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Janet's Weekly Tips, Tricks & Reminders

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Tip #39:

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WORD: Making your CASE

Although Word 2007 and 2010 both now have CHANGE CASE buttons on their HOME tabs – and you can customize the Word 2003 Formatting toolbar to contain this same button….using the [SHFT][F3] keyboard shortcut is … in my ever-so-humble opinion … way better.

Select the text whose case you want to change.
Press [SHFT][F3]once – it converts it all to all UPPERCASE.
Press [SHFT][F3] again – it converts it all to all lowercase.
Press [SHFT][F3] once more – it converts to all to Initial Caps (first letter of the sentence (if it ends with a period)
or first letter of every word (if there is no period selected)).

Or…ignore me and use the CHANGE CASE drop-down list (too much work) up on the HOME tab.

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Tip #40:

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This tip is born out of a mistake that I just made…

I was in an Outlook appointment – which is how I book people into my courses. I made a change to a client’s information in this booking. I went to click the SAVE & CLOSE button…but I guess I was in a bit too much of a hurry for my own good…and I clicked the DELETE button which is located right beside the Save & Close button (duh!).

Then entire Excel course booking sheet disappeared! “Jumping juniper” I exclaimed! (Honest).

And the UNDELEDTE button was unavailable (why???)

So – what to do?

  1. Switch back to your MAIL folder.
  2. Click the DELETED ITEMS folder.
  3. Rather than try to scroll through this endless list of deleted items – add the END column heading:
  4. RIGHT-CLICK up in the column heading area – and choose FIELD CHOOSER from the list that appears.
  5. When the FIELD CHOOSER window appears – click the down-arrow beside FREQUENTLY-USED FIELDS and choose ALL APPOINTMENT FIELDS.
  6. Point to the END box that appears in the list and DRAG it over to your Deleted Items list – dropping it off between two existing columns (up in the column heading area…you must see the red arrows appears to know it’s safe to drop off).
  7. Click on the new END column heading – to automatically sort all deleted items by their end date. Pay attention to the scroll bar…you might have to scroll up a little to see the item.
  8. Once you find the calendar appointment, DRAG it to the CALENDAR icon and release.
  9. Now click the Calendar icon – and you will see your appointment is back where it belongs.
  10. Phew!

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Tip #41:

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WORD: Quick Line Borders

These borders are so easy to create – and look terrific below a title or at the top of a résumé.

Start a Word document.

Type three dashes in a row – now press [ENTER].

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You automatically get this single-line border spanning from left to right margin.

Now try three equal signs in a row – then press [ENTER]

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Got the idea?

Three asterisks (these little beasts: *)

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And three number signs (#) gives you:

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Fancy schmancy.

If you want to REMOVE one of these quick borders…that’s a bit more work:

  1. Position your cursor on the line directly above (touching) the border.
    1. Word 2003: choose FORMAT menu – then BORDERS AND SHADING; on the BORDERS tab - click the NONE button (top-left corner). Then go out and buy Office 2010.
    2. Word 2007/2010: on the HOME tab (in the PARAGRAPH section) – click the down-arrow beside the BORDERS box (shown here).
    3. Because you want to remove the border from the bottom of the current line – click the BOTTOM BORDER option (the very top one in the list). If it gets rid of the border – great. If it simply changes your border to a different-looking border…just click it (the BOTTOM BORDER button) again.
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Tip #42:

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Let Your Fingers do the Walking

Anyone who has taken my classes know that I am a real advocate of keyboard shortcuts. Why? Because: (a) they’re easy (to remember); and (b) they’re consistent across most Microsoft products.

For those of your new to the 2010 Office suite you might find it a challenge to locate some common functions. But using keyboard shortcuts really does shorten the task.

[CTRL]N (new):

This shortcut is so great because it works everywhere. And nowhere is it more obvious than in Outlook.

