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					          Ten Tips for Leveraging
       Office 2003 Productivity Tools

                    Gordon Gunn, Associate Partner
                          ggunn@kpmg.ca
ADVISORY SERVICES
Top Ten List


1.   Outlook – Automatically manage incoming messages
2.   Outlook – Using Distribution Lists
3.   Outlook – Tracking Important Recurring Dates
4.   Word – Using Templates and Styles
5.   Word – Paste Text Without Formatting
6.   Word – Automating Templates
7.   Excel – Enter data in multiple worksheets at the same time
8.   Excel – Sum the value of a cell across multiple worksheets
9.   Excel – Restrict cell data input to certain values
10. PowerPoint – Using Animation and Triggers to Create an Interactive Slide Show
1.    Outlook – Automatically manage incoming messages




     You can set up rules to have Outlook help you manage incoming e-mail
     messages
     For example:
        Alert you when you receive a message from your boss
        Move messages from specified senders to a specified personal folder
        Move messages with specific text in the “subject line” to a specified
        personal folder
1.    Outlook – Automatically manage incoming messages



     From the Tools menu, select Rules and Alerts
     Click on New Rule
1.    Outlook – Automatically manage incoming messages




     To move messages from a
     specified sender to a
     specified folder, select “Move
     messages from someone to a
     folder”
     Click Next
1.    Outlook – Automatically manage incoming messages




     Note: the “people or
     distribution list” must first be
     set up in your personal
     contact list.
     Step 1 - Click on “from people
     or distribution list”
     Step 2 – Click on the
     underlined items in the Step 2
     box to identified the person
     and destination folder
     Click Next
1.    Outlook – Automatically manage incoming messages




     Follow the Rules Wizard
     through the conditions
     dialogue boxes
     The last step is to name the
     rule
     Click Finish
2.    Outlook – Using Distribution Lists




     More and more, we find ourselves working in teams
     As we often keep contact through email, the use of distribution lists
     can streamline the process
     To create a distribution list, first create individual contact records for
     each member of the team
     Select the Contact folder and select New, Distribution List from the File
     menu
2.    Outlook – Using Distribution Lists




     Give the Distribution List a Name
2.    Outlook – Using Distribution Lists




     Click on the Select Members
     button
     Select your Contact List
     Select names from the Contact
     List one at a time and click on
     the Members button at the
     bottom
     Click OK
2.    Outlook – Using Distribution Lists



     Click the Save and Close button
     You have now created a Distribution List
     You can maintain the Distribution List by selecting additional members, adding
     new contacts directly or removing contacts from the list.
3.    Outlook – Tracking Important Recurring Dates




     One of the most embarrassing moments in life is forgetting the birthday
     or anniversary of someone important in your life
     Remembering the important dates for your colleagues and business
     contacts may also be important for you
     Outlook can help you manage these moments for your personal and
     professional relationships
3.    Outlook – Tracking Important Recurring Dates




     To track an important date, select your Calendar Folder
     Move to the next instance of the recurring date
     Right mouse click on the calendar and select New Recurring Event
3.    Outlook – Tracking Important Recurring Dates




     In the Appointment Recurrence
     dialog box, enter the appropriate
     details of the event
     Click OK
     The event is now set up, but
     remembering on the date of the
     event may not be sufficient, so lets
     set an advance reminder
3.    Outlook – Tracking Important Recurring Dates




     In the Appointment window, set the Reminder to an appropriate value
     In the To box, enter your email address, then click the Send button
4. Word – Using Templates and Styles



  Many of the tasks we perform in Word are repeated over and over
     Writing a letter
     Sending a Fax
     Preparing an invoice
     Writing a report
     Sending a memo
  Any time you find yourself re-performing a Word task, consider the
  opportunity to create a reusable template
4. Word – Using Templates and Styles



  For example, lets create a fax
  template
  Create your template as a Word
  document
  Create the layout you want
4. Word – Using Templates and Styles



  Select Save As, from the File Menu
  In the Save as type box, select Document Template
  Word should automatically open your personal template folder
  Select the appropriate folder and click on the Save button
4. Word – Using Templates and Styles



  To use the template, select New from the File Menu
  A New Document list will come up on the left side of the screen
  Select Templates, On My Computer
4. Word – Using Templates and Styles



  Navigate to the document template you want in the Template Folder list
  Select the document and click OK
4. Word – Using Templates and Styles



