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Tips and Tools Microsoft Office Marilyn Farris, CAP Debbie Light, CAP Trevellya Lofton, CAP, MOS

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Ice Breaker

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Two Keys to Success 1.Identify the tools that help you in your specific role. 2.Make your system simple.

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Product Overview There are many Microsoft tools and software applications available to help manage: Schedules and tracking Projects Tasks Whats in it for you? Increased technical expertise is becoming expected in an admin role Saves time Increases your skill set Allows you to remain organized in the midst of chaos

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Tips and Tools Outlook Excel Live Meeting

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Outlook E-Mails Contacts Calendars Tasks

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Why You Should Use Them You can pull all Outlook items into one search. You can change the views in Mail, Calendar, Contacts and Tasks to group them by category. You can assign categories to your tasks and calendar items. You can set up distribution lists in your contacts.

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Calendars Create multiple calendars Share calendars with others Gain permissions to act on behalf of others (permissions can be adjusted for other folders too)

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Arrange Calendars You can view calendars in a multiple Monthly View Weekly Work Week Only Overview Side by side Schedule View

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http://www.timeanddate.com /worldclock/meeting.html

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Share

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E-Mail Resend, Don't Forward If someone asks you to resend a message to them or forward one you have received, you may have already discovered that by choosing to forward it, the message doesn't look as it did originally. Instead it contains header information, a second signature and the subject line has FW: added to it. To save the effort of cleaning up the message before sending it, don't use the Forward feature; resend it instead. Double-click the message to open it. Locate the Message tab, and from the Move group of tools choose Actions > Resend This Message. The original message opens so you can, if you wish, add some extra text to it but, if you don't want to do so, add a recipient's address, if necessary, and click Send. If you resend an incoming email the sent email will retain the original sender's details and not yours in the headers so the new recipient can reply to it more easily. The resent message appears as a duplicate message in the appropriate Inbox or Sent Items mail box with the new date on it. If you have Conversations view enabled, you'll see the original email and the resent version together in the folder

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Tips and Tools Microsoft Office Marilyn Farris, CAP Debbie Light, CAP Trevellya Lofton, CAP, MOS

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Hospital/Triage is a process of determining the priority of patient treatments based on the severity of their condition. Triage may result in determining the order and priority of emergency treatment. Hospital/Triage

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Immediate - Urgent (heart attack right away) Delayed - Asthma 1 2 hour wait Minor - Ankle sprain (6 7 hour wait) Hospital Emergency Room

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Email Inbox Critical Respond 2-3 days Someday

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Folders for INBOX These items need to be completed TODAY Critical Items that can wait a couple of days When you send emails that you need a response to, BCC yourself, then create a rule so these items will automatically go to this folder. **(let me know if you need help creating rule) Respond 2-3 days No hurry on these items Check this box at least once a week. Someday

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Save to Calendar Shortcut

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Tips and Tools Microsoft Office Marilyn Farris, CAP Debbie Light, CAP Trevellya Lofton, CAP, MOS

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Excel Can Excel be used for something other than; expense reports, budgets, planners, forms, calculators, etc? Yes Excel can be used for text/data and here are a few functions: Trim function - Returns a string with extra spaces, starting spaces and ending spaces removed. Clean function - removes nonprintable characters from a string. Characters imported from other applications may contain nonprintable objects. Lower/upper case/proper - Teaches you how to convert a text string to lower, upper or proper case. Transpose - You can swap or transpose columns and rows if you want to display data differently. This allows you to convert rows to columns or columns to rows. Text to columns - To Separate The Contents Of One Excel Cell Into Separate Columns, You Can Use The "Convert Text To Columns Wizard". For example, when you want to separate a list of full names into last and first names.

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