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How to Set Tags, Flags, and Reminders in Microsoft Outlook

How often do you receive an email in your Outlook inbox only to decide that you’ll deal with it another time? And how often do you forget to return to that email?

Yep, that’s not unusual. Many of us get so much email that we often leave our inboxes filled to the brim with messages that go unattended and unanswered. There must be a way to categorize and flag certain emails so they remain on your radar. And there is, if you’re using Outlook.

Microsoft’s desktop email program offers different ways to handle an email that you don’t want to face right away but still need to keep alive. You can tag a message with a name and color category so you can easily spot it and know how to respond to it. You can flag a follow-up to an email to nudge you to look at it on a specific day. And you can set a reminder on a message so you’re alerted about it at a specific date and time.  The goal of these actions is to highlight important emails in some way so your attention is drawn or redrawn to them. Let’s check out how to set tags, flags, and reminders on your important Outlook emails.

I’m working with Outlook 2016 as part of my Office 365 subscription, but the steps are the same or similar in the prior couple of iterations of Outlook. To start, open Outlook, stay in your inbox, and right-click on a message that you’ve already read but have yet to answer or organize. Here’s one thing you can do right off the bat. From the popup menu, click on the command to Mark as Unread. This action highlights your email in bold and shows you that there’s now another unread message in your inbox.

Another option is to place emails into color categories, a visual clue that tells you that you still need to deal with these messages. You can use color categories to highlight and organize related messages. And you can use each color category for different types of emails and create your own categories if color names don’t do the trick. Right-click on a different email and hover your mouse over Categorize. Click on a specific color category, such as Blue. The first time you use that category, you’re asked if you want to rename it. Let’s leave the name as is for now. Click No. Notice that your email now has a blue header at the top telling you it’s in the Blue category.

Select a few more messages and assign them to the same color category. Alternatively, you can select a message and click on the Categorize icon on the Home Ribbon to assign a category. Select a couple more messages and assign them to a different color category. Select a couple more and assign them to a third color category. You can select multiple messages and assign them all to the same category in one shot. Now click on the View tab to switch to the View Ribbon. By default, your messages are likely sorted by date. Change the view to categories by clicking on the Categories icon on the Ribbon, and your messages are now organized by category. Change the view back to date.

You can also search for a specific category. Click in the Search field and then click on the Categorize icon on the Search Ribbon. Select the category that you wish to search. Only messages in that category appear in the search results. Click the X in the Search field to remove the search.

To remove a message from a category, right-click on the message, move to the Categorize command, and select Clear All Categories. Next, you can rename your categories or create new ones if you want more descriptive names than just colors. Click on the Categorize icon on the Home Ribbon and select All Categories. At the Color Categories window, click on the New button. Type a name for the new category and assign a color. Click OK. To rename an existing category, select the category and click on the Rename button. Type the new name directly in the field of the existing name and press Enter on your keyboard. To remove an existing category, select it and click on the Delete button. Here’s one more trick before we leave this window. You can assign a keyboard shortcut to an existing category. Doing so lets you select a message and press the keyboard shortcut to put it in that category. Select an existing category, click on the dropdown menu for Shortcut Key, and select a shortcut. Click OK to close the Color Categories window.

Check your existing messages for a category that you renamed and notice that they display the new name. Select a message that you want to assign to a category for which you created a shortcut key. Press the keyboard shortcut and notice that the message takes on that category.

You can also draw your attention to certain emails by setting them with a follow-up flag and adding them to your Outlook To-Do list. Right-click on a message and hover over the Follow Up command. At the flyout menu, you can select a specific day or week, such as today, tomorrow, this week, or next week.

Select Today. A flag appears in the message as a visual clue that you need to attend to this message. Hover over or click on the To-Do List icon at the bottom of the left pane. Any messages you flagged this way appear in your To-Do list.

If you accomplish the To-Do item by responding to or dealing with the message, click on the Flag icon. A checkmark indicates that the item has been marked as complete. Okay, that’s fine, but what if you need a reminder to alert you to respond to a message? Right-click on a different message and move to the Follow-Up command. This time, select Custom. At the Custom window, select the way you want to flag the message or just leave the option set to Follow up. Select the Start date and the Due date. Then check the option for Reminder. Select a specific time for the reminder. By default, the Windows reminder sound will play when the reminder is due, but you can change that to a different sound. Click on the sound icon and browse to and select the sound you wish to hear. Click OK to close the Custom window. The item is added to your Outlook To-Do list but also carries with it a reminder.