  One of the challenges for a large organization is to maintain certain
  communication standards – for example, the look, feel and layout of
  standard documents.
  Using Styles in template documents is a good way of ensuring
  compliance with communication standards
  A Style is created for each element of your template
  For example, we’ll look at a Proposal Template from KPMG
4. Word – Using Templates and Styles



  In this template, a style is created for each element – Cover page
  elements, Table of Content elements, and Body elements
4. Word – Using Templates and Styles



  Styles can be viewed from the Style box on the Formatting Toolbar
4. Word – Using Templates and Styles



  To add or modify Styles, select Styles and Formatting from the Format
  menu – the Styles and Formatting box will open up on the left side of the
  screen
4. Word – Using Templates and Styles



  To add a new style, click on the
  New Style button – the New Style
  dialogue box will open up
  Type a name for the New Style
  You can you an existing style to
  base the New Style on
  You can choose to select a style for
  the following paragraph – for
  example, Body Text might follow a
  Header style
  Select the formatting options
  desired
  Click the Add to template button
  Click OK
4. Word – Using Templates and Styles



  To modify a style,
  right mouse click on
  the style in the Style
  and Formatting box
  Select Modify and
  make the appropriate
  formatting changes
  in the Modify dialog
  box
  Click OK
4. Word – Using Templates and Styles



  A quicker way to modify
  a style, is to select a text
  element in the
  document, make the
  formatting changes
  required using the
  formatting toolbar
  Then, right mouse click
  on the Style in the Styles
  and Formatting box and
  select Update to Match
  Selection
  This will change all text
  elements in the
  document that use this
  style
5. Word – Paste Text Without Formatting



  Word creates its own challenge for working effectively with Styles
  In preparing reports and other documents, we often copy text from other
  documents and insert that text into our new document
  Word, not only copies the text, but also brings in the style from the other
  document. The style is added to our list of styles and our template no
  longer contains just the authorized styles
  There are two approaches that we can use to avoid contaminating our
  templates with unauthorized styles
5. Word – Paste Text Without Formatting



  Many of us may be familiar with the first approach to pasting without
  formatting
  Instead of simply Pasting the text into our document, we can select Paste
  Special from the Edit menu.
5. Word – Paste Text Without Formatting



  In the Paste Special dialog box, select Unformatted Text and click OK
  This will paste the text into the document without bringing the associated
  formatting
  Our Style List has been protected
  While this approach is effective, we can easily forget to use Paste Special
  and it can be time consuming
5. Word – Paste Text Without Formatting



  An alterative approach is to use a special macro and associate it with the
  CTRL+V keyboard shortcut for Paste
  On the Tools menu, point to Macro, and then click Macros
  In the Macro name box, type PasteUnformattedText
  Make sure that All active templates and documents is displayed in the
  Macros In list and then click Create
5. Word – Paste Text Without Formatting



  Directly above the End Sub statement in the PasteUnformattedText
  subroutine, type the following string of code:
     Selection.PasteSpecial DataType:=wdPasteText
5. Word – Paste Text Without Formatting



  On the File menu, click Close and Return to Microsoft Word
5. Word – Paste Text Without Formatting



  Now, you need to instruct Word to run the PasteUnformattedText macro
  every time you press the CTRL+V keyboard shortcut
  On the Tools menu, click Customize
  Click the Keyboard button
5. Word – Paste Text Without Formatting



  Make sure the Save changes in box
  displays Normal.dot
  In the Categories list, click Macros
  In the Macros list, click
  PasteUnformattedText
  Click in the Press new shortcut key box,
  press and hold the CTRL key, and the
  press and hold the V at the same time.
  The Press new shortcut key box
  displays Ctrl+V
  Click Assign. Click Close and then click
  Close Again.
5. Word – Paste Text Without Formatting



  To return the CTRL+V shortcut to its default behaviour:
     On the Tools menu, click Customize
     Click the Keyboard button
     Make sure the Save Changes In box displays Normal.dot
     In the Categories list, click Macros
     In the Macros list, click PasteUnformattedText
     In the Current keys box, click Ctrl+V and then click Remove
     Click Close and then click Close again
6. Word – Automating Templates



  Templates can be most effective when they incorporation automation
  features
  Automation features can be added quickly and speed up the process
  for data entry
  Automation features can also be used to validate data entries when the
  set of data options is limited
  There are two primary tools for automating your templates
     Form Fields using the Forms Toolbar
     Field Codes using the Insert, Fields menu option
6. Word – Automating Templates



  Form Fields using the Forms Toolbar
     To use Form Fields, add the Forms Toolbar by selecting Toolbars from
     the View Menu
6. Word – Automating Templates



