Title III Tips Fall 2009
Use the Floating Toolbar for Formatting (August 10, 2009)
You can use a floating toolbar to quickly change document formatting in Office 2007.
When you use the mouse to select text that you want to change, a floating toolbar
appears automatically, giving you easy access to basic formatting commands, and
saving you from having to hunt for the correct tab at the top.
There may be times when the Mini toolbar can get in the way if you want to rearrange
text by clicking and dragging. It can also be distracting when you want to access the
contextual menu by right-clicking.
If you don't like the Mini toolbar, you can disable it easily with the following steps:
1. Click the Office button
2. Select Word Options
3. Click Popular in the left column
4. Deselect "Show Mini Toolbar on selection"
Convert Text to Tables in Excel (August 17, 2009)
Sometimes you may find different types of information within the same cell, where the
only thing separating the information is a space or a comma, as in a first name and last
name. It is easy to redistribute this data by redistributing it into separate columns.
Select the cells containing the data that you want to separate.
On the Data ribbon, in the Data Tools section, click the Text to Columns button.
Select your preferred data type (that is, Delimited or Fixed width)
Select your preferred delimiters from the Delimiters options, or the column separator
position from the Fixed width options.
Select one column at a time and define its data format by clicking your preferred
option under Column data format.
Click the Finish button.
The text chains will now be distributed into columns according to your chosen data
Changing the File Save Location in Office 2007 (August 24, 2009)
By default, Word 2007 stores your documents in the My Documents folder in Windows
XP. If you're using Vista, your documents will be stored in the Documents folder. This
means you always know where to look for your files.
But, you may wish to store your documents in a different location, such as an external
hard drive or a network drive. In that case, using the Save dialog box's navigation
controls to navigate to a different folder can be a hassle. It also wastes a lot of time.
You may want to specify a new default save location. It will save you time, and you can
be certain that your documents will be stored in the folder of your choice.
To change Word 2007's default file save location, follow these steps:
Click the Office button
In the General section, click File Locations
Select Documents in the File types list
Use the navigation controls to select the new location for your files
Click OK on each of the dialog boxes to close them.
When you save a file, Word 2007 will automatically open the specified folder.
Navigating Through Your Word Document (August 31, 2009)
When you're working on a long document, it is easy to lose your place, and you can
spend a lot of time scrolling through your document to find a particular page.
In Word 2007, however, there is an easy way to navigate through your document. You
can turn on the Thumbnails view. With Thumbnails view, you'll see small pictures of
each page of your document. The thumbnails are too small to read but you will see the
general layout of the pages, including pictures and other objects. Also, each thumbnail
is numbered, so you can easily jump to a specific page. When you click on a thumbnail,
Word will automatically open that page in the main document area. You can begin
editing without using the arrow keys to move the cursor or using the scroll bar.
To open the Thumbnails view:
Open the View ribbon by clicking View.
In the Show/Hide section, select Thumbnails. On the left side of the screen, a pane
will open containing thumbnails of your document's pages.
More Tricks with AutoSum (September7, 2009)
By now most of you know what the AutoSum button is used for in Excel, but here are a
few more neat things that you can do with AutoSum.
If you need to enter a similar SUM formula into a range of blank cells, to add the
preceding cell values in a row or column, simply select the entire range (of blank
cells) before you click the AutoSum button. In this case, Excel inserts the functions
for you without asking you –one formula in each of the selected cells.
To sum both across and down a table of numbers, select the range of numbers plus
an additional column to the right and an additional row at the bottom. Click the
AutoSum button, and Excel inserts the formulas that add the rows and the columns.
A more efficient way to access AutoSum is to use your keyboard. Pressing Alt+= has
exactly the same effect as clicking the AutoSum button.
If you’re working with a table (created by using Insert/Tables/Table) using the
AutoSum button after selecting the row below the table inserts a Total row for the
table and creates formulas that use the SUBTOTAL function rather than the SUM
function. The SUBTOTAL function sums only the visible cells in the table, which is
useful if you filter the data.
