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M.S. EXCEL 2007-2010 TIPS

TIP #1:  SHORTCUT TO QUICKLY SHOW THE CONTEXTUAL TAB RIBBONS

If you want to quickly show the ‘contextual tab’ ribbons to select options after inserting clipart, tables, pictures, etc, simply doubleclick on the object or the border of the object.  This saves you from clicking to select the object, then clicking the Contextual tab that appears above the ribbon.


TIP #2 – TURN ON THE DATA FORM FEATURE

In Excel 2007, the macro security is set to medium as a default and an [OPTIONS] button appears below the ribbon commands when a file is opened.

To ‘Enable the content’ after you open a file, the [OPTIONS] button must be clicked and ‘Enable the Content’ radio button selected, for the file to enable macros, etc.

To change the macro settings for the file, you can do the following – this will eliminate the [OPTIONS] button from appearing when the file is opened. BUT BE CAREFUL!! This can be dangerous if you don’t know the file you’re opening – malicious code could be embedded in files someone has sent to you.

  • Launch Excel 2007 and open the file
  • From the OFFICE button, select [Excel Options]
  • Select the TRUST CENTER category at the left
  • Click [Trust Center Settings] button
  • Click ‘Macro Settings’
  • Select the radio button ‘Enable all macros (Not recommended – potentially dangerous code can run)
  • Click [OK] and exit Excel Options

TIP #3 – ADD TEXT TO ANY SHAPE

When you draw shapes, you can add text within the shape(s) by doing the following:

  • To insert your shape, from the Insert tab, select Shapes, then select the desired shape – using the mouse crosshair, draw it on the screen.
  • When you have your shaped created, simply begin to type the text
                                                     OR
            <you can right click on the shape and then select Edit Text>
  • Type the text that you would like to add to the shape, then click anywhere outside the shape

TIP #4 – Shortcut to Insert a New Worksheet

You can quickly insert a new worksheet in Excel 2007 – simply touch SHIFT/F11 and a new sheet tab will appearYou can then drag the new sheet tab to a different tab location within your worksheet.     (Tip:  CTRL/drag will ‘copy’ the sheet)


TIP #5 – Search and Replace Cells Formatted with a Specific Color

You can use Excel’s ‘find and replace’ feature to find formatting (such as color) within cells and replace the formatting with something else. Here’s how:

  • From the Home tab, select Find & Select, then select Replace (or to bring up the Find and Replace dialog box quickly, you can touch CTRL/f and click Replace tab).   The dialog box appears.

Note:  The ‘Find What’ area and the ‘Replace With’ area should be left blank.  

  • On the ‘Find What’ line, select Format.   (Note:  If you don’t see Format, select Options to view the Format button)  

The Find Format dialog box appears.

  • Click the Fill tab (if finding/replacing color)
  • Choose the color you want to find.     Click [OK] to close.
  • On the ‘Replace With’ line, select Format.   

The Find Format dialog box appears.

  • Click the Fill tab (if finding/replacing color)
  • Choose the color you want to replace the original color with.     Click [OK] to close.
  • If you want to replace ALL the cells, you can click Replace All.   
  • It will automatically replace the original color in the cells with the new replacement color!

NOTE:  If you don’t want to replace ALL the cells formatting at once, you can click [Find All] instead and randomly replace cell formatting

Close the dialog box when finished


TIP #6 – USING THE NESTED IF FUNCTION TO ASSIGN LETTER GRADES BASED ON GRADE POINTS EARNED (All Versions)

You can use the following Nested If Function to read grade points (stored in column B in this example) and assign appropriate letter grades based on the grade points earned.
Type =IF(B2<60,”F”,IF(B2<70,”D”,IF(B2<80,”C”,IF(B2<90,”B”,”A”)))).
This function says that if the grade point average is less than 60, assign the letter grade F. If between 60 and 69, assign D. If between 70 and 79, assign C. If between 80 and 89, assign B. Else, assign an A.


TIP #7 – SETTING A TRUSTED LOCATION FOR EXCEL 2007 – AUTOMATICALLY ENABLES CONTENT
In Excel 2007, the default security setting when opening a file is set to Medium and to enable the content within the file (such as macros), you need to click the [OPTIONS] button that appears below the Ribbon and select ‘Enable the Content’ click [OK] after opening the fileso that macros/automatic processes, etc. will run properly.

In Excel 2007, you can identify various ‘safe’ locations and bypass the security settings to eliminate clicking the OPTIONS button and enabling content when opening each file.