  Form Fields using the Forms Toolbar
     To use Form Fields, add the Forms Toolbar by selecting Toolbars from the View
     Menu
     The Forms Toolbar contains the following buttons:
         Text Form Field – for use in entering any text
         Check Box Form Field - insert a check box next to each item in a group of choices that
         are not mutually exclusive
         Drop-Down Form Field – select an entry from a list of valid values
         Form Field Options - contains six field types you can use to achieve different results in a
         text form field.
         Form Field Shading - appears on the screen so users can quickly identify the fields they
         need to respond to. This shading does not print.
         Reset Form Fields - If the form contained data, Microsoft Word preserves the data when
         you protect the form again. You can clear the data by clicking Reset Form Fields.
         Protect Form - To make online form fields active so that users can enter information but
         cannot accidentally change a form as they fill it in, the form must be locked, or protected.
6. Word – Automating Templates



  Let’s try an example, entering
  each type of form field and
  setting it up for automation.
  Let’s take our fax template
  and automate it.
  We’ll enter each type of form
  field, turn on shading, and
  Protect the form to automate
  it.
  Once we save the template, it
  will be ready for reuse from
  the File, New menu option.
6. Word – Automating Templates



  Field Codes using the Insert, Fields menu option
     Word also comes with over 70 additional form fields that can be added to
     your document from the Insert, Fields menu option
     Examples include:
         Entering page numbers and file names in your footer
         Entering a date and time stamp in your letterhead
         Inserting an autotext entry
     For information on each of these fields, hit the F1 button and enter the
     field name in the search for box
6. Word – Automating Templates



  Field Codes using the Insert, Fields menu option
     My personal favorites are the Ask, Ref and Fill-in fields
     These fields allow you to create customized dialog boxes that prompt the
     user for data entry and then populate the document as required.
     I use the Ask and Ref fields whenever the required data is to appear in the
     document multiple times
     I use the Fill-In field whenever the required data is only required once in
     the document
6. Word – Automating Templates



  Field Codes using the Insert, Fields
  menu option
      Let’s try and example
      Open a blank Word document
      From the Insert menu, select Field
      and click on Ask
      In the Prompt box, enter “Enter the
      client name then click OK”
      In the Bookmark Name, enter
      “ClientName”, with no spaces
      Click OK
      When the dialog box appears, type
      “ABC Co. Ltd.” and click OK
      Hit the Enter key to move to the
      next line in the document
6. Word – Automating Templates



  Field Codes using the Insert, Fields
  menu option
      Now, we will add a REF field
      Select REF, in the Insert, Field
      dialog box
      In the Bookmark name box, select
      ClientName - – if the Bookmark
      Name doesn’t appear, click the
      Field Codes button and enter
      “ClientName” after REF in the Field
      Codes box
      Click OK
      You should now see the result
      Use the REF field wherever you
      want the client name to appear in
      your template
6. Word – Automating Templates



  Field Codes using the Insert,
  Fields menu option
     Now, we will add a Fill-in Field
     Select Fill-in, in the Insert, Field
     dialog box
     In the Prompt box, type “Enter
     the Client Name and then click
     OK”
     Click OK
     When dialog box appears, type
     “ABC Co. Ltd.” and click OK
6. Word – Automating Templates



  Field Codes using the Insert, Fields menu option
     The final step is to click on the Protect Form button and save the form as a
     template
     To use the template, open it from the File, New menu
     There are several ways to activate the fields
         Hit the Print Button – the dialog boxes will appear in sequential order
         Hit the F9 key
         Create a Macro button on your toolbar
6. Word – Automating Templates



  Field Codes using the Insert, Fields menu option
     To create a Macro button on your toolbar
         On the Tools menu, point to Macro, and click Record New Macro
         In the Macro name box, type a name for the macro
         Under Store macro in, click the name of the template or document
         In the Description box, type any details about the macro that you want to save
         Click OK
         On the Edit menu, click Select All
         Press F9
         Press CTRL+HOME so that text is no longer selected
         Click Stop Recording.
7.    Excel – Enter data in multiple worksheets at the same time



     The ability to work with data in multiple worksheets is a
     necessary skill for Excel users. Often, we add the same text data
     to headers in multiple spreadsheets.
     It is possible to enter the same data into several worksheets
     without retyping or copying and pasting
     For example, say you want to enter the Organization name into
     five worksheets in a workbook
     Start Excel, a new workbook appears
     Press and hold the SHIFT key, and then click the tab for Sheets 5
     Click in cell A1 in Sheet 1, and then type:
         “Westcoast Organization – Year Ending December 31st, 2006”
     Click the other sheets and notice that the text appears in each
     sheet
8.    Excel – Sum the value of a cell across multiple worksheets