  1. If you’re in the EMAIL component of Outlook – [CTRL]N starts a new email.
  2. If you’re in the CALENDAR component of Outlook – [CTRL]N starts a new meeting/appointment.
  3. If you’re in the CONTACTS component of Outlook – [CTRL]N starts a new contact.
  4. If you’re in the TASK component of Outlook – [CTRL]N starts a new task.
[CTRL]N – in Word – starts a new document.
[CTRL]N – in Excel – starts a new spreadsheet.
[CTRL]N – in OneNote – starts a new page in your notebook.
[CTRL]N – in PowerPoint – starts a new presentation.

[CTRL]P – is PRINT in all Microsoft products.
[CTRL]S – is SAVE in all Microsoft products.
[CTRL]O – is OPEN in all Microsoft products.
[CTRL]Z – is UNDO in all Microsoft products.

They’re no-brainers…use them!

Tip #43:

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OUTLOOK 2010: Creating a Distribution List from an email

Scenario: You have received an email from a committee you’ve just joined. The rest of the committee members are listed in the CC box. You want to create a distribution list containing these people – but you don’t want to add them one at a time (and so you shouldn’t!)

  1. Either open up the email containing the group – or, if you have your Reading Pane turned on…just select the email so that you can see the other recipients in the message header.
  2. Point your mouse at one of the recipients and click your RIGHT mouse button.
  3. Choose SELECT ALL.
  4. Press [CTRL] C (to copy the addresses into memory).
  5. Switch to CONTACTS – and on the HOME tab (in the NEW section) – click the NEW CONTRACT GROUP button.
  6. Type a name for the group.
  7. Click the ADD MEMBERS button – and choose either FROM OUTLOOK CONTACTS or FROM ADDRESS BOOK (it doesn’t matter which one you choose because it’s the MEMBERS box displayed at the bottom of each of these choices that you really want).
  8. Click inside the MEMBERS box at the bottom of the window.
  9. Press [CTRL]V to paste the copied recipients into this box.
  10. Click OK.
  11. Click the SAVE & CLOSE button.
  12. C’est tout!

Tip #44:

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POWERPOINT: Two Shows for the Price of One

SCENARIO: you are about to give a PowerPoint presentation – but you’d like to have a few introductory slides looping over and over again as the audience files in. Then…when you’re ready…tap a key and the main presentation starts. SOLUTION: Have a looping show at the START of your presentation (like welcoming/intro slides that repeat themselves while people are taking their seats) followed by the non-looping presentation.

  1. Create your presentation, ensuring that the (introductory) slides that you want to loop are located at the start of the presentation. Save the presentation.
  2. In SLIDE SORTER view – press [CTRL]A (to select all the slides)
  3. Click the TRANSITIONS tab.
  4. Select the (beginning) slides that you want to loop: click on the first of the slides, hold down the [SHFT] key then click on the last of the (repeating) slides.
  5. At the end of the ribbon (TIMING area) – check the AUTOMATICALLY AFTER option and set the timing to 3 seconds.
  6. Now, on the SLIDE SHOW tab - click the SET UP SLIDE SHOW button.
  7. In the SHOW OPTIONS section – check the LOOP CONTINUOUSLY UNTIL ESC box.
  8. To the right of that (in the ADVANCE SLIDES section) – just make sure the USING TIMINGS, IF PRESENT option is checked (it should be) – then click OK.
  9. Now you need to create an on-screen button to link from the looping presentation to the rest of the slides:
    1. Double-click the last of your intro (looping) slides – so you can work on it.
    2. On the INSERT tab – click SHAPES and select any basic shape (like a square).
    3. Add the shape to the bottom corner (either one) of the slide.
    4. With the shape still selected – click the INSERT tab – then click ACTION button (in the LINKS section).
    5. When the ACTION SETTINGS button appears – click the HYPERLINK TO option (on MOUSE CLICK tab).
    6. From the drop-down list – choose SLIDE…. (you’ll have to scroll down to see it).
    7. A list of the (numbered) slides in your presentation will appear – select the slide that should start after the looping has finished (in other words, the first slide of your regular presentation) – then click OK.
    8. Click OK to close the ACTION SETTINGS window.
    9. To make the (hyperlink) button invisible – while it is still selected:
      1. On the DRAWING TOOLS – FORMAT tab, click the down-arrow of the SHAPE FILL and choose NO FILL.
      2. Again, on the DRAWING TOOLS – FORMAT tab, click the down-arrow of the SHAPE OUTLINE and choose NO OUTLINE.
  10. Finally, we must HIDE the rest of the slides (to get the looping to work for just the first (intro) slides):
    1. In SLIDE SORTER view, select all the “regular” (non-looping) slides.
    2. RIGHT-CLICK one of the selected slides and choose HIDE SLIDE.
    3. Also…just double-check that these (selected) slides are (on the TRANSITIONS tab) set for ON MOUSE CLICK (and NOT “Automatically After”).
  11. SAVE the presentation.
  12. Run it – from the first slide. You’ll see that your intro slides loop. And when you’re ready to start the main presentation – point the mouse where you know the invisible (hyperlink) shape is located on the last of the looping slides – and click – and your regular presentation will start.

