Help and FAQ

The Office Team Microsoft South Africa

Microsoft Excel 2003

Skip through your worksheets with a shortcut.

When working on several programmes at once, use the keyboard shortcut Alt+Tab to move between open programmes (if you haven't tried this, do so now - it's a great Microsoft Windows trick). However, this doesn't work when you're moving between worksheets in the same workbook, but don't despair; there are a couple of neat little shortcuts that handle the job quite nicely.

To move one worksheet to the right:
Press Ctrl+PgDn

To move one worksheet to the left
Press Ctrl+PgUp

Now you can skip through those worksheets with lightning speed and amaze your friends and coworkers if they're the type to be amazed by that sort of thing, of course).

Microsoft Outlook 2003

Quick tips for Notes

We all of us have a lot of work to get through every day and this newsletter is all about doing it the easiest and quickest way. So here are a few fast tips on Notes.

Send that note: Click the note icon in the upper-left corner of the open note and then click forward.

Create a note from text in another program: Select the text and drag it onto the Notes button in the Navigation Pane.

Make your notes more eye-catching: Change the colour by right-clicking the note icon in the Notes pane, pointing to Color and then clicking a new colour.

Assign a note to a category: Click the note icon in the upper-left corner of the open note, and then click Categories.

Microsoft Word 2003

Make a checklist in Word.

Create a checklist and check off items electronically by opening the document in Word. Start by creating a table:

  • On the Table menu, point to Insert, and then click Table
  • In the Number of columns and Number of rows boxes, type or select two columns and the number of rows that you want
  • Click OK. Don't worry about the size of the columns or the border lines in the table. You will fix those later.

Then insert the check boxes and text:

  • Click the top left cell
  • On the View menu, point to Toolbars, and then click Forms
  • On the Forms toolbar, click Check Box Form Field.

Note: If the check box has a gray background, click Form Field Shading on the Forms toolbar to remove it.

  • Click the next cell where you want to insert a check box, and then press Ctrl+Y to insert another check box
  • After you insert a check box for each item that you want, click the top right cell and type the text for the first item. Repeat this step for each item in the list.
  • Then refine the layout - you probably don't want the border lines that Word usually includes with the table. You might also want to adjust the spacing so that the column that contains the check boxes isn't too wide and the text is lined up close to the check boxes.

To make these adjustments, do the following:

  • Right-click the table, point to AutoFit, and then click AutoFit to Contents
  • Right-click the table, click Table Properties, and then click the Table tab
  • Click Options, and in the Left and Right boxes, type or select a number that will provide a little bit of space between the check box and the text, such as .02, and then click OK
  • Back on the Table tab, click Borders and Shading, and then click the Borders tab
  • Under Setting, click None, and then click OK.

Note: After you remove the border lines, you may still see gray border lines. These are the table gridlines and they do not show when the document is printed. If you'd rather not see them at all, you can hide them by clicking Hide Gridlines on the Table menu.

To check off the items by clicking in the check boxes, you need to lock the form. However, when the form is locked, you won't be able to make changes to the text or layout, so be sure to do this step last.

  • Click Protect Form on the Forms toolbar.

Note: If you need to unlock the form, just click Protect Form again.

Microsoft PowerPoint 2003

Merge multiple presentations into one. There are times when you might want to combine multiple presentations into a single presentation, such as when you want to add slides from an existing presentation to a presentation that you are creating. The best way to copy slides from one presentation to another is to insert them using the Slide Finder dialog box (Insert menu, Slides from File command). In this dialog box, you can select the slides you want without having to open the presentation and you can also include paths to presentations you often copy from by adding them to your List of Favorites.

  • In the Slide Finder dialog box, browse to the presentation with the slides you want to use
  • If you only want some of the slides, select those slides
  • To retain slide formatting, make sure that the Keep source formatting check box is selected
  • Click Insert for selected slides, or Insert All to insert all the slides from this show. By default, a copied slide inherits the design of the slide you insert it after in the presentation you copy it into. You can choose to keep the formatting of the slide you're copying when you copy it, instead.

Microsoft Excel 2007

Calculating the Matrix Determinant on the fly:

  • Create a square matrix in Microsoft Office Excel with values
  • Type an equal sign (=) followed by MDETERM in an empty cell. While typing, you'll notice that Excel automatically gives you a list of functions beginning with what you have already written. Many more functions are available in Microsoft Office Excel 2007
  • After the opening parenthesis, select your matrix data. You'll instantly see the determinant being calculated. Excel updates this value if you change the source data.

Microsoft Outlook 2007

Maximise your screen area by hiding the Navigation Pane.

You can minimise the Navigation Pane by pressing the button on the title bar in the NavigationPane. Whenever you need to access another mail folder from the folder list, click the Navigation Pane area. The folder list will appear temporarily and then disappear after you've chosen your folder or selected another Microsoft Office Outlook feature.

Use Outlook to View the Web

You can view the Web from Microsoft Office Outlook. Here's how:

  • On the View menu, click Toolbars, and then click Web to display the Web address bar
  • Enter a URL, and the view pane will become a browser while still retaining the Outlook Navigation Bar
  • Click any navigation item or the Back button to return to your Outlook view.

Microsoft Office Word 2007

Save and reuse tables

Do you frequently create the same type of complex table, such as a financial table or tables to use for custom page layouts? If so, you can save that table for easy insertion into any document by storing it in the Quick Tables gallery.

Select the table, and then press Alt+F3 to open the Create New Building Block dialog box. Type a name for your table, click the Gallery drop-down arrow, and then choose Tables from the list.

You can set other options as well, such as choosing or creating a category for your table, which affects where in the Quick Tables gallery it is stored. By clicking the Save in drop-down arrow, you can indicate the template in which you want to store the table. However, if you leave the default Building Blocks.dotx as the Save in location, your table will be available to you for use in any document.

To access your saved table, on the Insert tab, click Table, and then point to Quick Tables.

Microsoft PowerPoint 2007

Reduce file sizes by changing image formats

The Compress Pictures button in Microsoft Office PowerPoint can often reduce your .ppt files by up to 50 percent. But that can still leave you with large files, especially if your images have been created from .png files. You can save even more space by changing them to .gif or .jpg formats.

Note: The .png format is more flexible than the other file formats. Flattening to .jpg or .gif reduces flexibility.

Here's how to reduce file sizes:

  • Save your PowerPoint file as Hypertext Markup Language (HTML), which creates an .htm file and a folder of the same name. This folder will contain all the images from the presentation
  • Open the folder, and sort it by size to reveal which files are the largest
  • Locate the largest images in your presentation. They may have been scaled, so they might look smaller than the saved image
  • In PowerPoint, make sure that the image isn't grouped
  • Select the image
  • On the Picture Tools menu, in the Adjust section, click Compress Pictures
  • Right-click the image, and then click Save as Picture
  • From the Save as type menu, select .jpg or .gif (if you need to use transparency effects), and then save the image
  • Delete the original image from your presentation, and reload the saved image at its original place
  • Regroup the images if necessary

Another way to compress the images is to use an image editing tool like Microsoft Digital Image Suite. This tool gives you more image compression options and can save you yet more space.

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