Problems Remain...

They are still having problems with leaving comments, and the "Search" feature is not working properly. I am currently unable to view all comments.  The adventure continues...

Want Your Feedback!

Okay, I've discovered a fix to the problem I was having.  Now it's your turn.  Tell me what you want to know about so I can give you what you need?

Leave your ideas in the Comments section and I'll do my best to give you tips that help.

Or, if you have a specific question, let me know and I'll use that as my tip!

Temporary Suspend

Apparently Google is still having issues and until those issues are fixed, I am suspending daily tips.  When the issue has been resolved, we will resume.  

EXCEL: Deleting Comments

Okay, let's use yesterday's scenario about adding a comment to your spreadsheet explaining a budget expense.  Today, we're going to assume you don't want to include that comment any more so you will need to delete it.

Deleting comments is simple.  Position your cursor in that cell and Right click and choose Delete Comment!

Excel: Inserting Comments

Inserting comments into an Excel spreadsheet is simple, and you may be missing this opportunity to share information with your reader about the contents of a particular cell or group of cells.

For instance, if you have a budget spreadsheet and would like your reader to know that April's expenses are abnormal because you had to purchase a new copy machine, you could add a comment to that April expense by positioning your cursor in that cell and choosing:

1. Insert
2. Comment
3. (Type your message, i.e. "$9,000 copy machine)

Then save your spreadsheet and your reader will be able to see, when he clicks in that spot, that there's a reason you are over budget in April!  (To view all comments at once, select View, Comments). 

EXCEL: Print Preview - A Must!

Lately I've been receiving a lot of Excel spreadsheets that have all the bells and whistles (proper column sizes, headings, calculations, etc) but when I print them, they print on 17 pages or they print with blank pages.  Somebody's not doing their job of checking to see how your spreadsheet will print before sending it off to someone.

Get in the habit of always checking the Print Preview to ensure your spreadsheet will print appropriately.  You don't want to leave an unprofessional image by sending a sheet not print-ready!

Organize: Paper Weight

Word of caution on paper deals through vendors...


The weight of your paper, both for copy machines and printers, should be heavy enough not to cause jams!  There are several vendors out there who are selling lighter weight (budget) paper which will be problematic for you in the long run.

Find a reputable supplies vendor and stick with it!

Organize: Printing on Colored Paper

Here's a simple tip for making a meeting handout "stand out"... print on colored paper.  The colored paper ensures that your readers will find it quickly and most likely pay more attention to that document.  Don't go overboard, though... one colored paper per meeting is plenty.

WORD: Removing "draft" or Watermark

Someone sends you a doc that says "Draft" or has a Watermark on it... to remove:

• Open the document
• Choose Format, Background
• (Note watermark at bottom of window)
• Click top option NOT to print watermark
• OK

WORD: Removing Tracked Changes (Permanently)

Here's how to remove tracked changes and comments for good:

1. Open WORD, and bring up a blank document
2. Tools
3. Options
4. Choose the tab called Track Changes
5. Change each of these four drop-downs to (none) and Never
1. Insertions (none)
2. Deletions (none)
3. Formatting (none)
4. Changed Lines (none)
5. Use Balloons (never)
6. On the Security tab, ensure a check box is in "Warn before printing, saving or sending a file that contains tracked changes or comments"
7. OK

WORD: Keyboard Shortcuts

Want a list of all Word's keyboard shortcuts?

• Tools
• Macros
• Macros
• Start typing "list" and choose "ListCommands
• Run
• Chose "All Word Commands" radio button
• OK

Print the list or scroll through it and choose a few that will help you the most!

EXCEL: Outline Worksheet

A border placed around your printable worksheet sets it off like a photo's frame.  To do this, simply select the data you want the border around, and choose:

• Format
• Cells
• Border
• Outline (choose your color or line width)
• OK

Organize: Printing Tip

When I print several copies of a multi-page document on my printer, I used to have to take time to sort through the prints and figure out the first and last page of every copy (tough without page numbers).  Now, I simply open a blank WORD doc, hit the space bar a few times (so it looks like a blank page but you have the printer tricked into thinking there's something on it), and in between each document I send to the printer I print that blank WORD doc.

I have no trouble distinguishing between the copies any longer because there is a blank page between each copy!

WORD: Getting Rid of that Line!

Sometimes in WORD you may see a line in your document that you just can't seem to delete...

This is probably a portion of a border that somehow got placed there.  The easiest way to get rid of it is to select the paragraph just above it (and the line if it lets you), press Control-Q  (Ctrl-Q).  This will remove any formatting in that selected section (so you may have to go back and re-format some things in that paragraph that you had already formatted yourself).

Outlook: Reading Layout View

Attachments in Outlook opening up in Reading Layout View?  (and it bugs you?)

1. Open up WORD
2. Tools
3. Options
4. General
5. Uncheck Allow Startup in Reading Layout

(Bugs me, too.)

WORD: Can't Read the Document?

Ever open a WORD document and it's viewable mode is so tiny your eyes are straining to read it?

Simply change the view percentage window on the toolbar to 100% (or more)!

WORD: Changing a Document Header

Headers are not used quite as much as footers in WORD documents.  Headers are just that, those title lines that print on every page of your document as you set it up.

What's tricky about headers is, often you find you need to change a date or just one or two words in a header AFTER you've printed your document.. simply because unless you are in Print View, you won't see the document's header.  Here's how to change that document header:

1. Choose View, Header & Footer
2. Note the area for the header is surrounded by dashes on your document
3. Make your changes in that header section
4. Choose CLOSE on the header menu bar

Now your revised header should be viewable on your document when printing or in the Print View mode.

Managing Issues: Feedback, Review, Decision, Resolution

Sometimes two heads (or more) really are better than one.  You may be a professional at your administrative assistant job, but there are times when your creative wheel just isn't running or you have a gut feeling there is an answer out there somewhere, but where?

Example:  You cannot seem to come up with a polite, but firm, way to control persistent vendors.  Try soliciting feedback on the subject from your peers.  Set up a phone conference or send an email explaining your challenge and request that everyone send you feedback on how they approach the problem.  You may also want to tell them you will send a synopsis of all the answers received, so you can share the knowledge.

This simple yet effective method works in a variety of situations and establishes a relationship with those to whom you consult.

