Top Ten ( or maybe more!) Microsoft Office 2010 Tools

1. Top Ten (or maybe more!) Microsoft Office 2010 Tools Rob Silverman Pharmacy Informatics Virtual Conference June 27 2012

2. Rob Silverman, PharmD Program Manager, Pharmacy Clinical Informatics Pharmacy Benefits Management Services

3. Introductory Poll Question • How can you stop the flurry of Reply-to-All responses from an email? • Use the Microsoft NoReplyAll Add-In feature • Put the recipients or distribution list in the BCC line • Use RMS or PKI encryption • A and B • All of the above

4. Objectives • After completing this course, attendees will be familiar with several aspects of Microsoft Office 2010, including but not limited to: • Using Microsoft Excel PivotTables to generate counts of large amounts of data • Using Microsoft Excel Conditional Formatting to help improve readability of large amounts of data • Generating a Microsoft Outlook email message with the NoReplyAll format • Managing multiple signatures in Microsoft Outlook email messages in order to provide context-sensitive contact information • Collaborative document management using Microsoft Word and SharePoint • Detailed document editing using Microsoft Word’s Track Changes feature and managing multiple document versions

5. Table of Contents • Word • Outlook • LiveMeeting • Internet Explorer ---------------------------------------------------------------------- • Excel • PowerPoint • OneNote • Visio

6. Handouts • Materials for this class include: • This PowerPoint Presentation • A Word Document for practice scenarios • An Excel File for practice scenarios • A PowerPoint File for demonstration purposes • They may be obtained from the Handouts feature in LiveMeeting and will be made available on a SharePoint site following the conference

7. Microsoft Word

8. Microsoft Word • Sentence Case • Undo/Redo • Ribbon • Copy/Paste • Version Control and Track Changes • Document comparison (two documents) • Document comparison (same document) • Document collaboration on SharePoint

9. “State Your Case!” THIS IS A SENTENCE. this is a sentence. This is a sentence. THIS is a sentence. Shift-F3 Shift-F3 (without highlighting)

10. “Wait … before we get too far, can I take a Mulligan, please?” UNDO (CTRL-Z) REDO (CTRL-Y)

11. “Customized…”

12. “Is it Glue or Paste?” • CTRL-C = COPY, CTRL-V = PASTE

13. Version Control

14. “I need to be in two places at once!”

16. “I need to be in two MORE places at once…”

17. SharePoint and Document Collaboration • Watch the READ-ONLY state of your documents to know whether you can make or save changes to them…

18. Microsoft Outlook

19. Microsoft Outlook • Conversations • NoReplyAll • Voting and Replies • Signature Blocks • Communicator and LiveMeeting integration

20. “Conversationally Speaking”

21. “Me, too; Me, three; Me, four!” • Outlook 2010 does not handle the NoReplyAll form the same way as previous versions. • You can download the Add-In from the following link: • http://research.microsoft.com/en-us/downloads/60860f41-88ab-4bb4-8104-765feca9cfed/default.aspx • Administrator Rights are required to install the feature • You can now toggle a received NoReplyAll message to manually allow replies to all recipients. • You can change the state of a message once received, allowing you to make a reply into the NoReplyAll format. • NoReply and NoForward are also available

22. Note … the software has been updated since I first loaded it. Your screens may look different as a result of getting a newer version! Lucky…

23. “No way we’ll get that around here…” • If you are convinced that you’ll never be able to get the NoReplyAll Add-In loaded at your site, there is a “poor-man’s alternative” available to you • Put all the recipient groups in the Blind Carbon Copy (BCC) line!

24. “But Wait! That’s not all!! If you act now …”

25. “Your ‘John Hancock’, please…” • Outlook email supports multiple Signature Blocks • Where to set them up: FILE > OPTIONS > MAIL > SIGNATURES • Or the Signatures Icon • Set up different signatures for various purposes

26. “Insert SIGNATURE BLOCK Here…”

27. “Send me a message, INSTANTLY!” Rob Silverman, PharmDProgram Manager, PBM Clinical Informatics Mobile: 708.243.3660 | Email: robert.silverman@va.gov | Instant Message • Hyperlinks are a great choice to include in your signature block • The INSTANT MESSAGE (Communicator) link is set up in this format: • sip:robert.silverman@va.gov • Find icons and other prefixes at http://www.howto-outlook.com/howto/messaginglinks.htm

28. “Gimme a call…” The Outlook/Communicator Integration allows you to sign on to Communicator from your outlook window

29. “Let’s all meet at my place” • You can host a CONFERENCE CALL or a LIVE MEETING … automatically sets up a teleconference line for you. • Those callers with laptops (microphone/speaker) may find joining the Conference Call a bit interesting. See next slide to save you some frustration.

31. Microsoft Office LiveMeeting

32. Microsoft Office LiveMeeting • Sharing Control • Poll Questions

33. “Can’t we all share in the sandbox?” Live Meeting Upload File vs. Share a Program Poll Features

36. Internet Explorer

37. I can’t resist one Internet Explorer Slide (I know it’s not an Office application!)

38. Microsoft Excel

39. Microsoft Excel • Filters • Pivot Tables • Conditional Formatting • Data Validation • Document movement • Panes

40. “Filters are for more than just coffee”

41. Filters … once set, you can SORT and SELECT

42. “Twist? Turn? Spin ? … no, it’s Pivot!”

43. Pivot Table Results

44. “Maybe means Maybe. Conditionally.”

45. “LOOKing in all the right places” Demonstration Data Validation List (Drop-Down Box) VLOOKUP IFERROR

46. “Make a Selection” • Given a large set of data, you can use: • HOME key = move to the left-most column of data (same row as you are currently in) • CTRL-HOME = move to the beginning of your data • CTRL-END = move to the end of all your data • CTRL-SHIFT-END = select from current cell to the end of the data • This may be practiced on the accompanying spreadsheet.

47. “Freeze, Mister” • Use the FREEZE PANES command to lock the left and/or top of the spreadsheet so that you can scroll through large amounts of data without losing the headers. • Set the freeze at the first column/row AFTER where you want the panes to be kept. • In the example spreadsheet, freeze the panes at cell B2. This will freeze Column A and row 1.

48. Microsoft PowerPoint

49. A moment on PowerPoint

50. Other PowerPoint Commentary • Master Slides • Backgrounds • Slide Numbers