When the due date and time arrive, a visual and audible reminder goes off, alerting you that it’s now time for you to pay attention to this message.

Whitney, Lance. “How to Set Tags, Flags, and Reminders on Your Microsoft Outlook Emails,” Windows Secrets, Best Practices, Office Productivity, January 9, 2018

Posted in: MS Office Tips and Tricks, Tech Tips for Business Owners

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10 Forgotton (but still useful) Tips For MS Word

Plenty of Microsoft Word commands have gathered a bit of dust over the years, but that doesn’t mean they aren’t useful for those who remember them. Here are 10 tricks you may find handy.

Perhaps no enterprise productivity tool is used more often in today’s office setting than Microsoft Word. It is the familiar workhorse that creates our emails, reports, proposals, and just about every other document important to the daily operation of business. Yet despite that popularity and familiarity, many quirks and tricks in Word go neglected and unused—tricks that could save us time and frustration if we could just remember them.

In an effort to remedy that situation, here are 10 useful Microsoft Word tips that many of us have forgotten about but shouldn’t have. These tips apply to any version beyond Word 2007 and in some cases even earlier versions than that.

1: Start typing anywhere

This is a simple tip I often forget myself. In the default Print Layout display mode, you can just double-click anywhere on a page and start typing. It doesn’t matter if the page is blank, Word will fill in the space above your cursor with blank paragraphs automatically. You don’t have to start at the top of the page and manually fill it in with blank lines.

2: Auto generate filler text

Even though it might not be the best tool for the job, many people use Word to create layouts in columns and around images, like in a newspaper. In some cases, planning a layout will require the use of filler nonsense text to help gauge page breaks, image placement, and so on.

You can generate filler text written in Latin by using a special command. Type this text into the document body:

=lorem(p,l)

Replace the “p” with the number of paragraphs you want and replace the “l” with the number lines you want. The command will fill in the Latin text for you automatically.

3: Replace special characters

As a former editor, I can attest to the usefulness of this next tip. You can use the search and replace function in Word to locate and replace special and nonprinting characters. This comes in handy when you want to replace double paragraph marks between paragraphs with single marks, for example, as shown in Figure A.


In the Find What field, I entered the code for double paragraph marks (^p^p). In the Replace With field, I specified a single paragraph mark (^p). You can use this technique to replace things like tabs, line breaks, and page breaks as well.

4: Replace styles and formatting

Similar to the previous tip, you can also use the Word search and replace features on styles and other formatting. For example, you might replace the boring normal text used for every mention of your new product in a press release with bold formatting.

To reach these extra parameters, click the More >> button in the Replace dialog box to access expanded options (Figure B). Then click on the Format button and set the format or style to what you desire.

5: Generate quick calculations

This tip may have limited uses, but it can still be useful in a pinch. You can use Word’s Calculate command to solve algebraic equations you have typed as text. The Calculate command is an obscure listing found deep in the All Commands tree. Navigate to File | Options | Quick Access Toolbar | All Commands and add the Calculate command to your Quick Access Toolbar. You can then use it to solve a highlighted equation. For example, if you type

=2+2

the calculated answer will appear in the lower left-hand corner of the Word document where the number of words normally appears.

6: Auto update date and time

In business, you often have to create a dated document, such as a monthly invoice, on a recurring schedule. You can save yourself some time by adding a date function that automatically updates the date each time you create a new invoice.

Place the cursor where you want the date to appear and then navigate to the Insert | Date & Time item on the Ribbon. You’ll have your choice of formats—just be sure to check the Update Automaticallybutton before you click OK.

7: Reveal paragraph styles

The underlying style of each paragraph or section of a document can sometimes be vital information. This is particularly true when a document is going to be run through a specific publication process.

Using an obscure setting found in the Word options menu, you can show the style of each paragraph in the left margin (Figure C). First, change to Draft Mode. Then navigate to File | Options | Advanced and scroll down to the Display section, where you will see this entry: Style Area Pane Width In Draft And Outline Modes. Change the number in that box to .5 inches and click OK. You should now see a pane that displays style information for your document.

 

8:Remove all manual formatting

It happens to everyone who uses Word on a regular basis—sometimes you screw up the formatting to a point where you just want to start over. There is a button on the Home tab of the Ribbon that many people don’t realize is there. It is the Clear All Formatting button and it can be a real time saver.

Highlight the text you want to clear and click that button (which looks like the letter A with an eraser over top of it). All manual formatting will be removed and the text will revert to the underlying style. Then you can start over.