Tip #45:

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EXCEL: End-of-Month Date Calculation

Since not all months contain the same number of days - here is a handy Excel formula to calculate the last day of a month.

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In cell A2, I typed in any date belonging to the month whose last day I need to know.

I typed it in Medium-Date format because I’m a fan of that date style.

To see that month’s last day – in cell B2 I typed:

You may need to format the formula cell to your preference (ie, medium date format).

Don’t read this next part if you have a turkey hangover – it’ll only hurt worse:

For those geeks interested in whether the last day of the month falls on a weekday or weekend, you could edit the formula to look like this…

=IF(AND(WEEKDAY(DATE(YEAR(A2),MONTH(A2)+1,0))>1,WEEKDAY(DATE(YEAR(A2),MONTH(A2)+1,0))<=7),"yes, the last day of this month is a weekday","nope - it's a weekend!")

Fun or what!

Tip #46:

Apparently I forgot how to count...so we're missing #46

Tip #47:

Converting to Microsoft Office 2010 onsite training Ontario

WORD 2010: Inserting One Word Document Into Another

You have two Word documents that need to be combined into one. What to do? Well, you have a few choices – depending on how you want the combine documents to behave after they’ve been combined.

Option #1

If you just want the two documents combined as one – and you have no desire to “link” to the inserted document (so that any changes made to it are updated in the combined document)….always try a standard copy/paste first:

  1. Open the receiving document.
  2. Position the cursor where you want the incoming document located.
  3. Open the second document (that you want combined into the first).
  4. In the second document, press [CTRL]A (to select the entire document.
  5. Switch over to the first document – and press [CTRL]V (PASTE).
  6. If it fit properly (ie, your happy) – you’re done.
  7. If it was just text (no graphics) – and you’re not entirely happy – then scroll down (without clicking!) until you see the PASTE OPTIONS icon (shown here):
    1. Hover over this icon – so that a down-arrow appears.
    2. Click the down-arrow.
    3. Hover over the various paste options – watching the text in your document change (that’s “live preview” at work) – until your pasted text takes on the formatting that you want.
  8. If there were graphics in the second document (that you pasted) – you won’t get Paste Options (tough luck).
  9. If you’re not happy with the result – use the UNDO command (keyboard shortcut: [CTRL]Z) until the pasted text disappears…and try the next method.

Option #2: Inserting a document (when you don’t care to update the combined document (if/when the second document is changed).

  1. Open the receiving document.
  2. Position the cursor where you want the incoming document located.
  3. On the INSERT tab – click the down-arrow beside the OBJECT button (over in the TEXT section) – and choose TEXT FROM FILE (whether the second file contains any graphic images or not – doesn’t matter).
  4. When the INSERT FILE window appears – locate (and double-click) the file that you want inserted.
  5. C’est tout. Done.

Option #3: Inserting a document (when you WANT to update combined document with changes to second document).

