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Archive for the ‘MS Office Help’ Category



Changing The View – Not The Selection

Friday, November 19th, 2004

Changing The View – Not The Selection

I’m sure just about everyone has used the arrow keys in MS Excel to move through their worksheet.

But… sometimes you want to quickly zip out to another part of the worksheet to see something without moving the cell selection and losing your current place. What do you do?

I’m betting that many of you take your hands off the keyboard, use the… Continue reading

Word Created TOCs

Friday, November 19th, 2004

Word Created TOCs

OK. So we’re ready to discover the secrets of MS Word’s automatic table of contents feature—let’s get right to it.

The first thing you need to do is establish your document with heading styles. You need to use consistent headings for chapter / section titles and then consistent headings for the subsections below each section title.

For example, you may apply Heading 1 to each section title… Continue reading

TOC?

Friday, November 19th, 2004

TOC?

I’m confused, do you mean, as in “tic toc”?

Have you ever been working with MS Word online help and run into that little gem? Was it explained to you, or did you file it in the back of your mind as another one of the many unexplained Microsoft mysteries?

Just in case it’s in your “unexplained” category let me tell you—they were referring simply to a “table of… Continue reading

Formatting & Updating MS Word TOCs

Friday, November 19th, 2004

Formatting & Updating MS Word TOCs

Now that you have the basics of Word’s TOCs you’re probably wondering about appearance, updating and other uses.

Well, it’s good that you’re wondering since that’s what we’re going to cover today.

Let’s begin with the appearance.

You may not be thrilled with the font style or size in the TOC. Fortunately, this is absolutely no problem.

You can highlight all or part of… Continue reading

More Indent Please

Friday, November 19th, 2004

More Indent Please

Good news for my MS Word using keyboard enthusiasts!

I don’t know about you, but I’m thoroughly annoyed every time I have to take my hand off the keyboard to change indenting and hanging indents.

(Hanging indents happen when the paragraph’s first line is on the left margin and all other lines of the paragraph are indented.)

Hands off keyboard, hand on mouse, find what you need… Continue reading

Setting Indents Using The Word Ruler

Friday, November 19th, 2004

Setting Indents Using The Word Ruler

Have you ever wondered what all the little “triangle-looking things” are on the Word ruler?

If you haven’t noticed them, then take a quick look. See them now? They must be there for a good reason—want to know what it is?

Yes? Good, you’re in the right place since that’s what we’re going to cover today.

The “triangles” are actually markers for different paragraph… Continue reading

Making the Ruler Measure Up

Friday, November 19th, 2004

Making the Ruler Measure Up

Did you know that MS Word comes with a built in ruler?

No?

Well, it does if you’re using the Page / Print Layout view or the Normal view—and it’s pretty easy to access.

I find the Word ruler very helpful with layout decisions, setting tab stops and for making quick changes to paragraph settings.

To display Word’s ruler, simply use the View menu, Ruler… Continue reading

MS Word Footnote Fun

Friday, November 19th, 2004

MS Word Footnote Fun

Here’s the scenario: you’re working in MS Word, happily moving through the material, creating a complete masterpiece. Suddenly you realize you need to footnote a statement. What do you do?

Well… you could do as I’ve seen so many do—type until you’re close to the bottom of the page and simply type the text into the middle of the document. Looks ok on the first run… Continue reading

Repeating Data Super Shortcut

Friday, November 19th, 2004

Repeating Data Super Shortcut

When working in MS Excel do you ever find yourself repeatedly entering the same formula or data?

What do you do?

Do you type it again and again and again into each cell?

Maybe you save some time by entering it once then copy / pasting it everywhere else?

Not a bad way but what if you had a faster way?

Let’s say… a way that… Continue reading

The Leading Zero

Friday, November 19th, 2004

The Leading Zero

Constantly frustrated with MS Excel because it keeps removing that leading zero from your inventory number? (Or any leading zero on any piece of data?)

Yeah, me too.

The problem is that Excel automatically sees the data as a number and leading zeros have no value in numbers, so it gets rid of them.

Convenient when you’re actually dealing with numbers, but a pain when it’s a… Continue reading

View It Your Way

Friday, November 19th, 2004

View It Your Way

Now that we know some of the possible “whys” for the Custom View feature—let’s get right to the “hows” of the process.

The first thing you need to do is to open your workbook and go to the location you want to work with.

At this point make the necessary changes to settings and other things at this location.

Now we’re ready to create the view.… Continue reading

MS Excel Custom Views

Friday, November 19th, 2004

MS Excel Custom Views

Do you work in huge MS Excel files and constantly find yourself scrolling this way and that trying to get to the right place?

And then again to another location?

And so on…

If you have enough of these locations you need to go to then it quickly becomes impossible to remember cell locations. That means the Go To feature is out!

In addition to all… Continue reading

Big Mistakes

Friday, November 19th, 2004

Q:
I was working on a document the other day and made a big mistake. I messed up the entire document and it took forever to get it back to the way it was. Is there a better way?

A:
Yes. First, if you make a mistake, hit Ctrl+Z . In most programs, that will undo whatever it

MS Word Themes

Friday, November 19th, 2004

MS Word Themes

OK, so you’ve decided a theme might be the way to go and you’re ready to take a look at all the choices.