9: Spike it

Just about everyone is familiar with the usefulness of the Copy and Paste keyboard shortcuts—but there is an often overlooked feature called Spike that may be even more powerful. With Spike you can move several bits of text, images, and tables from one document to a different part of the current document or to another document all at the same time.

First, highlight an area you want to cut. (Note: Spike will cut, not copy.) Next, press the keyboard shortcut Ctrl + F3. That places the text onto a special clipboard. You can keep adding to that clipboard using Spike without each new cut replacing the old one. Once you have everything you need, open a new document (or click somewhere in the same document, if you prefer) and press Ctrl + Shift +F3. Everything you cut will be placed at the new spot and the Spike clipboard will be cleared.

10: View side-by-side documents

On occasion you may want to view documents side by side. Word makes it easy with a feature found on the View tab of the Ribbon.

Open the documents in question and navigate to the View tab, where you will see the View Side By Side button. Clicking it will split the display in half, so you can see both documents at the same time. Clicking the Synchronous Scrolling button on the View tab will make comparison even easier.

Kaelin, Mark. “10 forgotton (but still useful) tips for Microsoft Office,” TechRepublic, Software, June 2016

Posted in: MS Office Tips and Tricks, Tech Tips for Business Owners

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Windows 10 Tip: Five ways to personalize notifications on your PC

Did you know you can easily personalize what notifications you get on your Windows 10 PC and how they show up, so you can focus on the ones most important to you?

To get started, head to Settings > System > Notifications & actions‌.

First, send notifications, reminders and alarms directly to the action center by right-clicking action center in your taskbar, then selecting Turn on quiet hours.

Stop notifications from showing during a presentation by turning on Hide notifications when I’m duplicating my screen. Or, keep them from showing on your lock screen when you’re not logged in by turning off Show notifications on the lock screen.

If you’re tired of seeing notifications from a particular app, turn them off next to the app under Get notifications from these senders – or, click on the app for more options.

You also always have the option to stop getting notifications on your PC by turning off Get notifications from apps and other senders.

Pidgeon, Elana. “Windows 10 Tip: Five ways to personalize notifications on your PC” Windows Blogs August 2017

Posted in: MS Office Tips and Tricks, Tech Tips for Business Owners

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Microsoft Excel: Why your spreadsheet is so slow

How to deal with “Out of Memory,” “Not Enough System Resources,” and more.

When your Microsoft Excel spreadsheet slows to a crawl, you can’t help but notice. It may take longer to open and save your files, longer for Excel to calculate your formulas, and longer for the screen to refresh after entering data, or sorting and formatting the cells.  System memory is the other issue that relates to Excel’s slowness.

Slow spreadsheets take longer to manage and, as always, time is money. We’ll show you how to tackle this problem.

When Excel spreadsheets get too big

Excel is capable of creating a very big spreadsheet, but the bigger it gets, the more memory is needed to keep it open on your PC.

In the current version of Excel, each spreadsheet has 1,048,576 rows and 16,384 columns (A1 through XFD1048576). Each cell can hold a maximum of 32,767 characters. I would not advise pushing these limits.

The number of records (rows), fields (columns), and formulas can slow down performance considerably. Every time you add new records, then press the Enter key—or use features such as Sort, Format cells, or Insert/Delete Columns or Rows—Excel recalculates all those formulas. This can cause a lag time of several seconds or more between each process. Using a lot of graphical elements can also hinder performance.

One solution, and one that I highly recommend, is to keep your spreadsheets small and tight, with fewer fields and, if necessary, fewer records. You can accomplish this by creating multiple spreadsheets in a single workbook, with links or three-dimensional formulas. You could also create Relational Database spreadsheets that connect your tables with unique, key fields.

Turn on Manual Calculation and use F9

Another solution is to turn off the Automatic Workbook Calculation option, instead using the Function key F9. When Manual Calculation is selected in the Calculation Options, Excel withholds calculating your formulas until you press F9.

1. Select File > Options > Formulas.

2. In the first section: Calculation Options under Workbook Calculation, click the Manual button.

3. Check the Recalculate Workbook Before Saving box if you want to ensure that the spreadsheet calculation is always current. Or uncheck this box if you plan to calculate the spreadsheet manually using the F9 key before exiting.

4. When finished, click OK.

Excel memory limits

Users constantly ask me: Why does my spreadsheet say “Excel cannot complete this task with available resources. Choose less data or close other applications?” Similar errors include “Not enough System Resources to Display Completely,” or “There isn’t enough memory to complete this action. Try using less data or closing other applications,” or just “Out of Memory.”

