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PC Tips for Work 1-13-09

PC Tips for Work 1-13-09

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Published by brucego
If you are content with doing PC stuff the same old slow stupid way, don't read this. Learn to search for lost docs, convert text to tables, create auto-text, use auto correct. In Excel use auto sort. Attach Photos and download attached photos. Capture screen shots. Choose Word options. Links things from Word to Excel. Save time with keyboard short cuts
If you are content with doing PC stuff the same old slow stupid way, don't read this. Learn to search for lost docs, convert text to tables, create auto-text, use auto correct. In Excel use auto sort. Attach Photos and download attached photos. Capture screen shots. Choose Word options. Links things from Word to Excel. Save time with keyboard short cuts

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PC Tricks, Tips and Techniques for Work

Monroe, CT

WHAT DIFFERENCE DOES IT MAKE ? A TRUE STORY.............................................1 TIPS, TRICKS AND TECHNIQUES MAKE YOU FAST...................................................1

Setting Options for Word Documents................................2
Click on Tools, Options.............................................................................................................................................2 Eleven Tabs Of Options. ..........................................................................................................................................3

The See Picture Option..............3
Tools Options for Picture Holder...............................................................................................................................4

Tools Options for “Show Formatting Marks” Option.........5 Selecting Text, Lines, Paragraphs, Documents ............7 How to Select a Line, Section, Paragraph, Entire Document......8 Selecting More than One thing at a Time.......................................8
NAVIGATION THROUGH DOCUMENTS.........................................................................9

Navigating - Moving the Cursor from One Place to Another.......10 Shortcuts in Office programs. 11
More CTRL Commands in Office programs. ........................................................................................................12

Other Keyboard Shortcuts.......13 Switch From One Open Program To The Next.............................13 The Key With The Windows Logo ............................................14 Logo Plus E - The Explorer Window .................................14 Logo Plus D key – Hides All Windows ................................14 Stopping the Run Away Mouse 15 Word’s F4 key (Not the same as Windows F4 Key).....................15
HELP – THE KEY TO KNOWING EVERYTHING..........................................................17
The Help Command – Another Example ..............................................................................................................18

INTEROPERABILITY THINK OF OFFICE AS ONE PROGRAM, NOT MANY............22 USING CHARTS IN EXCEL AND MOVING BETWEEN EXCEL AND WORD ...........22

Open Excel - Open the document,” PC Tips - Charts.xls” ...............................................22

Making Charts Readable in Black and White ...............................24 Paste Linking to Word .............28
WEB TRICKS..................................................................................................................31

Enlarge The Text On Any Web Page........................................31 Searching Techniques .............32
Find web pages that have.........................................................................................................................................32 But don't show pages that have................................................................................................................................32 Need more tools?......................................................................................................................................................32

Scroll Down Web Page.............32 Do Math Using Google.............32 Google Converts Units Of Measurement And Currency. . .34 Going to a Web Address...........35
NAVIGATING TO DOCUMENTS –.................................................................................36

Going Back to Previous Work . .36 To Continue Working On Yesterday’s File.......................37

Searching for (Lost) Documents ...............................................37
If You Do Not Know the Name of the File .............................................................................................................38 You know the name..................................................................................................................................................39

SENDING PHOTOS IN EMAIL, INSERTING PICTURES IN DOCUMENTS ................41

Making Photos Smaller for Attaching to Email ..................41
HOW TO EMPTY THE RECYCLE BIN...........................................................................43 HOW TO EMPTY TRASH IN GROUPWISE...................................................................43 FINDING A FILE TO ATTACH........................................................................................44 RETRIEVING AND SAVING ATTACHED FILES...........................................................47 SIGN IN AND SAVE TO THE NH NETWORK EVERYDAY...........................................48 AUTO CORRECT............................................................................................................49 AUTO-SORT IN EXCEL – THE MOST USEFUL TRICK IN ALL OF EXCEL...............53

Exporting, Importing, Copying, Pasting between Microsoft Office Programs ...............................53 Example. – Word Table to Excel for A Filter/Sort, Then Back to Word ......................................53
Copying from Word to Excel...................................................................................................................................55 Autofitting the Columns...........................................................................................................................................56 Filtering the Data and Getting a List of What You Want........................................................................................57

CONVERTING TEXT TO A TABLE................................................................................59 HOW TO MAKE A TEMPLATE......................................................................................61

A Time Sheet Template for Example..................................61 A Memo Template for Example. 62 Copy The Template To Your Desktop...................................65
Alternate Method .....................................................................................................................................................66

Creating a Shortcut for Any file in My Computer or Windows Explorer. ................................66
POOF ! AUTO TEXT !.....................................................................................................67 SCREEN PHOTOS .........................................................................................................69

PC Tricks, Tips and Techniques for Work

What Difference Does It Make ? A True Story
A business school teacher who taught computer applications wanted to know what it was like to work in a real life office. She had a friend who ran a temp agency. She asked her friend to get her a temp job in an office. She told her friend not to say anything about her background and her computer skills. She got her assignment to substitute for a secretary who was on vacation. When she got to the office, the boss laid out all the work for her. It was typical office work - Writing letters, copying information from one set of documents to another, creating some financial tables in Excel, mail merging, etc. He told her it not to rush. He said he figured it would take a couple of days. She was done in two hours. She said she did not want to make the vacationing secretary look too bad so she puttered around the rest of the day. At the end of the day, the boss was amazed and pleased. This is not far fetched. There are some Word and Excel etc “tricks” that can save hours. There are also thousands of tricks, tips and techniques that can save only five seconds here and ten seconds .. five minutes …an hour ….there…..But it adds up to many hours. Below are some of the “tricks.”

