WORKING SMART Crystal M. Thomas Henrico County DSS (804) POSSESS Central Region Member October 31, 2007

2 OUTLINE 1. General Time Management Tips 2. Getting More Out of Microsoft Word and Excel a) Microsoft Word or Excel b) Microsoft Word c) Microsoft Excel

GENERAL TIME MANAGEMENT TIPS

4 Making the Best Use of the Time that You Have  Schedule your most difficult task for your most productive time.  Get your most unpleasant task out of the way, to keep if from distracting you.  Schedule time in a conference room to perform some tasks that require concentration.  If you keep a To Do list and Goals list, make sure that the tasks that contribute to accomplishing your goals are on your To Do list.  Give tasks that involve someone else a high priority.  Don’t mistake important tasks for urgent tasks.

MICROSOFT WORD OR EXCEL

6 Create a Custom Menu CLICKS and STEPS:  Tools  Customize  Commands tab, New Menu on the Categories list, click and drag New Menu from the Commands list to the menu bar. Drag and drop the desired commands onto your new menu  Give your menu a descriptive name by right- clicking on your new menu while you have the Customize dialog box open, click inside the Name field, type a new menu name, Enter, Close

7 Create a Custom Toolbar CLICKS and STEPS:  Tools  Customize  Toolbars tab, New, type a name for the toolbar, OK, Commands tab, click and drag commands onto to the toolbar, Close

8 Edit an Existing Toolbar Button CLICKS and STEPS:  Tools  Customize, right-click the toolbar button that you want to edit, browse the list of editing options for the desired choice, Close

MICROSOFT WORD

10 Add Files to the Work Menu CLICKS AND STEPS:  Tools  Customize  Commands tab, Built-in Menus, Work, click and drag Work from the Commands list, drop it on the menu bar where you want it to appear, Close Add a Document to the Work Menu  Open the document  Work  Add to the Work Menu Remove a Document from the Work Menu  Ctrl+Alt+-  Work  Click the document that you want to remove

11 Use AutoText to Avoid Repetitive Typing CLICKS and STEPS:  Type and select the text you want to store as an AutoText entry  Tools  AutoCorrect Options  AutoText tab, Show AutoComplete suggestions check box, Add

12 Create a Summary of a Long Document CLICKS AND STEPS:  Tools  AutoSummarize  Select the desired Type of summary and Length of summary, OK

13 Use Excel Data to Create Labels in Word CLICKS AND STEPS:  Open a new document  Tools  Letters and Mailings  Mail Merge  Labels, Next, Next  Select the appropriate label layout, OK  Browse, navigate to the find your Excel list, Open  Select the appropriate worksheet, OK  Make your selections in the Mail Merge Recipients window, OK  View  Toolbars  Mail Merge  Use the Insert Merge Field button to insert the desired fields on your first label only  Close, Next, Update all labels, Next, Next, Print

14 Perform a Conditional Mail Merge CLICKS AND STEPS:  Place your cursor where you want to insert the new field data  Insert Word Field  If…Then…Else  Field name down arrow, select the desired field, Comparison down arrow, select the desired operator, type the value to compare, type the text to add if the comparison is true, OK

15 Perform a Calculation on Cells in a Table CLICKS AND STEPS:  Click the cell where you want to insert a calculation  Table  Formula  Click the Paste function down arrow & select the list desired function, type the appropriate cell references between the parentheses, click the Number format down arrow to select a format for the number, OK

MICROSOFT EXCEL

17 Automatically Open a Workbook Upon Opening Excel CLICKS and STEPS:  Open the workbook that you want to save as your default file  File  Save As, navigate to the XLSTART folder (c: Program Files, Microsoft Office, OFFICE11, XLSTART), Save

18 Hyperlink a Worksheet to Another Office Document CLICKS AND STEPS:  Click the cell where you want hyperlink to appear  Insert  Hyperlink  Existing File or Web Page, select the folder that contains the item that you want to link to the current worksheet, OK

19 Copy and Paste Page Setup Settings CLICKS AND STEPS:  Group the worksheets for which you want to use the same Page Setup settings by pressing and holding the Ctrl key, while clicking the sheet tab for each worksheet  File  Page Setup, specify the desired settings, OK

20 Save a Workbook as a Template CLICKS AND STEPS:  Open the workbook you want to use as a template  File  Save As, type a name for the template, select Template on the Save As type drop-down list, choose a location to save the template, Save

21 Freeze Headings for Easier Scrolling CLICKS and STEPS:  Click the cell below the row you want to lock and/or to the right of the column you want to freeze  Window  Freeze Panes

22 Center Text Across Columns Without Merging Cells CLICKS and STEPS:  Select the appropriate cell and extend the selection to the right to include the remaining cells which you want to center  Format  Cells  Alignment tab, select Center Across Selection from the Horizontal Text alignment drop-down list, OK

23 Use AutoFill to Enter Data CLICKS AND STEPS:  Type the first two dates or numbers in a series  Select the cells  Click & drag the fill handle until you have the desired amount of data

24 Create a Macro to Calculate Dates CLICKS AND STEPS:  Type the date that you want to use in your calculation  Select an empty cell  Tools  Macro  Record New Macro  Type a descriptive name for your macro in the Macro name box, type a letter to use as the shortcut key in the Shortcut key box, click the Store macro in down arrow to select a storage location for your macro, OK  Perform the steps that you want the macro to perform for you  Click the Stop Recording button