Although memory does not affect Excel’s calculation or manipulation speed, the size of your database (number of columns and rows used) is affected by the amount of available RAM in your system. Remember, just because your computer has 8GB of RAM, that doesn’t mean you have that much available to work with.

Excel has its own memory manager and memory limits. The 32-bit version has a limit of 2GB of virtual memory, while the 64-bit version offers up to 8TB of virtual memory. Contrary to some rumors, those numbers include the software itself, plus any add-in programs you have installed.

And that’s just in Excel. Other demands on your system’s memory include the OS, all the other applications that are currently open on your computer, plus a dozen other hidden processes such as DLLs, drivers, and a long list of .exe (executables) that are running in resident memory and/or in the background. Graphics, charts, formulas, and features such as the spell checker, sorting, and printing also consume memory.

For the many users still working with the 32-bit version of Excel, if your spreadsheets are less than 2GB and you’re still receiving memory error messages, try closing all other programs that are running (including the Internet and your email program) to gain additional working memory.

When it’s time to move from 32-bit to 64-bit Excel

If the performance and memory tips above both fail to increase your system’s performance or reduce the number of memory errors, then maybe it’s time to switch to the 64-bit version of Excel. This version does not limit your file sizes, but instead enforces limits only by available memory and system resources. This means if your system has 8GB of memory, Excel can access all of that minus whatever the system uses.

If you’re considering a change from Excel 32-bit to Excel 64-bit, here’s what to keep in mind:

1. Check out the Large Address Aware update. Microsoft rolled out this patch in June 2016, for 2013 and 2016 Excel versions. This update alters the 2GB limit on address space to 4GB when installed for the 32-bit version of Excel in the 64-bit version of Windows. For 32-bit Excel running in 32-bit Windows, the 2GB address space limit is increased to 3GB.

2. Other files are affected when you install this update: For example, for 32-bit Excel with 32-bit Windows, you must make a change in your boot file. Be sure to read Microsoft’s documentation on the Large Address Aware update before you install anything or make any changes.

3. 64-bit Office only works with 64-bit Windows. You cannot run the 32-bit and 64-bit versions of Office on the same computer. If you attempt this, Microsoft displays an error message.

4. If you want to upgrade from your 32-bit version to the 64-bit version, you must uninstall and then re-install Office. The reverse is also true.

32-bit vs. 64-bit Excel: Features you’ll lose

Despite the performance beneifts of 64-bit Office, Microsoft actually recommends the 32-bit version of Office for most users, because of its greater compatibility with other applications (particularly third-party add-ins). Also, some of Office’s application features are not supported in the 64-bit OS, such as:

1. The legacy versions of Equation Editor and Equation Builder are not supported

2. The Word Add-in libraries are also not supported (many dozens available online for free or for a minimal cost).

3. Some ActiveX controls and some VBA codes are not compatible.

4. Some database files in Microsoft Access have source code issues.

5. Outlook MAPI applications must be recreated, and

6. The Graphics Device Interface (GDI) rendering may have performance issues due to incompatibilities between the 32-bit and 64-bit devices.

Sartain.JD. “Microsoft Excel: Why your spreadsheet is so slow” PCWorld September 2017

Posted in: MS Office Tips and Tricks, Tech Tips for Business Owners

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Try These Top Add-Ins for Microsoft Word

You can beef up Microsoft Word with the right add-ins.

Microsoft Word packs a lot of features and functionality into one single application. But there’s always room for more. Perhaps you wish Word included a built-in dictation feature that converted your speech into text. Or maybe you’d like a Word feature that reads your documents aloud to you. Or perhaps you’d like a built-in translator that can translate your text from one language to another. Well, Word may not include these items, but you can tap into them by installing an add-in. Add-ins provide greater functionality and flexibility to an Office application so you can do so much more with the program.

You’ll find an array of Word add-ins through Microsoft’s online Office Store, but I’m going to highlight what I think are some of the top and most interesting add-ins to give you a head start. We’ll look at Dictate, an add-in that lets you dictate your documents directly into Word; TextAloud, an add-in that reads your text aloud to you; Read My Document; another add-in that reads your text to you; Translator, an add-in that can translate text in your document between different languages; Collins Dictionary; an add-in that offers a dictionary, a thesaurus, and a translator with audio pronunciation; and Wikipedia, an add-in that lets you access the online encyclopedia site without leaving Word.

