1. Microsoft Office Power Users’ Toolkit Gini Courter Annette Marquis TRIAD Consulting Getting the Most Out of Word, Excel, and Outlook

2. July 23, 2002www.triadconsulting.comIAAP, Nashville Focus of Today’s Session  Office 2003 Launch  Word  Excel  Outlook

3. July 23, 2002www.triadconsulting.comIAAP, Nashville Housekeeping  Please make sure all cell phones and pagers are turned off or set on stun  One 10 minute break around 2:30  If we’re not clear, ask us to explain  Hold questions for the Q & A at the end

4. July 23, 2002www.triadconsulting.comIAAP, Nashville Office 2003 Launch  IT Professionals:  Deploy and Manage, Windows Rights Management, SharePoint Portal Server Integration  Developers  XML in Office 2003, Visual Studio.NET  Enterprise Project Managers  Microsoft Project  Business Value  How Office fits with Windows, Exchange, etc.

5. July 23, 2002www.triadconsulting.comIAAP, Nashville Office 2003 – Small Business  Breakout Session 1: How to Connect to Customers Learn how Microsoft Small Business Edition 2003 helps you stay on top of your business by managing customer relationships more effectively. You’ll see how Outlook 2003 with Business Contact Manager helps to collect customer history, track opportunities, and generate activity reports.  Breakout Session 3: How to Connect to People and Information Learn how to efficiently handle the increasing volume of e-mail and share information with business partners, customers, and employees. See how Outlook 2003 lets you securely keep in touch with the office over the internet with Microsoft Exchange Server 2003.

6. July 23, 2002www.triadconsulting.comIAAP, Nashville Office 2003 – Small Business  Breakout Session 2: How to Create Sales and Marketing Materials In-House This session will show you how you can generate hard-hitting marketing campaigns using Word 2003, Publisher 2003, and PowerPoint 2003. You’ll also learn how to improve team creativity using Microsoft Windows SharePoint Services, powered by Microsoft Windows Small Business Server 2003.

7. July 23, 2002www.triadconsulting.comIAAP, Nashville Office 2003 Launch Plus, all attendees will receive a FREE copy of the Microsoft Office System Evaluation 2003 Enterprise Edition Kit* and will be eligible to win many other valuable prizes.** Space at these free launch events is limited, so register now! *120 day versions of all products

8. July 23, 2002www.triadconsulting.comIAAP, Nashville Office 2003 Launch Cities CT: Stamford and Hartford MA: Boston ME: South Portland NH: Nashua NJ: Secaucus NY: Albany, New York, Rochester PA: Harrisburg, Philadelphia, Pittsburg RI: Providence

9. 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.

10. July 23, 2002www.triadconsulting.comIAAP, Nashville Resizing Text Word, PowerPoint, Publisher  Select text  Press Ctrl+Shift+ right arrow to increase  Press Ctrl+Shift+ left arrow to decrease

11. July 23, 2002www.triadconsulting.comIAAP, Nashville Display Shortcuts in ScreenTips All Office apps except Excel  Tools > Customize  On Option tab, enable Show Shortcut Keys in ScreenTips check box

12. July 23, 2002www.triadconsulting.comIAAP, Nashville Insert a Hyperlink All Office apps 1. Select the text for the link 2. Press Ctrl + K to open dialog box 3. Click Address text box 4. Launch default browser, find the web site 5. Switch back to Office application and click OK

13. July 23, 2002www.triadconsulting.comIAAP, Nashville Saving Versions in Word 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.

14. July 23, 2002www.triadconsulting.comIAAP, Nashville Skip Spell Check in Word 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.

15. July 23, 2002www.triadconsulting.comIAAP, Nashville Select Text with a Specific Format 1. Click in any text that has the formatting you want to select. 2. Choose Format  Styles and Formatting to open the Styles and Formatting task pane. 3. Click Select All to select all text with the same formatting. Cut, copy, or delete as always.

16. July 23, 2002www.triadconsulting.comIAAP, Nashville Using Word’s “Back Button”  Press Shift+F5 one, two, or three times to return to your previous location(s).  This also works when you open a document that you’ve previously edited. Press Shift+F5 to return to the last position you edited.

17. July 23, 2002www.triadconsulting.comIAAP, Nashville Toggle Text Case in Word  Select the text then press Shift+F3 to switch to the next case. Repeat as needed.

18. July 23, 2002www.triadconsulting.comIAAP, Nashville Save/Close All Docs in Word  Hold Shift then click File to open the file menu.  Check out what happens to the Save and Close commands.

19. July 23, 2002www.triadconsulting.comIAAP, Nashville Extend Selection in Word 1. Place the insertion point at the beginning of the selection. 2. Press F8 (Extend Select). 3. Use the mouse or the arrow keys to move to the end of the selection. Esc clears the selection.

