office tips and tricks

Office Tips and Tricks

Lisa Short Technology Specialist

Summer 2013

Overview of Microsoft

• Shortcuts to Desktop • Pins to Task Bar• Templates• Shortcut Keys—

handout• Split Screen –2 apps• Hide task bar• Trash --Restore

• Windows Explorer– Folders– Move/copy

• Options in Office Apps– General– Spell Check

Word 2010 tips and tricks

Quick Reference Card 1Open Word really fast

• Press the Windows Key+R, type winword, and then press Enter.

Use a template from Office.com

• On the File tab, click New, and then under Office.com Templates, choose a template.

Convert text into a table

• Select several lines of text. On the Insert tab, click Table, and then click Convert Text to Table.


Quick Reference Card 2Make a bulleted list more interesting

1. Select your bulleted list.2. Press CTRL+X.3. On the Insert tab, click SmartArt.4. Choose a layout, and then click OK.5. After the SmartArt is inserted, select all of the bullets in

the text pane on the left.6. Press CTRL+V.


Quick Reference Card 3Crop a picture to a shape1. Select the picture or pictures that you want to crop to a specific

shape.2. Under Picture Tools, on the Format tab, in the Size group, click

the arrow under Crop.3. Click Crop to Shape and then click the shape you want to crop to.Put documents on SkyDrive4. Go to http://office.live.com and obtain a Windows Live ID, if you

don’t have one already.5. After you have a Windows Live ID, go to http://office.live.com.6. Click Add files and then upload documents from your computer.

http://office.microsoft.com/en-us/word-help/redir/XT102716507.aspx

http://office.microsoft.com/en-us/word-help/redir/XT102716507.aspx


Quick Reference Card 4Find and replace text1. On the Home tab, Replace.2. Type what you want to find in the Find what box3. Type what you want to replace it with in the Replace with box4. Click Replace All.Tips for selecting things• To select a word, double click.• To select a paragraph, triple click.• Place your cursor in the left margin. Click once for a line, double

click to select all lines in a paragraph.


Quick Reference Card 5Show or hide the ribbon

• CTRL+F1Use the Quick Access Toolbar

• Right-click a button, and then click Add to Quick Access Toolbar.

PowerPoint tips and tricks

Course goals• Open PowerPoint fast. • Use a template from

Office.com.• Make a slide from a single

bullet.• Crop a picture to a shape.• Zoom with your mouse.• Reuse a slide from another

presentation.

• Use Slide Sorter view. • Insert a screenshot.• Insert a screen

clipping.• Show or hide the

ribbon.• Use the Quick Access

Toolbar.


Quick Reference Card 1Open PowerPoint fast

• Press Windows Key+R, type winword, and then press Enter. Use an Office.com template

• On the File tab, click New, and then under Office.com templates, choose a template.

Make a slide from a bullet

1. On the left, above the slide thumbnails, click the Outline tab.2. Select the text you want on its own slide.3. Press SHIFT+TAB.


Quick Reference Card 2Crop a picture to a shape

1. Select the picture or pictures that you want to crop to a specific shape.

2. Under Picture Tools, on the Format tab, in the Size group, click the arrow under Crop.

3. Click Crop to Shape and then click the shape you want to crop to.

Zoom with your mouse

• If your mouse has a wheel, hold down the CTRL key, and then rotate the wheel forward to zoom in. Rotate the wheel backward to zoom out


Quick Reference Card 3Reuse slides from another presentation

1. Open the presentation that you want to add a slide to.

2. In the pane that contains the Outline and Slides tabs, click Slides, and then click where you want to add a slide.

3. On the Home tab, in the Slides group, click the arrow below New Slide, and then select Reuse Slides.

4. In the Reuse Slides pane, click Open a PowerPoint File.

5. In the Browse dialog box, locate and click the presentation file that contains the slide that you want, and then click Open.

Tip In the Reuse Slides pane, PowerPoint displays thumbnails of the slides from the presentation that you selected. Rest the pointer on a thumbnail to see a larger version of the slide's contents.

6. In the Reuse Slides pane, do one of the following:• To add a single slide, click the slide.• To add all of the slides, right click any slide, and then select Insert All Slides.

Note If you want the slide that you are adding to the destination presentation to maintain the formatting of the original presentation, select the Keep source formatting check box before you add the slide to the destination presentation.

• To add a single slide, click the slide.• To add all of the slides, right-click any slide, and then click Insert All Slides on the shortcut menu.


Quick Reference Card 4Slide Sorter view

• In the lower-right corner of the screen, press the Slide Sorter button. Insert a screenshot or screen clipping

1. Click the slide that you want to add the screenshot to.2. On the Insert tab, in the Images group, click Screenshot.3. Do one of the following:

• To add the whole window, click the thumbnail in the Available Windows gallery.• To add part of the window, click Screen Clipping, and when the pointer becomes a cross, press and hold the left mouse button to select the area of your screen that you want to capture.