To add a specific location (drive/folder, etc.) as a TRUSTED area to bypass the default security setting, do the following:

  • From the OFFICE button, select [Excel Options]
  • <the Excel Options window appears>
  • Click Trust Center category, then click [Trust Center Settings]
  • NOTE: You can identify a specific folder or area of your hard drive. The checkbox ‘Allow Trusted Locations on my network (not recommended)’ must be checked if you identify a network drive (share):
  • From the Trust Center Settings window, select Trusted Locations category, then click [Add New Location]
  • When the Trusted Location window appears, click [Browse] and select the location you want to identify as ‘trusted’, and check the box ‘Subfolders of this location are also trusted (optional) if you want to have the subfolders trusted as well. You can tab to the Description area and add a description, then click [OK].
  • <the trusted location is now added to the list> Click [OK] to exit window.
  • Click [OK] and exit Excel Options

The settings will be used on your machine’s installation of Excel. The files stored in that location will NOT require that you click the OPTIONS button when opening Excel files. The security warning will not appear when opening files from that location.


TIP #8 – QUICKLY GO TO A SPECIFIC SHEET

If you have many sheet tabs in your Excel workbook, there may be times when it’s frustrating navigating from one sheet to another. Here’s one shortcut to get to the tab you want quickly: Right-click on the sheet tab (navigation) controls at the left of the tabs at the bottom of the screen. This will display the first 15 sheet tab names and you can select the sheet you want from the list.

M. S. WORD TIPS


TIP #1: SHORTCUT TO CHANGE CASE (All Versions)

To change the case of selected text, this shortcut will cycle around the various capitalization options available.

  • Change Case (PC)  – Shift+F3
  • Change Case (MAC)  –  Shift+F3  or Command+Option+C

TIP #2: PREVIEWING MULTIPLE WORD PAGES (All Versions)

When you want to use Print Preview to see how your Word document will look on paper, choose FILE/Print Preview.  If you want to see multiple pages simultaneously, click the Multiple Pages button in the Print Preview toolbar. It’s the button that has four tiny pages on it . 

When you click the button, a dialog box showing six small pages opens. Here’s how the dialog box is laid out. The top row provides pages 1 through 3. The bottom row provides two to the maximum, placing the pages both vertically and horizontally. You can adjust the number of pages in view by changing the zoom factor.


TIP #3: FORMAT PAINTER (All Versions)

Here’s a cool trick that many Word for Windows users overlook–format painting. 

If there’s a format in your document that you’d like to apply in some other part of the document, don’t bother with a lot of fancy manipulations. All you have to do is click on a line that contains the format you want to use and then click the Format Painter button (it looks like a paint brush) in the toolbar. Clicking the Format Painter button will change the icon to a brush. Move to the text to which you want to apply the format and use the mouse to ‘paint’ over the text. That’s all you have to do. Word will reformat your text.


TIP #4: TRIPLE CLICK – QUICK PARAGRAPH SELECTION (All Versions)

You probably know that you can select a single word in a Word document by double-clicking the word. One you may not know about is that if you triple-click anywhere in a paragraph, Word selects the entire paragraph.


TIP #5: USING AUTOTEXT (All Versions)

This is a quick way to store text that you type over and over again

    Example:    Sincerely,
                    Lisa Stevenson
                    Training Lab Support
                    Electronic & Computer Services

           

Word version 6.0 (PC/MAC):

To store the AutoText 

  • Highlight the text you would like to save to AutoText 
  • EDIT/AutoText 
  • Give the text a short name that’s easy to remember (example for above:las) 
  • Add 

To insert the AutoText 

  • Type the short name you chose (example from above: las) 
  • There are three ways to insert the AutoText in this version (6.0) 

    — PC – Alt/Ctrl/V     MAC – Command/Option/V 
    — Click on the AutoText Button 
    EDIT/AutoText/highlight your choice/Insert 

Word version 7.0:

To store the AutoText 

  • Highlight the text you would like to save to AutoText 
  • EDIT/AutoText 
  • Give the text a short name that’s easy to remember (example for above: las) 
  • Add 

To insert the AutoText 

  • Type the short name you chose (example from above:  las) 
  • There are two ways to insert the AutoText in this version (7.0) 

    F3
    EDIT/AutoText/highlight your choice/Insert

Word versions 97 – 2003:

To store the AutoText 

  • Highlight the text you would like to save to AutoText 
  • INSERT/AutoText/New 
  • Give the text a short name that’s easy to remember (example for above: las) 

To insert the AutoText 

  • Type the short name you chose (example from above: las) 
  • To insert the AutoText in this version 
    INSERT/AutoText/AutoText/highlight your choice/Insert

TIP #6: HOW TO USE BOOKMARKS IN YOUR DOCUMENTS (All Versions)

You can use bookmarks in Word to mark a specific paragraph, location, or graphic that you’ll need to refer back to on a regular basis. To use Bookmarks, select the item you want to bookmark.  If you want to set a bookmark for an empty location in the document, simply click where you want the mark to apply.

