[May 2007 ]

 

This is my most favorite time of the year! Everything is blooming and you feel so hopeful when there is a rebirth - who knows what wonderful things will come to pass?

I can move mountains when the sun shines unlike the dreary winter months. I, for one, am very grateful that Spring has finally arrived! I hope that things are just as sunny and hopeful where you live!

Daisies

Carol's Signature

Table of Contents

Politically Correct in MS Word -Gender neutral words in your documents??

Working with Excel 2007 Worksheets and Workbooks -New Add a sheet feature.

Archive Outlook Mail Without a .PST File -We don't need no steenking .pst files.

Politically Correct in MS Word

Sometimes you want to be careful to use gender-neutral words in your documents. Word's grammar checker offers an option that will underline words that violate this gender neutrality with a green squiggly line, similar to what it does for sentence fragments and run-on sentences.

To ask Word to check for gender-specific terms such as policeman, follow the steps below:

In Word 2002/2003:

  1. Choose Tools | Options from the main menu.
  2. Go to Spelling & Grammar tab and look for the Grammar section.

Options

In Word 2007:

  1. Click on the Office button.
  2. Choose Word Options from the bottom of the large dialog that opens.
  3. In the Word Options dialog, click on Proofing in the left-hand list.

Proofing

  1. On the right-hand side, look for the When correcting spelling and grammar in Word section.
  2. Check the Check grammar as you type box and the Check grammar with spelling box, if they are not currently checked.
  3. In the Writing style drop-down menu, choose the Grammar only option.
  4. Click the Settings button by the drop-down menu.
  5. Word shows the Grammar Settings dialog box.

Grammar Settings

  1. You will find the Style section about half way down the dialog box.
  2. Check the option marked Gender-specific words.
  3. Click OK.
  4. Click the Recheck Document button (Word 2007) to find gender-specific words in your current document.
  5. Click OK.
  6. You can also click OK twice to return to your document without rechecking your document.

Now that should underline words that refer to a specific gender. It will not find him and her or he and she, but instead words that include a gender reference, such as policeman.

I say should because it doesn't always work. It would be nice to have this feature as an option if it worked, but unfortunately it just isn't happening this time around.

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Working with Excel 2007 Worksheets & Workbooks

Each new Excel workbook starts out with three blank worksheeets and an index tab at the bottom of each worksheet identifies the sheet by name.

You can add a new worksheet or delete an existing worksheet and rename or rearrange worksheets to suit your whim. A fourth tab is the Insert Worksheet tab. Click it and a new worksheet is created instantly, as well as a fifth Insert Worksheet tab that appears just in case you want to keep adding worksheets. If you don't want to click, you can always use the handy shortcut - Shift + F11.

Insert Worksheet

In Workbooks with many worksheets, you will not be able to see all the sheet names without using the four arrow buttons to the left of the sheet names to scroll.

However, I learned this neat trick from Woody Leonhard:

You can right-click any of those arrow buttons to display a pop-up list containing the names of all the worksheets in the current workbook.

Pop Up List

Click any name to jump straight to that worksheet.

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Archive Outlook E-mail Without A .PST File

Microsoft Outlook has always archived your e-mail in a Personal Storage File (.PST). The .PST files stores Calendar items, e-mail, Journal entries, and Tasks on local Windows workstations. Users are responsible for proper archiving, such as specifying the archiving period, file locations, etc.

The .PST files are notorious for corruption. There are many repair utilities that exist just for the purpose of repairing and recovering corrupted .PST files.

There was another big drawback to the .PST file and that is SIZE. Outlook 2002's .PST file was limited to 1.933 GB. Outlook 2003 increased the size limitation to 30GB, but the larger the file, usually the slower the performance.

Luckily, there is another way to archive your e-Mail. Use folders!

Follow the steps below to start archiving your e-mail:

  1. In My Documents, create a folder called E-mail.
  2. While inside that folder you just created, create subfolders for every folder you have created in Outlook beneath your inbox.
  3. Within those subfolders, create monthly or quarterly folders within which you place copies of every e-mail you store in Microsoft Outlook.

You can also create folders for Sent Mail if you so desire.

Simply highlight the selection and drag them into the respective folder where you want them archived.

Voila! You're finished.

Now you can use Outlook's Task or Calendar to remind yourself that you need to archive e-mail. When the reminder appears, follow the steps below to copy your e-mail messages to your new folder structure:

  • Within Outlook, open each e-mail folder you want to back up.
  • Click Edit.
  • Click Select All.
  • Click Edit.
  • Click Copy.
  • Open the E-mail subfolder where you want to archive the e-mail messages.
  • Select Edit from the Windows Explorer or My Computer menu bar.
  • Click Paste.

The messages will be copied from Outlook to the new folder on your hard drive.

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