Microsoft Office Tips, Tricks, and How-to's to help you use MS Office like a pro!

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Category Archives: Microsoft Office

More Outlook Shortcuts

Posted on by Posted in Microsoft Office Leave a comment

As I always say, you can never have too many shortcuts.  I just love saving time and keystrokes!

These are handy shortcuts one can use in Outlook Calendar.

Follow the steps below to learn how:

CTRL + N – Creates an appointment in Calendar view and CTRL  + Shift + A when in any Outlook view

CTRL + Shift + Q  Creates  a meeting request

CTRL + G  Takes you to a date

Alt + Equal or CTRL +  Alt + 4 – Switches to Month view

Alt + Minus Sign or CTRL + Alt + 3 Switches to Full Week view

CTRL + Alt + 2 Switches to Work Week view

CTRL + Comma  or  CTRL + Shift + Comma takes yo to a previous appointment

CTRL + Period or CTRL + Shift + Period Takes you to next appointment

CTRL + G sets up recurrence for an open appointment or meeting

Alt + (number of days you would like to see)  will show number of days in your Calendar

You’re welcome!

 

Time Saving Outlook Shortcuts

Posted on by Posted in Outlook 2016 Leave a comment

Everyone knows that I love saving time and keystrokes. Why wouldn’t you like to do that as well? So below you will find some time saving Outlook shortcuts.

Want to insert a hyperlink on a selection of your text? Simply click CTRL + K

Need to align text?

CTRL + L will align left

CTRL + E will align center

CTRL +  R will align right

Want to run Spellcheck before you hit send? Just tap F7

Forgot to fill in your subject? Alt + J will take you back to the subject field

You are welcome. Glad I could help!

How To Use Word Document as Outline for PowerPoint

Posted on by Posted in Word 365 Leave a comment

I love it when Microsoft Office applications work together to make my life that much easier.  You may already be using this method, but if you are not, then you should definitely try it so you can make your life easier as well.

Follow the steps below to learn how:

  1. Open your Word document.
  2. Click Home.
  3. Use Styles to format the content in your Word document.
  4. You can highlight your content that you would like to use as a slide title and in Styles, select Heading 1.
  5. You can highlight the content you would to use as slide text and in Styles, select Heading 2.
  6. In your Word document, click File | Save.
  7. Then click File | Close.
  8. You cannot insert your Word document into PowerPoint unless it has been closed.
  9. Now, open PowerPoint.
  10. Click Home | New Slide.
  11. Select Slides from Outline.
  12. Navigate to and select your Word document in the Insert Outline dialog and click Insert.
  13. A new slide will be created for each Heading 1 in your document.

If you did not use Heading styles, PowerPoint will create a slide for each paragraph in your document.

Pretty cool huh?

How To Create Labels With Access Wizard

Posted on by Posted in Office 2016 Leave a comment

You can use the Label Wizard to create labels for a wide variety of standard label sizes, and it is really quick and easy.  You all know I love to save time and keystrokes!

Follow the steps below to learn how:

  1. In the Navigation pane, open your table that will be the source for your labels by double-clicking it.
  2. On the Create tab, in the Reports group, click Labels.
  3. Follow the directions of the Label Wizard.
  4. On the last page, click Finish.

Access will display your labels in Print Preview so you will see them as  when they are printed. You can use the slider control on your Access status bar to zoom in on details.

Please note that Print Preview is the only view you can use to see multiple columns. In any other view you will see only one single column.

Again, easy peasy!

Create A Note Book in OneNote

Posted on by Posted in Microsoft Office

Microsoft OneNote will allow you to create multiple notebooks for different subjects or projects.  And I find this very, very helpful.  It keeps me organized way better than I do on my own. All you have to do is create a note book for your specific needs.

Follow the steps below to learn how:

  1. Open OneNote.
  2. Click Show Notebooks.
  3. Click +Notebook, which you will find at the bottom of the list that appears.
  4. Key in a name for your notebook in the Notebook Name area.
  5. Click Create Notebook.

