer:
Hold Ctrl and press ` (shares a key with ~) to
toggle the formulas on/off
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Excel – Copy Subtotals
When you copy/paste subtotals, Excel also
copies the rows between the subtotals.
Use this method to copy subtotals only.
 Use the Outline button to display the
subtotals you want to copy.
 Choose Edit > Go To, then click the
Special button.
 Choose Visible Cells Only.
 Copy and paste the selected cells.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Word – Reordering Paragraphs
There’s more than one way to skin a cat.
You can:
1. Click anywhere in the paragraph. Hold
Alt+Shift then use up and down arrow
keys to move the paragraph
Or, you can
1. Select text then hold Ctrl and right click
on destination to move the text
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Word –Table Rows and Columns
1.Reorder rows using the Alt+Shift and
up/down arrow keys
2.Delete rows or columns by selecting the
row or column and pressing backspace
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Outlook – Changing Subjects
You can edit the subject of email messages
you receive – a handy thing to do if the
sender’s subject wasn’t very descriptive.
Select the text in the subject, then type your
new text.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Outlook – Natural Language Dates
Don’t look up dates to enter them in Outlook.
Outlook understands a range of natural
language dates, including day names, ordinal
days within a month, and holidays that are on
the same date each year, such as:
 next Friday
 New Year’s Day
 Cinco de Mayo
 one week from today
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Outlook – New Address Books
Any Contacts folder can be an address
book.
1.Right click the folder.
2.Choose Properties from the shortcut
menu.
3.Click the Outlook Address Book tab.
Enable the check box and click OK.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Outlook – Organizing Messages
1.In Outlook 2000/2002, you can
automatically color or move incoming
messages.
2.With the Inbox open, click the Organize
button on the Standard toolbar. Choose
Using Colors or Using Folders.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Outlook – Get a Map
Outlook requests maps from MapPoint or
your default browser:
1.Open any Outlook contact.
2.Click the Display Map of Address button.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
The Office Step-Children
 Publisher – create publications (brochures,
flyers, cards, newsletters)
 MapPoint – maps, including market
analysis maps
 FrontPage – web page creation and web
site management
 Visio – diagrams including office layout,
organization charts, mind mapping, flow
charts, process charts
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Outlook – Printing in Outlook
The key to printing in Outlook is choosing the view
that resembles the report you want to create.
In Outlook 2000/2002, display the Advanced
toolbar, which includes the drop-down list of
views for the current folder. Or, choose Views >
Current View and select a new view from the
menu.
Choose File > Page Setup and select a print style.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Outlook – Print a Directory
To create a phone list/directory:
1.In the Contacts folder, switch to the
Address Card or Detailed Address Card
view.
2.Choose File > Page Setup. Choose
Phone Directory style for a phone list or
one of the booklet styles for an address
book.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Outlook – Print a Calendar
1. In the Calendar folder, choose the view
that most resembles the calendar you
want to print.
2. Choose File > Page Setup and select
the type of calendar you want to create.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Outlook – Print a Workshop
Schedule
1.In the Calendar, create a new view. Choose
View > Current View > Define Views.
2.Click the New button.
3.Create a Card view.
4.Include the Fields (in order) that you want to
use. Set the Sort order.
5.Apply the new view, then choose File > Page
Setup and choose a directory or booklet print
style.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Excel – Validation List
If you need a simple drop down list, don’t bother with the
Forms toolbar. You can create an elegant drop down in
seconds in Excel.
1. Somewhere in the same worksheet enter, in order in one
column, the items for the drop down list.
2. Select the cells that will use the drop down list.
3. Choose Data > Validation. In the Allow list on the
Settings tab, choose List.
4. In the Source text box, select the range of cells you
entered in step 1 above. Click OK to create the drop
downs.
5. Resize the column if needed.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Excel – Camera
Use the Camera to create a report that requires
columns of different widths.
1.Add the Camera command (from the Tools
menu) to a toolbar.
2.Select the section of the worksheet you want to
take a picture of.
3.Click the Camera button, then click in the
worksheet where you want to paste the linked
picture of the selection.
Tip: Apply a white fill to the selection before using
the Camera to get rid of the gridlines.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
PowerPoint/Word – Linking to a
Spreadsheet or Chart (OLE)
Create a link to an object to use the latest
data in your report or presentation.
1.In Excel, select and copy the cells or chart
you want to use in Word or PowerPoint.
2.In Word or PowerPoint, choose Edit >
Paste Special to open the dialog box.
3.Choose the Paste Link option.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Word -View Formatting
 Choose Help > What’s This?
 Click on a paragraph to view the current
formatting
 In Word 2002 choose Format > Reveal
Formatting to open the Reveal Formatting
task pane
July 23, 2002
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IAAP, Nashville
Word 2002 – Select NonConsecutive Text
 Select the first section of text. Hold CTRL
and select additional items. This also
works in tables.
July 23, 2002
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Word – Skip Spell Check
Use this feature when a document includes
sections with many proper names or jargon
that the dictionary trips over.
1. Select the text that you don’t want to spell
check.
2. Choose Tools  Language  Set Language to
open the Set Language dialog box.
3. Enable the Do Not Check Spelling or Grammar
check box (2002 or 2000) or No Proofing
(Word 97) then click OK.
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
PowerPoint – Saving for the Web
 In PowerPoint 2000 and 2002:
 Choose File > Save as Web Page
 Click the Change Title button to change
the browser title text
 Click the Publish button to set options
 Click Publish again to save the
presentation for the web
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
PowerPoint Photo Albums
 In PowerPoint 2002, choose Insert 
Picture  New Photo Album. Select the
pictures you want to use (hold Ctrl to
select multiple images), then click Insert
and Create.
 For PowerPoint 2000 you must first
download and install the free Photo Album
Add-in Program from the Microsoft web
site (see handout)
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Questions?
www.triadconsulting.com
July 23, 2002
www.triadconsulting.com
IAAP, Nashville