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.