Professional Documents
Culture Documents
for Work
IT Department
New Haven, CT
WHAT DIFFERENCE DOES IT MAKE ? A TRUE STORY.............................................1
USING CHARTS IN EXCEL AND MOVING BETWEEN EXCEL AND WORD ............22
AUTO CORRECT............................................................................................................50
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PC Tricks, Tips and Techniques for Work
But read on for the sake of learning what you don't know.
Setting Options for Word Documents
You should be aware of Word Options. There are many useful features in Word Options. We are
going to look at two options as examples of options.
There are options that are relevant to this book. One is – If you are looking at this as a printed
version - I'm sure you will notice that the examples I show in Word screen shots are white text
with blue background. I prefer it.
I turned in an option in Word so that when I look at my monitor, I see the page like below – With
a blue background and white text.
However, if I print the
book, the text prints black
text on white background.
The screen shots (pictures
of what I see in the
monitor) of Word
documents pictured in this
document show up better
with white text with blue
background. White on blue
background is easier on the
eyes.
But also when you are
staring at a monitor while
working on a document,
white text with blue background is easier on the eyes and easier to read. Why?
When you are reading, looking at a 98 % white page. The brightness is blinding.. It is like
watching a skier in dark clothes go down a mountain. You are blinded by the snow and can
hardly see the skier. With black text in a white background, your eyes adjust to the bright white
making it a strain on your eyes
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No Picture –
Just a picture
placeholder
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Tools
Options for “Show Formatting Marks” Option
While you are in the dialogue box, put a check
mark in “All” in the second section, titled
Formatting Marks.
Why should you show formatting marks?
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Paragraph marks are shown by what I call backward Ps. Here are
some enlarged paragraph marks. Without the formatting narks you
would see a lot of empty space and wonder why it was there.
When you see a document with formatting marks, the mistakes are obvious.
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When it is exactly at the left side, it appears as an arrow as shown above, do the actions below.
Click Once in Margin Selects the line opposite the cursor arrow
Drag Arrow Down while Selects all lines of text in its path to the right
holding left mouse button
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So you highlight the first one. Then you highlight the second.
What ! When you highlight the second, the first is UN-highlighted. Bummer. You say to
yourself, ”There should be a way to highlight more than one thing at a time.
A Side Note:
When you start saying ”There should be a way to…..” you are on your way to
becoming a computer expert. Because when you say that and look for the better way,
you will usually find it.
Not surprisingly, there is a way.
1. Highlight the first instance of the words.
2. Hold down CTRL and while still holding down CTRL, highlight the second instance of
the words.
3. Hold down CTRL and highlight the third instance of the words.
4. And so on until all are highlighted
5. The hit the italics button once.
This method of selecting more than one thing at a time also works in Windows. You can select
more than one file at a time as in when you want to delete or copy files. Below is an example
where I selected every third file by holding down CTRL and clicking on a file:
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Often keyboard shortcuts do things super fast in a way that a mouse can not do. For example.
Open the file,” 22-Charts.xls.”Highlight the data in the table.
Hit the F11 key. A chart of the data appears with one keystroke! Want to race a mouse in that ?
So keep your mind open to shortcut keys. You may have to print out a list and hang it up for
easy reference at first but once you learn the short cuts, you will be fast.
Navigating - Moving the Cursor from One Place to Another
Don’t waste your time moving the cursor with the arrow keys or clicking from place to place all
the time with the mouse. Her are some ways to move the cursor from one place to another.
• Hold down CTRL and hit the Right Arrow key. The cursor moves from word to the next
word.
• Hold down CTRL and hit the left arrow key. The cursor moves forward or backward one
word at a time.
• Hold down CTRL and hit the Home key. The cursor moves to the beginning of the
document.
• Hold down CTRL and hit the End key. The cursor moves to the end of the document.
• Hold down CTRL and hit the Delete key. The next word after the cursor is deleted.
• Hit the HOME key. The cursor moves to the beginning of the line.
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• Hit the END key. The cursor moves to the end of the line.
• Hit the Page Up key to move up one page with each hit.
• Hit the Page Down key to move up one page with each hit.
Below is the above in table format. (I converted the text above to a table. How to convert text to
a table is explained later.)
Shortcuts in Office programs.
HOLD And while the CTRL kry is held, hit the RESULT
DOWN key below
CTRL hit the right Arrow key Cursor move from word to the next
word.
CTRL hit the left Arrow key Cursor move from word to the
previous word.
CTRL hit the Home key Cursor moves to the beginning of the
document .
CTRL hit the End key Cursor moves to the end of the
document
CTRL hit the Delete key. The next word after the cursor is
deleted.