Easy peasy!

How To Sort Contacts By Color in Outlook

Posted on by Posted in Microsoft Outlook

One of my subscribers inquired if he could sort his contacts by color.  He felt it would be a lot easier for him to keep his contacts straight in this manner.  As I have always said, we all learn differently. Some of us read, some need pictures and illustrations. Well I guess that also applies to sorting as well. It helps that this is very easy to do.

Follow the steps below to learn how:

  1. Click People |  Home.
  2. In the Current View group, click List.
  3. Now scroll all the way to the right-hand side of your list of contacts and you will see the Categories column.
  4. Click the Categories column header to sort the list by color.

Told you it was easy!

How To Analyze Data In Excel 365

Posted on by Posted in Office 365

I confess that I do not use Excel all that often, but I do use it often enough to recognize how extremely helpful it can be for someone like me who was never a stellar scholar when it comes to numbers or math. So if you are like me, this will come in handy for you hopefully. I would not have a clue how to analyze data, much less in Microsoft Excel. But this has made it a whole lot easier for me.

Follow the steps below to learn how:

  1. Select a cell your a data range |  select Analyze Data on the Home tab of your Ribbon. Analyze Data in Excel will analyze your data, and return  visuals for you in a task pane.
  2. If you are  interested in specific information, you can enter a question in the query box at the top of the pane, and press Enter. It will then  provide answers for you with visuals (i.e., tables, charts or PivotTables) that you can then insert into your Excel workbook.
  3. Select the text box at the top of the Analyze Data pane, and  a list of suggestions based on your data will appear for your perusal.

Analyze Data is available in several languages to Microsoft 365 subscribers.

Go ahead and give it a try!

How To Insert A Picture Into An Autoshape in Publisher 365

Posted on by Posted in Office 365, Uncategorized

There are many reasons why you may choose to place a picture in an AutoShape and sometimes you just want to do it because you like it and it is fun! It gives the perception of a picture created in a certain shape.

Follow the steps below to learn how:

  1. Click the shape into which you would like to add a picture.
  2. In the Shape Styles group, on the Format tab, click the arrow next to Shape Fill.
  3. Select the picture you want to use from a folder or elsewhere and, and click Insert.

A sharp look for very little effort – people will thing you’re very creative!

How To Change Default Font & Style In PowerPoint 365

Posted on by Posted in Office 365

When you decide to create a shape in your presentation, PowerPoint 365 creates it  with the default style and the default font.

In PowerPoint for Microsoft 365, the default style is defined by the default theme, which is a blue shape with blue borders and white font.
The default font for shapes is called Calibri, at a font size of 18 points.

Follow the steps below to learn how to change the them and font:

Create a new shape in your presentation.

In the Illustrations group, on the Insert tab, click on the Shapes dropdown and select any shape you prefer.

PowerPoint will add the shape with the default style.

Go ahead and apply your formatting. (i.e.,  fill color, add an effect, change the text color, style, or line  weight, etc.)

Select your shape |  right-click the border | click Set as Default Shape on the popup menu.

Now, the next time you add a new shape, PowerPoint will use the formatting you applied.

One and done!

How to Access & Use PowerPoint 365

Posted on by Posted in Office 365

Someone came to me and told me they were so embarrassed to ask, but “How can I open PowerPoint in Office 365”? I told her not to be embarrassed, there is no such thing as a stupid question. As a matter of fact I commended her for asking. I mean wouldn’t it be very silly to own such a robust piece of software and not  use it because you were afraid to ask how? Turns out it is very easy and I bet it will help more than one person.

Follow the steps below to learn how:

  1. Go to powerpoint.office.com. Or sign in at office.com/signin.
  2. Select the Microsoft 365 App Launcher.
    Select New blank presentation, open a Recent file, or select one of the themes.
  3. Select the title at the top and key in a  name for your presentation and you are on your way!

Told you it was easy!