     In preparing consolidations across multiple entities
     within an organization, it is handy to be able to sum the
     value of a cell in multiple worksheets
     If worksheets are formatted the same way for each entity,
     we can consolidate results as follows:
        Start Excel
        In cell B3 in Sheet 2, type 20
        In cell B3 in Sheet 3, type 30
        In cell B3 in Sheet 4, type 40
        In cell B3 in Sheet 5, type 50
        In cell B3 in Sheet 1, type the formula
        “=Sum(Sheet2:Sheet5!B3)
        Press Enter. Notice that cell B3 displays the consolidated
        result of 140
9.    Excel – Restrict cell data input to certain values




     Often we create spreadsheets to
     store important organizational
     data. Some data fields have a
     limited range of expected
     responses.
     We can improve data quality and
     speed up data entry by using the
     Data Validation features of Excel
     We can restrict data values to
     certain whole numbers, decimal
     values, values from a list, certain
     dates and times, text lengths or
     even create our own customized
     validation test
9.    Excel – Restrict cell data input to certain values




     As an example, let’s limit valid data
     entry to values from an authorized
     list
     Open Excel
     Go to cell K1 and create a list of
     your favour ice cream flavours
     Sort the list in ascending order
     (Data, Sort)
     Select cells C6:C12
     Select Validation from the Data
     Menu
     In the Allow box, select List
9.    Excel – Restrict cell data input to certain values




     Click on the arrow in the Source
     box
     Select cells K2:K11
     Click OK
     You are returned to cell C6 and will
     see a drop down arrow to the right
     of the cell, click on the arrow
     Select a value from the drop down
     list and hit enter
     Enter values for the rest of the list
     Try and type a value that is not on
     your valid list – you will get an
     error message
9.    Excel – Restrict cell data input to certain values




     You can assist the user by entering
     an Input Message
     Highlight cells C6:C12 and select
     Data, Validation
     Click on the Input Message tab and
     type your help message in the
     Input message box
     Click OK
     You will be return to cell C6 and
     you will now see the Input Message
     displayed
9.    Excel – Restrict cell data input to certain values




     Finally, you can add your own
     Error message
     Select cells C6:C12 and select
     Validation from the Data menu
     Click the Error Alert tab and type in
     your custom error message
     Click OK
     You are returned to cell C6
     Try and type in an invalid entry
9.    Excel – Restrict cell data input to certain values




     Finally, you can add your own
     Error message
     Select cells C6:C12 and select
     Validation from the Data menu
     Click the Error Alert tab and type in
     your custom error message
     Click OK
     You are returned to cell C6
     Try and type in an invalid entry
10. PowerPoint – Using Animation and Triggers to Create an Interactive
    Slide Show



  A Trigger is an object on your PowerPoint slide that sets off an action
  when you click it
  Triggers can you useful in instructional slide shows where you want
  interaction with the user
  Triggers must be clicked on directly for its related effects to play
  Let’s look at an example
10. PowerPoint – Using Animation and Triggers to Create an Interactive
    Slide Show



   So how did I do that?
   1. First, I opened PowerPoint
   2. From the Format menu, I selected Slide Layout
   3. From the Slide Layout window, I selected a layout called Title, Content and Text
   4. In the Context box, I selected the option for Insert Picture, then navigated to My
      Pictures folder to find the picture
   5. I clicked on the photo and selected Custom Animation under the Slide Show menu
   6. In the Custom Animation window, I clicked on Add Effect and selected an
      appropriate Entrance effect
   7. I used the Text Box button on the Drawing toolbar to add a caption below the photo
   8. I then clicked on the text caption and added an Entrance effect for it
   9. In the task pane, I clicked on the arrow on the right of the effect and selected Start
      After Previous
10. PowerPoint – Using Animation and Triggers to Create an Interactive
    Slide Show



   So how did I do that?
   10. I then clicked into the text placeholder on the right side of the screen and typed in a
       bulleted list
   11. I clicked into the bulleted list and used the Add Effect button to apply the Entrance
       effect of Color Typewriter
   12. In the task pane, I clicked on the arrow on the right of the effect and selected Start
       After Previous
   13. In the task pane, I clicked on the arrow on the right of the effect and selected
       Timing
   14. I clicked on the Triggers button and clicked on the “Start on Click of Effect” option
       and selected the caption text object in the drop down list
   15. I clicked OK to finish.
Questions?


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