Quadra

Connecting Technology and Business.

Switching between worksheets

Toggling between multiple worksheets in a notebook you can always use your mouse or even the keyboard shortcuts. (For example, CTRL+PageUp activates the previous sheet in your workbook, while CTRL+PageDown activates the next one.) 

But what if you aren't sure of the one you want to look at? What if you want to see a list of all the worksheets in that particular workbook? It's simple: right-click the tab navigation buttons
Tab navigation 
 
... and a floating list of all the worksheets in the workbook will appear, as pictured below. Just click the one you want. (This is especially useful when sheet names are long.)

 

The names of all my worksheets 

Tilde!

We know that a formula in a cell is also displayed in the formula bar of the Excel interface. How about displaying all formulae in a worksheet all at a time so that, many times, it helps editing one or more formula in various cells easily?

The secret lies in a button that is placed usually just below the Esc key on your keyboard. This "~" symbol is called "Tilde". Use this with a Ctrl key and immediately Excel displays all the formulae in the worksheet. Use this same key combination again and you will see the results of these formulae in the cells. Ctrl+ ~ toggles between formulae and result in the cells of a worksheet. Make sure to return to the results display mode or you will see some features not functioning as expected.

Tilde!

Ensure your email gets read

1. Make the purpose of the message clear

  • A standard subject heading such as "Action Requested," "Response Requested," "FYI," or "Read Only," depending on the action indicated in the body of the message.
  • The meaningful objective or supporting project that the message relates to, for example, "FY '05 budget forecasting."
  • The required action if applicable, for example, "Consolidate departmental budget spreadsheets."
  • The due date if applicable, for example, "Due by July 7."
An example of an effective Subject line is "Action Requested—Consolidate all department spreadsheets for FY '06 budget and return to me by June 15th."

 2. Tell recipients what action you want them to take

  • Action: The recipient needs to perform an action. For example, "Provide a proposal for a 5% reduction in Travel & Entertainment expense."
  • Respond: The recipient needs to respond to your message with specific information. For example, "Let me know if you can attend the staff meeting at 9:00 A.M. on Friday."
  • Read only: The recipient needs to read your message to make sure they understand something. No response is necessary. For example, "Please read the attached sales plan before our next staff meeting on August 12th."
  • FYI only: The recipient should file your message for future reference. No response is necessary. In fact, even reading the message is optional. For example, "Enclosed for your records are your completed expense reports."

 3. Provide the proper data and documents

Make sure you give recipients all of the information they need to complete an action or respond successfully to your request. Your co-workers shouldn't have to come back to you asking for information, whether it is a supporting document or a link to a file on a shared website. You can include supporting information in the body of the message, in an attached file, or in an attached email. In addition, if you want recipients to fill out a form, it's a good idea to attach a sample copy of the form that shows how it should be filled out.


4. Send the message only to relevant recipients
Target your message to the appropriate audience. Only people who have to complete an action on the Subject line should receive your message. Be thoughtful and respectful when you enter names on the To line. People observe your thoughtfulness and the results are more effective. Here are two simple questions to help you filter the To line recipients:
  • Does this email relate to the recipient's objectives?
  • Is the recipient responsible for the action in the Subject line?

5. Use the CC line wisely
It's tempting to put loads of people on the CC line to cover your bases, but doing so is one of the fastest ways to create an unproductive environment. Here are some things to consider when using the CC line:
  • No action or response should be expected of individuals on the CC line. The recipient needs to only read or file the message.
  • Only those individuals whose meaningful objectives are affected by the email should be included on the message. If you are not sure that the information is related to a co-worker's objectives, check with that person to see if they want to receive your email on that topic.

6. Ask "final questions" before you click Send
The final thing you want to do is check your work to be sure you are supporting meaningful actions. Sending clear, well-defined messages can reduce the volume of email you send and receive, encouraging correct action, saving time, and limiting email trails. Make sure you ask the following questions before you send the message:
  • Have I clarified purpose and actions?
  • Have I included supporting documents and written a clear Subject line?
  • Did I write the message clearly enough that it does not come back to me with questions?
  • Am I sending the message to the correct recipients?
  • Have I run the spelling checker and edited the message for grammar and jargon?

Sally McGhee

Trim videos in PowerPoint to fit the situation

 After you watch your video clips, you might notice that you were shaking the camera at the beginning and end of each clip, or that you want to remove a part that is not pertinent to the message of your video.

