POWERPOINT, WORD & EXCEL: Screen Clipping Saves the Day

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Screenshot feature in 2010 allows you to instantly copy an image from any open program.  There are two ways you can use Screenshot. The first option allows you to choose one of the opened program and insert the entire screen image (this is exactly like a Print Screen). The second option allows you to go directly into the opened program that you came from and clip a portion of that screen.

Screenshot is more efficient than Cropping since cropping keeps the entire image in the application even though you hid parts of it.  Also, if you want to save that portion as a .jpeg file, unfotunatley, the ENTIRE image is saved.

To capture a screenshot as a Print Screen:

  1. Make sure you have one or more program(s) opened.
  2. Go to the Insert tab.
  3. Click on the Screenshot icon under the Illustration group.
  4. Click on one of the thumbnails that represent the opened files. (Tip: Hover your mouse pointer over a thumbnail to see the filename and application of the potential screenshot.
  5. The screen image is now inserted into the application that you are working on.

To clip a portion of the opened program.

  1. Click on the opened program and then immediately go back into the application you are working on.
  2. Go to the Insert tab.
  3. Click on the Screenshot icon under the Illustration group.
  4. Click on Screen Clipping.
  5. This action will place you immediately into the application that you came from.
  6. WAIT for the screen to go WHITE.
  7. A crosshatch will appear. Click and drag and select the portion of the screen you ONLY want.
  8. The selected item is now inserted into the application that you are working on.

 

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EXCEL: Using HyperLinks Instead of Custom Views to Help Navigate the User

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Prior to Excel 2007, you were able to create custom views and place the Custom View icon on the menu bar and a down arrow appeared to the right of the icon.  This allowed users to select the view that wascreated for their particular viewing.  It was a quick way to navigate to a particular part of the spreadsheet.  Unfortunately, this method is no longer available.  Instead, you create the views as before but to go to one of the views, you now click on the View tab, select Custom Views, choose a View, and then click on Show.

This method has too many steps; therefore, I created hyperlinks to do the same job but on with one click. Here are the steps:

  1. Name the highlighted range that you want the user to go to.
  2. In an empty sheet, I call it the “Menu”sheet.  Design it in order to direct the user to go to a range on found in another sheet or to a specific sheet.
  3. Choose Insert and select the Hyperlink option (or Control+K) to open the Insert Hyperlink dialog box.
  4. Click the Place In This Document icon on the left.
  5. You can Choose three ways:
    1. choose the range name under the Define Names
    2. choose a sheet name
    3. choose a sheet name with a specific cell location
  6. Click OK to create the hyperlink.

WORD: Balancing Row and Column Sizes Quickly

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Designing and formating is fun when working with tables in Word.  In order to balance your table’s appearance, click anywhere in the table and then select the rows or columns you want to adjust.

  • Select the Layout tab from the Table Tool Ribbon
  • Choose Distribute Rows or Distribute Columns in the Cell Size group. These commands uniformly distribute the sizes of the selected rows or columns without affecting the size of the table itself.

 OR

  • Select the Layout tab from the Table Tool Ribbon
  • Choose AutoFit command
  • Choose AutoFit Contents

EXCEL: Turn Off the Annoying Formula ToolTip

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In Excel, when you begin to type a formula, the Formula AuotComplete appears and once you enter the opening parenthesis, the arguments for that function appear below the Formula bar or active cell. Some feel that the Formula AutoComplete is more annoying and distracting. To disable the Formula AutoComplete and still view Excel’s helpful tip when needed, do the following two steps.

Turn off the Formula AutoComplete:

  1. Launch Excel and choose File, Options and click on Formulas
  2. Check of Formula AutoComplete.

To insert the function arguments right in the cell or formula bar:

  1. Enter the function in a cell, along with its opening parenthesis—i.e., =SUM(.
  2. Press [Ctrl][Shift]A to enter the arguments right within the active cell (or the Formula bar if you’re working directly in the Formula bar).
  3. Replace each argument with your relevant data or cell reference.

EXCEL: Start Up XL File Automatically

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  • Did you know that you can have an Excel file that you use everyday to open up automatically?

The first method:

  • Copy the Excel file from your library.
  • Go to Start and right-click on Startup.
  • Paste  the excel file in the Startup folder.
  • Everytime you start your system, this file will automatically startup.

If you only need to start up one file ONLY then simply:

  • Go to Excel.
  • Choose File, Options, then Advanced
  • Scroll down until you see the General section.
  • Enter the folder path in the At Startup, Open All Files In text box.
  • Click OK.

WORD: Deactivate Hyperlinks and Field Codes

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You may want to deactivate hyperlinks in order to convert the information into regular document text. In fact, you may have wanted to do the same with field codes, too. Instead of right-clicking and remove hyperlinks for every occurrence, Word offers two shortcut keys you can use to accomplish either task.

First, place the insertion point anywhere within the hyperlinked text or field you want to deactivate. Be careful not to launch it. Or, if you want to simultaneously strip all the hyperlinks and field codes in your document, begin by pressing [Ctrl]A to select the entire document. Next, press [Ctrl][Shift][F9] or [Ctrl]6. Word removes any selected hyperlinks and fields—without disturbing their original display text.

EXCEL: Recover Unsaved Workbooks in 2010

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If you forget to save a workbook, or if you save the file using the same name it when you should have saved it as a different name, or maybe you lose work because of that rare power outage, you should not panic. 

You can quickly and easily recover older (unsaved) versions of your workbook. Excel 2010 saves your unsaved versions of files in a specific folder on your hard drive. Here’s how you can recover one of these unsaved files.

To recover an unsaved version of a file:

  1. Open Excel 2010 and click on the File tab.
  2. Click Recent on the left, and then click the Recover Unsaved Workbooks button.
  3. In the Open dialog box, you’ll see the contents of your UnsavedFiles folder. For Windows Vista/7, this location is: C:\Users\User_Name\AppData\Local \Microsoft\Office\UnsavedFiles. For Windows XP, the location is: C:\Documents and Settings\User_Name \LocalSettings\Application Data\Microsoft\Office\UnsavedFiles.

* The UnsavedFiles folder will no longer be available after four days from the file’s creation or modification.