HOME key. Cursor moves to the beginning of the
line
END key Cursor moves to the end of the line
Page Up Moves up one page
Page Down Moves down one page
(Notice that tables present information more clearly !)
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You can open the Start menu by tapping the key with the
Windows logo on it. The key looks like this -
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something you’ve just downloaded to the desktop. Press the Windows key and “D” keys again
to return to what you were doing. (I remember it by thinking of the D for Down the Window.)
Stopping the Run Away Mouse
How can you highlight just one letter of a word? It is hard to highlight only one letter in a word
unless you are really good with a mouse. But there should be a way to highlight one character at
a time.
You guessed it…. Of course there is.
• Put your cursor exactly before the d in down.
• Hold down the shift key.
• Hit the right arrow key.
Hitting the right arrow key highlights one letter at a time. Try something else. Hold down
CTRL Shift and press the right arrow key. It selects one word at a time.
Let go of all keys.
Hold down Shift.
Hit the page down key. It selects a page down at a time. Try Page Up – same thing but Up.
This gives you an exact way of highlighting that avoids the problem of what I call the “run away
mouse selection. That is when you go to highlight a section and the cursor just runs down (or
up) the page highlighting everything in its path.
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1 VALLEY ST Westville
1 VICTORY DR Westville
1 VISTA TER Westville
1 WATERFRONT ST East Shore
1 WAYFARER ST Westville
1 WEST PARK AV Beaver Hill
1 WESTERLEIGH RD Westville
1 WESTMINSTER ST East Shore
1 WHALLEY AV Beaver Hill
1 WHITNEY AV Downtown
I highlighted the first item that I wanted to change to Title Case (first letter only capitalized.)
Then I hit Format – Change Case.
After I hit Format – Change Case, the box to the right appeared. I
I clicked the Title Case option and hit OK. (See box.)
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Whether you hit F1 or clicked the Question mark, you see the following:
The fancy name for this is, ”Context sensitive Help.” That means Word knows what situation
you are in and gives you help based on the situation. Obviously you are in a paragraph situation
so Word gives you paragraph help.
Suppose you want to know about paragraph spacing - Click in the Help box on Indents and
spacing, and scroll down.
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You see:
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I click in Microsoft Office Word Help. In the “Search for:” box (shown below), type what you
want help for.
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change it. (Such as: “There are many hills in Beaver Hills.” So go through the process
carefully.)
Again, I could write a book about Find and Replace. It is a powerful and useful feature. See the
Help command in Word if you want to learn more.
I will give you some clues to point you in the right direction for an exploration of this function.
Click on Edit Replace. Try hitting More in the Find and Replace dialogue box
Click on Format.
Click on Special.
Now you see that you can search for almost anything, not just words.
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You see:
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Hit "Next."
Go through the steps
Type a title, "Expenses."
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If you are printing in black and white, the red bar and the black bar will look alike. You will see
something like the following
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You will have to assign patterns instead of colors to distinguish one bar from another
Right click on any one of the blue bars in the chart.
When you right click in a bar, notice that the three blue bars have tiny squares in
them that look like this.
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Do the same steps this for each bar in the chart. Assign Patterns that are very different from each
other. The you can distinguish between the bars of the chart even in black and white.
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Once you have the chart selected, hit CTRL C (for Copy.) Do not use the right click method of
copying.
Open the Word document that you want to paste the chart into. Make space for the chart by
hitting Enter,. Enter, Enter, Enter, until you have enough space for a ¾ page size chart.
Click on Edit, Paste Special in the menu. Do not hit Paste.
Paste Special is going to enable you to link the chart to Excel so that
when changes are made to the numbers in the Excel table, the changes
are carried over and shown in the Word document.
Take a good look at the chart. See how the bar for March expenses is short because March
supplies were only $300. OK, go the Excel spreadsheet and change the March supplies to $900.
Then go to the Excel chart. The March supply bar is high up now.
Switch over to the Word document. Look !
Oops ! No change. Run away !
No, don't have to.
Hit Edit, Update Link
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The supply bar goes way up to $900. It works. See picture below.
This linking can be done between almost any Microsoft program and another. It can even be
done between some programs and data on a web site. For instance if you want to read about
Hyperlinks to the Web from Word to the Web, hold down CTRL and click here on Microsoft web
link instructions.
Below is the chart before updating. Notice the March supply bar is short reflecting the $300
expense of supplies.
