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Microsoft Office 2010
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Combining and Cutting Shapes in PowerPoint
Often in PowerPoint I like to create my own graphics by drawing and grouping shapes together. PowerPoint 2010 now offers a cool tool to actually combine two or more shapes together or even cut one shape out of another. This feature is called Combine Shapes. The only problem is that it is not offered on the Ribbon. You have to add this feature to your Quick Access Toolbar or customize a Ribbon in order to use it.
Where is that Ruler?
When working in Word or PowerPoint 2010, have you noticed something is missing? Office 2010, by default, turns off the ruler. And there is nothing worse than spending time trying to find it! No worries, you can turn it on under the View tab’s Show group. You can also turn on gridlines in both Word and PowerPoint if you need to align text or objects in a particular manner. What an easy fix!
What is a PDF anyway?
Office 2010 makes it very easy to send a file created in Word, PowerPoint or Excel as a PDF. But what exactly is a PDF? It stands for Portable Document Format. Basically creating a PDF from a file means you are capturing the data and formatting found within the file and turning it into an image. Users who receive a PDF do not have to have Microsoft Office to open the file. This also means that users can’t change the file. The greatest advantage to PDFs is that it will print exactly the way it looks on screen. Even if you decided to use some creative fonts and graphics!
So how do you create a PDF in Office 2010? Simply select the File tab’s Save and Send feature. Then choose either Create a PDF to save it for later or choose Send as PDF to automatically create a PDF and attach the PDF to an e-mail message.
A perfect way to send a file electronically!
One Stop Shopping for your Office 2010 Printing Needs
Looking for your old friend Print Preview in Office 2010? He no longer exists on his own. Office 2010 now includes a Print Preview window in the Print command. The Print command is now found under the File tab. The advantage is that all Printer Options as well as Page Setup Options are displayed in one place. The only disadvantage is that you will need to use the Zoom control on the bottom right hand corner and reduce the zoom to 40% to view more than one page at a time.
Simply click on the large PRINT command button to send it to the printer. If you don’t want to print simply press ESC or click on any tab to go back to your file.
You can also add a Print shortcut to your Quick Access Toolbar. Simply click the Quick Access Toolbar drop down list and select Print Preview and Print.
In today’s world it’s much more efficient to use “One Stop Shopping” to get things done and Office 2010 provides you with a quick way to Preview and Print in one window – Wow!
Does your Office 2010 file have ISSUES?
Right now our BJC network is supporting three versions of Microsoft Office. That can create some problems when you share a file with someone on an older version of software than you. The good news is that we are working towards all BJC employees using only one version Office 2010. But that project, called CUP, will take over a year to complete. In the meantime you might need to check your file for “issues” before you send or share it with someone else. What do I mean by issues? If you used a feature that only Office 2010 supports then when you share it with other users they will not be able to make changes to that part of the file. An example would be using Sparklines, Slicers, SmartArt, etc. There is a solution for this problem. You can check your file for issues related to how compatible your file is with older versions of Word, Excel or PowerPoint.
Simply click on the File tab and choose the Info subtab. Then click on Check for Issues and choose Check Compatibility. A window will appear summarizing any incompatibilities.
What a great way to find out any version problems before sharing your file with other users!
The Recipe for Creating Quick Calendars and other Tables…
Everyone uses calendars. Sometimes we want to post a calendar at work to show a particular schedule or upcoming birthdays and other events. Creating a calendar from scratch can be very time consuming. But guess what? Office 2010 gives you a quick way to insert a calendar structure you can customize. It’s called Quick Tables and it’s located under the Insert tab’s Tables command.
Simply click on the Table drop down list, and select a Calendar table style. Then change it to fit your needs.
But wait…there’s more….
If you like to store specific information in a table and the table needs to be formatted the same each time then use this feature to create a saved table style in the Quick Tables Gallery.
Simply select the finished table and then click on the Table Drop down list and select Save Selection to Quick Tables Gallery. Type a name for the Table style and click OK. You will find this table style in the Table Gallery or you can insert the style quickly by typing the name of the table style and pressing F3.
The Table Gallery is your “recipe” for table success!
So, you’re moving over to Excel 2010? Nervous? Excited? Anxious? The move from 2003 or 2007 to 2010 isn’t a big transition but there are several key differences to note.
- 2003: Had a drop-down menu. 2007/2010: Uses a tabbed environment.
- 2007: You were stuck with the MS button. 2010: File tab returns to save the day!
File Tab has great options:
- More recent folders available under Recent Documents
- Pushpins allow you to keep certain things on your list.
- Save and Send wasn’t available earlier. Now Excel will open an email message and you can type in your recipient name in Groupwise and click send.
Microsoft Pushpins make file access quicker!
Pushpins are a handy office item –even in Microsoft’s world. In Office 2010, you can use” virtual pushpins” to quickly access not only files but also folders you use all the time! The Backstage view (File tab) now offers an expanded Recent Document list. The left side displays the name of the recent file and the right side displays the folder it came from. To view the list, simply click on the File tab and then the Recent button. This list will automatically adjust and move files and folders down the list as more are accessed.
So how do you make the file or folder stay on the list? Just pin it! (Click once on the pushpin located to the right). When the pushpin turns blue, the file or folder displays permanently at the top of the Recent Document list. What an easy way to access the files and folder you use on a daily basis!
Jump from File to File Quickly in Office 2010!
Most of us open more than just one file within a particular software. That’s what multi-tasking is all about. You might be referencing information in several documents in order to create a new one. In fact, Office 2010 actually has no limit to the amount of files you can open at once, a multi-tasker’s dream! Only your computer’s memory is what limits the number of files opened at a time.
Here’s the problem. Files normally display one on top of each other. How do you switch quickly between the files within a software like Word 2010? The command you are looking for is called Switch Windows, located under the View tab. When clicked, it drops down a list of documents currently open for you to bring forward. But isn’t it a hassle to have to use your mouse to click on View + Switch Windows + the file you want to view?
Here’s the solution. Use the keyboard shortcut in Office 2010 ALT + W + W. It automatically displays the drop down list of open files. Simply type the number of the file you want to view and that file displays on top. The perfect way to jump around your open files!
Excel Data Entry can be Fun!
Entering data into a spreadsheet in Excel can be boring and entering across a lot of rows can be a hassle. Did you know Excel has a quick solution to make data entry easier? It’s called a Form. Unfortunately this tool is not available on any of the Ribbons. You have to add it to your Quick Access toolbar.
How to Add the Form command to your Quick Access toolbar:
Under the Quick Access Toolbar’s drop down list, choose More Commands. Under the “Choose Commands from” list choose All Commands. Scroll down until you see Forms. Select the Forms command and click on Add. Close the Options box.
How to Use the Form command:
Select a cell within your database. Click on the Form command. Wow!…an instant form pops up that displays all the fields that are included in your database. Use the TAB key to move down through the fields. Important: Make sure your database in continuous with NO blank columns or rows. Now you can enter your information quickly and easily…how fun!