Tips, Tricks and Techniques Make You Fast
Microsoft Office is designed for saving time and preventing wasted effort. The majority of workers use five to ten percent of its power. It isn’t the worker’s fault. PC training is not offered in most schools. Ironically, most of the time is taken up learning things that will never be used (like algebra.) Somehow it is assumed that workers will “pick it up on their own.” Self learning does occur, but it happens slowly and haphazardly even with people who are very smart. For example, when teaching a one day, six hour Excel course, I had a very smart lady whom I thought was a lost cause. She resented her company sending her (who “knew it all”already) to a six hour waste of time. The first thing out of her mouth was, ”I have been using Excel for four years and I doubt if you can teach me anything that I don't already know.” I explained to her that in a basic beginner’s course like I was teaching, she would find that statement to be mostly true. But I explained to her that it was very likely that there were some often overlooked features that she could learn that might save her hours of work. She said, ”If you can teach me ONE thing that saves me hours, that will make the whole day worth it.” I said, ”Let me know if hit anything that makes it worth it.” As I went through the basics of inputting data, she sulked. Then after that about every half hour she piped up,” Wow ! I didn’t even know about that feature. Okay, that makes this day worth it.” Okay, so some of this stuff you will know and some you will not. Some of the tricks, you will think are to much trouble to bother learning. Some are shortcuts that save a second her and a second there. Remember those seconds add up.

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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

Click on Tools, Options
To change to white text with blue background, click on Tools , Options. Here is what you see.

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PC Tricks, Tips and Techniques for Work

Eleven Tabs Of Options.
Here is what you see. There are eleven tabs of options. Most tabs have a dozen options. Click the General tab. Click blue background, white text. (see illustration . Note arrow.) Hit OK. See if you like “the view.” If you don't, turn off the option by going back to Tools Options, clicking the box and turning it off.

The See Picture Option
If you are looking at a Word document on a PC screen, you may not be able to see the pictures. For example, you may see an empty box where a picture is going to be (shown below.)

No Picture – Just a picture placeholder

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PC Tricks, Tips and Techniques for Work

Tools Options for Picture Holder
You are seeing the blank picture holder because an option of Word is turned on. Word has hundreds of options that you should be familiar with. (We don’t have time to go into all options now but you should be aware that the options exist.) We will set an option so you can see pictures in this document In the menu bar, click on Tools Options.

Click on the View tab. In the View tab , click on Picture Holder. This takes away the checkmark and allows Word to shown you pictures instead ofjust picture placeholders.

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PC Tricks, Tips and Techniques for Work With Picture Holder turned off you can see the picture instead of just the Picture Holder.

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? The following is a “messed up” document shown without formatting marks:

Formatting marks are useful because: • • • Spaces are shown by little dots between words New paragraphs are shown by backward Ps that look like this Tabs are shown by right pointing arrows. See them after the 2, and 3 above . numbers 1,

Two or three extra tabs (shown as very small arrows below) after each number would result in a mistake that would baffle you if the tabs formatting marks were not there. Look at the following example:

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PC Tricks, Tips and Techniques for Work

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.

There are paragraph marks in the middle of sentences in this picture:

When you see a document with formatting marks, the mistakes are obvious.

There are too many paragraphs marks caused by hitting the Enter Key too many times, thus creating more paragraphs. Also, there are too many tabs and lastly too many spaces between words (as seen because there are three or four dots between some words). To fix it, just get rid of the extra formatting marks. When you get a chance. Look at all the other Word options.

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PC Tricks, Tips and Techniques for Work

Selecting Text, Lines, Paragraphs, Documents
It drives experienced users crazy to watch a new user carefully drag a cursor across a word to select it. Just double click on the word. In Word every time you do something, you have to select the text area for the action. For example, to change font size, you have to select the words you want changed first. S knowing dast ways of selecting text is a time saver. When you double click a word, it is highlighted. While the word is highlighted, click on the right mouse button. . A drop down menu will appear. . The of available commands will drop down. (CUT will delete it.) Notice that the commands that drop down are related to what you right click list

on.

As shown, if you right click on a table, (table shown in right) you will get a list of commands related to a table. So if you wonder what you can do with a table, right click on it. Word will show you all the possible commands!

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PC Tricks, Tips and Techniques for Work

How to Select a Line, Section, Paragraph, Entire Document
Move the cursor to the left hand margin as shown in picture below.