Yeah :-)

Let’s dive right in.

To find the themes you need to go to the Format menu, Theme choice. (Alt then O then H works too.)

The Theme window will open.

On the left you have a list of themes to choose… Continue reading

Quick MS Tabs And “Stuff”

Friday, November 19th, 2004

Quick MS Tabs And “Stuff”

A couple of weeks ago (back on October 2nd ) we discussed using the MS Word ruler to set indents—but, as you may or may not know, there are other uses for the Word ruler.

One major, easy to do, item on the ruler is the ability to set tabs with just a click.

Yep, that’s right—you can set a tab stop with just a… Continue reading

An Alternative to Ctrl + A In MS Word

Friday, November 19th, 2004

We all know that Ctrl + A in MS Word selects the entire document—works great, and for everyone who likes to keep their hands on the keyboard, it’s a necessary tool.

But what about people who are more “mouse oriented”?

You know, people who have duties that require regular or constant mouse contact? It’s a bit annoying to keep removing their hand from the mouse to the keyboard and back… Continue reading

Get There & Work Now!

Friday, November 19th, 2004

Get There & Work Now!

So, you’ve read all about MS Word 2000’s Click and Type and you’re ready to give it a try. Let’s get right to business.

The first thing you need to do is to double check that the Click and Type feature is enabled. To check go to the Tools menu, Options choice. On the Edit tab you’re looking for the “Enable click and type” check… Continue reading

Click And Type

Friday, November 19th, 2004

Click And Type

So, you’re working in MS Word 2000 and you’re trying to make a title page for your latest masterpiece. What do you do?

Do you adjust the top margin to about 5 inches to get the title in the middle of the page?

Well… you could, but then you have to go back into the page settings and change the margins back for the rest of the… Continue reading

Clearly We’ve Got Some Options

Friday, November 19th, 2004

Clearly We’ve Got Some Options

So… you’re working in MS Excel with some data and you’ve got some changes to make.

If you need to delete data you would simply highlight the cells and hit the Delete key.

But, let’s suppose that you don’t want the data deleted but instead want the formatting removed. What do you do then?

You could spend time reformatting the cells or undoing whatever formatting… Continue reading

Undo / Redo Many Steps At Once

Friday, November 19th, 2004

Undo / Redo Many Steps At Once

Many of us know about the Undo and Redo buttons located on the Standard toolbar. (Left arrow is “Undo” and right arrow is “Redo”.)

What do you do if you’ve got a lot of steps to undo?

Do you click the button again and again until you are finally returned to the place you’re looking for—or, do you hit Ctrl + Z

Dates Done Your Way

Friday, November 19th, 2004

Dates Done Your Way

OK, so you’re frustrated with the standard Excel date formats and you’re looking for a way to meet your needs.

Well, be frustrated no more!

Today we’ve got just the information you need to make Excel to do things your way.

First you need is to select the cells that should be in the date format.

Now go to the Format menu, Cells choice. (Ctrl +… Continue reading

Dates In Excel

Friday, November 19th, 2004

Dates In Excel

I’m sure by now you’ve realized that when you type a date into MS Excel the program seems to magically know what it is and treats it as such.

Cool—less work for us.

But have you ever wished the date was in a different format?

I mean, maybe you want just the month and day—10/15 for example. Or maybe you’re looking to have something like 15-Oct-03.

Well… Continue reading

A Picture Is Worth A Thousand Words

Friday, November 19th, 2004

A Picture Is Worth A Thousand Words

Ok, so we know that Excel can graph (also known as charting) our data for us and I’m assuming you’re interested in the “how to”. So, let’s dive right in:

The first thing you need to do is to select the data range you want to chart. You need to highlight all data and along with the column and row labels.

With the… Continue reading

Comments Anyone?

Friday, November 19th, 2004

Comments Anyone?

Instead of several emails with ideas, you’re looking to get back the presentation with everyone’s comments right on the slides. So, you email it to one person and as they finish their ideas it goes to the next person then eventually lands back in your mailbox.

Makes sense, but where are the ideas?

Well, in the file, of course.

Now all you need is the “know how” for… Continue reading

Input, Input — Too Much Input

Friday, November 19th, 2004

Input, Input — Too Much Input

It seems to me that more often than not PowerPoint presentations are created and / or presented by many people. While one person may have done most of the actual computer time, the content and presentation are often a shared responsibility.

So what’s the process?

Let’s see… there might be a discussion about content (maybe not) and then someone goes back to their computer… Continue reading

Lost In Worksheets

Friday, November 19th, 2004

Lost In Worksheets

Have you ever found yourself feeling lost while trying to move a worksheet inside a huge workbook?

I mean, you’ve got 20 or 30 worksheets and you’re trying to click on the sheet tab and drag it to its new home. So now you’re patiently waiting for the tabs to scroll by while you continue to hold that mouse button.

Oops—you just flew by the location you… Continue reading

Moving Right Next Door

Friday, November 19th, 2004

Moving Right Next Door

As I’m sure we all know, you can re-arrange worksheets in an MS Excel file with a simple click-hold-and-drag of the sheet tab.

But, did you know that you can also move worksheets from one workbook to another using the same method?

No?

Well, good news—you can, and it’s really as easy as it sounds.

First, open both workbooks. (The one with the worksheet and… Continue reading

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