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

Carol's Corner Office

Category Archives: Office 2010

How to Insert a Sound File into your Word Document

Posted on by Posted in Word 2010

If like me, you believe that folks learn in different ways, (i.e., reading, seeing, hearing, etc.), this is a good tip for you! Word allows us to insert sound files in our document to lend a little help in that regard.

Follow the steps below to learn how:

  1. Place your cursor where you would like to have your sound file inserted.
  2. Display the Insert tab of your Ribbon.
  3. In the Text group, click Object to display the dialog box.
  4. From the File tab, click  Create.

  1. Use the controls in the dialog box to locate the sound file that you would like to have included in your document.
  2. Click OK. You will now see that an icon that looks like a speaker has been inserted into your document.

You can listen to your sound file by double-clicking on the speaker icon.

How to Select All Changes in your Word Document by One Reviewer Only

Posted on by Posted in Word 2010

Team work is always  helpful and to that end, offices everywhere employ Track Changes in Word to stay abreast of the work of their colleagues in a team shared document.

But after all that work you sometimes have to winnow out the changes that you would like to keep and the ones you would like to discard. So the question is: Can you accept the changes from one reviewer and not the others?

Thankfully, the answer is yes. Follow the steps below to learn how:

  1. Click on the Review tab of your Ribbon.
  2. In the Tracking group, click the Show Markup tool.

Show Markup

  1. Click Reviewers. You should now see a list of your colleagues who have contributed to the changes in your document.
  2. You only want one name selected – that of the person whose changes you would like to accept.
  3. In the Changes category, click the down arrow under Accept tool to display a drop-down menu.
  4. Select Accept All Changes Shown. Word will accept all the changes shown, which are, of course, only the ones of the one colleague whose changes you want to accept.

How to Have a Numbered List with Items that are Not Numbered in Word

Posted on by Posted in Word 2010 1 Comment

If you use numbered lists in your document (and who doesn’t?) you most likely know that your list is just a series of numbered paragraphs.

I don’t know about you, but many are the times that I have a numbered list but smack dab in the middle I have some paragraphs that I do not want to be numbered (i.e., follow the steps below to learn how), followed by more items that I want to continue to be numbered.

It is very easy to accomplish this in Word.

Follow the steps below to learn how:

  1. Format your numbered list as you usually do, including all items, both the ones you would like numbered and those you do not.
  2. Display the Home tab of your Ribbon.

Numbering Tool

  1. With your cursor in the first paragraph you would not like numbered, in the Paragraph group, click the Numbering tool.  I prefer the quicker method of placing my cursor at the beginning of the item and backspacing. It gets rid of the number and keeps the indent. It is quick and easy and the numbering is removed from those items/paragraphs, but the numbering sequence continues in the following paragraph.
  2. Repeat the above step for each paragraph where you would not like numbering.

It doesn’t get much easier than that!

How to Select a Row or Column in your Table in Word 2010

Posted on by Posted in Word 2010

This may be basic information for some, but for others who are just starting their journey in Word or who are using a newer version of Word this information can be very useful. So, no matter what level you think you are in Word, I think you will find the information below helpful.

There are two ways in which you may select a column within your table.

The first is:

  • Position your cursor in any cell within your column.
  • Display the Layout tab fr your Ribbon, and click Select | Select Column.

Second:

  • Move your cursor just above the column you would like to select.
  • Once it turns into a downward pointing arrow, click on your left mouse button.

The two methods of selecting a row within your table are not too different.

First:

  • Place your cursor in any cell within the row of your table.
  • Display the Layout tab of your Ribbon and click Select | Row.

Second:

  • Move your cursor just to the left of the row you would like to select.
  • Click on your left mouse button.

These methods will also work in Word 2013!

 

How To Utilize Quick Steps in Outlook 2010

Posted on by Posted in Outlook 2010

Ever have to create the same e-mails or other actions in Outlook over and over?  It gets a bit tedious doesn’t it?

Everyone knows I am all about saving time and keystrokes, so it should not come as a surprise that I like to utilize Quick Steps in Outlook 2010.

I mean why would you want to recreate the wheel every time you need one of these e-mails?  Why not use Quick Steps to mark an e-mail as read, move it to a folder, reply, or even delete it?  You can do all this in one quick step using Quick Steps!

This feature in Outlook helps you to keep your e-mail organized and do everything efficiently. Once you start using Quick Steps you will very quickly become a believer!

Follow the steps below to get started:

  1. Quick Steps are found in the Quick Steps group in the Home tab of your Ribbon.
  2. Click on the down arrow at the very bottom of the bar below to see more choices.

