office tips and tricks
TRANSCRIPT
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June 5, 2007
Cool Tech Tips:Outlook, Office and Other Apps
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Outlook
• Color-code your e-mails– Tools → Organize
– Select “Using Colors” on the left
– Click “Apply Color”
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Outlook
• Don’t want to color-code? Use flags!– Tools → Rules and Alerts
– New Rule
– Select “Flag messages from someone with a colored flag”
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Outlook
• Recover deleted e-mails (even hard-deleted ones!)
– Run this update
– Close and reopen Outlook
– Tools → Recover Deleted Items…
– You will see a list of all emails you have deleted in the last seven days. Click the Recover icon to restore a message.
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Outlook
• Color-code your calendar– Use “Label” to select a category for each
calendar item. Once categorized, the items will be colored for easy identification.
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E-mail Etiquette
• “Reply to All” – Stop and think before you “Reply to All.”
Does everyone need to see your response? Sometimes yes, sometimes no…you need to make a judgment call.
– If you are responding with a personal note, triple-check that you are NOT using “Reply to All.”
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E-mail Etiquette
• “Out of Office” Autoreplies – It’s becoming normal practice to
configure an autoreply when you will be away from your e-mail for a lengthy period of time.
– Outlook 2003 is smart enough to autoreply only once to each sender.
– Tools → Out of Office Assistant…
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E-mail Etiquette
• Use the subject line to summarize your message– If you want someone to respond quickly,
make it easy for them!
– Examples:• Newsletter
vs
• Newsletter going @2pm, ok?
• Meetingvs
• 2pm meeting cancelled, will resched
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Excel
• Quickly sum a column– Highlight the cells you want to sum
– Sum appears in bottom status bar
– Right click to change the calculation
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Excel
• Change default number of worksheets– By default, new spreadsheets have three
worksheets. To change this:• Tools → Options
• General tab
• Change “Sheets in new workbook” value
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Excel
• Close all spreadsheets at once– Hold down the SHIFT key
– Click on the File menu
– “Close” is now “Close All”
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PowerPoint
• Shrink your presentation– If your presentation has a lot of pictures
or screenshots, make sure you compress the photos before you distribute the file.
– View → Toolbars → Picture
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PowerPoint
• Use Grayscale view – If your presentation will be printed, make
sure it looks good in black and white.
– View → Color/Grayscale → Grayscale
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PowerPoint
• Use “Package for CD”– If you need to send your presentation to
someone, use File → “Package for CD” to ensure that links and fonts will travel with the file.
– Click the “Options…” button to embed the fonts or set a password.
– You can either burn the packaged presentation to a CD or save it to a folder which you can zip and e-mail to the recipient.
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PowerPoint
• Useful keyboard shortcuts– F5 = starts the slide show from the beginning
– During a slide show:• F1 = lists popular keyboard shortcuts
• ESC = ends a slide show
• B = black screen
• W = white screen
– To quickly switch between two open presentations:
• ESC (at the end of the first slide show)
• Ctrl + F6 (to switch presentations)
• F5 (to start the second presentation)
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Word
• Use “Paste Special” – When pasting into a Word document, use
Edit→Paste Special and select “Unformatted Text” to retain the words but not the formatting.
– If you forget and select Paste, Word gives you a second chance with the clipboard icon. If you click it, you can choose to “Keep Text Only”
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Word
• Use “Track Changes” views– If multiple people are editing a document with
“Track Changes” turned on, it can get really difficult to follow.
– Change the view to “Final” to see the document as it would appear with all changes applied.
– Make sure to “Accept All Changes” before sending the document out…you don’t want anyone to see the incremental revisions!
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Word
• Use the new “Versions” feature– If a file is going through many revisions,
you can now save file versions during the editing process. Once you have multiple saved versions, you can compare them side-by-side and/or revert back to an older version.
– File → Versions
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Web browsers
• Browser Wars: which browser is better?
• Keyboard shortcuts– CTRL+ENTER = www.site.com– SHIFT+ENTER = www.site.net (FF only)
– SHIFT+CTRL+ENTER = www.site.org (FF only)
• Mouse shortcuts
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Internet Explorer
• Open a new window every time you click a link– Tools → Internet Options
– Advanced tab
– Browsing section
– Uncheck “Reuse windows for launching shortcuts”
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Internet Explorer
• Built-in Zoom feature
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Internet Explorer
• Reset IE to be the default browser– Tools → Internet Options
– Programs tab
– Browsing section
– Click the “Make Default” button
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Firefox
• Open source
• Many useful add-ons are available– Adblock Plus
– Forecastfox
– FoxyTunes
– MouseGestures
– PageZoom
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Without Adblock
With Adblock
Firefox
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Forecastfox
FoxyTunes
Firefox
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Firefox
• Live Demo– MouseGestures
– PageZoom
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Windows
• Use the “Show Desktop” icon– If you have a bunch of windows open
and need to quickly minimize everything, use the “Show Desktop” icon.
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Windows
• Free up screen space – hide the Taskbar (aka Start bar)– You can make the taskbar disappear
until you mouse to the bottom of the screen
– Right click on the taskbar
– Select Properties
– Check “Auto-hide the taskbar”
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Windows
• Use Shortcut Icons– You can easily create desktop shortcuts
from your Start menu• Hold down your mouse’s right button AND
drag the program from your Start menu onto your desktop
• Select “Copy here”
– Change the icon• Right click on the shortcut
• Select Properties
• Click the “Change Icon” button
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Windows
• Create Keyboard Shortcuts for Start Menu items– Find a program on your Start Menu
– Right click on it and select Properties
– In the “Shortcut key” box, hit a letter
– Click OK
• Now you can hit CTRL-ALT-thatletter to open the application
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Windows
• Selecting Sounds– Start → Control Panel → Sounds and
Audio Devices
– Sounds tab
– You can make your own sound scheme by changing the sounds associated with actions and then saving the scheme.
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Thinkpad
• Controlling your laptop’s temperature– Double click on the battery icon – Select a power scheme with less green
bars next to performance• Maximum Battery Life• Timers off
– Rule of thumb: Higher performance = hotter laptop. Your laptop will get very hot if you are doing something that is heavily processor-intensive like working with large images or playing a game with lots of graphics.
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Thinkpad
• Battery won’t fully charge– If your battery won’t recharge to 100%,
reset the counter• Wait to do this until you don’t need to use
your computer for a couple of hours
• Double click on the battery icon
• Battery Information tab
• Click the “Battery Maintenance…” button
• Click the “Perform Reset…” button
• Follow the directions
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Thinkpad (T-series only)
• Turn off TrackPoint or TouchPad– Start → Control Panel → Mouse
– UltraNav tab
– Uncheck “Enable TrackPoint” or “Enable TouchPad” (but not both!)
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Last but definitely not least
When in doubt,
REBOOT
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Questions?
Bring it!
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Movie Time!