When it is exactly at the left side, it appears as an arrow as shown above, do the actions below. Click Once in Margin Click Twice in Margin Click Three times in Margin Drag Arrow Down while holding left mouse button Selects the line opposite the cursor arrow Selects the paragraph opposite cursor Selects the entire document Selects all lines of text in its path to the right

Selecting More than One thing at a Time
Sometimes you want to do format or delete many things all at once, that is, perform the same action on more than thing one at a time. Look at the example to the right where you want to change the format of more than word. Let’s say it is an student essay turned in to a teacher: Suppose your teacher decides he/she wants the words Great Depression to be italicized. You figure, “I will have to go through the whole essay and highlight every occurrence of the words, ‘Great Depression’ and hit the Italics button in the toolbar.” (Italics button is shown to the right along with the Bold, and Underline buttons.) But no. Not ! Just highlight all the instances of the words and hit the italics button once. Nice theory…. 8

PC Tricks, Tips and Techniques for Work 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: If I hit the delete key at this point, all four files would be deleted.

Navigation through Documents
Why shortcut keys ? - Why not just scroll with the mouse ? Because often when typing in a document, you waste a great deal of time taking your hands and your attention off the keyboard and onto the mouse. Researchers have done studies on which is faster - and the keyboard always wins by far. Mouse for most functions versus Keyboard with minimal mouse usage.

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PC Tricks, Tips and Techniques for Work 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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PC Tricks, Tips and Techniques for Work • • • 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 DOWN CTRL CTRL CTRL CTRL CTRL And while the CTRL kry is held, hit the RESULT key below hit the right Arrow key hit the left Arrow key hit the Home key hit the End key hit the Delete key. HOME key. END key Page Up Page Down (Notice that tables present information more clearly !) Cursor move from word to the next word. Cursor move from word to the previous word. Cursor moves to the beginning of the document . Cursor moves to the end of the document The next word after the cursor is deleted. Cursor moves to the beginning of the line Cursor moves to the end of the line Moves up one page Moves down one page

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PC Tricks, Tips and Techniques for Work

More CTRL Commands in Office programs.
The shortcuts described above and below also work in most other programs and in Windows. Whatever you learn in one program often applies to other programs. CTRL C means copy in every program that I have come across. These shortcuts are like a universal language of computing. • • The CTRL commands are easy to remember because the commands consist of two parts. The first part is to hold down the CTRL key. The second part is –while holding down CTRL – hit a letter key.

The easy part is that the letter you hit is often the first letter of the command (Copy begins with “C” so CTRL C stands for Copy. CTRL B means make text bold.) There are exceptions as noted below. (CTRL C is COPY so they could not use Ctrl C for Cut so they used “CTRL X” for Cut.)

While holding down CTRL Key Hit the following key
CTRL+C CTRL+X CTRL+V CTRL+Z CTRL F CTRL H CTRL S CTRL+RIGHT ARROW CTRL+LEFT ARROW CTRL+DOWN ARROW CTRL+UP ARROW CTRL+SHIFT with any of the arrow keys CTRL+A CTRL+F4

In Order To Do the Following:
Copy. Cut. You X it out (cut it) (CTRL C is COPY so they used “X” for Cut.) Paste. (CTRL P is PRINT so they used “V” for Paste.) Undo. (CTRL U is UNDERLINE so they used “Z” for UNDO.) Find a word , etc. Find a word and replace it with another word Save (Hit this often. In case of a PC crash, your document is saved.) Move the cursor (insertion point) to the beginning of the next word. Move the insertion point to the beginning of the previous word. Move the insertion point to the beginning of the next paragraph. Move the insertion point to the beginning of the previous paragraph. Highlight a block of text in the direction you move the arrow. Select all of the document Close the active document.

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PC Tricks, Tips and Techniques for Work

Other Keyboard Shortcuts
These are some keys that are not used too often. If you are a “speed freak” who hates to waste time, use them. Try them right now and see what happens! Cancel the current task. (Often used for mistakes – ESC Is a ‘get me out of this!’ command F4 in Windows (In Word, F4 means “Repeat Display the Address bar list in My Computer or last thing I did as explained later.) Windows Explorer. Hold down SHIFT and press one of the arrow Select text in the direction the arrow travels within keys or Page Down or Up Key a document. ALT+F4 Close the active program CTRL+ESC Display the Start menu. Highlight text. Hold down CTRL while Drag and Copy selected item (text or even a file) to dragging item. This makes a copy of text to a new location. (Let go of mouse key first, then the wherever you dragged the mouse cursor CTRL at end of this command.) Carry out a menu command. (Like File Print. Is Alt ALT + Underlined letter in a command name F gets you the File menu in Word., then hit just the on an open menu P to print. (Note that F and P are underlined in the menu) Switch between open items. (For example if you ALT+TAB have WORD and EXCEL open, it would switch between them.) F5 in Windows and the Web. (In Word, it is Refresh the active window (Useful for the internet the “Go to” key.) to see changes.) Deletes a file or folder permanently without placing Select file or folder and hit SHIFT+DELETE the item in the Recycle Bin. Be careful with this one. SHIFT+F10 Display the shortcut menu for the selected item. ALT+ESC Cycle through items in the order they were opened. CTRL+SHIFT while dragging an item Create shortcut to selected item.

