Archive | July, 2016

Tame your computer – open both windows

25 Jul

As you probably know, Outlook can be used for so much more than just email. You might work in an organisation where you have to schedule activities such as appointments, meetings, events, and tasks using your Outlook calendar. If so, do you use the To-Do Bar to see what’s going on, when, and with whom? Or do you swap between your inbox and your calendar? Either way, you might like the idea that you can have both open at the same time, in separate windows.

Here’s how:

  1. In the Navigation Pane (typically on the left hand side), right-click on Calendar.
  2. Select Open in New Window.
  3. If preferred, switch off the Navigation Pane in the calendar window, by selecting Off from the Navigation Pane drop-down button on the View tab. (If you minimize the To-Do Bar, this will affect both windows so you might not want to do that.)

If you get yourself in the habit of using Outlook’s Exit option from the File tab when you close it down (or simply press ALT, F, X) you ensure both your mail and calendar open in separate windows next time you launch Outlook.

Tame your computer – modify at the last minute

9 Jul

As some of you might have noticed, since Word version 2010 you can no longer edit your document from the Print Preview mode, which shows the document as it will appear when it is printed. So every time I spot a mistake (typically when looking at my document in preview mode) I have to press Esc to close the Backstage View (its official – rather weird – term), remember on which page I spotted the error, make my required changes, press CTRL+P to go back to print preview, only to spot something else I want to change a few pages down the line. Aaaaahhh!

Well, I’m happy to say you can add a Print Preview Edit Mode button on the Quick Access Toolbar.

Here’s how:

  1. Click on the arrow on the right side of the Quick Access Toolbar.
  2. Click on More Commands.
  3. In the Choose commands from drop-down list, select All Commands.
  4. Scroll down and double-click on Print Preview Edit Mode.
  5. Click OK.

In future, click the Print Preview Edit Mode button on your Quick Access Toolbar to get the print preview screen like it was in version 2007. Simply uncheck the Magnifier tick box on the Print Preview ribbon to make changes to the document without leaving Print Preview. (See for further details.) The new button will be added at the far end of the toolbar, which might not be the spot where you want it. So if you want, you can move it to your desired location on the Quick Access Toolbar; see if you need a hand.

By the way, you might also want to remind yourself of the useful Shrink One Page option, available on the classic Print Preview ribbon, which will squeeze those last lines onto a single page. See for details on how to add it as a button on your Quick Access Toolbar.

* Unless stated otherwise, these tips were written for Microsoft Office 2010.