Expenses
$1,000.00
$900.00
$800.00
$700.00
$600.00
January
$500.00 February
March
$400.00
$300.00
$200.00
$100.00
$-
Rent Internet Access Supplies Insurance Cleaning
From then on, when you open the document, Word will ask you if you want to update the latest
information from the Excel Spreadsheet. If you say yes, it will update the Word file with any
new data in Excel.
Below is the chart after updating. Notice the March supply bar is tall reflecting the revised $900
expense of supplies.
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Expenses
$1,000.00
$900.00
$800.00
$700.00
$600.00
January
February
$500.00
March
$400.00
$300.00
$200.00
$100.00
$-
Rent Internet Access Supplies Insurance Cleaning
Web Tricks
Enlarge The Text On Any Web Page.
You can enlarge the text on any Web page. In Windows Explorer, hit View – Text Size Medium
(or whatever desired size.) This is not always a good idea on some sites that have more than just
text (like command buttons in a bank page - You may find sections where the text is jumbled
together.)
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Searching Techniques
When you’re searching for something on the Web, let’s say in Google, click on Advanced Search
and get the following:
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For example, you have $11,236 in the bank. You are going to spend $1,236 dollars for an HDTV.
You want to know how much interest you will get on the remaining $10,000 for 1 year at 5
percent. So you type into the Google search bar the following
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Or leave out the “com” Try typing FHA (for Federal Housing Authority) in the address bar.)
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Navigating to Documents –
Going Back to Previous Work
Many times you continue work from the day before. There are two easy ways to get back to
recent work.
One way is to hit Start - Recent Documents as shown below:
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General tab and increased the number of recently opened files to six. See the section Eleven
Tabs Of Options.
To Continue Working On Yesterday’s File
When you come into work and want to continue working on what you were working on
yesterday, for instance –I am currently working in a document called “PC Tips” - So I hit the
Start button and then Go to My Recent Documents and click on the name of the document I want
to open.
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Then type in what you do know about the document like the date
modified, or size. You could click “Within the last week” and
specify which drive to search.
It would be good to tell the PC to look only in the one place like in
one file folder or one hard drive.
In this case, I do know that the document was on the H drive. So I
changed the search to search to only the bgormley H drive (the
network drive)
.
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In the illustration above, notice it has a choice for advanced options. If you do not know the
name of the file, you probably remember some words in the document (like an address or name
that appears in the document.) You may see on the hard copy that it has the words “again
search” in the document.
In the box to the right, I specified that I wanted to find any file with
the words “again search,” within the last week on the H drive.
You could click in all the advanced options by clicking the right pointing triangles in the bottom
right as shoen in the picture on the next page.
If you wanted to search for a file by the date it was last modified,
You could fill out the top information and you would probably
find your file if you created it in the last week or if you could
specify the date. But in the case where you know the file name,
read on.
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You could also tell the PC where you saved the file to narrow down
the search.
To specify location, I click on “Bgormley on Police FS.(H)”
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• To do this, find the picture. Then right click on the picture. Go to the command Open
With and click on Choose Program.
• Scroll to Microsoft Picture Manager and click it.
• Click the box that says “Always use this program to open this type of file
(From then on, you can just double click the picture and it will open in Microsoft Picture
Manager.)
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You will see that the picture was reduced in size from 1.34 Mb (million bytes) to 273 KB
(thousand bytes.) You see following:
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You can also fix a bad picture by hitting Edit Picture and choosing the appropriate category, such
as Brightness and Contrast. Try it. If you don’t like it, hit Edit, Undo. - It is easy to figure out
how to use the program. (Side Note - the red eye removal tool is the easiest of any photo
program.)
How to Empty the Recycle Bin
When you delete files, they are not actually deleted. They are moved to the “Recycle Bin” on
the desktop. Just deleting something doesn’t free up space in your PC. Deleting puts it into the
Recycle Bin. Then you then have to empty the Trash or Recycle Bin. To do that, right click on
the Recycle Bin in your desktop and hit Empty Recycle Bin.
If you are absolutely sure you want to delete a file and do not want to put it in the Recycle Bin,
select the file or folder and hit SHIFT+DELETE. Be careful with this one. I taught this trick to
a friend. He called up about three weeks later and said, ”Ya know that Shift Delete thing you
showed me - How do you get a file back after you delete it using that method?”
I said, “You don’t. There is no way to get it back unless you want to go to the internet and
download an Undelete tool.”
How to Empty Trash in GroupWise
Likewise, when you delete mail in GroupWise, the emails are not actually deleted. They are
moved to the “Trash” file folder. (See below.) They continue to take up space on the mail
server.
Note: If you have not emptied trash in a long time, it may take a long time, perhaps even a few
minutes.) I have seen cases where individuals had 2400 emails in the recycle bin. GroupWise
often “hangs up” with so many emails. The people had to delete them little at a time.
