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Archive for the ‘MS Office Help’ Category



Outlook Keyboard Shortcuts

Monday, November 22nd, 2004

I thought it might be time for another keyboard shortcut installment for those users who really love learning a mouse-less way to accomplish their tasks.

Today I thought we’d focus on MS Outlook.

Here’s a few of the most common tasks and the keyboard shortcuts you need to get the job done ASAP.

  • Ctrl + N will create a new email.
  • Ctrl + M or F5 will

One Key Pasting In MS Word

Monday, November 22nd, 2004

One Key Pasting In MS Word

Ever find yourself continually pasting the same item over and over?

Tired of constantly needing the mouse or the Ctrl + V combination?

Wish you had a quick and easy one-key paste?

Well, you can – if you’re not to attached to the Insert key. (The key that toggles between new text overwriting old text and new text being inserted between old text.)

Want… Continue reading

Counting Rows In MS Excel

Monday, November 22nd, 2004

Counting Rows In MS Excel

MS Excel will count your highlighted columns or rows for you.

Have you ever found yourself trying to count the number of highlighted columns or rows (maybe to set formatting, borders, etc.)?

It’s annoying – isn’t it?

I’ve actually caught myself with my finger right on the monitor trying to get an accurate count. (Bad idea since it disturbs the dust… Continue reading

Pain-Free Spiking

Monday, November 22nd, 2004

Pain-Free Spiking

Now that you have some idea of what an MS Word spike is let’s get to the part of how to use one.

  • The first thing is to highlight the text to be moved.
  • Then hit Ctrl + F3
    (At this point the text should be gone from the document.)
  • Now you need to continue highlighting all text to be moved and hitting Ctrl

An Electronic Desk Spike?

Monday, November 22nd, 2004

An Electronic Desk Spike?

You know, a desk spike… the metal spike on a desk that you impale papers on to keep them handy and in place.

(Granted, I never used one for two reasons. First, the idea of having a hole in the middle of a page doesn’t sit well with me. And second, between my lack of coordination and my bad luck I’d probably put the thing right… Continue reading

No! You Can’t Change My File!

Monday, November 22nd, 2004

No! You Can’t Change My File!

Have you ever created a file that was basically a form—something someone else could fill in and save under a different name—but not change the original form?

Or maybe you have a file you repeatedly fill out and want to prevent yourself from saving over the original.

Previously we’ve discussed passwords for files and that is one option for the situation.… Continue reading

My Files Have Property?

Monday, November 22nd, 2004

My Files Have Property?

Well, not exactly.

Your files don’t own property (obviously) but they do have properties.

So what are file properties?

In general file properties are simply details that help identify your file.

Details? What details?

Well—things such as title, author, date created, last date modified and other statistics.

One way to see the properties of a file you can either go to the File menu, Properties choice… Continue reading

40, 39, 38, 37…

Monday, November 22nd, 2004

40, 39, 38, 37…

Tired of seeing your pages come off the printer in this order?

How much time do you spend reversing page order?

Ever find yourself wishing that you could get the printer to print in the “correct” order? Just imagine it – you reach into to the printer, pick up your pages and (lions and tigers and bears) oh my – page one is on top!

If… Continue reading

Formatting Information in MS Word

Monday, November 22nd, 2004

Formatting Information in MS Word

MS Word will tell you the formatting information of any paragraph you choose.

Yep—that’s correct.

It will tell you, with only a couple of clicks, information concerning formatting of a paragraph.

This can help if you’ve got a document that someone else created and you need to check on formatting. It summarizes information—saving you the aggravation of tracking this stuff down from different areas of… Continue reading

Picture Perfect Envelopes

Monday, November 22nd, 2004

Picture Perfect Envelopes

In connection to a tip I ran last week about changing the font, in MS Word, on an envelope or label, a reader wrote in wondering how to add pictures to envelopes.

Good question!

So this week I went in search of an answer—and thankfully, I found one.

(I also figured that if one person is interested enough to write in then there must be others that… Continue reading

But I Don’t Want To Print The Whole File!

Have you ever found yourself trying to print only a few pages of a long file?

Maybe you made changes to only one page and need just it—not the other 42.

Sound like a familiar situation?

If your answer is “Yes!” then here’s the solution to your problems.

Next time you go to print and need only a portion of the… Continue reading

Toolbar Reset

Monday, November 22nd, 2004

Toolbar Reset

In several issues of MS Office Tips & Tricks we’ve covered many different ways to alter your toolbars.

Have you made some changes that you regret?

Maybe you’ve made enough of them that you’d like to “wipe the slate clean” and start over with a particular toolbar.

Or, maybe someone else has recently made changes that you’d like removed.

Is there a way to return to the original… Continue reading

Accessing The Recently Used File List With Your Keyboard

As we all know, in the MS Office programs there’s a list of recently used files at the bottom of the File menu.

Most people access these with the mouse—not a bad way, works well—but did you know that you can accomplish the same task with just a few keys?

No?

Well, you can, so let’s get to the “how” part.… Continue reading

Now Where Did I Put That File? What Did I Call It?

Ever find yourself wondering these exact things?

I know I have and it’s a big pain when I’ve lost something I’ve recently worked on but can’t seem to relocate.

If you’ve gone through this, then you already know how quickly files seem to rotate off the Recently Used File list at the bottom of the File menu.

