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Janet's Weekly Tips, Tricks & Reminders

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Tip #50:

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OUTLOOK: Using a Built-In Promotional Tool

Oh man… this is a long one! (But worthi it)

When someone receives an email from you and decides they want to add you to the Outlook Contacts list they will often open the message and right-click your name/address displayed in the FROM box and choose ADD TO OUTLOOK CONTACTS.

What information (about you) gets added to your Contact List when they do that? Just your name and email address. Why just that information? Because that’s all email clients (Outlook, Hotmail, Gmail, etc) are programmed to give them – even if you have a signature block at the end of your emails that also contains your web address, cellphone number etc.

In today’s competitive marketplace, the more of your (contact) information your prospective clients and colleagues have…the easier (and more likely) it will be for them to reach out to you (versus your competitor) should the nice arise.

So…what can you do about this? Create a VCard – that’s what. And include it in all your outgoing emails. When someone right-clicks your VCard (in the email they’ve received from you) and choose ADD TO OUTLOOK CONTACTS…your contact record will be automatically populated with whatever information (about yourself) YOU want them to have.

Steps:
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  1. CREATE A VCARD. To create a VCard, first add YOURSELF to your own Contact List:
    1. Open up your Contact List or Address Book and start a New Contact.
    2. Fill in all the fields you can/want. Don’t worry…this doesn’t mean that because you added your Home Phone Number you have to give it to everyone on your VCard – we’ll customize the VCard later.
    3. Notice that as you populate the contact field with your information – the information (all of it) appears on your business card displayed at the top-right corner of the contact window (Circled here). Don’t be shy – add your picture too. People love to know who they’re “talking” to.
    4. When you have finished adding all the information about yourself – you need to indicate how much (or little) of your information you want to share on your VCard: click the BUSINESS CARD button up on the CONTACT tab ribbon (in the OPTIONS area).
    5. When the EDIT BUSINESS CARD window appears:
      1. To DELETE an item from your card – click the item (as mentioned above) – and click the REMOVE button (below the FIELDS list).
      2. To MOVE an item above, or below, other items on your card - click on the item (up on the actual card – or down in the FIELDS list) – and click the UP or DOWN arrows (again, below the FIELDS list) until the item appears in the desired location).
      3. To fancy up (ok – it’s called FORMATTING) field – select it (as mentioned above) and use the formatting options in the EDIT section at the right-hand side of the window.
      4. Say your cell phone number is FOLLOWED by the label MOBILE. And you would rather have it PRECEDED by the label CELL: (in blue):
        • Select your cell phone number field.
        • In the EDIT section (right-hand side) – change the text in the LABEL box to whatever you want (ie, CELL: ) and change the POSITION drop-down from right to LEFT – and click the FONT COLOUR button and select the desired colour (ie, blue).
      5. To change the size and position of your picture (if you included one) – use the various IMAGE options (LAYOUT, IMAGE AREA, IMAGE ALIGN) in the CARD DESIGN area in the top-right corner of the window. Sorry…no time to walk your through all of it…I’ve got work to do!
      6. When you’re happy with the appearance and information contained on your business card – click OK.
      7. Back at your CONTACT window – click SAVE & CLOSE up on the ribbon.
  2. Start a new email – I know you don’t want to send one right now – just do it!
  3. Click inside the MESSAGE BODY area.
  4. Click the SIGNATURE button (up on the MESSAGE tab – INCLUDE section).
  5. Click SIGNATURES… at the bottom of the list.
  6. In the SIGNATURES AND STATIONERY window - click the NEW button beneath the SELECT SIGNATURE TO EDIT window.
  7. Type a name – like JANET’S VCARD – and press [ENTER] (or click OK).
  8. Click down in the empty signature body area – then click the BUSINESS CARD button (on the toolbar just above the signature body area).
  9. Scroll down the list that appears – until you find YOUR contact – and DOUBLE-CLICK it.(Or, click once on it then click OK (if you’re a kindergarten baby)).
  10. Back at the SIGNATURES AND STATIONERY window – click the down-arrow beside the NEW MESSAGES drop-down (in the CHOOSE DEFAULT SIGNATURE area (top-right)) – and select the SIGNATURE to which you added your business card.
  11. Click OK.
  12. CLOSE (without saving) the open email window – we only needed it to access the Signatures feature.
  13. The next time you send a new email – your business card will appear in the BODY of the message – and (IMPORTANT) your VCard will appear as an attachment. If the recipient RIGHT-CLICKS your VCard and chooses ADD TO CONTACTS…all the information you included on your business card will be added to the contact form.
WARNING:

Not everyone knows to right-click the VCard. If you include a VCard (attachment) – but the recipient still right-clicks your name (up in the FROM box) – they’ll still only get your name and email address (so all this will have been for naught). So…you might want to include a short, instructional statement at the end of your emails indicating something like “Right-Click my attached VCard and Add to Contacts to save my business card contact information”. I don’t know if you want to do that or not – but you do need to figure something out.



