WORKING SMART

Crystal M. ThomasHenrico County DSS

(804) 501-5269tho43@co.henrico.va.us

POSSESS Central Region Member

October 31, 2007

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OUTLINE

1. General Time Management Tips2. Getting More Out of Microsoft Word and

Excela) Microsoft Word or Excelb) Microsoft Wordc) Microsoft Excel

GENERAL TIME MANAGEMENT TIPS

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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

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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

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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

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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

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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 MenuRemove a Document from the Work Menu Ctrl+Alt+- Work Click the document that you want to remove

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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

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Create a Summary of a Long Document

CLICKS AND STEPS: Tools AutoSummarize Select the desired Type of

summary and Length of summary, OK

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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