1. Office Tips and Tricks Lisa Short Technology Specialist Summer 2013

2. Overview of Microsoft Shortcuts to Desktop Pins to Task Bar Templates Shortcut Keys— handout Split Screen –2 apps Hide task bar Trash --Restore Windows Explorer – Folders – Move/copy Options in Office Apps – General – Spell Check Alt --shortcuts

3. Quick Reference Card 1 Open Word really fast Press the Windows Key+R, type winword, and then press Enter. Use a template from Office.com On the File tab, click New, and then under Office.com Templates, choose a template. Convert text into a table Select several lines of text. On the Insert tab, click Table, and then click Convert Text to Table. Word 2010 tips and tricks

4. Quick Reference Card 2 Make a bulleted list more interesting 1.Select your bulleted list. 2.Press CTRL+X. 3.On the Insert tab, click SmartArt. 4.Choose a layout, and then click OK. 5.After the SmartArt is inserted, select all of the bullets in the text pane on the left. 6.Press CTRL+V. Word 2010 tips and tricks

5. Quick Reference Card 3 Crop a picture to a shape 1.Select the picture or pictures that you want to crop to a specific shape. 2.Under Picture Tools, on the Format tab, in the Size group, click the arrow under Crop. 3.Click Crop to Shape and then click the shape you want to crop to. Put documents on SkyDrive 1.Go to http://office.live.com and obtain a Windows Live ID, if you don’t have one already.http://office.live.com 2.After you have a Windows Live ID, go to http://office.live.com.http://office.live.com 3.Click Add files and then upload documents from your computer. Word 2010 tips and tricks

6. Quick Reference Card 4 Find and replace text 1.On the Home tab, Replace. 2.Type what you want to find in the Find what box 3.Type what you want to replace it with in the Replace with box 4.Click Replace All. Tips for selecting things To select a word, double click. To select a paragraph, triple click. Place your cursor in the left margin. Click once for a line, double click to select all lines in a paragraph. Triple Click for entire page Word 2010 tips and tricks

7. Quick Reference Card 5 Show or hide the ribbon CTRL+F1 Use the Quick Access Toolbar Right-click a button, and then click Add to Quick Access Toolbar. Word 2010 tips and tricks

8. Quick Reference Card 6 Open PowerPoint Make a slide from a bullet 1.On the left, above the slide thumbnails, click the Outline tab. 2.Select the text you want on its own slide. 3.Press SHIFT+TAB. PowerPoint tips and tricks

9. Quick Reference Card 7 Reuse slides from another presentation 1.Open the presentation that you want to add a slide to. 2.In the pane that contains the Outline and Slides tabs, click Slides, and then click where you want to add a slide. 3.On the Home tab, in the Slides group, click the arrow below New Slide, and then select Reuse Slides. 4.In the Reuse Slides pane, click Open a PowerPoint File. 5.In the Browse dialog box, locate and click the presentation file that contains the slide that you want, and then click Open. Tip In the Reuse Slides pane, PowerPoint displays thumbnails of the slides from the presentation that you selected. Rest the pointer on a thumbnail to see a larger version of the slide's contents. 6.In the Reuse Slides pane, do one of the following: To add a single slide, click the slide. To add all of the slides, right click any slide, and then select Insert All Slides. Note If you want the slide that you are adding to the destination presentation to maintain the formatting of the original presentation, select the Keep source formatting check box before you add the slide to the destination presentation. To add a single slide, click the slide. To add all of the slides, right-click any slide, and then click Insert All Slides on the shortcut menu. PowerPoint tips and tricks

10. Quick Reference Card 8 Slide Sorter view In the lower-right corner of the screen, press the Slide Sorter button. Insert a screenshot or screen clipping 1.Click the slide that you want to add the screenshot to. 2.On the Insert tab, in the Images group, click Screenshot. 3.Do one of the following: To add the whole window, click the thumbnail in the Available Windows gallery. To add part of the window, click Screen Clipping, and when the pointer becomes a cross, press and hold the left mouse button to select the area of your screen that you want to capture. PowerPoint tips and tricks

11. Mailing Labels Full Page Create a new document Mailings, Labels, Options, Avery US Letter, 5160, OK Address Type your information in, add picture, Full page of the same label, New Document. In Word Select all –Crtl + A, Change font, size, center Word 2010 tips and tricks

12. Mailing Labels Merge Open Word Start Mail Merge, Labels, Choose Product #, Ok Select Recipents From existing list, type new list Address Block, Insert Merge Field Add fields –be sure to add space between fields Update Labels, Preview Results, Finish & Merge Word 2010 tips and tricks