Quick Reference Card 5Show or hide the ribbon

• Press CTRL+F1.Use the Quick Access Toolbar

• Right click a button, and then click Add to Quick Access Toolbar.

Make the switch to Excel 2010

Test question 1To start Key Tips, you press which of the following keys? (Pick one answer.)

1. The CTRL key.2. The SHIFT key.3. The ALT key.4. The TAB key.


Test question 1

Press ALT, and then the key or keys that start the command you want to use.

To start Key Tips, you press which of the following keys?

Answer:3. The ALT key.


Test question 2On the ribbon, which tabs have the commands for basic functions such as SUM and AVG? (Pick one answer.)

1. The Home and Functions tabs.2. The Insert and Data tabs.3. The Quick Access Toolbar and the Data tab.


Test question 2

You can also enter the functions in the Formula Bar regardless of the ribbon tab you’re using.

On the ribbon, which tabs have the commands for basic functions such as SUM and AVG?

Answer:1. The Home and Functions tabs.


Test question 3How to you get to Backstage view? (Pick one answer.)

1. Click the Home tab.2. Click Backstage on the View tab.3. Click the File tab.


Test question 3

You can also start Backstage view by using Key Tips.

How to you get to Backstage view?

Answer:3. Click the File tab.


Test question 4To view Excel 2010 files in Excel 2003, you must do which of the following? (Pick one answer.)

1. You can’t view 2010 files in 2003. You have to convert them all to the 2010 file format.

2. Download and install free converters.3. You don’t need to do anything. Just open the

files.


Test question 4

Make sure your version of Excel is fully patched by installing and downloading free converters.

To view Excel 2010 files in Excel 2003, you must do which of the following?

Answer:2. Download and install free converters.


Test question 5Which tab do you use to do math? (Pick one answer.)

1. The Formulas tab.2. The Home tab.3. You can use any tab.


Test question 5

In Excel 2010, you can do math while you’re working in any tab.

Which tab do you use to do math?

Answer:3. You can use any tab.

Make the switch to PowerPoint 2010

Test question 1You want to insert a new slide and pick a layout for it. What do you do first? (Pick one answer.)

1. Click the slide icon on the Home tab. 2. Click the arrow under the slide icon on the Home

tab, next to New Slide.3. Click the slide icon on the Insert tab.


Test question 1

Clicking the arrow opens the Layout gallery, and the layout you choose gets applied to the new slide.

You want to insert a new slide and pick a layout for it. What do you do first?

Answer:2. Click the arrow under the slide icon on the Home tab,

next to New Slide.


Test question 2You want to protect your presentation with a password. What are the initial steps? (Pick one answer.)

1. Click the File tab, and click Save & Send. 2. Click the File tab, and click Info. 3. Click the File tab, and click Options.


Test question 2

Then in the Permissions section, click Protect Presentation, and choose from among those options.

You want to protect your presentation with a password. What are the initial steps?

Answer:2. Click the File tab, and click Info.


Test question 3How do you open the Print options? (Pick one answer.)

1. Click the File tab, and click Print. 2. Press ALT+F+P. 3. Click the Print Preview icon, which you added

to the Quick Access Toolbar.4. All of the above.


Test question 3

Maybe that was laborious, but note all the ways you can open the Print options.

How do you open the Print options?

Answer:4. All of the above.


Test question 4You’ve finished the presentation and you want to run the spelling checker. Where is it on the ribbon? (Pick one answer.)

1. The Home tab. 2. The Slide Show tab. 3. The Review tab.


Test question 4You’ve finished the presentation and you want to run the spelling checker. Where is it on the ribbon?

Answer:3. The Review tab.


Test question 5You see a tab on the ribbon that you hadn’t noticed before called Drawing Tools. What’s it there for? (Pick one answer.)

1. To help you work with shapes. 2. To help you work with pictures. 3. To help you work with SmartArt graphics such as

org charts.


Test question 5

The Drawing Tools contain the Format tab and are always available when you have clicked within a shape, such as a text box or list placeholder. Use the Drawing Tools Format tab to insert or change shapes, edit the current shape, apply a shape style, add WordArt, and position all shapes on the slide.

You see a tab on the ribbon that you hadn’t noticed before called Drawing Tools. What’s it there for?

Answer:1. To help you work with shapes.


Mailing Labels Full Page Create a new document

• Mailings, Labels, Options, Avery US Letter, 5160, OKAddress

• Type your information in, add picture, Full page of the same label, New Document.

In Word

• Select all –Crtl + A, Change font, size, center


Mailing Labels MergeOpen Word

• Start Mail Merge, Labels, Choose Product #, OkSelect Recipents

• From existing list, type new listAddress Block, Insert Merge Field

• Add fields –be sure to add space between fieldsUpdate Labels, Preview Results, Finish & Merge

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