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

Carol's Corner Office

Category Archives: Microsoft Office

More Microsoft Office Shortcuts

Posted on by Posted in Office 365 Leave a comment

As promised, this article is full of more useful Microsoft Office shortcuts.

Follow the steps below:

SHIFT F3 – Toggles between uppercase, lowercase, and title case

CTRL = – Will subscript highlighted text

CTRL SHIFT – Will superscript highlighted text

CTRL | SHIFT | F9 – Will remove any hyperlinks in your text

CTRL |Space – Will remove any font effects and reset it to the default size, font, and color

CTRL ] -Will increase font size

CTRL [ = Will decrease font size

ALT | W | R – will toggle your Ruler

CTRL M – Will add a new slide to your editor in PowerPoint

CTRL | SHIFT | D – will Duplicate your current slide

CTRL P – Will activate your Pen Tool

CTRL A – Invokes your cursor during a presentation

CTRL H – Hides your cursor during a presentation

ALT | P – will Play/Pause embedded media in your slide

ALT |  Q – Stops playback

ALT | Up or Down Arrow – will adjusts the volume of your playback

CTRL | Page up or Page down – Will scroll between multiple tabs

ALT | Enter – Enters a new line in an Excel cell

CTRL | ; – Will quickly enter the current date

CTRL | SHIFT | : – Will quickly enter the current time

CTRL 1 – Will invoke the Formatting dialog

CTRL ‘ – Will toggle between cells to reveal content or formulas

CTRL 0 – Will hide a column

CTRL 9 – Will hide a row

CTRL | SHIFT |0/9 – Will unhide anything hidden using shortcuts above

ALT |= – Will automatically apply SUM to any highlighted cells

CTRL | SHIFT | * – Will select your current row or column

Even if you only use a few of these fabulous shortcuts, it is well worth it!

Little Known Microsoft Office Shortcuts

Posted on by Posted in Office 365 Leave a comment

Again, anyone who knows me knows that I love to save time and keystrokes.  In this article you will learn to save time and keystrokes as well. Once you start using these you will find that you cannot do without them.

Follow the steps below to learn how:

CTRL A – Selects all items on screen

CTRL B – Formats as bold

CTRL I – Italicizes text

CTRL U – Underlines selected text

CTRL P – Launches Print dialog

CTRL C – Copies the selected text to your clipboard

CTRL X – Cuts the selected text

CTRL V – Pastes your clipboard content

CTRL Z – Undoes the last action and can also be used repeatedly

CTRL Y  – Redoes your last action

F4 – Repeats your last action, whether that be formatting or deleting text

CTRL  F1 – Hides/Shows your ribbon interface

SHIFT F7 – Reveals the Thesaurus tab

CTRL K – Adds a hyperlink to some text to link to another file or Web address

CTRL S – Saves your document

CTRL | SHIFT G – Invokes the Word counter

F7 – Opens Spelling and Grammar

More to follow!

Outlook Shortcuts in Conversation View

Posted on by Posted in Office 365 2 Comments

As I told you in my previous post, Outlook Shortcuts in Inbox, you can save so much time and keystrokes when you avail yourself of all the shortcuts Outlook has to offer.  Sadly, a lot of folks just do not know about them.

So, without further ado, let’s now learn the shortcuts to use in Outlook Conversation view:

  • CTRL + R sets you up to reply to an email
  • CTRL + Shift + R will will Reply All
  • CTRL + F will forward an email
  • Right-click on a selected email and select Ignore to mute the thread
  • CTRL + . (period) will, when you have one email open, allow you to jump to your next email
  • CTRL + , will allow you to jump back to the previous message

Some of these are pretty cool and save lots and lots of time for you busy people!

There are still a couple of other shortcut categories to cover so keep your peepers peeled!

 

Outlook Shortcuts in Inbox

Posted on by Posted in Office 365 Leave a comment

As you all know, I absolutely hate to waste time and keystrokes. I like to get things done as quickly and easily as possible. Which brings me to the subject of shortcuts in Outlook.  I simply will not do without them and you probably will not either once you have seen how easy they are and how much time and effort they save.

Follow the steps below to see how:

First, be certain that keyboard shortcuts are enabled in Outlook:

  1. On the Home tab of your Ribbon, click Settings.
  2. Select More mail settings.
  3. In Customizing Outlook, select Keyboard Shortcuts.
  4. Select the mode of your choice.
  5. Click Save.

Ok, now that has been taken care of, let’s start learning some shortcuts in your Inbox:

CTRL + N will open a new email email for you.

CTRL + O will open a message you have selected

F9 will Send and Receive all

CTRL + A will select all messages in Outlook

CTRL + D will delete one or a selected group of emails

CTRL + Q will make a selected email as read

CTRL + U will make a selected email as unread

CTRL + Shift + G will flag your message for follow up

CTRL + Shift + K to open a new Task

CTRL + Shift + L and CTRL + Shift + O will allow you to jump between your inbox and outbox

F3 will move your cursor straight to your Search box

I think you will find these shortcuts very, very helpful and of course they will say you lots of time and keystrokes!

In my next post I will cover Outlook Shortcuts in Conversation View, so make sure to look for it!

How to Create Hyperlink To File on Your Computer

Posted on by Posted in Office 365

In a previous post I told you how to create a hyperlink to a Web page. Today I will show you how to create a hyperlink to a file that resides on your computer or alternatively, to a new file that you would like to create on your computer.

