Tuesday, June 11th, 2013

Word 2010 and 2013 Tip – Save documents for use with older Word versions

Learn to use ‘Save as type’ to format your document so users of older versions of Word can access them

You can easily exchange files with users of older versions of Word. This is because Word 2007, 2010, and 2013 essentially share the same file format. So it is pretty easy to open any Word document created using version 2007, 2010 or 2013 in any other of these three versions of Word. In addition, Word 2007, 2010, and 2013 will open files from any previous version of Word.

However, when you need to share a Word 2007, 2010, or 2013 file with someone using a much earlier version such as Word 2003 or a Mac version of Word, you must save the file using their particular Word file format. This is because the file formats are not the same and the older versions of Word cannot read the newer file formats.

To save using the appropriate format, select the File tab on the Ribbon, and click Save As. In the Save As dialog, click the Save as type: dropdown list and select the word processing format that matches the software that your other user is using such as Word 97-2003 Document (*.doc). Then click Save to save it in that format.

Helen Bradley

Monday, June 3rd, 2013

Word 2010 and 2013 Tip – AutoNumber Table Rows

Automatically Number Any and All Rows in a Table

To automatically number rows in your table, select the column you wish to number (or the specific cells in the column you wish to number). Now, click the Numbering button on the Home tab on the Ribbon. After the rows are numbered, you can move the rows anywhere and the numbering will readjust automatically.

Helen Bradley

Thursday, May 30th, 2013

Word 2010 and 2013 Tip – Quick Accented Characters

A Quick Guide of Shortcut Keyboard Combinations to Accent Marks over Characters

Word allows you to create accented letters quickly using its inbuilt accent shortcuts. To do this, press the accent shortcut key combination, then release, and follow it up with the letter to accent.

Some of the more commonly used shortcuts are:

Circumflex – Ctrl+Shift+^ (caret/6) followed by (a, e, i, o, u)

Grave – Ctrl+` (accent/grave) followed by (a, e, i, o, u)

Acute – Ctrl+’ (apostrophe/quotation mark) followed by (a, e, i, o, u, y)

Cedilla – Ctrl+, (comma/less than) followed by (c)

Umlaut – Ctrl+Shift+: (colon/semi colon) followed by (a, e, i, o, u, y)

Helen Bradley

Wednesday, May 29th, 2013

Stop Lync and Windows Messenger in Windows 8


Ok. so I have Office 2013 installed but I don’t use Lync – but the damn program launches each time I start my Windows 8 machine and that doesn’t suit me. I shut down my computer every time I use it to save battery life when I travel and for airplane safety. For this reason, the fact that Lync starts up with Windows 8 is a major inconvenience. Not so much so Windows Live Messenger but I don’t want that either – Microsoft is phasing it out and I never use it to communicate – haven’t done so for years. So, the question is – how to remove these annoying startups in Windows 8. Turns out the solution is simple – much simpler in fact than in earlier Windows versions.

Press Ctrl + Alt + Del once and click Task Manager. This is now not only the way you stop a program from running once but also how you axe it permanently. Click the Startup tab in the list and locate the application to stop – in my case, it is Lync. Then click the Disable button in the bottom right of the dialog. Repeat for any other program you want to stop running – of course never stop anything from running that you don’t understand the purpose of – you never know just how vital that program might be – but Windows Live Messenger and Lync are not needed.

When you’re done, click the close button and next time you start up your machine these programs won’t run. Yeah! No more annoyance – well, there are plenty of annoyances but these no longer count!

Helen Bradley

Tuesday, May 21st, 2013

Word 2010 & 2013 Tip – What Format is THAT?!

Learn more about the formatting applied to text in your document with this handy Keyboard Shortcut

If you want to quickly find out what formatting has been applied to any piece of text, click in the text and press Shift + F1. A task pane will open in the right of Word window. This Reveal Formatting task pane displays details about the text format being used for the word that your insertion point is closest to.

With this task pane open you can click on any piece if text to learn more about its formatting.