Switch From One Open Program To The Next
You can switch from one open program to the next by pressing Alt+Tab (Windows) A small box will appear on the desktop. By repeatedly hitting Alt+Tab, the PC will show you which program you will go to when you let go of Alt+Tab

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PC Tricks, Tips and Techniques for Work

The Key With The Windows Logo 
You can open the Start menu by tapping the key with the Windows logo on it. The key looks like this - 

Logo Plus E - The Explorer Window
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. In the window that appears, you will see the folders on the left and the files in the folder in the right (as shown in picture at right.) The window is similar to “My Computer” window but more useful. The more you use it, the more you will see that it is more useful than the “My Computer” window (shown below.)

Logo Plus D key – Hides All Windows
To go to your desktop, you can hide all windows, revealing only what’s on the computer desktop, with one keystroke:-- Hit the Windows key () and “D” simultaneously. That’s great when you want to open something from the desktop to examine or to open

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PC Tricks, Tips and Techniques for Work 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.

Word’s F4 key (Not the same as Windows F4 Key)
A key that could save you a lot of time while using Word is the F4 key (In Excel, the “CTRL Y” keys do the same thing.) F4 means, “Repeat the last action that I just did.” If the last thing you did was to select text and hit Format Font, then click on Arial, size 11, bold, and color red, guess what happens when you highlight more text and hit F4. Yes, it makes the text Arial, size 11, bold, and color red. Consider an example below. Take a look at the table after this paragraph. When I did the table below, I typed the whole left column in CAPS. Now I change my mind and I want everything in Title Case sometimes called Initial Caps (first letter of each word highlighted.) So should I re-type it No !

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PC Tricks, Tips and Techniques for Work 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 clicked the Title Case option and hit OK. (See box.) So the words VALLEY ST changed to Valley St. Then I highlighted the second entry but instead of hitting Format Change Case, I just hit hit F4. It repeated the last thing I did and changed the case for me. Try it !

I

Try it !! Open, “Change Case Example.doc.” Then change the text in the first cell to Title Case. Highlight the next cell. Hit the F4 key. The text changed to Title Case as in your last command, right ?. F4 means “Repeat last command.”

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PC Tricks, Tips and Techniques for Work

Help – The Key to Knowing Everything
With Words Help feature, whatever you don’t know, you can find out. There are different entrances to Help. One is the question mark in the upper right of a dialogue box. Look at the dialogue box you get when you hit Format – Paragraph. Believe it or not, there are a lot of useful features in the box if you only knew what all the choices were for. There are two keys that are helpful when you have a dialogue box open. You look at the choices and are confused. . You need Help! So while the box is open, hit F1. Or click on the question mark on the upper right hand side of the box.

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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PC Tricks, Tips and Techniques for Work You see:

The Help Command – Another Example
You can learn to do anything in any program. Just ask for HELP by pressing the F1 key or hitting HELP in the menu. Let’s say I am in a document and I am writing about the neighborhood, ”Beaver Hills.” Someone says “It isn’t ‘Beaver Hills.’ It is, ‘Beaver Hill.’ (no s in Hill.) I say, “Damn…. I have to read the twenty pages and search for the word “Hills” and replace it with “Hill.” The proof reader says, ”No –Just use the “Replace” command. I think, “Duh?” but I say, “Oh, of course - I forgot about that. Slipped my mind….Right ..… Thanks.” And then when no one is looking, I use HELP ! I hit HELP in the menu, then click on Microsoft Office Word Help.

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PC Tricks, Tips and Techniques for Work

I see the following.

I click in Microsoft Office Word Help. In the “Search for:” box (shown below), type what you want help for.

I typed in replace (as shown below) and hit enter.

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PC Tricks, Tips and Techniques for Work I scrolled down to Find and replace text or other items.

I see the box. I click on “Replace Text.”

The instructions are enumerated.

Before doing a Find and Replace, you may want go to the beginning of the document. So hit CTRL HOME to go to the beginning of the document. Then on the Edit menu, I click in Edit – Replace (or use the Keyboard shortcut CTRL H.) In the Find what box, I enter the text that I want to search for - “Hills”. In the Replace with box, I enter the replacement text – “Hill. “ As shown below, I am now ready to search for Hills and replace it with Hill. When I hit ENTER or click on the Find Next command, Word finds the first mistake. I click on the Replace command. Click Find Next, and then Replace. When I hit Replace, Word changes the entry to Hill and goes to the next mistake. Don’t hit Replace All unless you are sure it is appropriate. There may be a case or cases where the word Hills appears where you don’t want to

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PC Tricks, Tips and Techniques for Work 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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PC Tricks, Tips and Techniques for Work

Interoperability Think of Office as One Program, Not Many
Office programs work together. That doesn’t just mean you can copy text from one document to another. You can also embed and link information so than, for example - when the data changes in Access or Excel, the change is carried over into Word. The next section shows how to create charts in Excel (same as Word) and also shows how to link the two so that when the data changes in Excel, the change is carried over into Word. We will create a situation where a change in Excel carries over into a Word document (and it could carry over to an Access database and a PowerPoint presentation.)

Using Charts in Excel and Moving Between Excel and Word
First we will create a chart. Then we will paste link it to Word so that when the data changes in the Excel spreadsheet, it not only changes in the Excel chart but also changes in the Word document.