Dictate

Windows 10, 8.1, and 7 already come with built-in speech recognition and dictation. But now there’s a new kid on the block. A Microsoft Garage project, Dictate is a free add-in designed for Word, PowerPoint, and Outlook. Tapping into the technology behind Cortana, Dictate uses speech recognition to convert your words into text. After installing this add-in, launch Word and you’ll see a new menu called Dictation. Click on that menu to display the Dictation toolbar.

Click on the Start button in the Dictate toolbar and begin speaking. As you dictate, you can see the text as interpreted by the Dictate add-in appear in the Response field next to the Start button. You can speak punctuation marks and other non-alphanumeric items, such as periods, commas, and quotes. You can say “new line” or “new paragraph” to move to a new line or paragraph.

The add-in supports 29 spoken languages and can handle real-time translation to 30 languages, so you can speak your text in one language and have it converted into the text of a different language. So, how did Dictate fare? Not as well I had hoped, at least initially. In my testing, Dictation got a fair number of words wrong and was no more accurate than Windows own Speech Recognition feature (which you can access from Control Panel). But the more I used Dictate, the more its accuracy improved. So, if you’re willing to put some time into training it, Dictate is definitely worth trying.

TextAloud

Here’s an add-in I’ve used for years to help me proofread and edit my documents. TextAloud reads your text aloud to you, so you can listen for any mistakes and hear how your documents sound. After you install TextAloud, open Word and click on the new TextAloud menu. From the TextAloud toolbar, you can opt to hear your entire document, the part starting from the cursor, or only selected text. You can pause, stop, and resume the speaking of your document. You can also alter the speed at which the voice speaks.

TextAloud isn’t free. The software by itself costs $29.95. If you want more natural sounding voices, you can add two AT&T Natural Voices for an additional $25. But if you need a reliable tool to help you listen to and verbally proofread your documents, TextAloud is worth the price.

Read My Document

Want a no-frills but free add-in that can read your documents to you? Read My Document fills that bill. Add Read My Document to Word. You have to trust the add-in and follow a few more steps. You then control it from the right pane and can access it by clicking on the Insert menu and selecting My Apps from the Add-ins button. Select the text you wish to hear or select the entire document and then click on the Read selected text button. You can pause or play the reading. The voice used by Read My Documents doesn’t quite have the smoothness of the AT&T Natural Voices but it’s not bad. It has a certain accent to it that makes it pleasing to the ear. You can’t switch voices or control the speech as you can with TextAloud. But for a free program, Read My Document is quite effective.

Translator

Using the power behind Microsoft’s own Translator app, the free Translator add-in can translate text in a document into a different language. After adding Translator, you’re prompted to open Word and trust the program. You can then access it by clicking on the Insert menu and selecting My Apps from the Add-ins button. The program pops up in the right pane. Choose the source and target languages. Select text in your document or select the entire document, and Translator displays the translation in the right pane. You can change the target language, and the displayed text automatically switches to your new language. Translator is a cool and convenient tool if you need to translate text on the fly.

Collins Dictionary

This helpful and free add-in provides a dictionary, thesaurus, and translator in one package, and can even pronounce words for you. Add Collins Dictionary from its page at the Office Store and then open it in Word. After you trust it, the add-in appears in the right pane. Select a word in your document, and the dictionary serves up a definition. In some cases, you can click on a speaker icon to hear the word spoken aloud.

Click on the link for the Thesaurus, and Collins offers synonyms for the word you selected. Then click on the Translator link, select a source language, and Collins translates the text into your chosen language, courtesy of Microsoft Translator.

Wikipedia

Yes, you can always access Wikipedia directly from the Web. But this free add-in provides access to the online encyclopedia within Word. After you add Wikipedia, the usual right pane pops up. Writing about a specific topic, and want to learn more about it? Just type a word or phrase in the search field and click on the search icon, or just select text in your document. The program displays the Wikipedia entry about your subject. Scroll down the pane and you’ll find more information and a link to expand the article to get even more details. Clicking on a link within the article brings you to a new article corresponding to the link, and all within the same pane. If you use Wikipedia as a source of information, you’ll find this a helpful and handy add-in.

 

Whitney, Lance. “Try these Top Add-in’s for Microsoft Word,” Windows Secrets July 2017

Posted in: MS Office Tips and Tricks, Tech Tips for Business Owners

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6 Features to Make you More Productive in Microsoft Office

Microsoft Office is a software which is running on almost every computer.  It is a valuable tool that is used by many on a daily basis. You need it whether you are a professional, a retiree or a student.

When Microsoft releases new versions of Office, it always comes with new and improved features.  So, if you want to take full advantage of this tool it is important that you stay up-to-date and familiarize yourself with its many new features.