WORD: Removing All Formatting & Starting Over

Another issue with overzealous WORD is that sometimes you find it best just to remove ALL formatting from a document and start over with the formatting you want.  To do this:

1. Press Control-A to select the entire document
2. Press Control-Shift-N to apply the Normal style to the document
3. Press Control-Space to remove all manual character formatting
4. Press Control-Q to remove all paragraph formatting

Remember, when you see the results of each step above, if you don't like what you just did, hit the all-powerful UNDO key!

WORD: Stop Auto-Formatting Bullets

Sometimes WORD gets a little overzealous and starts automatically formatting your bullets and it seems the more you try to fix them, the deeper you get into the hole.  Try this to fix that auto-formatting problem:

• Tools
• AutoCorect
• AutoFormat as you Type
• Un-check both "Automated Bulleted Lists: and "Automated Numbered Lists"
• Then click the AutoFormat tab and un-check the "Automatic Bulleted Lists"

Phew.

HP Printers: Flashing Lights

To troubleshoot HP printers, route to their website.  They have easy to follow directions to talk you through what those flashing lights on your printer mean.  I've placed a link to the page relating to my specific printer on my desktop for quick fixes.

When all else fails, try:

Power off
Unplug from outlet
Unplug from laptop/desktop
Wait 60 seconds
Plug back into laptop/deskop
Plug back into outlet
Turn back on

Cleaning your print cartridges

Every so often, you may need to clean your print cartridges for your printer to perform expertly.  These are generic directions and your own PC/Printer may have slightly different choices:

Left click on Start
Float up to Settings, or Control Panel
Printers & Faxes
Right click the printer icon
Properties
Services
Choose "Clean the Print Cartridges" button

Motivation: Daily Mantra, Continued

Once before we talked about a daily mantra for motivational purposes.  I saw a great one the other day, it went something like this:

"Today I will conquer my fears, spread my wings and achieve great things!  I am so full of confidence, nothing can stop me.  I have endless energy and will accomplish more than needed.  My positive energy will touch those around me and others will benefit from me today!  Bring it on!"


Sounds corny, but it works.

Speed Dial Lists

Think your phone system is archaic?  Most phone systems, even ten years and older, have accommodations for speed dial settings.  Drag out your instructions book and check it out.  Setting up these speed dials is pretty simple yet they are a real timesaver.  :)

EXCEL: Charts-Not Accepting Source Data

On lengthy Excel charting, if you have linked to source data that is just not showing on your chart, double check the worksheet tab name.  If you have multiple worksheets with "long" names, sometimes the source data line just can't handle it.

Try shortening the names of your worksheet tabs and see if that fixes the problem.

I Need a Calculator!

Most PCs/laptops have a calculator handy at:

• Start
• Programs
• Accessories
• Calculator

EXCEL: No More Font Size Changes

"No more font size changes may be made to this worksheet"

If you receive this error message when working with numerous charts in Excel, try this:

1. Select a chart
2. Format
3. Selected Chart Area
4. Font
5. De-select Autoscale
6. OK

Ensure it's working, and then you'll need to perform these steps on each of your charts.

WORD-EXCEL: Enabling Macros

Ever come across an error message in WORD or Excel saying that a macro is disabled?  Here's the fix:

1. Tools
2. Macros
3. Security
4. Security Level
5. Set to Medium

Most macros will work with the medium setting.

WORD: Default Font

Sometimes you want to change from the old Times New Roman to something a little fresher.  Times New Roman was great ten years ago but now it's more common to see Arial or even Verdana.  To set the default font on WORD so all future documents will use the new font:

1. Format
2. Font
3. Make your selections and click Default

Organize: Agenda Items Order

Ever wondered how to organize those agenda topics for your meeting?

1. List speaker name, affiliation, topic
2. Welcome new members, groups, teams
3. Begin listing topic items from most important to least important
4. Next meeting date/time/location

Members too quiet?  Solicit feedback on topics prior to meeting to have members present during meeting.
Have difficult topic(s) to address?  Break meeting into small groups to tackle solutions.

EXCEL: Calculations Not Working?

If you have calculations in an Excel spreadsheet that aren't calculating until you save the workbook, try this:

1. Tools
2. Options
3. Calculation.... if this is set to "manual" change it to "automatic"

Your calculations should now work as they are entered into the cells.

What Day Is It?

No calendar handy and you need today's date?

Open WORD, create a new document and start typing the month; it prefills the current date

or

On a PC, hover over your computer's clock in the lower right hand corner and you will see the current date.

EXCEL: Conditional Formatting Problem

In Excel, you can enter "conditional formatting" to a cell to make the cell contents show in a different color or font kind/size when it meets or does not meet your specific criteria.  For instance, you can set the cell to show in RED if the data is less than 5% of the data in a cell elsewhere in your workbook.

A common problem is the copying/pasting of conditional formatting to other cells.  If you find the pasting not working properly, be sure you are pointing to cell named $E5 (for instance) instead of $E$5.

Recycling Envelopes

Earth Day Idea:

If you have offices within your same company that you mail large manilla envelopes to routinely, try reusing them!  Simply take extra care to open them without ripping the flapped end, and adhere your mailing label over the top of the old address.

This saves the cost of the envelope and helps save our trees!

For those internally-used envelopes, use recyclable routing envelopes you can get from your supply store.

WORD: Print Selection

Sometimes in WORD you just want to print a section of the document, not the whole page.  To do this, simply select the portion you want to print and choose:

1. File 
2. Print
3. Selection
4. OK

We should always be thinking along those selective printing lines, a special focus on this with Earth Day being tomorrow... let's save our trees!

Organize: Agenda Notes

Here's a quick tip for the back side of your meeting agenda:

Make a template on WORD that has a column for:

1. Date Completed  (small column)
2. Priority Level  (small column)
3. Item (remainder of the line)

Then create lines with enough space between them for handwritten notes.  Now photocopy that template so it is on the back side (flip side) of your meeting agenda.

Your meeting attendees now have an easy spot to take handwritten notes, including completed and priority items!  They will love it!

Outlook: Restoring Deleted Items

So you've emptied your Deleted Items folder and realize you needed to save one of those messages....

Choose Tools, Restore Deleted Items

You can sort by any of the column headings to locate the email you are looking for (Name, From, Deleted On).

