I Didn’t Know You Could Do That In Microsoft Office ™ Gini Courter Annette Marquis TRIAD Consulting

July 23, 2002www.triadconsulting.comIAAP, Nashville Focus of Today’s Session  Word  PowerPoint  Excel  Outlook  Other Office applications

July 23, 2002www.triadconsulting.comIAAP, Nashville Preflight Announcement  Fasten your seatbelts  Make sure your seatback is in the upright and locked position  Comply with crewmember instructions  This is a no-smoking flight  Please make sure all cell phones and pagers are turned off and stowed for the duration of the flight.

July 23, 2002www.triadconsulting.comIAAP, Nashville 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.

July 23, 2002www.triadconsulting.comIAAP, Nashville Excel – Save a Workspace A workspace includes all the open Excel windows. Save workspaces to continue where you left off. 1. Choose File > Save Workspace from the menu to save a workspace. 2. Choose File > Open and choose the workspace (XLW) file to open the workspace.

July 23, 2002www.triadconsulting.comIAAP, Nashville 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, 2002www.triadconsulting.comIAAP, Nashville 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.

July 23, 2002www.triadconsulting.comIAAP, Nashville 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, 2002www.triadconsulting.comIAAP, Nashville Excel – Navigate Worksheets Don’t worry about using short worksheet names so you can click tabs without scrolling. Use descriptive names, arrange the tabs in a logical order, then choose worksheets this way: Right click the navigation buttons and choose the worksheet from the shortcut menu.

July 23, 2002www.triadconsulting.comIAAP, Nashville 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, 2002www.triadconsulting.comIAAP, Nashville Word – Versions 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, 2002www.triadconsulting.comIAAP, Nashville Excel - Toggle Formulas 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

July 23, 2002www.triadconsulting.comIAAP, Nashville 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.

July 23, 2002www.triadconsulting.comIAAP, Nashville 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

July 23, 2002www.triadconsulting.comIAAP, Nashville 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

July 23, 2002www.triadconsulting.comIAAP, Nashville Outlook – Changing Subjects You can edit the subject of 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, 2002www.triadconsulting.comIAAP, Nashville 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

July 23, 2002www.triadconsulting.comIAAP, Nashville 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, 2002www.triadconsulting.comIAAP, Nashville 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, 2002www.triadconsulting.comIAAP, Nashville Outlook – Get a Map Outlook requests maps from MapPoint or your default browser: 1. Open any Outlook contact. 2. Click the Display Map of Address button.

July 23, 2002www.triadconsulting.comIAAP, Nashville The Office Step-Children  Publisher – create publications (brochures, flyers, cards, newsletters)  MapPoint – maps, including market analysis maps  FrontPage – web page creation and web site management  Visio – diagrams including office layout, organization charts, mind mapping, flow charts, process charts

July 23, 2002www.triadconsulting.comIAAP, Nashville 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.

July 23, 2002www.triadconsulting.comIAAP, Nashville 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.

July 23, 2002www.triadconsulting.comIAAP, Nashville 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, 2002www.triadconsulting.comIAAP, Nashville 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.

July 23, 2002www.triadconsulting.comIAAP, Nashville 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.

July 23, 2002www.triadconsulting.comIAAP, Nashville Excel – Camera Use the Camera to create a report that requires columns of different widths. 1. Add the Camera command (from the Tools menu) to a toolbar. 2. Select the section of the worksheet you want to take a picture of. 3. Click the Camera button, then click in the worksheet where you want to paste the linked picture of the selection. Tip Tip: Apply a white fill to the selection before using the Camera to get rid of the gridlines.

July 23, 2002www.triadconsulting.comIAAP, Nashville PowerPoint/Word – Linking to a Spreadsheet or Chart (OLE) Create a link to an object to use the latest data in your report or presentation. 1. In Excel, select and copy the cells or chart you want to use in Word or PowerPoint. 2. In Word or PowerPoint, choose Edit > Paste Special to open the dialog box. 3. Choose the Paste Link option.

July 23, 2002www.triadconsulting.comIAAP, Nashville Word -View Formatting  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

July 23, 2002www.triadconsulting.comIAAP, Nashville Word 2002 – Select Non- Consecutive Text  Select the first section of text. Hold CTRL and select additional items. This also works in tables.

July 23, 2002www.triadconsulting.comIAAP, Nashville Word – Skip Spell Check Use this feature when a document includes sections with many proper names or jargon that the dictionary trips over. 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.

July 23, 2002www.triadconsulting.comIAAP, Nashville PowerPoint – Saving for the Web  In PowerPoint 2000 and 2002:  Choose File > Save as Web Page  Click the Change Title button to change the browser title text  Click the Publish button to set options  Click Publish again to save the presentation for the web

July 23, 2002www.triadconsulting.comIAAP, Nashville 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)

July 23, 2002www.triadconsulting.comIAAP, Nashville Questions?