Open Excel - Open the document,” PC Tips - Charts.xls”
You see data in Excel: Highlight all cells B2 - E7 (The cells that I shaded on yellow.) Hit the chart wizard icon. You see:

Choose Column chart

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PC Tricks, Tips and Techniques for Work Where it says, "Series in," choose “columns” so that in the chart, expenses appear on the bottom, and the months on the right.

Hit "Next." Go through the steps Type a title, "Expenses."

Click the option, "As new sheet." Type a SHEET title, "Expenses."

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PC Tricks, Tips and Techniques for Work You see the finished product.

Making Charts Readable in Black and White
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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PC Tricks, Tips and Techniques for Work

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.

Hit Format Data Series. You see:

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PC Tricks, Tips and Techniques for Work

The Format Data Series dialogue box opens. Click Fill Effects

The Fill Effects dialogue box opens. Click on the Pattern Tab 26

PC Tricks, Tips and Techniques for Work

Choose a pattern (like checked) that will stand out.

Choose a dark Foreground color ( a dark color if the color is light.)

background

Click OK and OK again. When you are finished, you will see a pattern assigned to the first month:

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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PC Tricks, Tips and Techniques for Work

Paste Linking to Word
Now we want to get the chart over to Word. There is one problem though. Data changes. For example, the expense of supplies could change at any time (like if someone goes to Costco and buys 3 months of Selection squares supplies.) Suppose someone changes a dollar amount in on the border of Excel and forgets to change the Word document. That could the chart cause problems…. There should be a way……Yes , there is. Go to the Excel chart and select it. Selecting the chart is touchy. You have to select it so that the tiny selection squares I showed you above appear on the outside of the chart as shown below:

If your selection boxes are in the inside of the chart as shown at right, try again – You selected the inside part of the chart not the whole chart.

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PC Tricks, Tips and Techniques for Work 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.

When you hit Paste Special, you see: Click on the Paste Link radial button (the little white circle in the left of the box.) Then hit OK.

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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PC Tricks, Tips and Techniques for Work 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.

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.

$1,000.00 $900.00

Below is the chart after updating. Notice the March supply bar is tall reflecting the revised $900 expense of supplies.

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PC Tricks, Tips and Techniques for Work

Expenses
$1,000.00 $900.00 $800.00 $700.00 $600.00 $500.00 $400.00 $300.00 $200.00 $100.00 $Rent Internet Access Supplies Insurance Cleaning

January February March

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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PC Tricks, Tips and Techniques for Work

Searching Techniques
When you’re searching for something on the Web, let’s say in Google, click on Advanced Search and get the following:
Find web pages that have... all these words: this exact wording or phrase: one or more of these words: But don't show pages that have... any of these unwanted words: Need more tools? Results per page: Language: File type: Search within a site or domain:
þÿ þÿ þÿ þÿ
(e.g. youtube.com, .edu)

þÿ þÿ þÿ tip

OR þÿ

OR þÿ

tip

þÿ

tip

If you were searching for dryers but not clothes dryers or alternate energy but not nuclear energy, you will get better results.

Scroll Down Web Page
You can tap the Space bar to scroll down on a Web page one screen at a time. Hold down the Shift key and tap the Space bar to scroll up on a Web page one screen at a time.

Do Math Using Google
You can use Google to do math for you. Just type the equation in the Search bar , like .06* 335,000+1000=, and hit Enter. As in Excel, + means plus - means minus, * means “times” and / means “divided by.” As in Algebra, parentheses mean you want what is in parentheses to be calculated first. The order of operations is the same as Algebra. Algebra will first do: 1. all operations that lie inside parentheses. 2. any work with exponents or radicals (that you are unlikely to come across.) 3. Working from left to right, do all multiplication and division. 32

PC Tricks, Tips and Techniques for Work 4. Finally, working from left to right, do all addition and subtraction. 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

Google shows you the way your formula is mathematically interpreted : Google does the multiplication first and then the subtraction. You wanted $11,236 minis $1,236 which is $10,000. Then you want 5% of $10,000 (which is $50.) …Not $11,174.20. So you have to rewrite the formula so that Google does what is inside the parentheses first. Remember this lesson in formula writing when you write formulas in Excel. What you learn in one program often applies to other programs.

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PC Tricks, Tips and Techniques for Work

Google Converts Units Of Measurement And Currency.
Google also converts units of measurement and currency. For example type “miles in 5 kilometers,” or “inches in 5.12 cm,.” Click Search to see the answer.

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PC Tricks, Tips and Techniques for Work

Going to a Web Address
You don’t have to type “http://www” into your Web browser. Just type the name of the site such as bloomberg.com” You will get something like the screen below. From there you can go the Bloomberg site.

Or leave out the “com” Try typing FHA (for Federal Housing Authority) in the address bar.)

You will get something like this:

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PC Tricks, Tips and Techniques for Work

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:

The second way is to open the application you were using and click File. For example, let’s say you were working in a Word document and want to go back it. Open Word. Click on File You see the dialogue box to the right. Notice that it shows all recently opened files at the end of the drop down men. You will in all likelihood see the file you were working on yesterday. Just click on the file name and open it. Note: I can see six recently opened files. You probably can see 3 or four. That is because I went to Tools Options,

36

PC Tricks, Tips and Techniques for Work 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.