QuickSteps

  1. So we want to click on Manage Quick Steps to see all the actions of one that  already  resides in your Quick Steps.

Manage Quick Steps

  1. First, let’s have a look at a simple Quick Step that is already listed called Reply/Delete. This Quick Step will reply to an e-mail and then delete the message. One click instead of two or three – saving time and keystrokes!
  2. Click on the Reply & Delete found under the Quick Step column.
  3. Now click on Edit found on the right under Description.
  4. The Manage Quick Steps window will display.
  5. Under the Name area you will find a name that appears on the Outlook Toolbar in the quick Steps group.
  6. Under the first Action, you will notice Reply. The second Action is Delete Message.
  7. In the Tooltip text area you will find details that show up when you hold your mouse over the name of the Quick Step.
  8. You can just click Cancel because we didn’t make any changes.

That particular Quick Step was only two actions, but you can set up a Quick Step with even more actions.

Now that I have introduced you to Quick Steps, I challenge you to explore and create different ways to save yourself time and keystrokes!

 

How to Use Numbers for Column Headings Rather than Letters in Excel 2010

Posted on by Posted in Excel 2010

By default, columns are referenced as letters in Excel. It doesn’t have to be that way though!

You can reference your columns by number rather than letter if you so choose.  It’s called an R1C1 style reference and it is more complicated, but it does serve a purpose and has often been needed for complex array formulas within macros in Excel.

Follow the steps below to learn how to change your column headings to numbers:

  1. Click the File tab of your Ribbon and Options.

Options

  1. Click on the Formulas tab.
  2. In the Working with Formulas section, select R1C1 reference style.

Formulas Tab

  1. Click OK and you are finished!

How to Turn Off Insert Options in Excel 2010

Posted on by Posted in Excel 2010

In Excel there is a feature that will  allow you to modify the way in which you insert rows, columns or cells in your worksheet. When you insert any of these, Excel will display a small, button near the inserted row, column, or cell.

The button,is called called Insert Options and it has a small paintbrush on it, similar to the Format Painter tool. Click the button, and Excel will display options regarding how the row, column, or cell you inserted should be formatted.

Some folks find the Insert Options button distracting, or they never use it. If you are one of those folk, you may want to turn it off.

Follow the steps below to learn how:

  1. Display the Excel Options dialog box:
  2. In Excel 2007 click the Office button and then click Excel Options.
  3. In Excel 2010 display the File tab of your Ribbon and then click Options.
  4. At the left of the dialog box click Advanced.
  5. Scroll through the available options until you see the section named Cut, Copy, and Paste.

Excel Options

  1. Deselect the Show Insert Options Buttons check box.
  2. Click OK.

Word Keyboard Shortcuts

Posted on by Posted in Word 2010

I have been asked many times about keyboard shortcuts.  It seems that folks do actually read what I write about and take note of the shortcuts I use.

Microsoft Support has a page listing the keyboard shortcuts for Word 2003, 2007 and 2010. I know that this will be invaluable to a lot of you and will save you untold time and keystrokes in the future.

You can find the shortcuts here.

Also below is a handy Excel Workbook with different pages for different equivalent commands.

Equivalent Commands

You’re welcome!

How To Clear Cells Quickly and Easily in Excel

Posted on by Posted in Excel 2010

Everyone knows I love to save time and keystrokes and this is a tip that does both for you!

Follow the steps below to lean how

  1. Once you have a range of cells selected, just grab the Fill handle int he bottom-right corner of your selection and drag it back over your selection.
  2. As you drag, your cells become grayed out and once you release your mouse button, the cells will be cleared!

Want to clear the formatting in the cells too?

  • Simply depress and hold your CTRL key as you drag the Fill handle back over your selection

It just doesn’t get much easier than that!

How to Quickly and Easily Zoom in Excel

Posted on by Posted in Excel 2010

If you spend a lot of time zooming in your Excel worksheets I am sure you will agree that it becomes very tiresome very quickly! It also uses a lot of time which we all know I hate to do!

So, if you have a mouse with a small wheel between the left and right mouse buttons, there is a cool little trick that you can use to do your zooming.

All you really need to do is hold down your CTRL  key while simultaneously turning that small wheel!  Each click up or down will increase or decrease the zoom factor by 15%.

Also, you can use this method o zoom any magnification between ten and one hundred percent! If, for whatever reason you would want to, if you want to zoom over 100%, you would have to use the controls on the View tab of your Ribbon.

But, if you like this feature a lot and would like to use it to zoom all the time in your Excel worksheets, you can tell Excel to always use your mouse wheel to zoom.

Follow the steps below to learn how:

  1. Display the Excel Options dialog box (in Excel 2007, click the Office button and then click Excel Options). In Excel 2010, Click the File tab on your Ribbon and click Options.
  2. Click the Advanced option at the left-hand side of the dialog box.
  3. In the Editing area, select the Zoom On Roll with IntelliMouse check box.

Options

  1. Click OK.

You can now zoom using your mouse wheel or scroll through your worksheet by holding down the CTRL key while using the wheel.