Follow the steps below to learn how:

  • Select the text or image that you would like to display as a hyperlink.
  • Press CTRL + K.
  • Under Link to, select one of the following:
  • To link to an existing file, under Link to, click Existing File or Web Page.
  • In the Look in or Current Folder list, find your file.

insert-link

  • If you would like to create a new, blank file, and link to it, click Create New Document under Link to.
  • Key in a name for your new file and use the location shown under Full path or navigate to a different save location by clicking Change.
  • Now, you can select whether to Edit the new document later or open and Edit the new document now.

There is more information coming in a future post.  Keep an eye out for it!

How To Add & Remove Hyperlinks in Outlook 365

Posted on by Posted in Office 365

First of all, this information does not pertain only to Outlook.  It also is relevant for Word, Excel and PowerPoint.

Ok, now that is out of the way let’s move on.  As you know, you can  create links to new files or on ones that have been on your computer for ages. These links can be added to locations in documents, and to email addresses. You can also edit them as you would anything else.

The quickest way to create a rather basic hyperlink in your document is to press Enter or your Space bar once you have keyed in the address of an existing webpage (i.e. www.carolscorneroffice.com).  Office will automatically convert the address to  a link for you.

If you wish to create a hyperlink with in your document, follow the steps below:

  • Select the text or image that you would like to display as a hyperlink.
  • Press CTRL + K (you can also, if you prefer, right-click on your text or picture and click Link on the shortcut menu).
  • Now, in the Insert Hyperlink box that appears, key in or paste your link in the Address area.
  • If you do not see the Address box, be certain the Existing File or Web Page is selected under Link to.
  • You can also, if you like,  key in your own text to display for your link in the Text to display area.
  • Should you not know the web address for your hyperlink, simply click the Browse the Web icon, navigate to the URL on the Internet, copy and paste it. browse-the-webThat is basically how it is done!

How To Delete Captions In Word Documents

Posted on by Posted in Word 365

You will not believe how simply easy this is!

If you would like to delete a caption in your Word document, all you need do is select the caption and click your Delete key! If there are more captions in your document when you are finished  removing the ones you no longer want, you can then update them.

Follow the steps below to learn how:

  • Press CTRL + A which will select all text in your document, and then press F9 to updatel. Now, all your caption numbers are in order after you have removed the ones you no longer want!

Told you it was super easy!

Quickly And Easily Delete All Tab Stops in A Document

Posted on by Posted in Microsoft Word

If you are looking for a quick way to delete all tab stops in your document, this post is for you.  It will save you lots of time and you all know I love that!

While there is no keyboard shortcut to remove tab stops — it is very easy to use the Tabs dialog box to resolve this issue. You can use your  keyboard to open the  Tabs dialog box and make selections within it, which  technically does not count as a keyboard shortcut.

Follow the steps below to learn how:

    1. Press Ctrl+A to select your entire current document.
    2. Display the Home tab of your Ribbon.
    3. At the bottom-right of the Paragraph group, click the small icon to display the dialog box.
    4. Click Tabs at the bottom-left of the dialog box to display the dialog box.
    5. Click Clear All.
    6. Click OK.

Saves you mucho time!

How To Use Building Blocks To Create A Publication

Posted on by Posted in Microsoft Office

You can speed up your document creation in Publisher using Building Blocks – these are content blocks that you can use over and over. See the different types of Blocks below:

  • Calendars – Stories, sidebars and headings
  • Page Parts – Stories, sidebars and headings
  • Borders and Accents – Reusable graphic elements
  • Advertisements – Coupons and other advertising content
  • Business Information – Contacts and other information about your company

You can also find four galleries of Building Blocks in the Building Blocks group on your Ribbon. The fifth gallery, Business Information, can be found in the Text group.

How To Convert Tables To Charts In Word

Posted on by Posted in Word 2016

Have you ever completed a table, had it exactly the way you wanted it, all formatting done – a real work of art – and you hand it in to your boss and he says, “well that’s great, but I would really rather see it in a chart?” Yes, that has actually happened to me. And worse yet, I didn’t know how to easily convert the table to a chart.  How embarrassing!

The good news is that I learned how to convert tables to charts and now I am going to share that information with you.

Follow the steps below to learn how:

  1. Select the table you would like converted to a chart.
  2. Be certain the Insert tab of your Ribbon is displayed.
  3. In the Text group, click the Object tool.
  4. In the resulting dialog box, select Microsoft Graph chart from the list of Object Types.
  5. Click OK to display a graph of your data.
  6. Format your graph to your liking.
  7. Click anywhere outside your inserted graph to continue working in your document.

You may notice that there is a Chart tool in the Illustrations group on the Insert tab of your Ribbon. You might be fooled into thinking that this would work for you just as well as the steps above. It will not.

If you have tried this, you know that the end result will be a generic chart created by Excel and placed directly in your document. Yes, you can also get the same end result if you choose Microsoft Excel Chart in step 4 above.  Word does not base your chart upon the table data you selected it in step 1 above. Instead, it inserts your chart into the first cell of the table, deleting anything that was in that cell.

For that reason, I feel it is better to avoid using the Chart tool and insert a Microsoft Graph Chart object.