Searching for (Lost) Documents
You can search for a document based in what you know about the document. You tell the computer something you know about the document and the computer findsit. Here is the information the PC uses: • Name of Document (You know the name but do not know the location to open it.) • Time – The date the document was last modified. • The size of the document (if it was really huge, you could ask for a list of all documents over 5 MB (million bytes) • Words in the document - You don’t know the name but know an unusual word or set of words in the document to search for. For example you could ask the PC to find a document with the name Mary Rhodes in it. • Any combination of the above such as large document modified in the last month. To begin, you click on Start Search

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PC Tricks, Tips and Techniques for Work

Click on the type of document you are looking for. Click on all files and folders if you are unsure. I hit Documents (word processing, spreadsheet, etc.) That eliminates system program, picture, music or video files.

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) .

If You Do Not Know the Name of the File
If you did not even know the name of the document, you could search for the document by searching for some unique words that were in the document. The PC opens up every document and searches for whatever words you specify.

38

PC Tricks, Tips and Techniques for Work 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 the words “again search,” within the last week on the H drive. Then I hit search. Sure enough, the PC found it. with

You know the name.
In the next case, we will again search for PC Tips. . You may have only a vague idea of the name of the documents you worked on yesterday. Since it is a WORD document, we click on, ”Documents, word processing, spreadsheets, etc. as in the last search

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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PC Tricks, Tips and Techniques for Work

Type in part of the file name

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)”

Then I hit “Search.” The PC found four files:

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PC Tricks, Tips and Techniques for Work

Sending Photos In Email, Inserting Pictures in Documents
Making Photos Smaller for Attaching to Email
You sometimes can’t send someone more than a couple of full-size digital photos as an e-mail attachments. Some files are too big (as measured in the computer space they take up), and the photos will fail to reach the recipient or will take a long time to download. As long as high quality is not an issue, you should compress such photos (and you might at the same time adjust the picture to make it better if needed.) You can easily compress a picture without a fancy photo program. • • • • Open the picture with Microsoft Picture Manager 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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PC Tricks, Tips and Techniques for Work Hit OK and the picture opens. You can compress a picture by hitting Edit Pictures at top in the menu and then Compress Picture.

You will see that the picture was reduced in size from 1.34 Mb (million bytes) to 273 KB (thousand bytes.) You see following:

• • •

Document compresses the least. Web page compresses somewhat. Email compresses the most.

42

PC Tricks, Tips and Techniques for Work 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 Right click on Trash With the left mouse button Empty Trash

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PC Tricks, Tips and Techniques for Work

See the picture below.

Finding a File to Attach
If you want to attach a file to an e-mail, the fastest way to find the file is to use the SORT by detail feature in the selection dialogue box. Suppose I want to attach a copy of a document I have been working on , “PC Tricks, Tips and Techniques for Work”” to someone. Suppose I create a blank email and hit the Paper Clip icon that means attach file. I go to the folder that contains the document but it is hard to find the document.

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PC Tricks, Tips and Techniques for Work 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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PC Tricks, Tips and Techniques for Work

Scroll over and click in the Date Modified gray box.
Click in the Date Modified gray box. Old files go to the top

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

Then hit OK and you are done. 46

PC Tricks, Tips and Techniques for Work The other way to do this would be to type in the first letters of the name of the document. GroupWise will immediately show you all the files that begin with that name. Just scroll through the list and click on the file you want. In the example to the right, I typed “How.” A list of all files beginning with How dropped down.

Retrieving and Saving Attached files
If you get an e-mail from someone with an attached file, you can save it to you PC. The best way of doing this is to right-click on the file and choose the SAVE AS command . As shown below, you will see a choice of commands drop down. Point and click on SAVE AS. Your PC will not know WHERE you want to save the file so you may get something like the screen below. Notice below that the PC is listing an inappropriate file folder to save to To tell the computer where to save the file, you have to click on the down triangle to the right of the SAVE IN box.

47

PC Tricks, Tips and Techniques for Work 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. Then close out of mail and open file with the appropriate program. The easiest way is to double click the file. In most situations, the PC will know which program to open it with. If the file is as pictured on the previous page, that is, a WORD file, then open it with word. the

SAVE IN

If t

You can tell it is a WORD file because it has a big blue W. If it is an EXCEL file, it has a green X as shown below so you would have to open it with EXCEL. Excel files with X and Word files with W>

Sign In and Save to the NH Network Everyday
Make sure you sign in and save to the network everyday. Your PC has been configured to save everything you create to the network PC in your company’s server room. The IT staff backs up everything on tape. Do not save anything to your hard drive. The hard drive can fail and all your work would be gone. I remember after a person’s hard drive failed, the person saving to his hard drive asked,” How do you get it back?” The answer left his mouth hanging open. “You can’t get it back.” On the other hand, I remember many who experienced a PC hard drive crash. They asked, ”Did I lose all of my files?” I asked, ”Do you save to your H drive in the network?” If the answer was “Yes,” I said,” Your files are safe on the server. All we have to do is repair or set up a new PC and you can go back to your files on the network like nothing ever happened.”