Outlook: Set to Delete Daily

You can set Outlook to automatically empty your "Deleted Items" folder at the end of every day.  To do this:

1. Tools
2. Options
3. Other
4. In the "General" section, select "Empty the Deleted Items Folder upon exiting"
5. OK

Pssst:  You can always get the items back by Restoring your Deleted Items (more on that tomorrow)

Outlook: Over Capacity

Use these tips to keep Outlook clutter-free:

• Do not use stationery in your outgoing messages, it just takes up more "space"
• Limit your use of attachments; keep in mind that attached photos and graphics within a message take up more "space"

If your capacity is compromised, you should receive a message from eMail administration to that affect; be sure to take these proactive steps to avoid that issue.

Outlook: Think Twice About Subscriptions Online

Another way your Inbox fills up quickly is with newsletters, newsgroups and alerts that you have signed yourself up for at some time. 

Only join these groups that you are truly interested in.  Give them a trial run and if you don't like what you are receiving, unsubscribe right away. If a sender is reputable, they will remove your name from their list without any hassle.

If you find yourself not sure about whether to stay on their mailing list or not, create a folder so that you can at least move the item into that folder for possible future reference, and your Inbox will remain uncluttered.

Outlook: Organizing with Color

It is helpful to set your Outlook email to show all email from a certain person(s) in color.  For instance, you may want to set all email from your boss to show up in red in your Inbox.  To do this:

1. Tools
2. Organize
3. Using Colors
4. Choose a color for a specific person
5. Apply Color

TIP:  If you have a message selected in your Inbox from the person to whom you are assigning a color, Outlook will automatically have their name in the edit box for you.

Outlook: Inbox Decision Making

Okay, so do you find yourself opening, reading and closing the same message over and over?  Handle/touch each email just once before taking action.... start making decisions!

Use the FOUR D system, where you have to choose once of these four choices for every message:

• Delete it
• Do it
• Delegate it
• Defer it

Outlook: Staying in that zone

Here's a way to keep within your Inbox comfort zone:

Set aside a period of time right before lunch and go through your Inbox by sorting with the SUBJECT field.  This way you can take action on or delete entire threads about the same subject at once without having to review the entire list of email messages.

Outlook: What's your comfort zone?

Everyone has a comfort zone in how many Inbox messages you are holding, whether it's 10 or 100 or 500.  As long as you are comfortable with that number and can maintain the pace in keeping it that way.

To see how many you are holding (Outlook):

1. Click View, STatus Bar
2. Check the lower left corner of your screen

Are you in your comfort zone?

Outlook: Your "to do" list

Many people use Outlook as their "to do" list, and it works well for this purpose.  Imagine it as your list of things you need to accomplish then delete the items or check them off as completed when you are done.  This mindset helps with organization as well as providing you with a sense of accomplishment as you see right in front of you what you have already accomplished (and what's next)!

Outlook: Unnecessary email

Here are some tips to avoid unnecessary email:

• "Thank you" (don't thank people for everyday task completion; use sparingly)
• "Okay" (unless a confirmation is necessary)

Consider this:  Would a simple phone call or conference call work better for your needs?

Outlook: Creating email

When creating your email, consider what the receiver needs to know to handle your message:

• Who (use distribution lists carefully; don't use "Reply to All" unless everyone needs the info)
• What
• Where
• When
• Why
• How
• Deadline

The receivers are trying to limit the amount of their email, too, so if you include all relevant information, you are helping eliminate unnecessary email!

Outlook: NRN, FYI

Acronyms may help you process email quickly.  Persuade your email group to utilize these acronyms:

• NRN (no response necessary)
• FYI (for your information)

You can use these either in the Subject field or in the text of your email to reduce the amount of email responses you receive.

Sometimes your entire email can be shown in the Subject field:

Subject:  Rescheduled Expenses Meeting Orig. 8/1/11 3PM--Now 8/12/11 3:00PM

Outlook: Subject Field

The next several tips will be about Outlook (or any email for that matter).  We all struggle to juggle too many Inbox messages.  This tip is simple but effective:

When sending email, be sure to include a detailed Subject field.

     Every eMail, Every Time

The subject field is pivotal to an organized Inbox, and it starts with you.

PowerPoint: Black Outs & White Outs

Sometimes when presenting a PowerPoint, you want the attention on you as the speaker instead of the slideshow.  Here are two tips for those occasions:

• To black out your screen (for breaks, lunch, etc) select the letter B; select B again to return to your slideshow
• To white out your screen select the letter W; select W again to return to your slideshow

It is customary to use the black screen during breaks and the white screen when you want the attention directed elsewhere but plan to return to the slideshow momentarily.

PowerPoint: Screen Advancement

There are several ways to advance screens when viewing a PowerPoint presentation (if not using a remote):

• Left click anywhere
• Space bar
• Right arrow
• Enter key

To go back a screen,

• Left arrow
• Backspace

EXCEL: Worksheet Tabs, Color

Sometimes you need your Excel worksheet tabs to be organized and color is a great way to do this.  You may want to make all tabs relating to one subject, like expenses, in green ($$).  To do this:

1. Right click on the worksheet tab
2. Choose Tab Color
3. OK

It's that simple but it really helps!

EXCEL: Worksheet Tabs, Move

We talked about Worksheet Tabs in Excel before but I neglected to give you a quick tip on how to rearrange the tabs:

To move a tab, simply Left click and drag to your desired position. 

To better organize the tabs, you can also put some color into them... we'll talk about that tomorrow.

WORD: More On Hyperlinks...

Okay so if you've followed the directions yesterday on inserting a Hyperlink you may want to know how to make it look like more than an underlined jumble.  Here's how to make those Hyperlinks look more professional:

• While you are in the insert Hyperlink window, after you have selected your link, position your cursor in the "Text to Display" window and enter the name of your Hyperlink, like:  

Expense Reports

• You can also add a custom screen tip so when users hover over your Hyperlink they will see your message.  You may want to add some directions like:  

Use this link to access the monthly expense reports

• Do add this screen tip, click on the SCREEN TIP button, add your message and choose OK

WORD: Inserting a Hyperlink

Sometimes while creating a document you want to link to another source, say an Internet site for example.  To do this:

www.

To insert a Hyperlink into WORD:

1. Position your cursor on your document where you want the Hyperlink
2. Choose Insert, Hyperlink
3. Click on the "Browsed Pages" button
4. Select the location you want
5. OK

Note:  It's easier to first go to the Hyperlink you want to link to, for instance, that Internet website, and THEN follow the steps above, because the latest location is always the first selection in the Browsed Pages area.

