Author Archives: MissO

About MissO

Miss-Organisation specialises in custom-built Microsoft Office templates. We have over 20 years' experience in the Microsoft Office suite.

Rename old emails in outlook

Something that happens to all of us is having important emails, but never being able to find/file them due to the name that most of the time bears little resemblance to the contents.

Open the email and re-type the subject line, you will be prompted to press save before exiting. Your email will now be saved with the new subject line.

Outlook attachments

Most users know that if you copy a file you can paste it into the body of an email to make it attach.

Browse your system and find the file you want to attach to a message.

Click and drag the file from its folder into the Inbox panel location (dropping it on any message in the inbox). This creates a NEW message and attaches the file in one action. Now simply address it and add a message.

Comparing Word documents

This tip can be needed in many cases and allows the user to compare 2 word document side by side

Word 2003:

  • Open the two documents that you want to compare
  • Click ‘Window’ menu and select ‘Side by side’
  • Now click ‘Window’ again and ‘Arrange all’.

Word 2007/2010:

  • Open the two documents that you want to compare
  • Click ‘View’ tab and click ‘View side by side’
  • Now click ‘Arrange all’.
  • If you would like, there is a ‘Synchronous Scrolling’ option that allows you to scroll through both of your documents at the same time.

Drop caps

In order to add drop caps in paragraphs in Word 2007-2010, you will have to do the following:

  • Click on the starting of a paragraph.
  • Click on the Insert tab.
  • Select Drop Cap from within the Text group in the ribbon.

This capitalises the first letter at the start of the selected paragraph.

You can personalize this option further by clicking on Drop Cap Options from the menu. Here you can modify the position, lines to drop as well as the font for the Drop Cap.

Add this to various paragraphs for a creative, artistic looking document.

Selecting multiple file

When you’re selecting a bunch of files in Windows 7, what’s your method? Do you drag a box around them and hope you don’t ensnare anything extra?

For few files hold control and click the desired files. Alternatively if you need a solid bunch of files; click the first one then hold shift and click the last one (you can now release the shift button. You can also use Ctrl+Click on top of this grabbing the stray files.

‘F’ keys

F1
When you’re working in an application, depressing this key will bring up the application’s Help menu. If there is no open application, F1 will open Windows Help for you.

F2
The F2 key is used to rename a selected item or object.

F3
If you press this key it will display the Find: All Files dialog box.

F4
This function key selects the Go To a Different Folder box and moves down the entries in the box (if the toolbar is active in Windows explorer).

F5
This key is one of my favorites. Depressing this key refreshes the current window. In Internet Explorer F5 will Refresh the web page.

F6
Moves among panes in Windows Explorer.

F7
If you happen to be in Microsoft Word, depressing this key will start the Spell check operation for you.

F8
This key can be used to start in Safe Mode if depressed during your boot up.

F9
In Excel, pressing this key will calculate all formulas on a worksheet.

F10
This key will activate menu bar options. Use right and left arrows to select menus and down arrows to display pull down menus.

F11
If you’re in Internet Explorer, this key will allow you to toggle between full screen viewing mode and normal viewing mode.

F12
If you’re using a Mac this key will eject a CD for you.

2 page printing

Word 2000 and above offer two built-in ways to print two pages on one sheet of paper, with numbering:

  • In the Print dialog, the Pages per sheet setting allows you to print up to 16 pages on a single sheet. Note that this option reduces full-size pages to fractional size; this is much more effective with European A sizes (which have the same aspect ratio) than with US Letter.
  • In the Page Setup dialog, under “Multiple pages” (on the Margins tab in Word 2002 and above) there is a “2 pages per sheet” option that allows you to actually create a document this way. The pages print the size you create the and you can apply page numbering, page borders, headers, footers, and any other page-level formatting to these half-size pages just as you would to a full-size page.

Creating hyperlinks

In Word a hyperlink consists of (at least) two parts: the display text and the field code. The display text is what the reader recognizes as a hyperlink, but the field code is what makes the computer actually jump to somewhere else. Word provides several ways to create hyperlinks.

On the Standard toolbar in Word 2003 and earlier there is an Insert Hyperlink button (see Figure 2). In Word 2007 and 2010, this button is in the Links group on the Insert tab of the Ribbon. If you select (or even just click in) a recognizable email address, URL, or file path and click this button, Word will convert the text to a hyperlink. The keyboard shortcut for this command is Ctrl+K. In Word 2007/2010, this shortcut opens the Insert Hyperlink dialog (see below).

The Insert Hyperlink dialog, however, gives you the most control over the hyperlinks you insert. There are at least two (and often three) parts to every hyperlink: (1) the display text, (2) the underlying URL, email address, or file path, and (3) the ScreenTip (see Figure 3).

When you create a hyperlink using either of the methods described above , the display text and underlying link are the same, and there is no ScreenTip. To access these features you must either use Insert | Hyperlink or Ctrl+K to open the Insert Hyperlink dialog or right-click on an existing hyperlink and choose Edit Hyperlink to open an identical dialog. If you have text selected when you press Ctrl+K or choose Insert | Hyperlink, it will be placed in the “Text to display” box. If you use Edit Hyperlink, the existing hyperlink becomes the default “Text to display,” but of course you can change it.

In Word 2007/2010 the Hyperlink command, which opens the Insert Hyperlink dialog, is on the Insert tab; the Edit Hyperlink dialog may be accessed by right-clicking on an existing hyperlink as in previous versions.

The hyperlink created in Figure 3 will be displayed as

The underlying field code for the hyperlink can be seen by pressing Alt+F9 or checking the box for “Field codes” on the View tab of Tools | Options. It is shown

Please note: The “display text” does not have to be text. You can use an icon or picture as a hyperlink. Just select the picture in your document and open the Insert Hyperlink dialog. The “Text to display” box will be dimmed (grayed out) and will display <<Selection in document>>.

Quick movements in Word

Use the following shortcut keys to move much more quickly through text, using the keyboard.

Ctrl+ Left/Right Cursor Keys      moves through text word by word rather than character by character.

Ctrl+ Up/Down Cursor Keys       move through text paragraph by paragraph rather than  line by line.

Ctrl+ Home/End                         moves to start or end of the document rather than start or end of the line.

Ctrl+ PgDn/PgUp                       moves through text page by page rather than screen page by screen page.

Webpage shortcut

When typing an Internet address you do not need to type http:// or even www. in the address. For example, if you wanted to visit Google you could just type google.com and press enter. To make things even quicker, if you’re visiting a .com address you can type google and then press ‘Ctrl + Enter’ to type out the full http://www.google.com address.

Smart window

View two windows side-by-side using Smart Window (Windows 2007 only):

  1. Click and Drag on the Title Bar of the first window you wish to use and drag it to either the left or right side of your screen. Let go of the window when you see the outline of the window re-size to ½ of the screen.
  2. Then choose the other window you wish to view on the other side of screen and click and drag it until the outline appears and it resizes to the other half of the screen.