Microsoft Office Tips and Tricks

Transcription

1 What We ll Discuss Microsoft Office Tips and Tricks David DK Kornegay Client Service and Success Strategies How I use what I got The mentality behind tricks up my sleeve to fill in the gaps get the job done faster or easier work for a team environment Shortcuts to try on your keyboard 2 Key Tools for Today Right-click tricks Right-click in various areas to see what options you ll get it s often easier and faster than figuring out what is where in the top menu! 4 Quick Access Toolbar Right-click on your top menu and choose Customize Quick Access Toolbar for features you use often, or right-click on a function to add it to the toolbar Copying/Pasting in PowerPoint Instead of traditional Pasting, consider using Paste Special options: Keep Text Only removes formatting and fits your current font style, size and color (handy for copying/pasting from webpages or other documents) Paste as a Picture (handy to make text, data and graphs as read-only) Paste Special gives even more options 5 6 1

2 Copying/Pasting in Excel Excel is sometimes too smart for it s own good, so consider using Paste Special: Paste Values (results from a formula) Transpose (turns horizontal to vertical or vice-versa) Paste Link (links one cell to the original so you only edit in one place) Undo or CTRL + Z on your keyboard (note the small dropdown arrow allows you to pick and choose a certain mistake to undo) Shapes: insert arrows, lines, text boxes or more (note expands to show all options) Align: got a text box or picture you can t get centered? These buttons gives you a fast way to move something! Normal 2. Slide Sorter 3. Reading view 4. Slide Show view (can also press F5 to start show from beginning) Most useful: 1, 2, 4, 7 5. Zoom 6. Zoom slide bar and buttons 7. Auto-expand slide to fit screen Toolbars: these stay hidden until you pick something such as a picture or text box, and will have handy related features. Usually appears at the top center. Format Painter: Pick a word and click this button. This allows you to apply the look to another word. Double-clicking locks the formatting in place for multiple changes (press ESC to turn off the brush) Crop: Select a picture or graphic, then click this button to get rid of unnecessary edges 9 10 Bullets and Numbers Use menu icons at the top, or right-click in a text box for these options Click on the small arrow to allow choices Bullets and Numbering such as color, size, change the number, etc. Use Templates! WORD and EXCEL Styles found on Home great for quickly changing an entire document and for sections such as a table of content POWERPOINT Themes found under Design Pre-built templates Slide Master found under View create your own templates Worst case remember the Format Painter! 11 2

3 Use Templates! OUTLOOK 1. Templates Create an , click FILE, then Save As an Outlook Template The next time you need the template, it will be under New Items, then More Items 2. Auto Parts Type text in an , then highlight it to save the selection in a library/gallery of often used content 3. Auto Signature Use alternative signatures for various responses Data Entry: The DK Way Management Flags or Tasks Many desktop systems have an ability to remind you of a task via some type of notification Often, you can right-click on an to remind you to Follow Up by a certain date and even set up a notification alert Look familiar? TIP: Outlook allows you to drag/drop an onto the Task or Calendar area to automatically copy text into the task s or event s description Rules Folders Folders act as containers for like your computer s file folders Outlook and other desktop systems often have a right-click functionality to add folders and sub-folders Many web-based systems have a link to add or rename folders or categories 3

4 Match Your Folders , Desktop and Hard Copy Folders should have a matching structure for: Consistency Ease of use Easy to train What documents, forms, s, etc. are your categories and subcategories? Useful Keyboard Shortcuts: Word/XLS/PPT Copy Cut Paste Paste special Undo command Repeat command Zoom In/Out Find a word Find and replace CTRL+C CTRL+X CTRL+V CTRL+ALT+V CTRL+Z CTRL+Y CTRL+ Scroll wheel on mouse CTRL+F CTRL+H Print Open an existing file Start a new file Save a file Bold Underline Italics Line Break CTRL+P CTRL+O CTRL+N CTRL+S (except in Outlook: it sends an ) CTRL+B CTRL+U CTRL+I SHIFT+ ENTER 20 PowerPoint Keyboard Shortcuts Start a presentation from the beginning. Perform the next animation or advance to the next slide. Perform the previous animation or return to the previous slide. Go to slide number. Display a blank black slide, or return to the presentation from a blank black slide. Display a blank white slide, or return to the presentation from a blank white slide. End a presentation. F5 N, ENTER, PAGE DOWN, RIGHT ARROW, DOWN ARROW, or SPACEBAR P, PAGE UP, LEFT ARROW, UP ARROW, or BACKSPACE number+enter B or PERIOD W or COMMA ESC or HYPHEN 21 Internet Browser Keyboard Shortcuts Toggle in/out of full page view. Reopen the last closed webpage tab (before you close your browser) Open a new browser window Refreshes the webpage Zoom in/out remove zoom and go back to original webpage size Search for a word on a webpage. Esc to turn it off. Save the webpage as a favorite Open a history of website visits F11 Ctrl+Shift+T Ctrl+N F5 Ctrl+scrolling your Mousewheel Ctrl+0 Ctrl+F, F3 Ctrl+D Ctrl+H 22 Internet Browser Keyboard Shortcuts to open a webpage in a new tab within the window Hold Ctrl and left mouse-click on a link (can also right mouse-click on a link to do this) open a webpage in a new, separate window Hold Shift and left mouse-click on a link (can also right mouse-click on a link to do this) Quick tips for selecting text on webpages: If you use Internet Explorer, you can hold Ctrl and left-click on a sentence or paragraph to automatically select that phrase to copy into another document. If you use Chrome or Safari and need to select a whole word, double-click on a word and don t release the button on the second click. 23 4

5 Now, go show your stuff 5