More about Hyperlinks tomorrow!

Who wants to lick an envelope?

Not me.  An easy way to ensure your envelopes are sticking is to use a glue stick on the envelope adhesive.... the glue stick is just enough to wet the adhesive and the glue ensures a seal without using your tongue : -

Outlook: Stopping Attachments from Auto-Printing

Problem:
When you select a message to print from Outlook's sent items, any attachments to that message automatically open and print (annoying)!!

Solution:
While you  have that message open:

• File 
• Print
• De-Select "Print attached files" under the Print Options section at the bottom left.
• OK  

Problem solved!  And this should change the default to this new setting.

WORD: All Powerful Control Y

Here's a simple tip for Monday: 

While in WORD, you can repeat keystrokes and actions simply by choosing Control-Y (Cntrl-Y).

I just typed this and hit Control Y

I just typed this and hit Control Y

I just typed this and hit Control Y

I just typed this and hit Control Y

This also works for actions other than keystrokes, like repeat printing!

EXCEL: Add, Delete Rows

In Excel, a quick way to add or delete rows is to Right click the gray column to the far left of your worksheet that shows the numbered rows and choose "Add" or "Delete".  In most cases, adding or deleting rows this way will not affect any calculations that are used within those rows. 

For instance, if I have a calculation in Cell D11 that sums cells D1 through D10, and I delete rows 2 and 3 using the instructions above, that "sum" calculation will now just add cell D1 through D8 and will not be adversely affected by deleting those 2 rows.

Having Trouble Closing a Program?

Sometimes we have so many things running at the same time, and it helps to close programs that aren't responding.  If you are trying to close a program and it's just not working, try closing it down on the task bar (bottom of screen) by Right clicking and choosing CLOSE.

WORD: AutoCorrect

Here's how to automatically correct abbreviations, for instance, if you often use "Department of Natural Resources" in your correspondence, WORD can translate this from your typing "DNR".  To do this:

1. Tools, AutoCorrect
2. In the Replace window, type your abbreviation, like DNR
3. In the With window, type the translation, like Department of Natural Resources
4. Add
5. OK

Now while you are typing and enter DNR, WORD will spell it out for you!

Organize: Desktop Foldering

Okay so you've got a desktop full of scattered papers, reports, items you need to read/review, etc.  Here's a tip toward making this disorganized mountain into a more manageable desk space:

1. Take the necessary time to briefly review each paper, clipping together items of the same topic
2. Create file folders and write the topic name on the label and on the front of the file folder (see previous tip on this!)
3. Either organize these folders in stack(s) on your desk by 
1. Priority or by
2. Alpha (this method is most easiest to locate a particular folder)

The 20 minutes you spend doing the above steps will provide you with more time to handle your job duties!

PowerPoint: Slide (Page) Numbers

Here's how to add slide numbers (page numbers) to a PowerPoint when your company logo or the slide design you have chosen hides the normal position of the slide number:

.ppt

1. View Master, Slide Master
2. Insert Text Box
3. Position cursor in lower right (or left) corner of logo portion where you would want the slide number to show
4. Format Font and choose
1. Color white (or similar to show on your dark logo)
2. Size 12
5. OK
6. Insert Slide Number
7. Close Master View

Outlook: Where's My Inbox?

Here's a surefire way to tackle that multitude of email messages:

Every day, review at least 5 messages for action/delete/forward.  If you do this consistently, your Inbox will eventually shrink to a manageable size.  You may decide to use the parameters of 5 minutes per day to do this instead of 5 messages; use whatever works best for you.

This is also a good strategy when your drives are starting to fill.  You save items every day to your various drives, but rarely take the time to review for deletion.  The time is now, 5 items per day or 5 minutes per day!

WORD: Shrink to Fit

Here's a quick way to reduce a 2 page document to 1 page.  This works great on those letters and documents that just don't quite fit onto one page when you want them to:

1. Click the Print Preview button
2. Click the "Shrink to Fit" button  (if it doesn't appear as an option, WORD is unable to shrink to fit)  This icon looks like two pieces of paper with an arrow to one piece of paper.
3. Close out of Print Preview and your document is now on one page!

Next week we'll cover other ways to make documents properly sized for pages.

Outlook: Sending a Custom Distribution List (Opt. 2)

As promised, here's another way to send a custom distribution list in Outlook (see yesterday's blog):

1. Open a new email message (Outlook)
2. Switch to Contacts view
3. Select the distribution list you want to send, drag it down to your task bar and onto the open email (it will send as an attachment)

Outlook: Sending a Custom Distribution List

Let's say you have a distribution list that you created in Outlook called "Supervisors", and one of your co-workers wants to use that list without having to re-type all those names.  Here's  how to send that distribution list via email:

1. Open the distribution list you want to send (in your Contacts)
2. Choose Forward
3. Send it via email, letting the receiver know that he can simply drag that icon you send in your email to his Contacts and save it!

Tomorrow I'll give you an optional way to do this same task!

Motivation: What is it?

Is your paycheck your only motivator?  If you are just putting up with work to get to the week's end you are not only miserable, you are not a great employee, either, with meaningless days dragging on and on.  Get with the program.  Try Googling "Motivators" and force yourself to change! 

Outlook: Sort by, Flags

Okay so if you have been using my tip for flagging email you know there are times when you want to see everything that has a flag on it (just to make sure you have handled these items).  To do this, simply sort your Inbox (or Sent Items) by the Flag.

• Left click on the column header flag
• To get back to sorting by Date Received, simply click that column heading!

Outlook: Permanent Delete

Sometimes there are items in our Inbox we want to permanently delete (like spam).  To do so, simply hold down Shift and hit the delete key (Shft-Del)!

WORD: Scroll Between Caps

In WORD, there is a shortcut you can use when you want to change something you have already typed to either of these three options:

• ALL CAPS
• all small
• First Letter Capped

For instance, if I had typed a title line that read:

MY FIRST DAY

and I wanted to see how it looked with just first letters capitalized, I can see that by highlighting the text, holding down Shift and hitting F3 key (Sh+F3).  The text then scrolls between all caps, all small and first letter capped so I can change it easily to:

My First Day

Outlook: **Deadline 2:00 2/15/11**

Here's a great way to remind your reader about deadlines; simply include the deadline date in your subject field.  Here's an example:

Subject:  Expense Reports Due  *Deadline 5:00P 3/31/11*

This way, your reader can easily spot items with deadlines in their Inbox!

