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

Getting the Most Out of Word, Excel, and Outlook
Microsoft Office
Power Users’ Toolkit
Gini Courter
Annette Marquis
TRIAD Consulting
Focus of Today’s Session
 Office 2003 Launch
 Word
 Excel
 Outlook
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Housekeeping
 Please make sure all cell phones and
pagers are turned off or set on stun
 One 10 minute break around 2:30
 If we’re not clear, ask us to explain
 Hold questions for the Q & A at the end
July 23, 2002
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Office 2003 Launch
 IT Professionals:
 Deploy and Manage, Windows Rights Management,
SharePoint Portal Server Integration
 Developers
 XML in Office 2003, Visual Studio .NET
 Enterprise Project Managers
 Microsoft Project
 Business Value
 How Office fits with Windows, Exchange, etc.
July 23, 2002
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Office 2003 – Small Business
 Breakout Session 1: How to Connect to Customers
Learn how Microsoft Small Business Edition 2003 helps
you stay on top of your business by managing customer
relationships more effectively. You’ll see how Outlook
2003 with Business Contact Manager helps to collect
customer history, track opportunities, and generate
activity reports.
 Breakout Session 3: How to Connect to People and
Information
Learn how to efficiently handle the increasing volume of
e-mail and share information with business partners,
customers, and employees. See how Outlook 2003 lets
you securely keep in touch with the office over the
internet with Microsoft Exchange Server 2003.
July 23, 2002
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Office 2003 – Small Business
 Breakout Session 2: How to Create
Sales and Marketing Materials In-House
This session will show you how you can
generate hard-hitting marketing
campaigns using Word 2003, Publisher
2003, and PowerPoint 2003. You’ll also
learn how to improve team creativity using
Microsoft Windows SharePoint Services,
powered by Microsoft Windows Small
Business Server 2003.
July 23, 2002
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Office 2003 Launch
Plus, all attendees will receive a FREE
copy of the Microsoft Office System
Evaluation 2003 Enterprise Edition Kit*
and will be eligible to win many other
valuable prizes.** Space at these free
launch events is limited, so register
now!
*120 day versions of all products
July 23, 2002
www.triadconsulting.com
IAAP, Nashville
Office 2003 Launch Cities
CT: Stamford and Hartford
MA: Boston
ME: South Portland
NH: Nashua
NJ: Secaucus
NY: Albany, New York, Rochester
PA: Harrisburg, Philadelphia, Pittsburg
RI: Providence
July 23, 2002
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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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Resizing Text
Word, PowerPoint, Publisher
 Select text
 Press Ctrl+Shift+ right arrow to increase
 Press Ctrl+Shift+ left arrow to decrease
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Display Shortcuts in ScreenTips
All Office apps except Excel
 Tools > Customize
 On Option tab, enable Show Shortcut
Keys in ScreenTips check box
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Insert a Hyperlink
All Office apps
1.
2.
3.
4.
5.
Select the text for the link
Press Ctrl + K to open dialog box
Click Address text box
Launch default browser, find the web site
Switch back to Office application and
click OK
July 23, 2002
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Saving Versions in Word
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
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Skip Spell Check in Word
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.
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Select Text with a Specific
Format
1.Click in any text that has the formatting
you want to select.
2.Choose Format  Styles and Formatting
to open the Styles and Formatting task
pane.
3.Click Select All to select all text with the
same formatting.
Cut, copy, or delete as always.
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Using Word’s “Back Button”
 Press Shift+F5 one, two, or three times to
return to your previous location(s).
 This also works when you open a
document that you’ve previously edited.
Press Shift+F5 to return to the last position
you edited.
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Toggle Text Case in Word
 Select the text then press Shift+F3 to
switch to the next case. Repeat as
needed.
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Save/Close All Docs in Word
 Hold Shift then click File to open the file
menu.
 Check out what happens to the Save and
Close commands.
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Extend Selection in Word
1.Place the insertion point at the beginning
of the selection.
2.Press F8 (Extend Select).