Tip #51:

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OUTLOOK: Sending a Text Message from Outlook

You don’t have to grab your cell phone to send someone a text message – you can send one from your computer…within Outlook.

The only challenge is that you have to know who the recipient’s cell provider is (ie, Bell, Fido, etc)

  1. Start a new email.
  2. In the TO: box, type the cell phone number to which you want to send the text. Do not leave the TO: box.
  3. Immediately following the cell phone number, type the @ symbol – followed by the recipient’s cell provider’s text suffix:
  4. So, the TO: box should contain something like: 7057700753@fido.ca
  5. Type a subject.
  6. Type a (brief) message in the body of the email form.
  7. Don’t forget to remove any signature blocks or graphic images (if you have a default signature block, for example).
  8. Send it. Cool

WARNING:

Some (stingy) cell providers (ie, TELUS, Fido – don’t know who else) will charge the recipient an extra monthly fee to receive incoming messages from a website or email.

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Tip #52:

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EXCEL: Copying Only VISIBLE Cells

You’ve just done a DATA-SUBTOTAL to a large spreadsheet list – to summarize the data and make it more readable. The individual data rows are hidden – great. But you’d like the summary rows (and only those rows) copied to another worksheet.

If you select the results – and copy and paste them elsewhere – the hidden data rows still show up. Ugh.

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Here’s what you need to do:

  1. Select the cells you want to copy (in the above example that would be the range outlined in red).
  2. Press [CTRL] G – to display the GO TO window.
  3. Click The SPECIAL button (bottom-left corner of the GO TO window).
  4. When the GO TO SPECIAL window appears – select the VISIBLE CELLS ONLY option (shown here) – then click OK.
  5. Press [CTRL] C (the COPY command).
  6. Open/go to the worksheet (or Word document, etc) where you want the data.
  7. Press [CTRL] V (the PASTE command). There you go.
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Tip #53:

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EXCEL (all versions): Quicker Data Entry

You’ve just done a DATA-SUBTOTAL to a large spreadsheet list – to summarize the data and make it more readable. The individual data rows are hidden – great. But you’d like the summary rows (and only those rows) copied to another worksheet.

Pretty dinky little tip today – but hey…don’t whine…it’s a tip.

To enter your data into consecutive rows (going across from left-to-right) without having to grab your mouse to start each new row:

  1. Select the range of (blank) cells into which you want to type (as shown here).
  2. Just start typing – ie, the first entry…being sure to use the [TAB] key to advance to the rest of the cells in the row.
  3. AND…because you selected the range…the [TAB] will also take you from the last cell of one row to the first cell of the next row. So you don’t have to keep remembering (or bothering) to use [TAB] to go across and [ENTER] to go down.
NOTE:

If you don’t pre-select the range…you can still use [TAB] to enter data go across the row…then press [ENTER] (after the last data entry in the row) and Excel will take you back around to the first blank cell in the next row.

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Tip #54:

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Word 2010: Setting the Default Paste Format

Scenario: You often copy then paste information from other sources (websites, other documents, etc) into your Word documents. You find yourself more-often-than-not using the PASTE-KEEP TEXT ONLY option so the incoming data blends seamlessly with your existing document text. Why do you have to do this? Because, the default paste option in Word is “Keep Source Formatting”.

To change your default paste option to KEEP TEXT ONLY:

  1. Click the FILE tab.
  2. Click the OPTIONS category (down the left-hand side).
  3. When the WORD OPTIONS window appears – click the ADVANCED category (down the left-hand side).
  4. Without even having to scroll down – you should see (in the CUT, COPY AND PASTE section) the drop-down box entitled PASTING FROM OTHER PROGRAMS. Click the down-arrow beside this drop-down and select KEEP TEXT ONLY.
  5. Notice the other Pasting options – and make any changes to those defaults too while you’re here.
  6. Click OK.
  7. Done. From now on, if you just use [CTRL] V (or click the upper portion of the PASTE button on the ribbon) – you’ll get the text without any outside formatting.

And if, in the future, you want to Keep Source Formatting – just click the PASTE OPTIONS icon (circled here) that appears with the pasted text…and select one of the other paste options (Keep Source Formatting or Merge Formatting)

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Tip #55:

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PowerPoint 2010: Sharing Slides

Scenario: You need to create a presentation and find that a slide from another presentation could be useful in this new presentation. Why re-invent the wheel?

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  1. Open both presentations.
  2. Make sure both presentations are displayed in SLIDE SORTER VIEW (the four little white squares at the bottom-right corner of the window (in 2010) or the bottom-left corner of the window (2003 or 2007).
  3. In the presentation from which you want to steal a slide – RIGHT-CLICK the slide you want and choose COPY.
  4. Switch over to the other presentation.
  5. Point to the slide which you want the soon-to-be-added slide to follow and click your RIGHT mouse button.
  6. In 2010 you will see TWO paste options:
    1. Choose PASTE – USE DESTINATION THEME if you want the new slide to look like a part of the presentation to which it is being added; or
    2. Choose KEEP SOURCE FORMATTING if you want it to look like it come from another presentation (keeping the original presentation theme/fonts/etc).
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Tip #56:

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Office 2010: Drag n' Drop

An often-quicker alternative to cut (or copy) and paste…

To begin:

  • If you’re in Word or Outlook – select the text you want to move (or copy). And you’d better be using a shortcut to select the text!
  • If you’re in Excel – select the cells you want to move (or copy) – again with the shortcut warning!