T empty trash, do the following:
• Open GroupWise
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I could scroll through the list of files and search for PC Tips, but wait - PC Tips was a recently
created file. If I make the Attach File dialogue box show me details like “Date Modified” I can
get the latest file at the top of the list fast.
To do this, you have to get the dialogue box and tell it to show you Details
Click down
triangle and then
Details
After clinking Details, the dialogues box shows the list of files in four columns :
File Name Size Type Date Modified [with Time]
Click in the
triangle to scroll
the Date Modified
column
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After clicking, the least recent (oldest) files will appear. Click again and the most recent file will
appear.
Most recent
file at top
Click triangle to
scroll left and
double click on
file name at top
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When you do this the computer shows you a choice of file folders to save to. You may want to
save to the H drive (shown below as Bgormley in Police FS\Vol1\Users’[H]. So point and click
on the H drive file folder with your name. Then click on the folder on the H drive that you want
to save to.
The PC will save the file to the
folder you specified.
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Auto Correct
Use Auto Correct to save time - lots of time
Suppose yoi (or you) always seem to hit the “I” key instead of the “o” key.
Try it. Type yoi
You notice that a red line appears underneath the misspelling. Don’t correct it manually.
Use autocorrect.
To do this, you put your cursor in the word.
Then RIGHT click in the word. You will see the following.
Auto Correct gives you a choice of corrections. Your first impulse is to click on the second entry
above, that is “you.” DON’T
Go down to the entry “AutoCorrect” And click on “AutoCorrect
Then select the AutoCorrect entry “you”
What is the difference you ask ? Why bother ?
The answer is – By using AutoCorrect, you put the correct spelling in WORD’s AutoCorrect
dictionary.
So what? - I’ll tell you what. - From that moment on, anytime you spell “you” with an “I’ at
the end, the word will correct itself.
Do you want proof ?
I will now, on the line below, type a “y” an “o” and an “i”
You - Yes I did type a yoi and it corrected itself. I had to delete it from Auto Correct to type it.
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“You” appeared above because when I typed a “y” an “o” and an “i” - Right before my eyes in a
flash, the misspelling corrected itself.
Every time you add a word to your spell dictionary, you are building up your own list of words
you use and misspell. That might not seem to make a difference because there are about a
million words in the English language BUT there are roughly only one or two thousand
commonly used words. It gets to the point where you can just type fast and make mistakes, and
– no big deal – the mistakes correct themselves !
One interesting thing is that Microsoft, in their infinite wisdom, put words in the dictionary for
you. If you don’t believe me, try typing “c”, ”n”, ”a” and hit the spacebar. It will autocorrect
itself to “can.”
Here - I’ll try typing “c”, ”n”, ”a” Here I go - can - It corrected itself.
If you go to the WORD menu, and click on Tools then Autocorrect Options, as shown below, you
will see a partial list of the words that are already in WORD.
In the case of C N A, I had C N A insurance and had to write them a letter. I had to delete the
entry from Microsoft’s auto correct list. When you get to the dialogue box below,
scroll to C N A
select C N A
and hit delete
(The only way I could type C N A was to put a space between the letters because on this PC. O
did not delete the entry C N A and if I type the three letters, it will change to “can.”
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Here is an example. The sentence is supposed to say “going” not “hoing.” Okay, so you go to
autocorrect and it doesn’t come up with the correct spelling.
However, there is a way to force an entry into the dictionary. Look at what WORD came up with
using “good” instead of “good”:
You would think that WORD would know that “giid” is good spelled wrong.
So you can force the correction unto WORD’s dictionary.
First double-click the word
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When you click Autocorrect Options, you see that “good” is already entered in the Replace box
(because you highlighted it.)
Notice that giid is already an entry under Replace. All you have to do is type in the correct
spelling and hit ADD.
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There is more to know about Auto-Correct but we have to stop somewhere short of writing a
book. Play with it.
Take a look at the Autocorrect Options when you hit Tools - Autocorrect – Autocorrect Options.
Auto-Sort in Excel – The Most Useful Trick in All of Excel
We are going to take a table from Word and export it to Excel. Then we will analyze it in Excel.
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• A list of computer equipment and CPU Types but you only want to see the Compaq DP
2000’s
• A list of computer equipment, but you only want to see the monitors.
• A list of lots but you only want to see the Buildable lots
• A list of fees but you only want to see the overdue fees
• A list of people but you only want to see people with incomes below the poverty line
You can do this easily in Excel in milliseconds.
