Archive | June, 2016

Tame your computer – quick party trick

28 Jun

Do you have chunks of text or pictures that you need to insert time and time again? Back in 2011 I wrote how to create “Quick Parts” in Outlook, but I recently realised I never wrote how to use this fabulous feature in Word. (Thanks for the question, Leon!)

Here’s how:

To create a reusable Quick Part:

  1. Select the content that you want to store, such as a logo or text. (See tip 50 for tricks and shortcuts for selecting blocks of text using your mouse, or tip 51 if you prefer to use your keyboard.)
  2. On the Insert tab, in the Text group, click Quick Parts and click Save Selection to Quick Part Gallery.
  3. Enter a name to identify the entry, which can also be used for shortcut purposes, so I recommend you keep it short.
  4. Click OK.

When you want to insert a Quick Part, you can simply type the name you gave it in step 3 and press F3. Alternatively, to find and use a Quick Part:

  1. Click where you want to insert the content.
  2. On the Insert tab, in the Text group, click Quick Parts. (Or why not stick the button on your Quick Access Toolbar, by right-clicking it?!)
  3. Click on the content of your choice.

Tame your computer – nifty numbering

22 Jun

Do you use page numbers in Excel and if so, have you ever had the need to change the page numbers in your header or footer so that they are not the same as the actual page numbers?

You might do this in Word, but did you know you can do it in Excel as well?

Here’s how:

  1. Click the Page Setup Dialogue Box Launcher (the tiny arrow in the bottom right hand corner) in the Page Setup group on the Page Layout tab.
  2. In the First page number box, double-click on Auto and type the starting page.number.
  3. Click OK.

Headers and footers are not displayed in Normal view. So perhaps you spot that you want to change your settings when you preview and print your workbook from the File tab. If so, simply click on the Page Setup link at the bottom of the page and complete steps 2 and 3.
* Unless stated otherwise, these tips were written for Microsoft Office 2010.

Tame your computer – get up to date

14 Jun

There are various ways to display a specific date in Outlook’s calendar. You probably use the Date Navigator (the posh name for the date picker on the right hand side in the To-Do bar). You might even know that you can click and drag your mouse pointer over two or more consecutive dates that you want to view or compare or click on each date while holding down the CTRL key to select two or more non-consecutive dates.

But what if you know what date you want to jump to?

Here’s how:

  1. If necessary, open the calendar. (CTRL + 2, anyone?)
  2. Press CTRL + G.
  3. Type the date you want to jump to. For example, 12/6, tomorrow, next week, next month, Christmas, Valentine’s Day … In short: no need to use the drop-down button in the dialog box.
  4. Press ENTER or click OK.

Click on the Today button on the Home tab or simply type today in the Go To Date dialog box to display today’s date.

Tame your computer – make short work of searching

4 Jun

Since the introduction of the search box in Outlook version 2007, searching is really simple and powerful. Yet time and time again, I see people not using this functionality, sticking to old habits of sorting by From or Subject, by clicking on the relevant column.

Preparing for a seminar on diary management, I found a quick way to expand the search to include All Mail Items, All Calendar Items or All Contact Items, depending on the view that you are in. So I feel it’s time to dust off searching in Outlook.

Here’s how:

  1. Open the item you want to search in, such as your inbox or calendar.
  2. Press CTRL + E or click in the Instant Search box in the right hand corner.
  3. Type one or more search terms. (Don’t forget to put exact phrases or specific words in quotes.)
  4. If no matches are found, click on the Try searching again in All Mail Items link that appears or on the All Mail Items button, but here’s the real tip for today …. press CTRL + ALT + A.

See the following tips about searching in Outlook:
Unless stated otherwise, these tips were written for Microsoft Office 2010