Microsoft Office 2010 Tips & Tricks

Outlook does not open

If outlook does not open the first thing to check is to open task
manager.
Click onto processes and check to see if you have outlook.exe listed (possibly multiple times). Please highlight each instance and click on End Process. Please complete this until all outlook.exe processes are ended and re-start Microsoft Outlook.
This can be caused by when you are trying to open a .msg file (email) from within a folder when outlook is not running. When trying to open these always make sure Outlook is running first.


How do I insert a screenshot into an email

When you want to save a thousand words by e-mailing a picture of a dialog box or browser screen or anything else that appears on your desktop, begin writing your message, click on the Insert tab on the Ribbon, then click Screenshot. A tiny dialog box shows you all the current windows open on your desktop so you can choose
the one you want to insert, or click on Screen Clipping and click to draw a box on screen. Press Enter, and the contents of the box will be inserted into your message.


Reduce Clutter with Outlook 2010’s Clean Up Conversation Feature

Outlook’s new Conversation Clean Up feature is a great time-saver and space-saver, because it can delete a tidal wave of older messages from a conversation while preserving all the information. It does this by checking whether a later message contains the text of an earlier message. If it does, Outlook deletes the earlier message and retains the only the later one (which contains the text from the earlier one). It’s smart enough not to delete message with attachments.

To use this feature, turn on the Conversation view by clicking on the View tab, then add a check next to Show as Conversations. Then, to clean up a conversation or a folder, right-click on the message or folder, choose Clean Up Conversation. A dialog box will open with buttons marked Settings and Clean Up. To use the default settings, click on Clean Up.


Auto-close Outlook 2010’s Message Window After You Reply

When you’ve replied to a message you probably don’t want to keep staring at it, so let Outlook close the message window automatically after you send a reply. To make Outlook do this trick for you, click on File, then Options, then Mail, then scroll down to Replies and Forwards, and add a checkmark next to “Close original
message window when replying or forwarding.”


How to Resend or Recall Your Outlook 2010 Message

Earlier versions of Outlook included the ability to recall or replace an already-sent message if you and the recipient were both connected to a Microsoft Exchange server. Outlook 2010 extends that ability to any recipient who uses Outlook. Whether or not your recall or resend succeeds depends on the settings in the recipient’s version of Outlook, but it’s certainly worth trying when you sent a message that contains the wrong information or that contains something that you shouldn’t have sent at all. To use this feature, open the message in your Sent Items folder, choose File, Info, click the Message Resend and Recall, and follow the prompts. Outlook will try to report back to you on the success or failure of the resend or recall.

Empty Outlook 2010’s Trash on Exit

Click on the File menu, then Options, then Advanced, and find the Outlook Start and Exit section. Add a checkbox next to Empty Deleted Items folder when exiting Outlook. While you’re here you may also want to change the default folder that Outlook starts in, so that it opens in (for example) your Calendar instead of your Inbox.


How to View Email Headers in Outlook 2010

Open the email you wish to view the headers for.

Click the File menu.

Click the Properties button in the menu.

A new window will open and it will show you the headers.


Sending an e-mail message from a shared mailbox

http://support.microsoft.com/kb/972148/
When you send an e-mail message from a shared mailbox in Outlook 2007, the sent message is not saved in the Sent Items folder of the shared mailbox.

Install the Outlook 2007 hotfix package that is dated June 30, 2009. For more information about this hotfix package, click the following article number to view the article in the Microsoft

http://support.microsoft.com/kb/972148/
When you send an e-mail message from a shared mailbox in Outlook 2007, the sent message is not saved in the Sent Items folder of the shared mailbox.

Install the Outlook 2007 hotfix package that is dated June 30, 2009. For more information about this hotfix package, click the following article number to view the article in the Microsoft

Knowledge Base:
970944 Description of the Outlook 2007 hotfix package (Outlook.msp): June 30, 2009.
Set the value for the DelegateSentItemsStyle registry entry to enable the hotfix. To do this, follow these steps:
Click Start, click Run, type regedit, and then click OK.
Locate and then click the following registry subkey:
HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Preferences.

 

On the Edit menu, point to New, and then click DWORD Value. Type DelegateSentItemsStyle, and then press ENTER. Right-click DelegateSentItemsStyle, and then click Modify.
In the Value data box, type 1, and then click OK.

Exit Registry Editor.

Important After you set the DelegateSentItemsStyle registry value to 1, the functionality is only available when the Microsoft Exchange account is set to Use Cached Exchange Mode. The DelegateSentItemsStyle registry value will not work consistently on an Exchange account that is configured in Online mode. For more information about enabling Use Cached Exchange Mode, see the Microsoft Office support article below.