EXCEL: Title Line

Yesterday we talked about how to put a title line in a WORD document so today we'll do a similar task in Excel:

1. Type your title line in an Excel spreadsheet
2. Select the cells you typed the title line in (Left click and drag to select)
3. Right click somewhere within those selected cells
4. Choose Format Cells
5. Choose Border, Outline
6. OK

Simple!  You've just created a title line!

WORD: Title Line

Here's a quick way to format a title line for your report/document in WORD:

1. Type your title line at the top of the page
2. Triple Left click the title line you typed (to select it)
3. Choose Format
4. Borders and Shading
5. Choose Box
6. Ensure "Paragraph" is selected in the "Apply to" section
7. Choose OK

Now you can center it and bold if you like so it looks something like this:

This is my Sample Title Line

WORD: Filling in Forms

Today's tip is about those forms that you have to complete where you have to enter  your response on a line, like this:

Name:  _______________

If you just position your cursor there and type your name, it ends up looking something like this:

Name:  ___Carrie_Ogemile___

But if you double left click the line BEFORE you start typing your name, it looks like this:

Name:  Carrie Ogemile

Looks much better, doesn't it?

EXCEL: Worksheet Tabs, Copy

Here's another tip on Excel's worksheet tabs (at the bottom).  One example of when you may want to copy a worksheet into the same workbook would be if you had a spreadsheet completed for figures entered in 2010 and now you want a new worksheet to enter 2011 figures.  To do this:

1. Right click on the worksheet tab you are currently using (at the bottom of the sheet)
2. Choose Move or Copy
3. Choose Create a Copy, Move to End

Now you can re-name the 2010 worksheet to "2010" and the copy you just created to "2011"!

Organize: Fax Tip

When you are faxing a document, most fax machines require you to load the fax face down into the fax.  Before you load it, flip the last page of the fax over and rotate it 180 degrees, and hand write the fax number at the top.

Now, when you load your document face down into the fax, you will be able to see the fax number you are sending it to!

Organize: Avery labels template

Speaking of labels for file folders, Avery has a great template available on line that is used in conjunction with their file divider (labels).  It's very easy to use, doesn't require any downloading and you have the option of customizing fonts.  You can also opt for a full page of the same label or all different labels.

I would definitely recommend it!  Simply Google AVERY LABELS to locate.

Organize: File Folder Identification Made Easy

So you've got 20 (or more!) file folders on your desk, all in a stack, clearly marked on the side labels... sometimes when trying to locate a particular folder, it's even better to ALSO write the label on the front of the file, in large letters.
   ABC STORAGE

This way, when you have folders spread all over your desk or on tables, you can see clearly which files are which without having to check the side labels.

EXCEL: Worksheets

In Excel, when you open a new spreadsheet it defaults to 3 worksheets (see tabs at bottom).  If those extra worksheets "bug" you, simply Right click on the extra ones and choose "delete".

To re-name a worksheet tab, Right click and choose "rename".  Simple! 

More on worksheet tabs next week...

EXCEL: Show Page Number

In Excel, when you want to show a footer, like a page number, simply choose the following:

1. View
2. Header and Footer
3. Left click on the Footer dropdown menu (toward bottom of page setup window)
4. Choose Page 1 of ?
5. OK

You've now added a page number to your Excel spreadsheet.  There are other options for headers and footers in these dropdowns, or you can create your own (custom header/footer).

EXCEL-WORD: Toolbars, Anyone?

Okay, we talked once before about the Standard and Formatting toolbars as necessities on Outlook.  These toolbars should also show in your Excel and WORD, too, as you just can't live without them.

To view your list of available toolbars in Excel and WORD, right click in the gray area to the right of your currently shown toolbars.  Simply select the toolbars you want shown.

Then use yesterday's tip to arrange them to your liking!

WORD-EXCEL: Toolbar Separator Bars

Those little horizontal lines on the far far left edge of your toolbars are handles, or separator bars.  Sometimes these toolbars overlap one another or you just want to move their order to make more logical sense with how you work. 

To move a toolbar, simply left click and hold that handle, or separator bar, and drag to the position that best suits you.  (You will see a quad-headed arrow when you hover over the handle).

You can drag the bar all the way to the bottom of your screen or left/right as you see fit! 

EXCEL: Right Click Edit Cell

Most people ignore the ease of Right clicking in a cell on Excel which gives options to cut, copy, paste and format (and more).

If you get into the habit of using those Right click menus, it becomes second nature and makes manipulating cells much quicker!

Motivation: Week Ending, New Beginning

Today's Tip:

Another way to fire up your motivation is to give a heartfelt compliment to someone... surely, you notice that one of your co workers is doing an excellent job on some part of their job;  tell them how great they are doing.  This boosts your own motivation.

Just remember this at the end of the day when your motivation is at its weakest:

The sun comes up every day; tomorrow you start with a a clean slate, a fresh start.  Learn from whatever mistakes you made today and make tomorrow better. 

Motivation: Daily Mantra

One sure way to get your motivation up is to talk to that person in the mirror every morning before you go to work.  Devise a simple mantra, something like:

Today I will have a great day, nothing will stop me and I am amazing!

Believe it or not, if you stick to a driven mantra, you will experience remarkable motivational success.  There are plenty of samples on the Internet, or make one up that works for you!

Motivation: Biting Off More Than You Can Chew

It happens to all of us... you realize at some point that upon accepting yet another challenge in your job, you've overpromised, and now your motivation is taking a deep dive. ↓

Your only recourse now is to take on the workload in small chunks.  Don't look at it as one huge mess, but force yourself to take just parts of it and work on the parts individually until you get yourself back in control. 

Once you've completed portions, you will be able to see you are making headway and your motivation level will increase as well!

Motivation: Up for a Challenge?

Believe it or not, when you need motivation, sometimes all it takes is a good challenge.  You need to breathe some "new life" back into yourself, so try:

• Job rotation (for a day, a week, a month) with someone in a different department/area.  This can also open up opportunities for career advancement.
• Job shadowing (for a few hours, a day) where you sit with, or "shadow" someone from a different department/area.  

Both of these are great motivational tools and you will return to your job with a renewed sense of determination... and your creative side flourishing!