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PC Tricks, Tips and Techniques for Work

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”

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PC Tricks, Tips and Techniques for Work You - Yes I did type a yoi and it corrected itself. I had to delete it from Auto Correct to type it. “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.”

There are some limitations though. Sometimes Word will not be able to guess the right word as shown below

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PC Tricks, Tips and Techniques for Work If the word you misspell had the wrong first letter, WORD usually can’t figure out the correct word as shown below. WORD is not very good at guessing the first letters of words.

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.

51

PC Tricks, Tips and Techniques for Work So you can force the correction unto WORD’s dictionary. First double-click the word

Then hit Tools - Autocorrect – Autocorrect Options

When you click Autocorrect Options, you see that “good” is already entered in the Replace box (because you highlighted it.)

52

PC Tricks, Tips and Techniques for Work Notice that giid is already an entry under Replace. All you have to do is type in the correct spelling and hit ADD.

Then hit OK. – The word is in the dictionary !

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.

Exporting, Importing, Copying, Pasting between Microsoft Office Programs
Why am I talking about Excel when I have a table in Word . It is because Microsoft programs work together. You can copy and paste and export data back and forth easily. Think of Microsoft Office as one big program whose parts work together. First, you have to get the data into Excel. Knowing that this is possible and knowing how to do it is important. You can move data from one program to another. Here are some possibilities: Table data • • • • Excel to Word or Word to Excel to Access Table data - Word to Excel to Access and Back and Forth Linked data from Excel to Word do that when you change the Excel data it is automatically changed in Word Word to PowerPoint Paint to Word

Text and graphics • •

Example. – Word Table to Excel for A Filter/Sort, Then Back to Word
When you have a list in Word and you want to sort it in Excel, use this method. 53

PC Tricks, Tips and Techniques for Work Look at the WORD list below. Let us say, for example, you might like to eliminate all items and see only one type of item such as: • • • • • 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. Here is the sample data:
Name B of I B of I B of YAPC Beaver Hill Compu-Color, MIS Compu-Color, MIS Compu-Color, MIS Compu-Color, MIS Compu-Color, MIS Record Room Detention Bohannon, Lynell Record Room Detention Chicarelli, Amanda Detention RM # 308 342 362 362 301 411 411 CPU Type Compaq DP 2000 Compaq DP 2000 Compaq DP 4000 Compaq DP 2000 Compaq DP 2000 Compaq Prolinea Compaq DP 2000 CPU S/N 6734BK72Q9 91 6734BK72Q8 68 6742BPL4S04 6 23NLB87 23MYM54 7543HNA605 70 6643HVX6T3 24 23MW953 6734BK72Q7 51 235N58Y 6734BK72Q6 88 6734BK72Q9 91 6734BK72Q8 68 6742BPL4S04 6 23NLB87 8681179 Monitor type Compaq P50 Compaq V70 Compaq V70 IBM 8515 Compaq V70 Compaq P50 NEC Multisync Compaq P50 Compaq V70 Compaq P50 Compaq V70 Compaq P50 Compaq V70 Compaq V70 IBM 8515 Compaq P50

367 IBM PS/1 Compaq DP 10 2000 Compaq 311 Prolinea Compaq DP 370 2000 Compaq DP 308 2000 Compaq DP 342 2000 Compaq DP 362 4000 Compaq DP 362 2000 Compaq 400 Prolinea

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PC Tricks, Tips and Techniques for Work
Compaq DP 301 2000 Compaq 411 Prolinea Compaq DP 411 2000 367 IBM PS/1 Compaq DP 10 2000 Compaq DP 370 2000 Compaq DP 308 2000 Compaq DP 362 4000 Compaq DP 362 2000 Compaq DP 311 2000 Compaq DP 157 2000 Compaq DP 157 2000 Compaq DP 157 2000 Compaq DP 157 2000 Compaq 200 Prolinea Compaq V70 Compaq P50 NEC Multisync Compaq P50 Compaq V70 Compaq V70 Compaq P50 Compaq V70 IBM 8515 Compaq V70 Compaq V70 Compaq V70 Compaq V70 Compaq V70 Compaq 151

Cummings, Shanon Record Room Detention Feeley, Kate Record Room Liriano, Manuel Natal, Lillian O'Brien, Dylan Ohara, Eileen P Remy, Ralph Rivera, Luis Schietinger, Ana Tubman, Natasha Vega, Nilda Zucker, Jonas

23MYM54 7543HNA605 70 6643HVX6T3 24 23MW953 6734BK72Q7 51 6734BK72Q6 88 6734BK72Q9 91 6742BPL4S04 6 23NLB87 6702HVT3R0 88 6702HVT3R0 55 6702HVT3Q9 75 6702HVT3R1 83 6702HVT3R5 02 6610HXS4Q0 86

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.

Copying from Word to Excel
Open the document, ”WORD Data to Move to Excel.” Highlight the whole table in WORD below. Got Copy Open Excel. Put the cursor in A3

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PC Tricks, Tips and Techniques for Work Hit Paste

Autofitting the Columns
As shown in the picture below, move the cursor in the gray area that shows Column A, B, C, etc until you get a black down arrow. Hold down the left mouse button and drag across from A to E, highlighting the columns.

