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Microsoft Office Power Users’ Toolkit

Getting the Most Out of Word, Excel, and Outlook. Microsoft Office Power Users’ Toolkit. Gini Courter Annette Marquis TRIAD Consulting. Focus of Today’s Session. Office 2003 Launch Word Excel Outlook. Housekeeping.

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Microsoft Office Power Users’ Toolkit

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

  2. Focus of Today’s Session • Office 2003 Launch • Word • Excel • Outlook www.triadconsulting.com

  3. 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 www.triadconsulting.com

  4. 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. www.triadconsulting.com

  5. Office 2003 – Small Business • Breakout Session 1: How to Connect to CustomersLearn 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. www.triadconsulting.com

  6. Office 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. www.triadconsulting.com

  7. 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 www.triadconsulting.com

  8. 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 www.triadconsulting.com

  9. 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! • Right click any toolbar and choose Customize. • On the Options page, enable the first two checkboxes. www.triadconsulting.com

  10. Resizing Text Word, PowerPoint, Publisher • Select text • Press Ctrl+Shift+ right arrow to increase • Press Ctrl+Shift+ left arrow to decrease www.triadconsulting.com

  11. Display Shortcuts in ScreenTips All Office apps except Excel • Tools > Customize • On Option tab, enable Show Shortcut Keys in ScreenTips check box www.triadconsulting.com

  12. Insert a Hyperlink All Office apps • Select the text for the link • Press Ctrl + K to open dialog box • Click Address text box • Launch default browser, find the web site • Switch back to Office application and click OK www.triadconsulting.com

  13. Saving Versions in Word Save different versions of a document within the same file, rather than renaming the file. • Choose File > Versions from the menu. • Click Save Now. • Enter comments and click OK. Choose File > Versions again to retrieve a specific version. www.triadconsulting.com

  14. Skip Spell Check in Word • Select the text that you don’t want to spell check. • Choose Tools  Language  Set Language to open the Set Language dialog box. • Enable the Do Not Check Spelling or Grammar check box (2002 or 2000) or No Proofing (Word 97) then click OK. www.triadconsulting.com

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

  16. 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. www.triadconsulting.com

  17. Toggle Text Case in Word • Select the text then press Shift+F3 to switch to the next case. Repeat as needed. www.triadconsulting.com

  18. 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. www.triadconsulting.com

  19. Extend Selectionin Word • Place the insertion point at the beginning of the selection. • Press F8 (Extend Select). • Use the mouse or the arrow keys to move to the end of the selection. Esc clears the selection. www.triadconsulting.com

  20. 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 www.triadconsulting.com

  21. Select Non-Consecutive Text in Word Select the first section of text. Hold CTRL and select additional items. This also works in tables. www.triadconsulting.com

  22. Editing the Custom Dictionary In Word 2002: • Choose Tools  Options to open the Options dialog box. • On the Spelling & Grammar tab click the Custom Dictionaries button then click Modify. www.triadconsulting.com

  23. 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. www.triadconsulting.com

  24. Precision Tab Placement Hold Alt while dragging a tab on the ruler for the precise location of the tab stop. www.triadconsulting.com

  25. 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 www.triadconsulting.com

  26. One-Button Charting in Excel • Select the data to be charted. • Press F11. www.triadconsulting.com

  27. Select the Occupied Sheet Area • Press Ctrl+Shift+* www.triadconsulting.com

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

  29. 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. www.triadconsulting.com

  30. Navigating Sheets • Right click the sheet navigation buttons at the left end of the horizontal scroll bar www.triadconsulting.com

  31. It’s a Drag • Right drag to copy/move • Right fill to reveal other fill options www.triadconsulting.com

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

  33. Make Contact from Message • In an email message, right click any resolved address (To, From, cc, bcc) and choose Add to Contacts. www.triadconsulting.com

  34. Outlook Shortcuts The 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 www.triadconsulting.com

  35. 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. www.triadconsulting.com

  36. It’s a Drag, Part III www.triadconsulting.com

  37. 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 www.triadconsulting.com

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

  39. 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. www.triadconsulting.com

  40. Outlook – Print a Directory To create a phone list/directory: • In the Contacts folder, switch to the Address Card or Detailed Address Card view. • Choose File > Page Setup. Choose Phone Directory style for a phone list or one of the booklet styles for an address book. www.triadconsulting.com

  41. Outlook – Print a Calendar • In the Calendar folder, choose the view that most resembles the calendar you want to print. • Choose File > Page Setup and select the type of calendar you want to create. www.triadconsulting.com

  42. Outlook – Print a Workshop Schedule • In the Calendar, create a new view. Choose View > Current View > Define Views. • Click the New button. • Create a Card view. • Include the Fields (in order) that you want to use. Set the Sort order. • Apply the new view, then choose File > Page Setup and choose a directory or booklet print style. www.triadconsulting.com

  43. Questions? www.triadconsulting.com www.triadconsulting.com

  44. www.triadconsulting.com

  45. 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. www.triadconsulting.com

  46. 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 www.triadconsulting.com

  47. Outlook – New Address Books Any Contacts folder can be an address book. • Right click the folder. • Choose Properties from the shortcut menu. • Click the Outlook Address Book tab. Enable the check box and click OK. www.triadconsulting.com

  48. Outlook – Organizing Messages • In Outlook 2000/2002, you can automatically color or move incoming messages. • With the Inbox open, click the Organize button on the Standard toolbar. Choose Using Colors or Using Folders. www.triadconsulting.com

  49. Word – Work menu The optional Work menu allows you to have easy access to frequently used files. • Choose View > Toolbars > Customize. • Add the Work menu command from the list of Built-In menus to the menu to the left of the Window menu. • To add the current document, choose Work > Add to Work menu. www.triadconsulting.com

  50. Word – Tools Calculate The Tools Calculate command adds and subtracts selected numbers, even if they’re embedded in other text. • Add the Tools Calculate command to a toolbar or menu • Select the text that includes the numbers; you can also include surrounding non-numeric text. • 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. www.triadconsulting.com

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