MICROSOFT 2010 Tips and Tricks OVERVIEW • As wonderful as Microsoft Office is, many of its most powerful features are hidden away, buried several levels deep in a menu (or hidden in sort of plain sight in the ribbon), and it's impossible to learn about them if you don't know where they are. This Workshop will reveal many of those helpful features. GENERAL TIPS Works with all Microsoft Office software • Customize quick access tool bar • Search for a string of text • Select all text • Zoom with your mouse’s scroll wheel • Pin a document or folder to the recent documents list Customize quick access tool bar SEARCH FOR A STRING OF TEXT • To start, click press and hold the 'CTRL' key on your keyboard. Continue holding the 'CTRL' key and press the letter 'F' on your keyboard. Once you have clicked 'CTRL + F' a search bar will appear. Now type the word or phrase you want to find into the search bar. SELECT ALL • To start, click press and hold the 'CTRL' key on your keyboard. Continue holding the 'CTRL' key and press the letter ‘A' on your keyboard. Once you have clicked 'CTRL + A' all of the content will be highlighted. • It’s also accessible on the Home Tab of the ribbon! ZOOM WITH A MOUSE’S SCROLL WHEEL 1. Hold down the CRTL key 2. Move the scroll wheel up or down to zoom In or Out. Pin a document or folder to the recent documents list - Great for quick access! OUTLOOK • Send/Receive All Folders • Mailbox Clean up tools • Add an external email inbox into Outlook (AOL, Gmail, Hotmail, Yahoo) SEND/RECEIVE ALL MESSAGES In most cases, e-mail messages are sent automatically whenever you click Send in the new message window, and received at several possible times, including when starting Microsoft Outlook, at automatic intervals, and upon manual Send/Receive requests. This is useful if you’re logging out at the end of the day and you want to be sure a message isn’t stuck in your inbox. MAILBOX CLEAN UP TOOLS ADD AN EXTERNAL EMAIL INBOX INTO OUTLOOK (AOL, GMAIL, HOTMAIL, YAHOO) HOW TO USE YOUR EXTERNAL EMAIL VIA OUTLOOK WORD • Change the default line spacing • Show/hide hidden formatting symbols, paragraph marks, and section breaks • Word talks “Speak selected text” • Review tab: Comments, show final mark up • View 2 word documents side by side CHANGE THE DEFAULT LINE SPACING SHOW/HIDE HIDDEN FORMATTING SYMBOLS, PARAGRAPH MARKS, AND SECTION BREAKS WORD TALKS “SPEAK SELECTED TEXT” REVIEW TAB: COMMENTS, SHOW FINAL MARK UP VIEW 2 WORD DOCUMENTS SIDE BY SIDE POWERPOINT • Saving a Slide as an image • Print screen, paste into a PPT slide, then insert arrows • Print multiple slides on 1 page - including the notes • Change extension from PPT -> PPS, it just plays! SAVING A SLIDE AS AN IMAGE • In PowerPoint 2010, you can save the presentation as an image file. PRINT SCREEN PRINT MULTIPLE SLIDES ON 1 PAGE - INCLUDING THE NOTES EXCEL • Text to Columns – delineate via special characters or fixed width • Removing duplicate values – check for and delete specific cells with duplicate values • Instantly reveal formulas and general number format of all cells • Comparing 2 or more Excel spreadsheets simultaneously • Create a table from a list • Freeze a row in your worksheet • Printing Tips – Set print area, narrow margins, shrink to fit TEXT TO COLUMNS • Text to Columns – delineate via special characters or fixed width REMOVING DUPLICATE VALUES • Removing duplicate values – check for and delete specific cells with duplicate values INSTANTLY REVEAL FORMULAS AND GENERAL NUMBER FORMAT OF ALL CELLS • Show all formulas and the general number format of cells • Saves you time because you don’t have to move the cell pointer to check each formula one-by-one. COMPARING 2 OR MORE EXCEL SPREADSHEETS SIMULTANEOUSLY • You can open two instances of Excel INSTEAD of multiple files on top of each other in the same Excel application. • To do this, simply open Excel by double clicking the icon on your desktop and open the first Excel file you want to use. Minimize this window and move it to the right screen. Then go back to the desktop, double click the Excel icon once more, another separate Excel window will open. TABLES • To make managing and analyzing a group of related data easier, you can turn a range of cells into a Microsoft Office Excel table (previously known as an Excel list). A table typically contains related data in a series of worksheet rows and columns that have been formatted as a table. By using the table features, you can then manage the data in the table rows and columns independently from the data in other rows and columns on the worksheet. ELEMENTS OF AN EXCEL TABLE • Header row By default, a table has a header row. Every table column has filtering enabled in the header row so that you can filter or sort your table data quickly. ELEMENTS OF AN EXCEL TABLE • Banded rows By default, alternate shading or banding has been applied to the rows in a table to better distinguish the data. ELEMENTS OF AN EXCEL TABLE • Total row You can add a total row to your table that provides access to summary functions (such as the AVERAGE, COUNT, or SUM function). A drop-down list appears in each total row cell so that you can quickly calculate the totals that you want. FREEZE HEADERS • To freeze a row in your worksheet, highlight the row where you wish all rows before the highlighted row to be frozen or locked, go to Window>Freeze Panes and you will see a line appear across your worksheet. Everything above the line is frozen and will remain in view when you scroll down your worksheet. SET PRINT AREA NARROW MARGINS SHRINK TO FIT ADDITIONAL RESOURCES • The Employee Training Resources Blackboard course http://www.wilmu.edu/blackboard/org_employee_training_resources.aspx • Email [email protected] to set up a one-on-one training session with an instructional technologist. EMPLOYEE TRAINING RESOURCES ORGANIZATION Who May Participate in this Organization? This Blackboard Organization has been created for Wilmington University full-time faculty and staff employees. Purpose This Blackboard Organization titled Employee Technology Resources has been created to provide one stop access to training and support resources on technologies that are helpful in the workplace such as: • IT Support Systems: Business Portal, CAMS, Employee Intranet, Document Center, ImageNow, Phones & Polycom, SSRS Report Manager, WebNow, VPN techniques, etc. • Microsoft Office Products: Lync, Outlook, Excel, PowerPoint, Word, etc. • Educational Technologies: SMARTBoards, Screen Capture Software, Multimedia Services, etc. It is our hope that these resources will enhance your productivity in the office. If you require further assistance with your training needs, please set up a One-on-One Training session with a member of the Educational Technology Team. Navigating to this Organization To access the Employee Technology Resources Organization, please follow these 4 steps: 1.Open up https://wilmu.blackboard.com/webapps/login/ in your web browser. 2.Enter your login information as stated below: Your username: firstname.mi.lastname Your Password: wu##### (your password is unique and correlates to your employee number). *To check your employee number, login to the Business Portal and then click "Employee Info Sheet". Your Employee number will be located in the top right corner of this document (see example below). 3.Click on the Organizations tab which will be located near the top of your screen. 4.Under “My Organizations”, click on “Employee Technology Resources” *Some faculty and staff may already have access to different Blackboard usernames. Please note that this new username is in addition to any other usernames you may have access to.