Helen Bradley

Wednesday, May 15th, 2013

Use More Templates in Google Docs

When creating a new presentation or document in Google Docs, you might find that the default templates don’t provide the theme you want. Fortunately, Google provides an easy way to find the perfect template for your situation, from baby photo albums to résumés. To find a template suitable for you, simply visit https://drive.google.com/templates?view=public. You can search by name, category, and popularity to quickly find whatever you need.

Once you’ve selected a template you like, simply click the Use this template button and a new document will automatically open with the chosen template, ready for use.

Helen Bradley

Monday, May 13th, 2013

Max Out Editing Space in Google Docs

If you like working with the cleanest view possible, Google Docs makes it easy for you. First select View > Full screen. This will remove all menus from the screen, so make sure you don’t need to access any buttons while using this view. Now you can make your browser itself full screen. In most browsers you can accomplish this by pressing F11. With these options you will see absolutely nothing but the page you are typing on.


To undo these options, press F11 again to eliminate the browser full screen, then esc to eliminate Google Doc’s full screen mode.

Helen Bradley

Monday, May 13th, 2013

Word 2010 and 2013 Tip – Misssing Page Numbers

Finding and Fixing Page Numbers that Can’t be Seen and/or Won’t Print

If you have included page numbers at the foot of a page and find that they’re missing from your printouts the problem lies with your page settings. The footer text is being forced to print so far down the paper that your printer is ejecting the paper before this point is reached.

Solve the problem by selecting the Page Layout tab, click the Margins dropdown list, and click Custom Margins. Now, in this dialog select the Layout tab. Finally, increase the From edge: Footer measurement slightly. Experiment to find the smallest increase which will allow your page numbers to print.

 

Helen Bradley

Sunday, May 5th, 2013

Word 2010 and 2013 Tip – Back to Where You Were

Get to Your Previous Insertion Point with This Shortcut

When you move around a Word document it can be time consuming to find the place you were previously. Word records the last places you worked and you can return to them at any time by pressing Shift + F5. Press this combination four times and you’ll be back to your current position and along the way you’ll have visited three previous editing positions.

Helen Bradley

Tuesday, April 30th, 2013

Word 2010 and 2013 Tip – Quickly Move Paragraphs

 Move a Paragraph, at Any Time, with Ease!

To quickly move a whole paragraph up or down a Word document, click in the paragraph and press Shift + Alt + Up Arrow (or Down Arrow).

The same key combination will move an entire table row up or down a table and, when the top or bottom of the table is reached, it detaches the table row from the table to create another table which will continue moving through the page. This is a quicker and simpler way to split a table.

This tip works in just about any version of Word.

Helen Bradley

Wednesday, April 24th, 2013

Word 2010 and 2013 Tip – Creating a New Page… Instantly

How to make a New Page (or Page Break) When and Where you Want

To create a new page in a Word 2010 and 2013 document before you’ve reached the end of your current page, simply press CTRL + ENTER. This places a ‘…Page Break…’ in your document exactly where your insertion point was. It also moves the insertion point onto the top of the next page. You can see the page break marker if you select the ‘¶’ button on the Home tab of the Ribbon.

Lastly, if you need to, you can delete the page break by positioning the insertion point immediately in front of it and pressing Delete.

Helen Bradley

Tuesday, April 16th, 2013

Word 2010 and 2013 Tip – Return Address Labels


 

Using Word to Create Multiple Return Address Labels

Create your own return address labels in Word 2010 or 2013 by selecting the Mailings tab and clicking the Labels button. Type your address into the text area under Address.

Alternately, select the ‘Use return address’ checkbox and select the address to use from your address book or from your Outlook contact list.

Select the ‘Full page of the same label’ option button and select Options to select your paper from the list.

Select New Document to create a document full of your labels or click Print to send the job straight to the printer.

Helen Bradley

Thursday, April 11th, 2013

Word 2010 and 2013 Tip – Drop Caps

Drawing Attention with a Drop Cap

One easy and fun way to add visual interest to a text heavy page is to use a Drop Cap. A Drop Cap is when the first letter of a paragraph is increased in size and, more often than not, put in a more ornate font.