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  1. Open the receiving document.
  2. Position the cursor where you want the incoming document located.
  3. On the INSERT tab – click the down-arrow beside the OBJECT button (over in the TEXT section) – and choose OBJECT.
  4. When the INSERT OBJECT window appears – click the CREATE FROM FILE tab.
  5. Click the BROWSE button.
  6. Locate (and double-click) the file that you want inserted.
  7. The filename and path should now appear in the BROWSE box. Don’t be so quick to click OK!
  8. Click the LINK TO FILE option – so that is it checked.
  9. Now you can click OK.
  10. Save the combined document (maybe use SAVE AS if you want it named differently than the solitary document that it started out as).
  11. Close the document.
  12. Just for fun…open the SECOND document…make an obvious change…SAVE and close it…then open the combined document again. Because you checked the LINK TO FILE option, you will see a warning that the document IS linked and that changes may (Microsoft’s favourite word) have occurred in the second document. To update the combined document with these changes – click YES.

Tip #48:

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EXCEL: Dynamic Row Numbering

You have a list (employees, items, whatever) of records that you would like to number (1, 2, 3….). HOWEVER, you want to ensure that if you insert or delete a row within the body of the list…the numbers automatically compensate.

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  1. Place the cellpointer in the cell where the #1 is needed (in the picture (here) that would be cell A2).
  2. Type the following formula:
    =ROW()-1 and press [ENTER].
  3. Re-position the cell pointer back up on that original cell.
  4. COPY the equation down to the rest of the cell requiring numbering…and DOUBLE-CLICK the Fill Handle (not to be mistaken with Phil Handle)…to copy the formula down to the remaining rows.
  5. Now…test it out….DELETE one of the rows within the numbered list (come on…don’t be a chicken…there IS an UNDO button)…and all remaining record numbers automatically adjust. Like MAGIC! (Ok…click UNDO to get that record back now).
  6. The only thing is…if you INSERT a record within the list…you will have to COPY (grab Phil again) the equation from the row above into the new, blank row.

Tip #49:

Converting to Microsoft Office 2010 onsite training Ontario


SCENARIO: You’re searching the web for a topic. You find many potentially good links. You click on one – but the page it takes you to is disappointing.

TIP #1

As an alternative to the BACK button (to browse back a page) – hold down your [SHFT] key and roll your mouse wheel back towards you (not too much or you’ll end up going BACK more than one page…in which case you would [SHFT] wheel-roll forward to advance forward a page). It takes some getting used to – and your browser speed can cause issues…ie, you thinking it’s not going back…when actually it is but your internet connection is just slow…so you actually end up back three pages…blah blah blah

TIP #2

For some reason some web developers disable the BACK button from working on their sites. So, you click on a search link – you’re disappointed with the page it takes you to…but clicking the BACK button doesn’t take you back…it does nothing. Grrr. What to do? Well…up on the ADDRESS BAR (where you normally type the www that you want to go to) – there is a down-arrow (at the far-right end of the address box). Click on it and you’ll see all the most recent pages that you’ve been to. [If you’d like others to not see the pages you’ve been too….hover over one of the web addresses (in the drop-down that appears) and click the X that appears to the right of it]. Anyway…back to the topic at hand…you can click on the page that you are trying to get back to.

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TIP #3

To avoid clicking to bad pages (and having to try to back out of them) – just open each new link on a separate tab: instead of CLICKING a link….RIGHT-CLICK the link…and choose OPEN IN NEW TAB from the pop-up menu that appears.

TIP #4

You can also click the NEW TAB tab (circled in orange) to start a new tab – then type (or copy/paste) a web address into the address bar (it’s automatically highlighted…so don’t bother clicking before you type/paste).

TIP #5

The keyboard shortcut to CLOSE a browser tab – just press [CTRL]W (remember Word people…the same keyboard shortcut for closing a document (because the lower of the upper-right X’s is missing)).

Now…don’t be getting all dreamy…getting 5 tips this week. Back to work!

If you like these tips, you'll learn many more in our 1-day Microsoft Office 2010 courses. Whether it's Excel 2010 or Word, Outlook, PowerPoint and Access training - both classroom and onsite training. We have a 10-station classroom in Barrie and we do on-site Microsoft Office computer training courses all over Ontario (including Toronto and the GTA. We also have a great Converting to Office 2010 1-day training course that take you into the new interface with ease.