Here’s a list of some good tools that I think you will find very useful.

1. The Smart Lookup Feature:

This is a feature which makes it easier to find facts through search engines.  This feature is available in Word, PowerPoint, and Excel. This will launch a pane, which is powered by Bing, Microsoft’s search engine. Articles, definitions, images etc. will appear in the pane.

  1. Select the portion of text you want to look up.
  2. Right Click, Select “Smart Lookup” or go to Review > Smart Lookup  for Office 2016
  3. Right Click , select “Search with Bingfor Office 2013

2. Helping you with Recent Documents:

  • Click File > Open > Recent Documents

This feature is turned on by default, but you can turn it off, turn it back on, or adjust the number of files that it displays. So, if you want to change the number of files that appear in the list of recently used files:

Directions for Word 2016

  1. Click the Microsoft Office Button, and then click Options.
  2. Click Advanced.
  3. Under Display, in the Show this number of Recent Documents list, click the number of files that you want to display.

Directions for Word 2013

  1. Click File > Options > Advanced
  2. Make changes desired under “Display
  3. Click okay

3. The ‘Tell Me’ Feature: (in Office 2016)

You’ll notice a text box on the ribbon in Office 2016 that says ‘Tell me what you want to do.’ This is a text field where you can enter words and phrases about what you want to do next and quickly get to features you want to use or actions you want to perform. You can also use Tell Me to find help about what you’re looking for, or to use Smart Lookup to research or define the term you entered.

4. Using Date Fields:

Microsoft Office offers the feature of adding the latest date and time to the document. When you use the document on any other date, then you can put the current time and date on it. It only takes seconds. It is possible that you may forget to update the date and time, so Word offers a feature which helps in updating it automatically.

  1. Click in the document where you want to insert the date.
  2. Click Insert > Date and Time.
  3. Choose the correct format.
  4. Check the box: Update Automatically (optional).
  5. Click OK.

 

5.  Creating Graphs from Tables is as Easy as 123:

If the document that you are writing has a lot tables in it and you need to create graphs, the new Word feature has made it easier to convert the tables into graphs.

  1. Select the table to be converted.
  2. Click on Insert > Chart
  3. Select the chart type and click OK

6. Translation Options:

You can translate the document into different languages by using the translate feature.  You can translate just a word or as many sentences as needed.

  1. Right Click > Translate
  2. Select the Language of choice in the Research window
  3. Click Insert and the text you selected will be translated.

These are just a few of the many features offered in Microsoft Office.  I hope they are helpful!

Manzoor, Adnan. ” 7 Things You Should Know About Microsoft Office to Make Work Easier” Lifehack June 2017

Posted in: MS Office Tips and Tricks

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Do you Know These Double-click Tricks in Excel?

Do you know these Double-click Tricks in Excel?

Most of us think of mastering formulas, learning macros and being super good with charts when we think of being productive with spreadsheets. But often learning simple stuff like keyboard shortcuts, using mouse and working with menus and ribbons can be a huge productivity booster for us.

Double Click on the Office Button / Logo to Close Excel

 

 

This is simple. Displays “do you want to save…” dialog if the workbook is not saved.

Adjust column widths by selecting multiple columns and double clicking on the separators

 

 

 

 

This is my favorite. You can use the same trick to adjust row heights too.

Double-click in the corner, just above scroll-bar to include a split

 

 

 

 

It is surprising that very few people know about split and freeze panes feature in excel. I have often seen colleagues struggling to freeze top row of a large workbook or include a split so that they can see 2 different things at a time.

You can also create a vertical split by clicking on the little bar shape next to horizontal scroll-bar near bottom right corner of the excel window.

(If you are wondering where the split would be created, it will be created at selected cell’s row (or column))

Double click on ribbon menu names to collapse ribbon to get more space

 

 

 

 

In MS Office 2007 you can double click on the ribbon menus to collapse the ribbon to one line. In Excel 2003, when you double click on the empty space in the toolbar area, it opens up the “customize” window (same as Menu > tools > customize)

Auto-fill a series of cells with data or formulas by just double clicking

 

 

 

 

I have saved countless minutes ever since I learned this little trick. Lets say you have a table where in one column you have some data and in the next you have written a formula in the first row. Now how would you copy the formula and paste it in all cells in that column?

Copy the formula (ctrl+c), select all cells, paste the formula.

Well, no more. Just select the formula in first cell, double click in the bottom right corner and see the magic.

The trick works for formulas, auto-fills (of numbers, dates, what not) as long as the adjacent column has data.

