Daily Tips and Tricks Special Delivery - Microsoft

Add or Remove Styles from the Quick Style Gallery The Styles gallery on the Home tab in Microsoft Office Word 2007 includes several built-in paragraph and character styles by default, such as Normal style, Heading styles 1 and 2, and Title. However, you can customize that gallery for any document or template to include just the paragraph and character styles you need to access most quickly. To display the Styles pane, click the dialog launch icon in the lower-right corner of the Styles section (or press CTRL+SHIFT+ALT+S). To remove a style from the Quick Style Gallery, right-click the style name where it appears in the gallery, and then click Remove from Quick Style Gallery. To add a style in the Styles pane to the Quick Style Gallery, right-click the style name, and then click Add to Quick Style Gallery. (Note that, if the style is already in the gallery, the option to remove the style from the gallery also appears here.) You can also add or remove a style from the Quick Style Gallery through the Add to Quick Style Gallery check box in the Create New Style... or Modify Style dialog boxes.

Quickly Know How Many Lines or Words You Have Typed Right-click the status bar, and then select a parameter. Microsoft Office Word can show you, for example, line details or the number of words typed. This information is useful when you are writing a document that must have a fixed length.

Derive a Strategic Value Score for Projects You can use the intuitive prioritization wizard in Portfolio Optimizer to derive a strategic value score for projects. 1. Select an organization in the Builder Scorecard, and then click the Optimizer link on the main navigation bar. 2. Click the Analyze link to open the Open Dialog page in the wizard. 3. Select a completed pairwise comparison matrix and impact matrix, and then start the wizard. 4. Click Next Step to derive the business driver priorities. 5. Click Next Step to open the project to business driver impact matrix. 6. Click Next Step to derive a strategic value score for each project. Find Related Messages Searching for related messages in Microsoft Office Outlook 2007 is easy. Open an e-mail message, and in the Find section of the Ribbon, click Related, and then click Related Messages. Outlook quickly displays a list of related messages.

Fill In the Blanks in Spreadsheets the Easy Way 1. Select all the rows in your Microsoft Office Excel spreadsheet data set. 2. On the Home tab, in the Editing section, click Find & Select, click Go To, click Special, click Blanks, and then click OK. 3. Click the equal sign (=) on the toolbar, select the cell above, and then hold down the CTRL key while you press ENTER. Blanks in the spreadsheet will be filled automatically. 4. Copy all the data, click Paste Special, and then click Values. This will overwrite the formulas and enable you to sort the data by filling in each empty cell with the same information as the one above. This tip will work on any size of data set. Minimize the Ribbon The Ribbon helps you access more of the commands you need, when you need them. But if you want to see the Ribbon only when you need it, you can minimize it so that only the tab names appear all the time. To minimize the Ribbon in any program, double-click any tab name, or press CTRL+F1. You can also right-click any tab name for the option to minimize the Ribbon.

Display More on the Screen by Changing Your View You can change the view settings to display more on your screen. In Microsoft Office Outlook, click View, click Navigation Pane, and then click Minimized.

View All the Text in Your Columns In Microsoft Office Excel, you can resize multiple columns to different widths so that you can see all the text in your spreadsheet. 1. Select the columns where your text appears by clicking the column headings. Select multiple columns if necessary. 2. To resize the columns to fit, double-click in the column heading, exactly on top of the border that divides any of the two columns you selected. All of your selected columns are resized based on the longest text string in each column. In this way, a large and confusing spreadsheet with lots of text that you can't see is converted into a legible spreadsheet with all text showing.

2003 to 2007 Presenter View Would you like to have access to your slide notes during a presentation—without printing? Microsoft Office PowerPoint 2003 features a multiple-monitor view that can display your presentation on one monitor and your notes on another monitor. But your computer must have two video cards, a requirement that only professional presentation computers are likely to possess. With Presenter view in Microsoft Office PowerPoint 2007, you can use your notebook computer's dual monitor capability to display the presentation on an external monitor (like a projector) and display your notes, thumbnails of the upcoming slides, and a presentation timer on your local monitor. To enable Presenter view: 1. On the Slide Show tab, in the Monitors section, select the Use Presenter View check box. 2. In the Show Presentation On drop-down box, choose which monitor will display the external slide show. Send Contact Information in Read-Only Format Sharing contact information is easy in Microsoft Office Outlook. 1. Find the contact whose business card details you want to send. 2. Right-click the business card, and then click Send as Business Card. Outlook opens an e-mail message with the card attached and also includes the card in the body of the message. 3. Address the message and click Send.

Inspect Your Presentation for Comments and Metadata If you need to publish your presentation outside your organization, you may want to remove comments, notes hidden in the text, or other personally identifiable information. Often this type of information is added to the document in the process of creating it. 1. Click the Office button, and then on the Prepare menu, click Inspect Document. (If you haven’t saved your document yet, you will be prompted to do so.) 2. Select the items that you want the Document Inspector to look for. Most of these items will be selected by default. 3. Click Inspect to begin the inspection process. 4. You’ll receive a list of inspection results. Click Remove All next to any items you want to have removed from the document. 5. Click Close to close this wizard. You may want to resave your document now that this information is removed.