Then… Continue reading

List of More Keyboard shortcuts for MS Word

Here’s another installment to add to your ever-growing list of keyboard shortcuts for MS Word.

Give these a whirl—they could come in very handy!

Justification Shorcuts:

  • Ctrl + L left aligns the current paragraph.
  • Ctrl + E center aligns the current paragraph.
  • Ctrl + R right aligns the current paragraph.
  • Ctrl + J fully justifies the current paragraph

Show Me The… Formulas?

Monday, November 22nd, 2004

Show Me The… Formulas?

I don’t know about you but when I’m trying to proofread a document I usually need to go through a hard copy. For some reason seeing things in printed form will usually help with that whole process.

So, what do you do when you’re trying to proof an MS Excel worksheet?

You can print it out, but let’s face it. What you get in the printout… Continue reading

Double-Click = Best Fit

Monday, November 22nd, 2004

Double-Click = Best Fit

As many MS Excel users are aware you can highlight a column and through the Format menu, Column sub-menu you can choose the AutoFit Selection choice. What this does is make the column just wide enough to fit the longest piece of data in the selection.

It’s a great thing—no guessing necessary to make the data fit.

However, we all like a faster way and for… Continue reading

Jazz Up Your Tables In MS Word

Monday, November 22nd, 2004

Jazz Up Your Tables In MS Word

How would you like, with only a couple of clicks, to change this ordinary MS Word table

into this…

or maybe this…

or any of over 3 dozen styles?

Sound too good to be true?

Well, maybe it does, but let me assure you it is 100%, absolutely true!

Want to know how?

Yeah—of course you do. After all… Continue reading

PowerPoint Key Combinations

Monday, November 22nd, 2004

PowerPoint Key Combinations

For all my keyboard enthusiasts I thought I’d include a short list of key combinations that are for MS PowerPoint.

Editing Shortcuts (In addition to the regular shortcuts for copy, paste, bold, Italics, etc…):

  • Ctrl + Shift + D will make a duplicate of the current slide.
  • Ctrl + M will insert a new slide, allowing you to select the slide layout.
  • Ctrl +

I Put What In The Custom Dictionary? Now How Do I Get That Out Of There?

Here’s the scenario…

You’re running a spell check in MS Word, cruising along and suddenly you realize that you just accidentally clicked the Add button in the spell check window.

In other words, you just added your misspelled word to the custom dictionary. Now the incorrect spelling will be accepted as correct.

What do… Continue reading

You Don’t Have To Be Webster To Write Your Own Dictionary?

Most people know about the Spell Check feature of the MS Office Suite. In fact, we (myself included) find ourselves using it constantly.

It’s a wonderful tool, provided that it’s not your only set of “eyes” proofing your document.

At any rate, have you ever had a word that you constantly use but the program keeps suggesting that it’s… Continue reading

Let’s Get Organized

Monday, November 22nd, 2004

Let’s Get Organized

Have you ever found yourself in MS Word, Excel or PowerPoint trying to use drawing tools to create an organization chart?

How did it go?

I’ve tried it in the past and it was a pain.

It was better than hand drawing one, but it was a constant struggle to group and ungroup things, keep everything on one page, draw connectors that are actually connected, move things… Continue reading

Add-ins? Oh No – I Hated Math Class!

Monday, November 22nd, 2004

Add-ins? Oh No – I Hated Math Class!

Don’t worry – no need to break out in hives – add-ins have nothing to do with the high school math class that seems to be still haunting you.

Add-ins can be wonderful little computer helpers.

Actually, the best definition probably comes from the online help provided with the programs, so… let’s use that one.

Add-ins are supplemental programs that extend the… Continue reading

Psst… What’s The Password?

Monday, November 22nd, 2004

Psst… What’s The Password?

Have you ever had a MS Word or Excel file that you just didn’t want anyone to read? Or maybe it was OK for them to read it but not change it.

I know I have a few of these. Being a teacher it’s nice to be able to protect files containing tests. You know, just in case a student gets in them.

Anyway, I’m sure… Continue reading

Give Me The Value And Just The Value

Monday, November 22nd, 2004

Give Me The Value And Just The Value

Have you ever found yourself working in MS Excel and wishing you could paste the value of a formula instead of the formula?

Or maybe you found yourself scrolling back and forth in a worksheet or flipping between different worksheets trying to type the value in by hand – desperately hoping you get it accurate.

You know what I’m referring to, the… Continue reading

Copy / Paste Keyboard Shortcuts

Monday, November 22nd, 2004

Copy / Paste Keyboard Shortcuts

Since today’s tip revolves around copy and paste I thought I’d take this opportunity to quickly review the keyboard shortcuts for copy / paste and deletion functions.

I’ve also found a keyboard trick in MS Word for moving text around in a document.

So, let’s get to it…

  • Ctrl + C = copies the highlighted text to the clipboard**
  • Ctrl + V = pastes

Picture Perfect

Monday, November 22nd, 2004

Picture Perfect

Ever find yourself wishing you could put a screen shot into a Word document, Excel workbook, or PowerPoint presentation?

I know I use them all the time, and not just for this newsletter.

As a teacher I use them a lot when creating instructions for student projects or to create handouts to use during staff training.

It never occurred to me how much I’d use screen shots until… Continue reading

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