Jump to last row / column in table with double-click

 

 

 

 

Just select any cell in the table and double click on the cell-border in the direction you want to go. See the screencast.

Lock a particular feature and reuse them with double-click

 

 

 

 

 

 

 

You can lock any repeatable feature (like format painter, drawing connectors, shapes etc.) by just double clicking on the icon (in Excel 2007 this works for format painter, but for drawing shapes you need to right click and select lock drawing mode). This can save you a ton of time when you need to repeat same action several times.

Chandoo. “Do you know Double-click Tricks in Excel?” Excel Howtos, Learn Excel June 2009

Posted in: MS Office Tips and Tricks

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4 Ways to Lock Your Windows 10 PC

Many of us are responsible for not only our own data, but the data of our clients as well.  Whether  or not you are subject to compliance regulations such as those in the medical or financial services industry, it is vital that we take seriously the security of the data that is entrusted to us.

Most importantly, you should never leave your PC unattended. But if you have to leave your Windows 10 PC alone for a period of time and don’t want to shut it down, we have a few alternatives for you.

Give these tips a try!

  1. Windows-L

Hit the Windows key and the L key on your keyboard. Keyboard shortcut for the lock!

  1. Ctrl-Alt-Del

Press Ctrl-Alt-Delete. On the menu that pops up, click Lock. Easy as 1,2,3 –  done!

  1. Start button

Tap or click the Start button in the bottom-left corner. Click your user icon and then select Lock.

 

  1. Auto lock via screen saver

You can set your PC to lock automatically when the screen saver pops up. Go to Control Panel > Appearance & Personalization > Change screen saver and then check the box for On resume, display logon screen. You can also set a time for how long your PC should wait before starting the screen saver. Now, when you exit out of the screensaver, you’ll need to enter your system password to get back in.

 

With Windows 10 Creators Update, Microsoft moved this screen saver setting from the Control Panel to Settings. You can find it by going to Settings > Personalization > Lock screen > Screen saver settings.

 

Posted in: MS Office Tips and Tricks, Security

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Make Important Email Standout in Outlook

 

To make sure emails from important contacts stand out and do not go unnoticed, you can set up a rule that makes the email appear in a specific color or a specific size and type of font. For example, you can make emails from your boss appear in a larger font or have emails from family members all appear in red. To set up the way emails are displayed for Outlook 2016, Outlook 2010 and Outlook 2007:

For Outlook 2016:

  • Go to the View tab

  •  Select View Settings

 

  • Choose Conditional Formatting

 

  •  Click add
  • Name your rule
  • Click on Font and pick a color, style and size and click OK

 

  • Click on Condition

 

  • Type in the email address of the sender or senders you want to highlight. For multiple people, separate the email address with a semicolon.

 

For Outlook 2010:

  • Go to View tab

 

 

  • Select View Settings

 

  • Choose Conditional Formatting

 

  • Click Add
  • Name your rule
  • Click on Font and pick a color, style and size and click OK

 

  • Click on Condition

 

  • Type in the email address of the sender or senders you want to highlight. For multiple people, separate the email addresses with a semicolon.

 

For Outlook 2007:

  • Go to the tools menu

 

  • Select Organize, using colors

 

  • Then choose specific colors for emails from specific people

 

  • More advanced automatic settings for applying font type and size to emails can be added by selecting Automatic Formatting in the top right corner of the Using Colors screen.

 

  • Click “Add” to create more rules
  • When you’re finished creating your rule, important email will stand out.

 

 

Kantra, Suzanne. “Make Important Email Standout in Outlook with Color Coding” Techlicious February 2017

Posted in: E-mail, MS Office Tips and Tricks, Tech Tips for Business Owners

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The 10 Best Features Coming to Windows 10

Microsoft wants to make you love your computer again.

This spring, Microsoft will release the next major update to Windows 10. Dubbed Creators Update, the free download includes new 3D apps, VR capabilities and 4K game streaming among its flashier features.

But you don’t need to be a graphics professional or VR-headset owner to appreciate what the Creators Update has in store.

I believe these are the true top 10 features coming to Windows 10 — not the snazziest, but the ones that might actually make Windows work better when you’re trying to get work done. As neither a visual artist nor a VR early adopter, these are the changes I’m most excited about.

  1. Smarter Settings layout

If you head to the Bluetooth page in Windows 10’s Settings page right now, you won’t find a button to Add a Device, which I find maddening. Instead, you must tab over to “Connected Devices” to perform the simple, common task of adding a Bluetooth peripheral to your computer. There’s also no easy way to disconnect from a Bluetooth device without removing it entirely.

