Microsoft Office Power Users’ Toolkit

Microsoft Office Microsoft Office Power Users’ ToolkitPower Users’ Toolkit

Gini CourterAnnette Marquis

TRIAD Consulting

Getting the Most Out of Word, Excel, and Outlook

July 23, 2002July 23, 2002 www.triadconsulting.comwww.triadconsulting.com IAAP, NashvilleIAAP, Nashville

Focus of Today’s SessionFocus of Today’s Session

Office 2003 Launch Word Excel Outlook


HousekeepingHousekeeping

Please make sure all cell phones and Please make sure all cell phones and pagers are turned off or set on stunpagers are turned off or set on stun

One 10 minute break around 2:30One 10 minute break around 2:30 If we’re not clear, ask us to explainIf we’re not clear, ask us to explain Hold questions for the Q & A at the end Hold questions for the Q & A at the end


Office 2003 LaunchOffice 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.


Office 2003 – Small BusinessOffice 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 InformationLearn 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.


Office 2003 – Small BusinessOffice 2003 – Small Business

Breakout Session 2: How to Create Sales and Marketing Materials In-HouseThis 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.


Office 2003 LaunchOffice 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


Office 2003 Launch Cities Office 2003 Launch Cities

CT: Stamford and HartfordMA: BostonME: South PortlandNH: NashuaNJ: SecaucusNY: Albany, New York, RochesterPA: Harrisburg, Philadelphia, PittsburgRI: Providence


Office – Fix the Command BarsOffice – 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.


Resizing TextResizing Text

Word, PowerPoint, Publisher

Select text Press Ctrl+Shift+ right arrow to increase Press Ctrl+Shift+ left arrow to decrease


Display Shortcuts in ScreenTipsDisplay Shortcuts in ScreenTips

All Office apps except Excel

Tools > Customize On Option tab, enable Show Shortcut

Keys in ScreenTips check box


Insert a HyperlinkInsert a Hyperlink

All Office apps

1. Select the text for the link2. Press Ctrl + K to open dialog box3. Click Address text box4. Launch default browser, find the web site5. Switch back to Office application and

click OK


Saving Versions in WordSaving 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.


Skip Spell Check in WordSkip Spell Check in Word1. 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.


Select Text with a Specific Select Text with a Specific Format 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.


Using Word’s “Back Button” 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.


Toggle Text Case in WordToggle Text Case in Word Select the text then press Shift+F3 to

switch to the next case. Repeat as needed.


Save/Close All Docs in WordSave/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.


Extend SelectionExtend Selection in Wordin 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.


View Formatting in WordView 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


Select Non-Consecutive Text in Select Non-Consecutive Text in WordWord

Select the first section of text. Hold CTRL and select additional items. This also works in tables.


Editing the Custom DictionaryEditing 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.


Editing the Custom DictionaryEditing 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.


Precision Tab Placement Precision Tab Placement

Hold Alt while dragging a tab on the ruler for the precise location of the tab stop.


Toggle Formulas in ExcelToggle 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


One-Button Charting in ExcelOne-Button Charting in Excel

Select the data to be charted.Press F11.


Select the Occupied Sheet Area Select the Occupied Sheet Area

Press Ctrl+Shift+*


Cell Copy and Date Insert Cell Copy and Date Insert Ctrl+’ copies the cell above. Ctrl + ; inserts today’s date. These shortcuts also work in Access.


Ultra Fast Sum, Count, AverageUltra 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.


Navigating SheetsNavigating Sheets

Right click the sheet navigation buttons at the left end of the horizontal scroll bar


It’s a DragIt’s a Drag

Right drag to copy/move Right fill to reveal other fill options


Automatic Appointment Automatic Appointment FormattingFormatting

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.


Make Contact from MessageMake Contact from Message In an email message, right click any

resolved address (To, From, cc, bcc) and choose Add to Contacts.


Outlook ShortcutsOutlook ShortcutsThe shortcut keys for Outlook are easy to

remember: Ctrl+Shift and:

I to jump to the InboxN to create a new noteC to create a new contactA for a new appointmentK for a new task


It’s a Drag, Part IIIt’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 assignmentHold Ctrl and select multiple contacts to

invite several people to a meeting or choose multiple recipients for a message.


It’s a Drag, Part IIIIt’s a Drag, Part III


It’s a Drag, Part IVIt’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


Arrange Contacts by Last Name Arrange Contacts by Last Name 1. Choose Tools E-mail Accounts2. 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.


Outlook – Printing in OutlookOutlook – 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.


Outlook – Print a DirectoryOutlook – 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.


Outlook – Print a CalendarOutlook – 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.


Outlook – Print a Workshop Outlook – Print a Workshop ScheduleSchedule

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.


Questions? Questions?

www.triadconsulting.com

http://www.triadconsulting.com/


Outlook – Changing SubjectsOutlook – 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.


Outlook – Natural Language DatesOutlook – 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


Outlook – New Address BooksOutlook – 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.


Outlook – Organizing MessagesOutlook – 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.


Word – Work menuWord – 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.


Word – Tools CalculateWord – 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.


Excel – Copy SubtotalsExcel – 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.


Word – Reordering ParagraphsWord – 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


Word –Table Rows and ColumnsWord –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


PowerPoint Photo AlbumsPowerPoint 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)


Working with DatabasesWorking with Databases

Sort Filter Subtotal Subtotal a filtered range Saving filter settings


Excel – Validation ListExcel – Validation ListIf 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.


Word – Track ChangesWord – 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.


Excel – Track ChangesExcel – 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.

Microsoft Office Power Users’ Toolkit

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