Returning to the Last Edit in a Microsoft Office Word Document If you want to return to where you last made a change in a Word document, press SHIFT+F5, and you will go straight back to the point of the last edit. Fill a Selected Range with the Same Data Need to enter the same data in a range of cells? Here’s how: 1. Select a range of cells. 2. Type in some data. 3. Use the fill function in Microsoft Office Excel—press CTRL+ENTER, and the range selected will be filled with the same data.

View by Conversation Usually, you see e-mail messages in the order in which they arrive. But if you need to read the background of a message, switch to Conversation view to see the rest of the thread. In Microsoft Office Outlook 2007, click View, click Arrange By, and then click Conversation. In Microsoft Office Outlook 2003, click View, and then click Arrange By Conversation.

Setting the Print Area in Microsoft Office Excel Have you ever wanted to print only certain rows or columns from a spreadsheet? Here’s how: 1. With a spreadsheet open, select all the rows or columns that you want to print. 2. On the Page Layout tab, in the Page Setup section, click Print Area, and then click Set Print Area. 3. Click the Print icon on the toolbar, or click the Office button, point to Print, and click Print. Only the required content gets printed.

Apply Consistent Colors and Effects Automatically Throughout Your Diagram Use the new themes features in Microsoft Office Visio 2007 to quickly apply a consistent set of colors or effects throughout your diagram. Themes in Visio 2007 are separate from the document themes you may know from 2007 Microsoft Office system programs such as Word, Excel, and PowerPoint. To use themes in Visio 2007, on the Format menu, click Themes. In the Theme-Colors task pane, click to apply a set of existing theme colors to your diagram, or click New Theme Colors (at the bottom of the task pane) to customize your own color set. Note that clicking the arrow that appears when you point to a color set shows you additional options. To apply additional formatting, click Theme Effects to switch to the Theme-Effects task pane. You can then click to apply an existing set of effects (including text, line, fill, shadow, and connector formatting). You can also click New Theme Effects at the bottom of the task pane to create your own effects. Also, clicking the arrow that appears when you point to an existing theme effects set shows you additional options, including the option to duplicate a built-in set of theme effects so that you can customize it. How to Use the Bcc Field in Outlook 2007 In Microsoft Office Outlook 2007, click New to open a new e-mail message, and then click Show Bcc on the Options tab.

Create a Linear Series of Values in Excel Here’s how to use Auto Fill to create a series of values: 1. Create the initial series. In a Microsoft Office Excel workbook, type 1 in the A1 cell and 2 in the A2 cell. 2. Select cells A1 and A2. 3. Click the Auto Fill handle (the little black box in the lower-right corner of the selection) and drag to A15 to fill the cells with the numbers 1 through 15. You can create different series of numbers, odd and even numbers, or even dates. 2003 to 2007 Custom Slide Show Does showing the same Microsoft Office PowerPoint 2003 presentation to different audiences require you to manually hide and unhide irrelevant or confidential slides? With custom slide shows in Microsoft Office PowerPoint 2007, you can create and save multiple shows from the same presentation. 1. Click the Slide Show tab, and then click Custom Slide Show in the Start Slide Show section. 2. Click Custom Shows, and then click New. 3. Name the slide show, and then add the slides you want from the left box to the right box. 4. Reorder the slides if necessary, and then click OK. 5. You can start the slide show by clicking Show in the Custom Shows dialog box or by selecting it from the Custom Slide Show list on the Ribbon.

Inserting a Predefined Table To insert a predefined table: 1. On the Ribbon, on the Create tab, click Table Templates. 2. Click a table template (Assets, Contacts, Issues, Tasks, or Events). Simplify Sending an E-Mail Message as an Attachment Here is a simple way to avoid having to save an incoming e-mail message in My Documents and then retrieve it when you want to include it as an attachment in a new e-mail message: In the Actions section, click Other Actions, and then click Forward as Attachment.

Reuse Slides from a Slide Library When you create a presentation, you may want to reuse slides already created and published by someone else in your organization. Microsoft Office PowerPoint can optionally notify you when the original slide is updated by its creator and synchronize the updated slide. 1. On the Home tab, click the New Slide icon. (Note: You must click the lower half of the icon to choose the types of slide that you want to insert.) 2. Click Reuse Slides at the bottom of the New Slide gallery. 3. In the text box below Insert slide from, type the Web address of the Microsoft SharePoint slide library that contains the slides that you want to reuse. PowerPoint retrieves a list of slides available from this location. Notice that as you pause on each of the slides, you can get a more detailed look at its contents. 4. Click a slide that you want to add to your presentation. If you want to be notified if this slide changes, select the Tell me when this slide changes text box.