Creators Update addresses this mess by combining the separate “Bluetooth” and “Connected devices” pages into one “Bluetooth & other devices” page in Settings where you can add, remove, connect and disconnect devices at will.

Elsewhere in Settings, you’ll find new categories for “Apps,” “Gaming” and “Mixed Reality” as well.

  1. Free up disk space without lifting a finger

Hard drive nearing capacity? Mine always seems to be. Creators Update can help keep your drive from filling up with crap. Head to Settings > System > Storage and turn on Storage sense.

With this setting enabled, Windows will automatically delete unused temporary files, as well as files that have been in the Recycle Bin for more than 30 days. I’m pretty good with emptying the Recycle Bin on something approaching a regular schedule, but I’m also very happy to have Windows track down and eradicate needless temp files.

  1. Action Center sliders

Right now, when you swipe in from the right edge of your screen to call up the Action Center, there’s a control to adjust display brightness — but tapping it only bumps up display brightness in huge, 25 percent blocks. Usually, I’m looking for finer control. But Creators Update offers handy sliders for both brightness and volume.

Microsoft is also testing a slider that could help you fine-tune the balance between your computer’s battery life and performance. You can see a picture of that below.

  1. Easier to change screen resolution

One of the more puzzling things about Windows 10 is how difficult it is to change the resolution of your display. (Currently, you must right-click on the desktop, select Display Settings, scroll to the bottom and click “Advanced display settings” to find it.)

I’d argue that the display resolution isn’t exactly an “advanced” setting, and Microsoft finally agrees; Creators Update places the screen resolution drop-down in its rightful place on the main Display settings page.

  1. Hit the Pause button on automatic updates

I agree, the worst part about Windows 10 is automatic updates. With Creators Update, you can’t stop automatic updates from happening, but you can delay some of them — for about a month, anyhow. Head to Settings > Update & security > Windows Update and click Advanced options under Update settings. Here, you’ll see a toggle switch for Pause Updates, which lets you prevent updates from being installed for up to 35 days.

You aren’t completely free from the specter of an automatic update taking control of your machine and potentially losing unsaved work. As the panel clearly states, “some updates… will continue to be installed.” But, hey, at least it’s a start.

  1. Metered Ethernet connection

Originally designed to give you control over your data usage if you’re using, say, a mobile hotspot or a satellite connection that has a data cap, a metered connection also has the added benefit of keeping Windows Updates at bay. Windows won’t download the update until you tell it to, or set your connection as unmetered.

But what if your computer is connected with a physical Ethernet cable? Creators’ Update adds that as well. To set your Ethernet connected as metered, head to Settings > Network & Internet > Ethernet and then click your Ethernet network. Next, toggle Set as metered connection.

  1. High DPI support

It’s a bummer to upgrade to a 4K display only to find some of your apps look blurry, because the developer has yet to update them to run on a screen with so many pixels. Creators Update adds a way for you to override DPI settings so individual apps can scale properly (read: crisply) on high-resolution displays. Here’s how:

Right-click on the app and choose Properties. Click on the Compatibility tab and check the box for Override high DPI scaling behavior and then choose System (Enhanced) from the pull-down menu.

  1. New Reminders recurrence options

Forget to pay your cable bill or buy flowers for your wedding anniversary? Hopefully, never again: Creators Update adds two new options for Cortana Reminders, so you can now ask Cortana to remind you to do something “Every Month” or “Every Year.”

  1. Share menu where you want it

Currently, when you hit the share button in an app, the sharing options slide in from the right edge of the screen — usually not where I’m looking. But soon, the share window will pop up right in the center of the current app. The new Share menu in Windows 10 Creators Update offers the usual suspects — Cortana Reminder, Facebook, Mail, OneNote and Twitter — and also features suggestions to install the Box, Dropbox and Line apps.

  1. Night light for less blue light

Staring at an unnaturally blue screen at night can shift your body’s natural clock and make it difficult to get a good night’s sleep. Your phone likely has a way to switch to warmer colors at night, and Windows soon will, too. In Creators Update, there’s setting to lower the blue light of your PC. Head to Settings > System > Display > Night light settings. You can schedule it to come on at sunset or manually set hours. You’ll also find a new Night light button in the Action Center to toggle the setting on and off.

Elliot, Matt.  “10 Best Features Coming to Windows 10” CNET February 2017

Posted in: MS Office Tips and Tricks, Tech Tips for Business Owners

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