Earlier Versions than MS Office ’97

  • Choose EDIT/Bookmark
  • Give your bookmark a name
  • Click Add

To return to the bookmark later

  • Choose EDIT/Bookmark
  • Select the name and click Go To
  • The cursor will jump to the marked location. When you’re finished with the Bookmark dialog box, click CLOSE

Office 97 – 2003

  • Choose INSERT/Bookmark
  • Give your bookmark a name and click Add

To return to the bookmark later

  • Choose INSERT/Bookmark
  • Select the name and click Go To
  • The cursor will jump to the marked location. When you’re finished with the Bookmark dialog box, click CLOSE

TIP #7: HANG YOUR ART ON THE SPIKE (Versions Prior to 2002)

Suppose you’re working in Word and you don’t like the way you’ve placed a picture.  In fact, you believe the best approach would be to finish all the text entry before you insert the picture. If you cut the picture, it gets put on the Clipboard. If you then cut something else, your picture is gone.

On a PC (All versions)

This is no problem is you use the Spike.  Select the picture and press Ctrl+F3. Now the picture will remain on the Spike until you need it again.

To paste the picture and remove it from the Spike, click where you want the picture to appear and press Ctrl+Shift+F3.  Remember that this will completely clear the Spike and paste all its contents into the document.

On a MAC (All versions)

This is no problem is you use the Spike. Select the picture and press Apple+F3. Now the picture will remain on the Spike until you need it again.

To paste the picture and remove it from the Spike, click where you want the picture to appear and press Apple+Shift+F3. Remember that this will completely clear the Spike and paste all its contents into the document.


TIP #8: MISSING MENU ITEM IN WORD (All Versions)

If you lose a menu item and wonder what happened, you can get it back by doing the following:

  • From menu, select TOOLS
  • Select Customize
  • Click Commands TAB

Be sure “Save In:” at bottom of window shows ‘NORMAL.DOT’. On the left, scroll down and click on Built-In Menus.  On the right, click what you’re missing, and drag it onto your menu, locating it wherever you like. Click CLOSE.


TIP #9: INCLUDE THE PATH AND FILENAME IN A DOCUMENT (Versions 7.0 and above)

You can use fields to insert the filename, date, word count, and other information about your file.  Fields can be set to update automatically when you print or save, so you don’t need to modify the text when this information changes.

To insert the path and filename in a Word for Windows 95 or Word 97 document

  • Open your FOOTER (View menu/Header and Footer) and position the insertion where you want the filename to appear.
  • From the menu under INSERT, select Field
  • From the list of fields, click Filename (for version 2000, click document information from the categories section and then click Filename from the field names section).

This will insert the filename of the document, but to include the entire path you need to add a switch. 

For Versions 7.0, 97 & 2000:

  • With Filename selected, click Options to see a list of switches that pertain to the selected field. 
  • On the Field Specific Switches Tab, click \p and then click Addto Field to include the path in the filename field. 
  • Click OK to return to the Field dialog box, and click OK again to insert the field in your document.

For Version 2002 & 2003:

  • check the ‘Add Path to filename’ checkbox

TIP #10: TO SELECT A RECTANGULAR/COLUMN BLOCK OF TEXT (All Versions)

Hold the ALT key down and drag to highlight text with the mouse.

TIP #11: TO CREATE A WATERMARK (All Versions)

You can have text, graphics, or borders appear on every page of a document like a watermark, but you don’t need a macro to do it.  You can create your watermark in Header and Footer view.  That way your watermark appears on every page automatically, the way headers and footers do.

The following steps are for Word for Windows 95,  Word 97 and Word 2000:

  • On the Standard toolbar, click the Drawing button to display the Drawing toolbar. 
  • On the View menu, click Header and Footer
  • On the Header and Footer toolbar, click the Show/Hide Document Text button to hide the text and graphics in the main document. 
  • On the Drawing toolbar, click the Text Box button. (In Word 97, click the Insert Text Box button.) 
  • Type the text that you want to appear on every page, format it, and click the Send Behind Text button on the Drawing toolbar. (In Word 97, go to the Drawing menu on the Drawing toolbar. Click Order, click Send Behind Text.) 
  • To move the frame or text box, click the border and drag it to its new location. 
  • To resize the frame or text box, click it and drag a sizing handle. 
  • On the Header and Footer toolbar, click CLOSE

Note:  If the watermark interferes with the legibility of the body text, you can make it lighter. To do this, choose another color for the background text using the Font command on the Format menu. Drawing objects can be made lighter with the Drawing Object command on the Format menu. use other applications, such as Microsoft Paint, to modify imported graphics.

For Word 2002 & 2003:

  • On the Format menu, point to Background, and then click Printed Watermark
  • Select Picture Watermark or Text Watermark (select or enter the text you want to appear).
  • Click Apply, click Ok and click Ok again.
  • Use print layout view to view the watermark as it will appear on the page.