Motivation: Keep Yourself Marketable, Current

Welcome to Motivation Week!  Every day this week we'll give you a tip to keep you motivated!  Everybody goes through it, a period in your life (work or personal) where you just don't feel motivated.  This is perfectly normal.  We'll provide tips on the "work" motivation this week:

One of the best ways to get your motivation back is to "improve" yourself;  take a course online or a class that will enhance your career.  It doesn't have to be Rocket Science; just something that you will be able to use in your daily work life.  Check your resources at your job first, there are usually several options for you and this will help keep you motivated and look good at your next performance evaluation.  If the list is extensive, GREAT... add a notation to your calendar to sign up for one every quarter!

Desktop Security

To ensure the privacy of your work product, be sure to "lock" your monitor every time you walk away from your desk.  To do this fast:

www.

Hold down the Control (Ctrl) and hit L (for lock)

(Windows)

Organize & Prioritize: Returning Panic

So you are just coming back from being gone from your desk for a few days (even a day!) and all you see are stack of work to be done... panicsville hits.  Here's one of the simplest processes to prioritize those stacks:

1. Take a deep breath and smile (set the mood).  :)
2. Gather all of it into one stack and start at the top item, using this sort sequence:
• Sort by deadline date (obviously, soonest date on the top of the stack)
• Sort by your own priority system (some things only YOU will know how important it is), including those items with no specified deadline.
• On the bottom, everything else that can wait.
3. Take another deep breath.

Your next step is to kick it up a notch or two.  Everyone has a "work pace".  There are times when you have to kick start and run at high gear for an extended period.  This may be one of those times.

Go right to your Desktop!

Here's the quickest tip I've given so far!

www.

(Windows)
To minimize all open programs and go immediately to your Desktop, hold down Control (Ctrl) and hit the D key.

EXCEL: Quick Date, Time

Sometimes in Excel you need to quickly input the date and time and this tip will do it fast:

DATE:  Hold down Control (Ctrl) and hit the semi colon ;

TIME:  Hold down Control (Ctrl) and Shift and hit the semi colon ; 

The semi colon is the one with the "fishtail" on it.

WORD: Selecting to Edit

Here's the easiest way I've found to edit words in a sentence:

Hold down the Control key (Cntrl) and use your arrow keys (left or right) to maneuver to the first letter of each word in your sentence.  For instance, if I realized I'd just spelled "maneuver" wrong, I would hold down Cntrl and use my left arrow key to get to that word and then correct it. 

If you hold down the Shift (Sh) key while you are control-arrowing left and right, it selects every word between where you started and where you stop.  For instance, if I hold down Cntrl and Sh and use my left arrow key, I can select every word in this sentence and then edit it (using the underline, for instance).

These maneuvers are kind of awkward at first but force yourself to use them and you will be amazed at how fast you can edit sentences/words in WORD!

Outlook: Toolbar "Norms"

The two toolbars you can't live without in Outlook are:

• Standard 
• Formatting

To be sure you are showing both, right click in the dead area (gray area) somewhere to the right of whatever toolbars you have showing, and be sure Standard and Formatting are chosen.  You pretty much can't live without the Standard toolbar and will be amazed what you are missing if you don't have the Formatting toolbar shown.

Internet Favorites, Bookmarks, etc.

Here's another great way to store information you want at your fingertips...

www.

Examples:

• You are on your favorite supply store's website and want to remember their phone number.  While setting the website as one of your Favorites, you can name the Favorite whatever you want, so just include the phone number in the name you create.  For instance, you would name this Favorite "Staples (800) XXX-XXXX".
• You want to remember the drive through business hours for your bank.  While setting the bank's website as one of your Favorites, include the hours in the name you create.  For instance, you would name this Favorite "XYZ Bank 7:00AM-7:00PM".

There, their (and they're)

Another common grammar problem:  the use of there, their and they're.  Using the wrong word in business writing undermines you as a pro.  Here are examples of correct usage:

"I put the newspaper down over there" (meaning a place)

"Their home is beautiful" (this is the possessive use)

"They're not coming with us"  (meaning "they are" not coming with us)

WORD: Where Was I?

Typical problem.... you are keying in a huge document in WORD and want to check something you keyed earlier in the document, maybe a number you placed in a chart or the spelling of a person's name, so you scroll up, find the information and want to go directly back to where you were last typing.  Here's the tip:

To return back to the exact position where you last edited the document (or were keying information), hold down the Shift key and hit F5  (Shift-F5)

This will take you right back to your last position before you scrolled up to find that person's name!  This is a very simple tip but rarely used (rarely known)... and saves you a ton of time!

Outlook: Contacts Has Other Uses!

Outlook Contacts is the place we store our information on businesses, personal and professional people (contacts). 

Another use for this warehouse of information is to store ANY information you want to remember.  For instance, the tip from yesterday on how to properly use It's vs. Its.  If this is something you want at your fingertips, simply create a new contact called It's vs. Its and save the information in there. 

The next time you aren't sure about which word to use, simply go to your Outlook Contacts and view the "It's" item

Its vs. It's

Common problem, I see it almost daily... people use the wrong form of "it".  Here's your answer:

It's:  Means "it is", or "it has". Example:  "It's in the laundry"

Its:  Is the possessive form. Example:  "That dog is its own enemy".

Even in today's era of texting, email, etc., it's important to stick to correct grammar and punctuation in letter writing... more on that another day!

Organize & Prioritize: Hanging File Folders

Here's a tip to make finding those really important hanging file folders in an instant:

• Remove the white label from the folder and use a highlighter to draw a line of color across the top of the label, right above the label's name.  (Yellow highlighting works great for this).  Don't let the color get on the label's name.
• Let it dry for a few seconds and slip it back into the clear label's sleeve and insert it back on the folder.

Next time you need that important file, the highlighted label will catch your eye.

WORD: Removing Words in Custom Dictionary

Let's say you are spell checking a document and accidentally  hit the "Add to dictionary" button on a misspelled word.  Here's how to remove that word:

• Open WORD
• Tools
• Options
• Spelling & Grammar
• Custom dictionaries
• Select the word from the list 
• Delete
• OK, OK, OK

While you are there, review the list of words you had previously added and remove as needed.
These specific steps pertain to MS Office 2003 version but are similar in other versions.