Unless you applied a different number format to the cell that will hold the SUM
formula, AutoSum applies the same number format as the first cell in the range to be
To create a SUM formula that uses only some of the values in a column, select the
cells to be summed and then click the AutoSum button. Excel inserts the SUM
formula in the first empty cell below the selected range. The selected range must be
a contiguous group of cells –a multiple selection isn’t allowed.
Fit a Printout to a Set Number of Excel Worksheet Pages (September 14, 2009)
1. Click the Page Layout tab on the Ribbon.
2. In the Scale to Fit section, in the Width box, type the number of pages you want
the printout to span horizontally.
3. In the Height box in the same section, type the number of pages you want the
printout to span vertically.
Turn Any 2-D Shape into 3-D (September 21, 2009)
Want to convert a flat shape into a 3-D object? Here’s how:
Click the Insert tab, and then select any shape from the Shapes ribbon. Alternately,
select a shape you have created yourself.
Click and drag on the slide or the document’s surface to add the shape and size it to
the dimensions you prefer.
Make your formatting selections from the drawing ribbon that appears after you
insert the shape.
Transform your shape into a 3-D object by selecting the 3-D Effects button. You can
add depth, bevel, contour, and surface type via the 3-D Format tab.
Give perspective to your 3-D shape by rotating the object via the 3-D Rotation tab.
(next to the 3-D Effects button)
Upgrade Old Documents to 2007 Versions (September 28, 2009)
If you receive a document from a colleague who is not yet running the 2007
Microsoft Office system, the 2007 Office system will automatically open it in
Compatibility Mode. However, not all the new features will be available to you. When
you close the document, it will be saved in its original format, not in the format of the
If you want to upgrade the file to the 2007 Office system
1. Click the Office button, and then click Convert.
2. In the Microsoft Office Word dialog box, click OK, and then click Save.
Note: You may want to make a backup copy of the file before you upgrade it. Also,
to see when you are working in Compatibility Mode, look at the top of the screen.
The phrase Compatibility Mode will appear in brackets to the right of the file name.
Community Clips (October 5, 2009)
Make your own help videos! All you need is a microphone and Community Clips, a
free program created by Microsoft Office Labs. Record what you are seeing on your
screen as you explain how to do something. This is a great teaching tool! Download
the program at http://communityclips.officelabs.com/Download.aspx.
Frequent users make the best tutors. You can browse videos or even create your
own to share with others. Go to http://communityclips.officelabs.com/Search.aspx
The Format Painter Tool (October 12, 2009)
The Format Painter replicates the formatting from one part of a document to another.
So instead of manually redoing all the formatting yourself, you can use the Format
First, select the text whose formatting you want to replicate.
Then, click the Format Painter toolbar button. It looks like a little paintbrush.
Finally, select the text you want to imbue with the format.
For more than one instance of adding this formatting, you can double-click the
Format Painter button to replicate the formatting to multiple areas of the document!
Increase or Decrease Font Size (October 19, 2009)
To quickly increase the font size of selected text, press Ctrl+Shift+>.
To decrease the size, press Ctrl+Shift+<.
Easy Way to Move Rows or Columns (Excel) (October 26, 2009)
Quite possibly the most useful yet unknown feature in Excel is the ability to move
and copy rows or columns by dragging selection borders.
For instance, to move row four between rows one and two, select row four by
clicking in the 4, and then drag the selection border while holding down the Shift key
to insert it in its new position.
If you drag the border without holding down the Shift key, you will be asked if you
want to replace the destination cells If you hold down Ctrl while dragging a selection
border, the selected cells are copied to their new location automatically.
You can move more than one row simply by selecting all of the rows at one time.
This trick will work with columns in the same way.
Clear Formatting (Word and PowerPoint) (November 2, 2009)
Here’s one short and sweet: To remove formatting from selected text, press
Add a Search Commands Tab to Your Office Ribbon (November 9, 2009)
You know there’s a button for it, but you don’t know or remember where it is. If this
ever happens to you, check out Search Commands. You can use this concept test
today to quickly find the commands you need in Microsoft Office 2007 Word, Excel
and PowerPoint. Just search with your own words and click on the command you
need. It also includes Guided Help, which acts as a tour guide for the specific tasks
you’re looking for.
Download Search Commands for faster access to the commands you know used to be
there in the old version.