To Drag (move) and Drop:

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  • First, select the data:
    • In Excel: point to the outer edge (black outline) of the selected cell/range – so that the mouse pointer appears as a black four-headed arrow and white arrow together (as shown here) – stay away from Phil (the Fill Handle);
    • In Word or Outlook: point to a portion of the highlighted text – so the mouse pointer appears as a leftward-facing arrow (shown here)
  • Now…hold down the (regular) mouse button:
    • In Excel, you’ll see the four-headed arrow disappear – but you’ll still have the white arrow (as long as you’re still holding down the mouse button);
    • In Word or Outlook, you will see two changes: you’ll see a small faint rectangle appear beneath the white arrow and you’ll see a faded (dashed) insertion mark appear. Again – this is only while you are still holding down the mouse button.
  • Next, drag the data to the new location:
    • In Excel, you’ll see a gray cell (or range) outline moving with you;
    • In Word or Outlook, you’ll see the faded, dashed insertion point moving (relatively) with you.
  • Drop it:
    • In Excel, when the cell/range outline is in the right (desired) location – release the mouse button;
    • In Word or Outlook, when the INSERTION POINT (not the white arrow!) is in the right (desired) location – release the mouse button.
  • Done.

SHOW SOME CONTROL

To COPY & DROP (so the data is both in the source and destination locations) – just hold down the [CTRL] key after selecting the data…but before holding down the mouse button.

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Tip #57:

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WORD/EXCEL/POWERPOINT 2010: Storing and Using Multiple Clipboards items

Haven’t you heard the rumour that you can store up to 24 items in the Windows Clipboard? Yet, any time you copy or cut a second item – the first one (you copied or cut) is lost? What if you want to paste something you copied an hour ago? Or, what if you want to alternative back and forth between pasting a few different items? How is it possible that the Clipboard can hold more than one item? Easy peasy – just display the CLIPBOARD PANE!

On the HOME tab, the very first section of the ribbon IN Word, Excel and PowerPoint (and the second section in Access) – sorry…nada in Outlook….is the CLIPBOARD section.

Click the diagonal drop-down arrow (at the bottom-right corner of the Clipboard section) – and the CLIPBOARD PANE will appear down the left-side of your screen.

NOW whenever you copy or cut anything (text, graphic – you name it) – that item will be ADDED to the Clipboard Pane.

So…when you want to Paste one of these items listed in the Pane – just select (by clicking once) that item and voilà (that’s French) – it appears in your document.

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Tip #58:

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Internet Explorer: Grabbing Web Images

First of all….you are only supposed to copy and/or use images off the web for PERSONAL use – not business use. So…we’ll just assume that’s what you’re doing…

When come upon a website that displays a graphic image that you would like – don’t just RIGHT-CLICK it (and choose SAVE PICTURE AS) right away. You want to make sure you’re getting the best quality copy of the image before you save it.

In this example, I just did a Google search for southern France countryside and the following appeared

The first image (on the left) is the one that I decide I want.

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I could right-click it and choose SAVE PICTURE AS….but:
  • It’s very small (only about 135 pixels wide by 100 pixels tall)…about 1.5” tall by 1” wide
  • It will only be able to be saved as a .png or a .bmp…not great formats
  • It will pixelate (get all jagged) if I try to stretch it bigger

So….you click on the image instead.

With Google, that brings up a (usually) much bigger rendition of the image….with information about the displayed image size displayed in the right-hand panel.

How do you know if you can (wisely) right-click THIS image and do a SAVE AS PICTURE? If, under the Full-size image heading you see the words SAME SIZE (as circled in this example) - then you are looking at the best copy of the image…go ahead and right-click it and choose SAVE PICTURE AS then give it a name and indicate the (Pictures) folder on your computer – and save.

However if, under the Full-size image heading you see something like (2x larger) as circled in the example here) – it means you are NOT looking at the best resolution of this image. And you want the best. So – click on the FULL-SIZE IMAGE link then when the image reappears (usually by itself) – you can RIGHT-CLICK the image, choose SAVE PICTURE AS then give it a name and indicate the (Pictures) folder on your computer – and save…knowing you have the best quality possible for that image.

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Tip #59:

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Excel (all versions): Prest-o Chart-o

Get ready….this one’s pretty darn exciting….

Next time you need a chart, in Excel, simply select the data you want to chart.

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And…

Press the [F11] key. Done.

Seriously.

DONE!

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