Outlook: Trying to Find an Inbox Message

Here's a quick way to find an email message from a particular person when your Inbox is extensive:

Left click on the column titled "Sender"; this will put all Inbox messages in alpha order (click again for reverse alpha).

Now you should be able to find that message.  This is also a great way to browse your Inbox for messages you want to delete during clean-up time.

This tip also works in your Sent Items and with the other column titles.

Outlook: O-O-O No-No's (Out Of Office Assistant)

When you create your Out of Office message on Outlook, be sure NOT to include the following information:

• "I'm on vacation until... "    Someone with bad intentions now knows they can get into your house without being caught by you.
• "Call me on my cell number of ..."  Only if it's a company-issued cell phone and everyone who sees this message is a business partner.
• "Contact Joe in my absence..."  Only if you have cleared this with Joe and you provide his contact information.

Also remember to keep the message brief and to the point.  No one wants to read your journal but you.

EXCEL: Bottom of List.... Fast!

Okay so you have entered a lot of figures into an Excel spreadsheet and you figure you can either scroll down to get to the bottom or... here's the tip of today:

Position your cursor at the very bottom edge (line) of one of the cells that you have entered figures into and double left click.   Immediately this will take you to the next empty (blank) cell, which will be at the bottom of the list of figures you entered!

WORD: Word of Warning: Passwords

Just a quick reminder that when you create a password for a WORD document, you have to remember the password or you will never be able to open the document again.

When creating a password for a WORD doc, use something specific to that document.  For instance, if you are creating a password for a document regarding an employee, it may be helpful to use that employee's name as the password, i.e. JOHNSON.  Making passwords on WORD docs too specific will only make it more difficult to remember when it comes time to open it.

Here's how you save a document with a password on WORD:

1. File, Save As...
2. Type the name of the document in the File Name window
3. Choose Tools, (upper right corner), Security Options
4. Enter the password in the "Password to Open" window
5. You will be asked to enter it again
6. Then hit Save

EXCEL: Resize Columns

Here's the quickest way to resize a column in Excel:

1. Position your cursor on the line between column A and column B, right up there at the top (you are not in the actual spreadsheet, but up in the column head where it shows column A, B, C,...)
2. When your cursor turns into a double headed arrow, double left click

This tip works great when you have data in a column that is too large for the column, you can quickly resize columns using these instructions to accommodate any size data.

WORD: Using a Quick Table

You are in WORD, typing away, and have to insert a set of dates and numbers.  You have lots of options, but one I use a lot is to insert a quick table.  Using a table will line up your dates and numbers like magic! Here's how:

1. Position your cursor where you want to insert the data.
2. On the toolbar, choose Table, Insert Table
3. Choose how many columns & rows you want to include in your table.  For this example, I am choosing of 2 columns and 2 rows.  Choose OK.

Your quick table is inserted:  now you just enter your figures and you've got a readable table which adds a little professionalism to your document!  It's also a great way to line up dollars and cents without setting up decimal tabs.

January 3, 2011	34,001
February 3, 2011	44,220

WORD-EXCEL: Search & Destroy (aka Find & Replace)

Here's how you can search a document or spreadsheet (Word/Excel) for a word(s).  There's two parts to this:

To Find:

• In your document/spreadsheet, hit Cntrl F (hold down the Control key and hit the F key)
• In the Find & Replace window, on the Find tab, key what you want to find in the document/spreadsheet, for instance, Find Chicago
• Click the Find Next button to scroll through your document/spreadsheet

To Replace (here's the bonus section):

• Hit Cntrl F to get the Find & Replace window
• In Find What, type Chicago
• In Replace With, type New York (for instance)

With this option, you can choose to replace while scrolling through OR you can choose to Replace All.

This tip comes in handy if you have a letter you have already typed and you want to make a form out of it.  You can use the Find & Replace to find the (variable) spots you want to replace with a blank spot.


Another way to use this tip is if you want to count the number of times you used a certain word in your document/spreadsheet... just use the word you want to count for both Find and Replace!

Chaos to Calm

Okay, let's face it.  Ten years ago you thought you couldn't possibly keep up this pace, yet here you are, day in and day out, juggling a hundred different items, never seeming to finish anything.  It's time to try a new approach:

During the chaos of the day, reset your brain to view all these items that you are juggling as excitement; as facing and dealing with challenge after challenge, as if you were hitting a tennis ball in a rigorous game.  Give yourself plenty of credit for playing a strategic game each day, and convince yourself to look forward to what's in store for tomorrow.

Believe it or not, this approach will help your stress level and put you more in control than ever.

Undo Key

This is one of the most used keys by those who know about it and the one key everyone should know about... the undo key.  Most MS programs have it on the toolbar, easily accessible, looks like an arrow that swoops up and to the left.  (It is not the back button on your browser).

This key will undo your last action, keystroke, etc., and is great when you make an error and want to "undo" that error.  It will also undo the last several actions (accessible through it's drop down menu).

Don't you wish we had an undo key for our lives?  Call someone by the wrong name... undo!   Pull out in front of that car... undo!

EXCEL: Column Headings, Auto Input

Here's the fastest way to auto-fill those column headings like January, February, March...

• Type JAN or January in the first cell
• Select that first cell and position your cursor in the lower right corner of that cell, so your cursor turns into a solid black crosshairs (or plus sign +), hold down your left mouse button and drag to the right

The months will automatically fill the rest of the months, so you will see something like this.  (This also works for Mon, Tue, Wed & other common sequences):

JAN

FEB

MAR

APR

MAY

JUN

JUL

WORD: Double Line (Section) Break

Here's a quick way to get a double line in your Word document when you want a clear separation between sections:

• Position your cursor where you want the double line
• Hold down the equals sign (=) for just a few seconds
• Enter

There's your double line break!  It should look like this:

=========================================================

Outlook: Ticklers, Bring-Ups and Diarying Ahead...

Let's say a message comes into your Inbox regarding something that you want to remember to do next Tuesday.  One option you have is to use that message as a "tickler" on your calendar.  Here's how:

• From your Inbox (or Sent Items, or Deleted, for that matter), select the message (left click)
• Hold down your (left) mouse button and drag the message to your Calendar, (let go)
• Once it's been dropped onto your Calendar, it will automatically think you want this as a new appointment, (perfect), so ensure the Subject field is what you want it to be (detailed), then
• Set the date for next Tuesday (when you want to be reminded)
• Save and Close

Next Tuesday, when you are checking your calendar, up pops this message to remind you!  This is a great way to keep that Inbox clean and organized.