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

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

22. July 23, 2002www.triadconsulting.comIAAP, Nashville Editing the Custom Dictionary In Word 2002: 1. Choose Tools  Options to open the Options dialog box. 2. On the Spelling & Grammar tab click the Custom Dictionaries button then click Modify.

23. July 23, 2002www.triadconsulting.comIAAP, Nashville Editing the Custom Dictionary In Word 97 and Word 2000: Choose Tools  Options. On the Spelling & Grammar tab select CUSTOM.DIC then click Dictionaries, then Edit.

24. July 23, 2002www.triadconsulting.comIAAP, Nashville Precision Tab Placement Hold Alt while dragging a tab on the ruler for the precise location of the tab stop.

25. July 23, 2002www.triadconsulting.comIAAP, Nashville Toggle Formulas in Excel 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

26. July 23, 2002www.triadconsulting.comIAAP, Nashville One-Button Charting in Excel  Select the data to be charted.  Press F11.

27. July 23, 2002www.triadconsulting.comIAAP, Nashville Select the Occupied Sheet Area  Press Ctrl+Shift+*

28. July 23, 2002www.triadconsulting.comIAAP, Nashville Cell Copy and Date Insert  Ctrl+’ copies the cell above.  Ctrl + ; inserts today’s date. These shortcuts also work in Access.

29. July 23, 2002www.triadconsulting.comIAAP, Nashville Ultra Fast Sum, Count, Average  Select the cells.  Check out the right end of the status bar.  Right click the Sum to choose a different aggregate function.

30. July 23, 2002www.triadconsulting.comIAAP, Nashville Navigating Sheets  Right click the sheet navigation buttons at the left end of the horizontal scroll bar

31. July 23, 2002www.triadconsulting.comIAAP, Nashville It’s a Drag  Right drag to copy/move  Right fill to reveal other fill options

32. July 23, 2002www.triadconsulting.comIAAP, Nashville Automatic Appointment Formatting 1. Open the Calendar. Switch to the view you want to create automatic formatting rules for. 2. Choose Edit  Automatic Formatting or click the Calendar Coloring button on the toolbar and choose Automatic Formatting to open the Automatic Formatting dialog box. 3. Click the Add button to create a new rule. In the Name textbox, enter a name for the rule. 4. Select a label from the label drop down list. 5. Click the Condition button to open the Filter dialog box. 6. Set the filter conditions and click OK. 7. Click OK to apply automatic formatting.

33. July 23, 2002www.triadconsulting.comIAAP, Nashville Make Contact from Message  In an email message, right click any resolved address (To, From, cc, bcc) and choose Add to Contacts.

34. July 23, 2002www.triadconsulting.comIAAP, Nashville Outlook Shortcuts The shortcut keys for Outlook are easy to remember: Ctrl+Shift and: I to jump to the Inbox N to create a new note C to create a new contact A for a new appointment K for a new task

35. July 23, 2002www.triadconsulting.comIAAP, Nashville It’s a Drag, Part II  Drag a contact, drop on Calendar, create a meeting  Drag a contact, drop on Inbox, create a message  Drag a contact, drop on Tasks, create a task assignment Hold Ctrl and select multiple contacts to invite several people to a meeting or choose multiple recipients for a message.

36. July 23, 2002www.triadconsulting.comIAAP, Nashville It’s a Drag, Part III

37. July 23, 2002www.triadconsulting.comIAAP, Nashville It’s a Drag, Part IV Drag a message, drop on Calendar, create an appointment with the text of the message in the appointment form Drag a message, drop on Contacts, create a new contact for the sender and include the text of the message in their contact

38. July 23, 2002www.triadconsulting.comIAAP, Nashville Arrange Contacts by Last Name 1. Choose Tools  E-mail Accounts 2. Click View Or Change Existing Directories Or Address Books. Click Next. 3. Click the Change button. 4. Choose the address book: Contacts: Mailbox – your name. 5. In the Show Names By section, choose the File As (Smith, John) option. 6. Click Close. Click Finish. 7. Choose Tools  Options. 8. On the Preferences tab click Contact Options. 9. In the Default “File As” Order list, select Last, First. 10. Click OK. Click OK again, then close and restart Outlook. Note: You can’t change the default order for Microsoft Exchange Address Books.

39. 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.

40. 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.

41. 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.

42. 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.

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

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

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

46. 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

47. 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.

48. 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.

49. 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.

50. 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.

51. 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.

52. 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

53. 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

54. 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)

55. July 23, 2002www.triadconsulting.comIAAP, Nashville Working with Databases  Sort  Filter  Subtotal  Subtotal a filtered range  Saving filter settings

56. 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.

57. 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.

58. 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.