13. Quickly Navigate Through Applications Hold down the Alt key and repeatedly press the Tab key When the desired application is selected, release the Alt key

14. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. Create ‘Fake’ Text Key =rand(n,m) The first number indicates the number of paragraphs The second number indicates the number of sentences in each paragraph

15. Zoom In and Out Ctrl + mouse wheel

16. Change the font size Ctrl + ] or Ctrl + [ Also Ctrl + Shift + > or Ctrl + Shift +<

17. Repeat the Last Edit Press the F4 key

18. Using the Format Painter (Paintbrush) Place curser within the text which has the desired format Click the paintbrush on the tool bar Select additional text to be formatted If you double-click on the paintbrush you can select additional text multiple times (press the esc key to turn off the paintbrush)

19. Remove All Formatting Select the text then Ctrl + spacebar

20. Position Graphics Ctrl + arrow keys (XP – just use arrow keys) or Alt + left mouse button

21. Extend Selected Text Press F8 to start then Esc to end or Hold the Shift key down

22. Select Noncontiguous Text Select the first desired text Hold the Ctl key down Select the next desired text

23. Change the Case of Text lower case Initial Case ALL CAPS Shift + F3

24. Spacing Between Sentences Tools – Options – Spelling and Grammar – Settings

25. Horizontal Line Dividers 3 hyphens 3 underscores 3 equal signs 3 pound signs 3 asterisks 3 tildes

26. Using Auto Correct for Text Tools AutoCorrect Options Key in letter code to replace Key in the desired new text Click – Add - OK Key in desired text Select the text Tools AutoCorrect Options Key in letter code to replace Click – Add - OK OR

27. Using Auto Correct for Symbols Insert – Symbol – AutoCorrect Key in letter code to replace Click Add – OK 45 ° ¢ ± Ώ µ ¿ ñ ë £

28. Using Shortcut Keys for Symbols Insert – Symbol – Select symbol Shortcut Key Press key combination Assign - Close ÷ ♫ ≥       

29. Using Shortcut Keys for Autotext Step 1 – Create autotext –Type in text –Highlight the text –Click Insert – Autotext –Choose New –Type the name for the entry Step 2 – Customize the keyboard –Click Tools – Customize –Click the keyboard button –Select Autotext from the categories box –Type in the hot-key combination you wish to use –Click - Close

30. Save or Close All Documents Hold the Shift down then select File then Close All

31. Create a Chart Select the data for the chart Press the F11 key (To modify the chart, point to the object to change then click your right mouse button and format…)

32. Create Random Numbers in Excel Key =rand() This will generate a number between 0 and 1 Key =rand()*(b-a)+a This will generate a number between a and b If you do not want the numbers to change Generate the numbers on a second worksheet Select the numbers Right-click – and copy On original sheet – right-click where numbers are to be positioned Choose paste special – values - OK

33. Take a Break Get a blank screen at anytime in the presentation Press the w or the comma

34. Quickly go to Any Slide Type the slide number and press enter

35. Hide or Show the Pointer and Pen To hide the pointer press Ctrl + H To show the pointer press Ctrl + A To show the pen press Ctrl + P

36. Select Dates Select the first date in the date navigator then hold the Ctrl key down and continue to click the additional dates.

37. Change Timeline While in the Calendar view Right-click on the times Choose the desired interval

38. Delete Messages Without Sending Them to the Deleted Folder Select items to be deleted Hold the Shift key down Delete Yes

39. Schedule an E-mail Response Drag the message from your Inbox to the Calendar icon or folder A new appointment dialog box will appear Fill in the needed information

40. Quickly Send an E-mail to a Contact Click on Contacts Select the contact for the message Drag the contact onto the Inbox icon or folder A new mail message will appear

41. Quickly Set and Delete Tab Settings Set tabs: Cycle through the tab indicators at the left of the ruler until the desired tab appears Click on the ruler in the desired location Delete tabs: Drag tab off the ruler

42. Quickly Change Tab Settings Select text that contains the tab settings Drag the tabs along the ruler to the desired location Select text that contains the tab settings Double-click on one of the tab settings Make the desired changes in the dialog box (be sure to click on set between each change) OR

43. Add a Screen Shot Tap the Print Scrn key then paste into a document (To modify the size, click on the ‘ crop ’ button on the pictures toolbar and remove the unwanted portion of the picture and then re-size the picture.)