EXCEL: Current Time/Date

Like Word, you can also enter the current time/date in a worksheet by entering the following calculation:

=NOW()

You then go in and format that cell how you want the date to look:

• Format
• Cells
• Date

Then, every time you open that worksheet, the current time/date will appear!  Watch how you use this, though, there are only very specific reasons why you would want to set your worksheet up this way.  Be sure this is how you really want it to show today's date.

WORD: Select All

Here's a quick way to select all text in a Word document:

Control (Ctrl) and press the A key

Your entire document is now selected.  Use this feature to change to a different font type, or something I use a lot is to re-size the entire document down to fit to 1 page.  I use Control-A to select all, then choose Font Size and choose a smaller font.  Works like a charm!

Passwords: Keeping Track of Them

The more passwords you have to store (memory or otherwise), the more it becomes a challenge.  Sure, there are software programs that are made for this purpose, but you can simplify your "password life" just using this system:

In Excel, create a worksheet with the following column headings:

• Item:  in this column, you will enter whatever the topic is, for instance, "Supplies"
• Location:  in this column, you will enter the actual web address as a usable link, like www.staples.com
• User Name:  enter the user name you use for this item
• Password:  enter your password
• Comments:  enter anything you want to remember, like "Minimum order $50"

When you are done, store this worksheet in a secure location and place a shortcut to it on your desktop.  You've just saved yourself a lot of memorization and have a quick resource to access these important items!

Passwords: How to Choose a Secure One

We've got so many requirements for passwords in our jobs.  Sometimes it's difficult to come up with a creative, secure password that you won't forget!

Try this tip next time you are required to create a password:   Think of a memorable line in your favorite song, for instance:

"I'll be your crying shoulder"

Take the first letter of each word of that line as the root of your password, i.e. IBYCS, then split your birth year for the first and last digit of the password, for instance:

8IBYCS2

Now that's a strong password!  When you are required to change it, simply swap the digits of the year.

WORD-EXCEL: Go Home!

Here's a quick way to go immediately to the upper left corner of any document (Word) or spreadsheet (Excel):

Hold down the Control key (Ctrl) and tap your Home key

Outlook: Flag Me!

Here's a way to stay organized in your Outlook Inbox.  Use the "Stop Light" system for flagging.  The stop light flagging system is simple:

• Red:  Stop everything - important - requires immediate attention
• Yellow/Orange:  Waiting for information/input from someone else before proceeding
• Green:  Good to go, your part is done, just holding item

To flag an item (and you can flag in your Sent Items or even Deleted, if you desire), simply Right click the message and choose to flag, then choose your color.

WORD: Current Day, Current Time Shortcut

We all love shortcuts and here's one that works in WORD... great for a telephone message.


For the current date enter ALT-Shift-D           12/23/10

For the current time enter ALT-Shift-T            2:37:54 PM

WORD: Double & Triple Clicking!

This tip works well with the other WORD tips we talked about recently.  This tip works in most word processing software, including email.

• Double (left) click a word you have typed to select the word, then type right over that word the replacement word you want to use.
• Triple (left) click in a sentence and it will select the entire sentence.  Same process as above.  Type whatever you want to replace that sentence with (or delete the whole thing), and viola!  You've just replaced the entire sentence without having to backspace or hit your delete key numerous times.

If you get used to using your mouse to select words and sentences by double and triple clicking, it just comes naturally after while and you've just saved yourself a lot of time!

Excel: Page Breaks Preview

This is a common problem with Excel users:  You've created a fantastic spreadsheet and hit the print key and it prints on 3,291 pages.  Simply click View, Page Break View to see where your page breaks are currently set.  Then just left click and drag the blue dotted lines where you want your page breaks to be.

Creating "Better" (Worthwhile) Performance Reviews

It's that time of year when you are probably thinking along the lines of completing performance evaluations for your employees.  Last week's THESAURUS tip will come in handy for you... instead of typing "Susan has done a good job at ....", swap out that word "good" for a word that will make Susan understand how well she is really doing.  If you can't find a more descriptive word in WORD's Thesaurus, (right click on the word, remember), then at least pull up an online dictionary and choose your words wisely to convey exactly the kind of evaluation you want to deliver.

WORD: Thesaurus Awesomous

So you are typing away in WORD and don't like one of the words you have chosen, like "Awesome".  Right click on the word and choose the thesaurus (or synonyms)... WORD will give you a plentiful list of other options for you to use (of which you can click to choose).

This also works well if you are typing a word you aren't sure of the meaning on... the thesaurus/synonyms can act as a dictionary... so it's got multiple uses!

WORD: Adding Automatic Text

This tip is rarely used by everyday WORD users and is so useful, you HAVE to take advantage of it....
For those words that you use often that are either difficult for you to spell, long words, names of people or companies, etc., WORD will auto prefill that for you next time if you select the word (or phrase) after you type it, and choose Tools, AutoCorrect, AutoText, Add. 

Play with this after you use it a bit and you will get so used to it, it will be second nature for you to add words or phrases to your prefill list.  There's more to this feature than meets the eye... I'll feed you more on this in a future post!

Organize & Prioritize...

Just coming back to your desk from vacation, etc, can be overwhelming, especially if there's no back up for you when you are gone.  A thorough way to organize and prioritize your stacks of work is to quickly browse every item, setting aside those that absolutely can't wait until tomorrow.  Then put the rest in another stack.  Now you have your priority stack ready to roll!

Excel at EXCEL! Consecutive numbers, how do I prefill?

Excel:  Say you've got a list of consecutive numbers you need to enter, for instance, 23323, 23324, 23325 in Excel... you know there's a way to do it so here it is:
1.  Enter at least two of the numbers in your sequence
2.  Select the last two numbers you entered
3.  Position your cursor in the lower right corner of the cell of the last number you entered, until you see a PLUS sign
4.  Left click, hold down and drag down to prefill the consecutive numbers
Tune in tomorrow for a tip on organization and prioritizing!

Trouble copy/pasting?

Having trouble copying and pasting from one program to another?  Try Cntrl C for copy and Cntrl V for paste.  It works on all MS Office products and on most intranets.  This is great news for those trying to copy something from one of their company's intranet forms!  Drop in again tomorrow for another great Admin Tip!