Archive | November, 2015

Tame your computer – jump to it!

23 Nov

Back in February last year I told you how to move or copy chunks of your document without using Cut and Paste or Copy and Paste. Recently, I was doing some one-to-one training and the person was planning to print a whole document, whereas she really only wanted to have part of it on paper.  As the document was formatted using Word’s built-in heading styles, she could easily jump to the specific sections using Word’s navigation pane and print only those bits she needed.

Here’s how:

  1. Select the View tab and tick the Navigation Pane check box in the Show group or simply press CTRL + F to display the Navigation Pane.
  2.  In the first tab of the Navigation Pane right-click the relevant heading or sub-heading and select Print Heading and Content.

If you don’t know how to apply styles, have a look at tip 423 or try out the following shortcuts:

Apply Heading 1 style: ALT + CTRL + 1

Apply Heading 2 style: ALT + CTRL + 2

Apply Heading 3 style: ALT + CTRL + 3

Apply Normal style: CTRL + SHIFT + N

For more shortcuts, have a look at the shortcut archive. Or visit our home page every week if you prefer to be drip-fed.

Tame your computer – paste perfect

16 Nov

When you copy and paste data from one spot to the other in Excel you sometimes end up with the column width being all over the place. Perhaps you only see hash marks instead of the cell contents? You probably know how to adjust the column width, but did you know it is very easy to keep the same measurements when you paste?

Here’s how:

  1. Copy and paste the data, as normal. (CTRL + C and CTRL + V, I hope)
  2. Press CTRL to open the Paste Options button (or click on it, if you must)
  3. Press W to select the Keep Source Column Widths option or use the arrows on your keyboard to flick through the various paste options.

There are obviously other ways to do this, but I like to encourage you to explore faster ways of doing your day-to-day tasks and break free from old habits developed in previous versions of Microsoft Office.

By the way, if you do only see hash marks instead of the cell contents, as mentioned in the first paragraph, it means the column is too narrow to display its content. Simply, hover your mouse pointer to the right of the column heading you want to resize and double-click when it becomes a double-headed arrow.

Tame your computer – pace your presentation

6 Nov

The other day I ran one of my half day PowerPoint training sessions. Going through ideas on how to prevent death by PowerPoint, the delegate told me about Pecha Kucha, a presentation-style in which 20 slides are shown for 20 seconds each, ensuring you keep the presentation short (6 minutes and 40 seconds, if you do the maths) and fast-paced. So what if you like the idea of using the same timing for  – and automatically advancing – each slide?

Here’s how:

  1. Create your (20) slides, as normal. (Click underneath the first title slide in the Slides tab on the left hand side and press ENTER 19 times.)
  2. Select the slides that you want to set the timing for. (Press CTRL + A to select all slides.)
  3. On the Transitions tab, in the Timing group, under Advance Slide, untick the On Mouse Click check box. (In version 2007 this check box can be found on the Animations tab.)
  4. Double-click on the two zeros in the middle of the After box, type 20 (so that it reads 00:20.00) and press ENTER. (The check box will be automatically ticked, so you can save yourself some time.)
  5. Click on the Apply To All button.

With a simple change of settings, the slide show will run continuously … on the Slide Show tab, in the Set Up group, click on Set Up Slide Show and tick the Loop continuously until ‘Esc’ check box. This can be particularly useful if you have to man an information booth or kiosk in an exhibition area where it often isn’t enough to have a well-put-together stand with glossy posters and cute freebies. As you’re competing for the attention of the visitors, you might want to put together a self-running slide show, explaining your products and services. Personally, I use it to show my favourite tips to those who arrive early at a seminar, allowing them time to scribble down the ones that strike a chord.

By the way, if you’re interested in the half day Boost PowerPoint beyond bullet points training session (97 pounds only) but cannot make the day (Tuesday 10 November) … this course can also be held on-site at a time that suits you/your colleagues. An on-site course can even work out to be more cost effective! Although based in Cambridge, training can be delivered at any location. Please contact me to discuss your particular requirements.