Email Manners For Business Life (November 16, 2009)
For many of us, sending and receiving e-mail is the way we begin and end our days at
work. If we are using our business email address, it makes sense to follow certain rules,
to reflect an attitude of professionalism. Save the cutesy stuff for your Yahoo or Hotmail
emails. Here are a few email etiquette reminders:
Don’t hit that Reply to All button unless your response is pertinent to all members of
the original email.
USING ALL CAPITAL LETTERS IS NOT ONLY RUDE AND IRRITATING; IT'S
ALSO HARD TO READ. Save your caps for special occasions, such as those times
when you want your recipient to know you're shouting. GOT IT?
Don’t forward chain letters when you are on your company network. You will not be
receiving miracles if you forward them to 20 friends, and Bill Gates will not be
sending you money.
If you forward an email message, remove the previous addressee’s names. Do you
want YOUR email address circling the world and landing in Goodness-Knows-Who’s
computer? It doesn’t take but a second to delete everything except the main
message before you hit Send.
Don’t leave the Subject line blank in your emails. It either makes you look forgetful,
inexperienced, or just plain lazy. It is also a good way to have people ignore your
email until later or delete it outright as spam.
Read your message before you send it. You’d be amazed at the words you may
have left out or misspelled.
Itchy trigger finger? (November 23, 2009)
Count to 10 before hitting Send!
You're hot under the collar and you want everyone to know. But before sending that
clever and scathing message (with virtually no chance of retrieving it), remember this:
Pushing the Send button lasts a moment; its effects can last a lifetime… or at least until
you're on the streets, looking for another job.
If you have sent your message to an address on an Exchange server, like our network,
there is a chance you can recall it. (You are pretty much out of luck if the message was
sent to someone’s personal ISP POP 3 email account.)
Do the following:
1. In Mail, in the Navigation Pane on the left, click Sent Items.
2. Open the message that you want to recall.
3. On the Message tab, in the Actions group, click Other Actions, and then click
Recall This Message.
4. Click Delete unread copies of this message.
5. If you are sending the message to a large number of people, you may want to clear
the Tell me if recall succeeds or fails for each recipient check box.
1. Select whether you want to only delete the message or delete and replace the
2. Select the check box to receive a confirmation that the recall was successful.
Use the Spell Checker! (November 30, 2009)
It doesn’t matter if you use Outlook, Outlook Express, MSN Hotmail, or any other e-mail
program, almost every program has a way to check your spelling before you hit the
send button. In Microsoft Outlook, when you see that one of your words has a wiggly
red line under it, right click the word, and fix it. Some programs have a setting so that it
happens automatically; in others you have to manually check. You may have a world–
changing message filled with insight, courage, and incredible ideas ... but if the reader is
distracted by your lousy spelling, you may have lost your professional edge.
Lookup That Word (December 7, 2009)
Did you know that you have a dictionary at your fingertips when you are using Microsoft
Word? If you are reading a Word document in which there is a word you don’t
understand, right click the word and select Look Up. The dictionary meaning will pop up
to the right.
Formulas Across Multiple Worksheets (December 14, 2009)
Formulas can work with cells in other worksheets. You just need to precede the cell
reference with the sheet name and an exclamation point. For example, the following
formula adds 12 to the value in cell C1 on Sheet2:
What if you need to calculate the sum of all values in C1 on sheets Sheet2 through
Sheet6? This formula does the job:
In this case, the colon separates the first sheet name and the last sheet name.
To create such a formula by pointing, follow these steps:
Activate the cell that will contain the formula, and type =SUM(.
Click the sheet tab for the first sheet (in this case, Sheet2), and select the cell (in this
Press Shift, and click the sheet tab for the last sheet (in this case, Sheet6).
Press Enter, and the formula is entered into the cell.
In Step 2, you can select a multicell range rather than a single cell. For example, this
formula returns the sum of C1:F12 on all sheets from Sheet2 through Sheet6:
And here is an interesting trick. If you want to sum the same cell on all sheets except
the active sheet, just enter a formula like this:
The asterisk serves as a wildcard character that's interpreted to mean "all sheets except
this one." When you press Enter after typing this formula, Excel converts the formula to
use the actual sheet names. It even works if the active sheet is in the middle of other