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Your aim is to sort the above data below so that the list shows only people with:
1) Compaq DP 2000’s
2) Equipment in Room 157
3) Compaq V70 Monitors
You have to do this without any typing
You must have it done in five minutes at most.
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Double click in the little line between A and B in the gray area.
That autofits (automatically fits) the columns wide enough to be readable.
Save the file as, “Excel to Word”
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Amazing, isn’t it ?
Then hit Data Filter - Show All.
The list is restored as it was
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From the drop down list in the Monitor Type column , click on Compaq V70.
You see only Compaq V70 Monitors.
This time, Don’t hit Data Filter - Show All
Right click in the Name column. From the drop down list in the Name column, click on B of I.
You see only four items that meets the three criteria.
• Compaq V70
• Room 157.
• Compaq DP 2000
You can now select the data in Excel and hit copy. Go to Word and hit Paste the data to Word.
(The arrows don't show up in the printing. Here is the actual output:
Nam e RM# CPU Type CPU S/ N Monitor type
Com paq DP 67 02HVT 3R0
Riv era, L uis 157 20 00 55 Com paq V7 0
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Then go back to Excel. Hit Data Filter - Show All. Then exit.
This can be used for simple sorting as is done is the Access program.
One employee asked me to teach him Access for filtering and grouping data. I showed him how
to use Excel for simple filtering. About learning Access, he said, “Never mind, I’ll use Auto Sort
in Excel instead.”
Converting Text to a Table
Open the file, “Converting Text to a Table.doc.”
You see
Name Bob Smith
Address Oak St.
City New Haven
State Connecticut
Phone 203-453-9876
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State Connecticut
Phone 203-453-9876
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Open a WORD document and type what you want as a template such as below.
In the menu , hit FILE SAVE AS. As shown below, hit the down arrow in Save as type. Click
on Document Template (*.dot)
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Click On my computer
so that WORD will look
in the Templates folder
for Templates when you
click on File New – On
My Computer
So now you have created a blank template. When you need to create, for instance , a memo, all
you have to do is open the blank document and fill it out.
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If you created a template for “Time Off Request” Word looks in the Templates directory and
shows you the files in the box below:
If you Double click on Time Off Request, the Time Off Request blank template opens.
After creating the shortcut, right click on the shortcut and hit Cut. (See picture below.)
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Go to the desktop and right click anywhere in the desktop and hit Paste. This pastes
the shortcut onto the desktop
Anytime you want your template, just double click on the shortcut on the desktop and your
document opens !
Alternate Method
You could have also saved the template to some other handy place like the desktop by clicking
the Down triangle in the SAVE IN box.
To do this open the template. Hit File - Save as
Click on Desktop.
See below.
Hit Save.
The shortcut will appear on your desktop with the other shortcuts
Creating a Shortcut for Any file in My Computer or Windows
Explorer.
If you want to see your files or folders, hold down the Windows logo key and while holding
down the key, hit the “E” key. You will see the screen below. That is Windows Explorer.
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You are fed up and you are not going to ever type it again.
So you go to a Word document that has the Conflict of Interest policy in it.
You highlight the text.
In the menu, you click on Insert AutoText – AutoText
You see:
Autotext takes the name of the first few words of
the text but if you are really lazy , you can shorten
it.
I typed Conflictz because I did not want to give it
the name of a real word.
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Screen Photos
All through this document, I showed you “Screen shots” picture of what I wanted you to see.
How did I do it ? Can this be useful to you?
You may want someone to see what you are seeing on your monitor. If you are in a document,
you could send the document but in other situations you can’t send or create a picture of what
you see on your monitor For example if you are on a web page, you may want to send a picture
of the page to someone,
You want to buy a printer and you see it on a web page. It would be helpful to send a copy to the
boss and tell him that is what your dept needs. Here is a screen shot of the web page
To create a screen shot:
Go to the page.
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Go to a Word or Paint or any type of document and hit paste. You will see the following.
If you want to cut the document to a smaller size, go to the tool that appears when you click on
the picture. It is the blue tool in the picture tool bar.
Click that tool and go to the corner of the picture. Mouse the mouse until you see a tool that
looks like an upside down L.
Drag the upside down L tool down and it will cut out part of the document.
To make it smaller without cutting, select the picture. Pit your cursor on the corner until you get
a double headed arrow. Drab that arrow down and to the side and the picture will get smaller.
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PC Tricks, Tips and Techniques for Work
The last step is optional. If you are using the picture as part of a long document, the picture will
be hard to place in one spot and hard to center, right or left align
To prevent this, select the picture..
Right click in the picture. You see:
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