To create a Drop Cap, place your insertion point in the paragraph you wish to start with a Drop Cap. Then, choose Insert on the Ribbon, click Drop Cap > Drop Cap Options. The ‘Drop Cap Options’ allows you to either insert the Drop Cap into the paragraph, with ‘Dropped’, or place it separate from the text, with ‘In margin’. If you’re unsure what to use, I would suggest ‘Dropped’ and increase the ‘Distance from text’ setting to .3cm and the ‘Lines to drop’ setting (which affects the Font size of the actual Drop Cap) to 5 and click OK.

To change the font of the Drop Cap, you can either select the font you want directly in the ‘Drop Cap Options’ window or highlight the letter (which appears in a Frame) afterwards and changing it. You could even use Format, Borders and Shading, Shading tab to fill the frame with colour.

Helen Bradley

Saturday, April 6th, 2013

What to do when your PowerPoint 2013 templates go missing

You need to set up PowerPoint 2013 so it can find and save your templates.

I encountered a problem recently with PowerPoint 2013 not being able to save templates to the correct location much less find my new templates once I had created them.

The problem appears to be with the PowerPoint 2013 setup so first go to PowerPoint and choose File > Options > Save and make sure that you have your Default Personal Templates location set up in this box. For me it is c:\Users\Helen\AppData\Roaming\Microsoft\Templates\. You will replace Helen with your own <user name>.

Once you set up this location, in future when you go to save a file as a template you will choose File > Save As, click Computer and then click Browse. From the Save As Type drop down list, select PowerPoint Template (*.potx) as the type of file to save and type a name for your template.

PowerPoint will automatically go to the folder that set as your Default Personal Templates location so all you need to do now is to click Save and save your template.

In future when you choose File > New you will see that both FEATURED and PERSONAL options appear below the Search box. Click PERSONAL as that is where you will find the templates that you created and saved. If you had personal templates stored for use in PowerPoint 2010 these will be in this same location.

Unfortunately Office 2013 doesn’t make it clear where templates are stored or how you can get to your own templates so hopefully this will help you in PowerPoint.

I haven’t had the same difficulties with Microsoft Word 2013 but then my Default Personal Templates location was already set up in Word 2013. If you have trouble finding your Word templates then I suggest you try the same process as shown here for PowerPoint but do it in Word 2013. Set up your Default Personal Templates location in Word – in this case my folder is c:\Users\Helen\AppData\Roaming\Microsoft\Templates\Custom Word Templates\.

 

Helen Bradley

Sunday, March 31st, 2013

Excel – Create a button to move to another sheet in the Workbook

Create a button in Excel to move the user to another worksheet

It is easy in Excel to create a button on a worksheet that you can click to go to another sheet in the workbook. It is also a fun way to get started with macros in Excel if you have never made one before.

To do this, first decide which sheet will contain the button and which sheet you will select when you click, the button. We’ll add a button to sheet1 to take us to sheet3. So, click in Sheet 1 and, from the Developer tab on the Ribbon, choose Record Macro. If the Developer tab is not visible click here to find out how to display it.

Type the Name GoToSheet3 (a macro name must be all one word) and from the Store Macro in List choose to store the macro in This Workbook and click Ok.

Click the tab for Sheet 3 and then click Stop Recording on the Developer tab. The macro will be recorded and stored automatically for you.

To add a button to Sheet 1 that will run the macro, first return to Sheet 1 and from the Developer tab on the Ribbon select the Insert option and click the Button (Form Control) option at the top of the drop down list. You must choose the Form Controls and not the Active X Controls.

Drag a button onto the worksheet and when the Assign Macro dialog appears, click the GoToSheet3 macro and click Ok.

Select the text on the button and type Click to go to Sheet 3.

Click outside the button to unselect it and then click on the button to see it at work. When you click it you will be taken automatically to sheet 3.

If you need to make changes to the text on the button right-click on it to get access to the text. You can’t click it to select it because clicking it runs the macro attached to it.

 

 

 

Helen Bradley