 

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Microsoft Word
Create and Use Building Blocks As Reusable Document Parts

Microsoft Word 2007 introduced a Building Blocks feature that lets you create standardised cover pages, headers, footers, and tables – a feature still available in Word 2010. A Building Block is a powerful, reusable tool. Once you create a Building Block, you can insert it into any new document. For example, to create a header for confidential documents, go to the Insert tab, click Header, and choose Blank from the gallery. Type “Confidential” into the header and format it any way you like (for example, press Ctrl-E to center it). With the text cursor in the header, press Ctrl-A to select the entire header. Return to the Insert tab, click Header, and then, from the foot of the gallery, click Save Selection to Header Gallery. In the Create New Building Block dialog, give your header a name (for example, “Confidential”), and click OK to save it as a Building Block. To insert this header in a new document, go to the Insert
tab, click Header, scroll down through the gallery to the list of General items, and click on the name you gave to your header – “Confidential,” in our example. When you exit Word, you’ll be prompted to save your changes to the special-purpose Word file that contains your building blocks, BuildingBlocks.dotx, so youcan reuse your new Building Block in future Word sessions.


Give Word a more readable default font

The default font in Word 2010 is Calibri, which looks elegant on screen but isn’t very readable because it’s a “sans-serif” type in other words, it doesn’t have the small horizontal strokes at the top and bottom of the letters that help guide the eye across the page. To change Word’s default font to something more readable and appealing, press Ctrl-Shift-F to open the Font dialog. Change the font to your chosen one. Click Save as Default, choose “All documents based on the Normal.dotm template,” and click OK.


Microsoft Excel
Handy Shortcut Keys For Microsoft Excel 2010

The usual’s

  • F1 Launch the help system – Microsoft Office Online.
  • F2 Edit the currently selected cell.
  • F4 Repeats the last command, such as a formatting a cell to bold.
  • F5 Change the currently selected cell to a specific cell.
  • F6 Flips between Tool/Ribbon Bar, the Current Document,
    and the Status Bar buttons.
  • F7 Launch the spell checker.
  • F8 Extend the current selection using the arrow keys
    (similar to pressing SHIFT and clicking with the mouse).
  • F10 Flip between the current document and the menu bar.
  • F11 Launch Chart Tools to create and format a chart
    (make sure you select some data first!).
  • F12 Launch Save As to save the current document.
  • CTRL + A Select the current range or all of the document –
    as appropriate.
  • CTRL + C Copy the contents of the selected cell into the
    clipboard.
  • CTRL + X Cut the contents of the selected cell into the clipboard.
  • CTRL + V Paste the contents from the clipboard into the
    selected cell.
  • CTRL + Z Multiple levels of Undo Moving Between Worksheets
    in a Spreadsheet.
  • Ctrl + Page up Move to previous work sheet in the same file.
  • Ctrl + Page down Move to next work sheet in the same file
    Working With The Current Spreadsheet.
  • Ctrl + P Launch Backstage view to Print the current document.
  • Ctrl + F9 Minimise the current work sheet in the file.
  • Ctrl + F10 Maximise the current work sheet in the file.
  • Shift + F3 Launch the Insert Function dialog.
  • CTRL + A Select the current range or all of the document –
    as appropriate.
  • CTRL + C Copy the contents of the selected cell into the
    clipboard.
  • CTRL + X Cut the contents of the selected cell into the clipboard.
  • CTRL + V Paste the contents from the clipboard into the
    selected cell.
  • CTRL + Z Multiple levels of Undo Moving Between Worksheets
    in a Spreadsheet.
  • Ctrl + Page up Move to previous work sheet in the same file.
  • Ctrl + Page down Move to next work sheet in the same file
    Working With The Current Spreadsheet.
  • Ctrl + P Launch Backstage view to Print the current document.
  • Ctrl + F9 Minimise the current work sheet in the file.
  • Ctrl + F10 Maximise the current work sheet in the file.
  • Shift + F3 Launch the Insert Function dialog.

Sparklines in Excel 2010

Whilst looking around Microsoft Excel 2010 you may notice a new charting function called Sparklines which is a useful new data trending visualisation tool – one of a number of new visualisation tools available in the latest version of Excel.

The beauty of Sparklines are that they give more immediate impact to information and can help visually identify trends even quicker before.

In their simplest form Sparklines could be considered as cell based mini charts which can be formatted in a variety of ways including Line, Column, Win/Loss charts. Each Sparkline can be further manipulated to format colour, style, axis, and data markers.

To get a Sparkline into your Microsoft Excel worksheet just head to the ribbon bar, then click on Insert and choose your Sparkline, either Line, Column or Win/Loss.

A dialog box will appear asking you to identify the Data Range for the source information and the Location Range where you want the Sparkline to appear. Once you have put the information in – just click on OK.

Once you have your Sparkline in place, you can refine it further by heading to the ribbon bar again and selecting “Sparkline Tools” – for example you could make the total column show a line chart to give an immediate visualisation of the overall trend.
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