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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PC Tricks, Tips and Techniques for Work

Filtering the Data and Getting a List of What You Want
Open the file,” 9-Auto-sort-XL.xls. The file is what you just created but for the sake of uniformity, open this file. Follow the directions below. Highlight the first row from Name to Monitor type as shown below. Hit Data Filter AutoFilter in the menu

First click on the down arrow to the right of CPU Type. From the drop down list, click on Compaq DP 2000.

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PC Tricks, Tips and Techniques for Work You get a list of all Compaq DP 2000s. (You can print it and the arrows won't show.) Amazing, isn’t it ? Then hit Data Filter - Show All. The list is restored as it was

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

58

PC Tricks, Tips and Techniques for Work 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:
Name Rivera, Luis Schietinger, Ana Tubman, Natasha Vega, Nilda RM# 157 157 157 157 CPU Type Compaq DP 2000 Compaq DP 2000 Compaq DP 2000 Compaq DP 2000 CPU S/N 6702HVT3R05 5 6702HVT3Q97 5 6702HVT3R18 3 6702HVT3R50 2 Monitor type Compaq V70 Compaq V70 Compaq V70 Compaq V70

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 City State Oak St. New Haven Connecticut

Phone 203-453-9876 To make the above list into a table: Make sure there is only one tab between entries. Select all the text. Click Table – Text to Table Click on the Borders down triangle as shown below

Click on All Borders. 59

PC Tricks, Tips and Techniques for Work You see the following:

Name Address City State Phone

Bob Smith Oak St. New Haven Connecticut 203-453-9876

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PC Tricks, Tips and Techniques for Work

How to Make a Template
A template is a blank boilerplate you can set up for use any time you need to create a document. Many people create templates for memos. You could just go to an old memo and delete all the text and write the new memo but for reasons to numerous to go into, it is time consuming and complicated to do it that way. Try it the right way. I knew one lady who had a regular run of the mill job. You might not think of creating templates if you not used to the idea. However, she loved templates. She had a template for everything she did. Her boss could not figure out how she did her work effortlessly and still had time leftover to help others with their PC work.

A Time Sheet Template for Example
Open up Time Sheet Anon Template.xlt. It is a time sheet template. All you have to do is use a shortcut to put in the date at the top and all the dates are filled in automatically. Put in your starting and ending times and the hours worked and overtime are all automatically calculated in and then totaled. Here is a picture of it.

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PC Tricks, Tips and Techniques for Work

A Memo Template for Example
Instead of having to set up a memo every time you write one, you create a blank and just fill in the “To” and “From, etc. Here is what it would look like if you wrote one for LCI.

So templates are useful. But how do you create template ?

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PC Tricks, Tips and Techniques for Work 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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PC Tricks, Tips and Techniques for Work When you do that, as shown, you will see that WORD changes the location to which it saves. Notice at the top of the dialogue box, it says it is saving to the folder,” Document Templates.” WORD saves to the Document Template directory so that in the future when you open Word and click on FILE – NEW, and click on “On My Computer” you see the Template you created and can open it with one double click. Look in the next page and see what happens when you click on File New. A new section appears on the right side

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. So how do you get the document template open. Just hit File New – On My Computer As the arrow indicates, after you hit File New, you click in On My Computer. (You want to see NEW FILES you created “ON MY COMPUTER”)

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PC Tricks, Tips and Techniques for Work 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.

Copy The Template To Your Desktop
You can also copy the template to your desktop to make it easy to use. Here’s how -Hit File New – Click “On My Computer” and get the dialogue box showing the files. Then right click on the particular template and hit Create Shortcut. .

After creating the shortcut, right click on the shortcut and hit Cut. (See picture below.)

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PC Tricks, Tips and Techniques for Work Close all windows . 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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PC Tricks, Tips and Techniques for Work Find the file you want to create a shortcut to. Click on the file Right click in the file Scroll down to and click “Desktop (create shortcut) DeskLink.”

You will see that thereisa shortcut created in the desktop

Poof ! Auto Text !
Pardon the unusual title but this trick is as near to magic that Word gets. Suppose you have a great deal of “blurbs” to type in documents. For instance, I knew of a housing inspector who found that every time he inspected a house he had to type a paragraph about how he found cracks in the basement floor but that they were not a serious problem. He said, “It seems like a waste more time typing the same old paragraphs over and over again.” Let’s set up an actual auto text. Suppose you work for Oak City Housing and you are tired of typing in and/or copying and pasting the same old “Conflict of Interest Policy” that by law must appear in housing documents. 67

PC Tricks, Tips and Techniques for Work 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.

Now -- From here in, when I need the Conflict of Interest policy, I type conflictz and hit the F3 key at the top of the keyboard. And poof ! There it is! Five paragraphs in 10 seconds.

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PC Tricks, Tips and Techniques for Work

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.

Hit the PrtScn key in the upper right of the keyboard

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PC Tricks, Tips and Techniques for Work

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:

Click on Format Picture. If you click on the Layout tab, you will see. Click in Tight and Center (or alignment you want.) Done.

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