3.Use the mouse or the arrow keys to move
to the end of the selection.
Esc clears the selection.
July 23, 2002
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View Formatting in Word
 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
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Select Non-Consecutive Text in
Word
Select the first section of text. Hold CTRL
and select additional items. This also
works in tables.
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Editing the Custom Dictionary
In Word 2002:
1. Choose Tools  Options to open the
Options dialog box.
2. On the Spelling & Grammar tab click the
Custom Dictionaries button then click
Modify.
July 23, 2002
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Editing the Custom Dictionary
In Word 97 and Word 2000:
Choose Tools  Options.
On the Spelling & Grammar tab select
CUSTOM.DIC then click Dictionaries, then
Edit.
July 23, 2002
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Precision Tab Placement
Hold Alt while dragging a tab on the ruler for
the precise location of the tab stop.
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Toggle Formulas in Excel
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
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One-Button Charting in Excel
 Select the data to be charted.
 Press F11.
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Select the Occupied Sheet Area
 Press Ctrl+Shift+*
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Cell Copy and Date Insert
 Ctrl+’ copies the cell above.
 Ctrl + ; inserts today’s date.
These shortcuts also work in Access.
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Ultra Fast Sum, Count, Average
 Select the cells.
 Check out the right end of the status bar.
 Right click the Sum to choose a different
aggregate function.
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Navigating Sheets
 Right click the sheet navigation
buttons at the left end of the
horizontal scroll bar
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It’s a Drag
 Right drag to copy/move
 Right fill to reveal other fill options
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Automatic Appointment
Formatting
1. Open the Calendar. Switch to the view you want to
2.
3.
4.
5.
6.
7.
create automatic formatting rules for.
Choose Edit  Automatic Formatting or click the
Calendar Coloring button on the toolbar and choose
Automatic Formatting to open the Automatic Formatting
dialog box.
Click the Add button to create a new rule.
In the Name textbox, enter a name for the rule.
Select a label from the label drop down list.
Click the Condition button to open the Filter dialog box.
Set the filter conditions and click OK.
Click OK to apply automatic formatting.
July 23, 2002
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Make Contact from Message
 In an email message, right click any
resolved address (To, From, cc, bcc) and
choose Add to Contacts.
July 23, 2002
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Outlook Shortcuts
The shortcut keys for Outlook are easy to
remember:
Ctrl+Shift and:
I to jump to the Inbox
N to create a new note
C to create a new contact
A for a new appointment
K for a new task
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It’s a Drag, Part II
 Drag a contact, drop on Calendar, create a
meeting
 Drag a contact, drop on Inbox, create a
message
 Drag a contact, drop on Tasks, create a
task assignment
Hold Ctrl and select multiple contacts to
invite several people to a meeting or
choose multiple recipients for a message.
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It’s a Drag, Part III
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It’s a Drag, Part IV
Drag a message, drop on Calendar, create
an appointment with the text of the
message in the appointment form
Drag a message, drop on Contacts, create a
new contact for the sender and include the
text of the message in their contact
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Arrange Contacts by Last Name
1. Choose Tools  E-mail Accounts
2. Click View Or Change Existing Directories Or Address Books. Click
Next.
3. Click the Change button.
4. Choose the address book: Contacts: Mailbox – your name.
5. In the Show Names By section, choose the File As (Smith, John)
option.
6. Click Close. Click Finish.
7. Choose Tools  Options.
8. On the Preferences tab click Contact Options.
9. In the Default “File As” Order list, select Last, First.
10.Click OK. Click OK again, then close and restart Outlook.
Note: You can’t change the default order for Microsoft Exchange
Address Books.
July 23, 2002
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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.
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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.
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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
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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.
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Questions?
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July 23, 2002
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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
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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
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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
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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
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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.
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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
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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.
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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
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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
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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)
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Working with Databases
 Sort
 Filter
 Subtotal
 Subtotal a filtered range
 Saving filter settings
July 23, 2002
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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.
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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.
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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
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