Fortunately, you can fix these problems with the Trim Video feature by trimming the beginning and end of your video clip.
  1. In Normal view, on the video frame, press Play.
  2. Select the video on the slide.
  3. Under Video Tools, on the Playback tab, in the Editing group, click Trim Video.
  4. In the Trim Video dialog box, do one or more of the following:
    • To trim the beginning of the clip, click the start point (shown in the image below as a green marker, on the far left). When you see the two-headed arrow, drag the arrow to the desired starting position for the video.
    • To trim the end of the clip, click the end point (shown in the image below as a red marker, on the right). When you see the two-headed arrow, drag the arrow to the desired ending position for the videoVideo trim.png

Turn on AutoRecover and AutoSave to protect your files in case of a crash

Crashes happen. The power goes out. And sometimes, people accidentally close a file without saving. To avoid losing all your work when stuff like that happens, make sure AutoRecover and AutoSave are turned on:

 

  1. Click the File tab. 
  2. Under Help, click Options.
  3. Click Save.
  4. Make sure the Save AutoRecover information every x minutes check box is selected.
  5. In Word 2010, Excel 2010 and PowerPoint 2010, make sure the Keep the last autosaved version if I close without saving check box is selected.
 Important    The Save button is still your best friend. To be sure you don’t lose your latest work, click Save  (or press CTRL+S) often.
 
To be extra safe, enter a small number in the minutes box, like 10. That way, you’ll never lose more than 10 minutes of work.
On the other hand, if you want to make Office faster, try entering a larger number in the minutes box, like 20.
 
AutoRecover saves more than your files. It also saves your workspace (if it can). Suppose you open several spreadsheets in Excel and the power goes out. When you restart Excel, AutoRecover tries to open your spreadsheets again, laid out the way they were before, with the same cells selected.
In Word 2010, Excel 2010, and PowerPoint 2010, AutoRecover has another benefit. It can restore earlier versions of your file.​

Sumifs and Countifs in Excel

​Let us assume that you have a range of numbers in an Excel worksheet. You want to sum all numbers in the range that fall under a certain condition. You also want to know how many such numbers are there in that range that satisfy the condition. Here is how you can do this:

Go to the cell where you want the sum of the numbers that fall under the condition

Enter the formula =sumif(range, condition). For example, if you want sum of all numbers that are less than 500 in the range B2 to H17, enter =sumif(B2:H17, "<500").

Go to the cell where you want to display the number of cells that contain numbers that fall under your condition

Enter the formulaEnter the formula =countif(range, condition). For example, if you want count of all numbers that are less than 500 in the range B2 to H17, enter =countif(B2:H17, "<500").

 This is one of the ways of using the sumif and countif functions

Record Audio and Video in OneNote

Note: Before making an audio or video recording, be certain to let those present know that they will be recorded. Also note that your computer must have an installed microphone to record audio (or the audio track in a video recording) and an installed video camera to record video.

 

How to record audio or video:
  1. Click the location on the page where you want to place the audio or video recording object—for example, beside a paragraph or photo that you are commenting on.
  2. On the Insert tab, in the Recording group, click Record Audio or Record Video.
    The Audio & Video Playback tab opens, and your recording begins automatically. Notice that an audio or video object appears, with a time stamp, at the insertion point.
  3. When you are finished recording, on the Audio & Video Playback tab, click Stop.
    Screen snip of the Audio & Video Playback tab in OneNote
How to play back your recording in context:
  1. Rest your mouse pointer on any note that you took during the recording.
    A playback icon Image of the Playback Icon appears to the left of the paragraph.
  2. Click the icon to play back what was being recorded at the time you took the selected note.

Password Protect Your Documents

Passwords provide the first line of defense against unauthorized access to your computer, and a good password is often underestimated. Weak passwords provide attackers with easy access to your computer and network. Strong passwords are considerably harder to crack, even with the latest password-cracking software.

A strong password:
  • Is at least eight characters long.
  • Does not contain your user name, real name, or company name.
  • Does not contain a complete dictionary word.
  • Is significantly different from previous passwords. Passwords that change just slightly—such as Password1, Password2, Password3—are not strong.
  • Contains characters from each of the following groups:
    • Uppercase and/or lowercase letters.
    • Numbers
    • Symbols (!,@,#,$,%, etc.)

Create Search Folders to find messages fast

Search Folders are a quick and convenient way to look at predefined collections of email messages. They don't actually store any messages themselves but, instead, are virtual folders that offer a view of all the messages stored in your mailbox depending on the attributes you've defined. Outlook provides default Search Folders—such as Unread Mail—but you can also create your own. For instance, you can use Search Folders to help you find all the information related to a particular project, an important client, or an upcoming conference.

 

  • To create a Search Folder in Outlook 2010, in Mail, on the Folder tab, in the New group, click New Search Folder.
  • To create a Search Folder in Outlook 2007 or Outlook 2003, in Mail, on the File menu, point to New, and then click Search Folder.

 

In all versions of Outlook, specify whether you want to use a predefined Search Folder or to create your own custom folder, and then follow the instructions on the screen.

Improve productivity using Colors in Outlook items

​Color adds visibility to your Outlook items. Color categories can be assigned to email messages in Microsoft Outlook, which enables you to quickly identify them and associate them with related items. You can assign more than one color category to messages, or use a Quick Click category to click once and assign a color category to a message in your Inbox

Assign a color category to a message 

A color category must be in the color category list before you can assign it. If a color category is not listed, you can create a color category and assign it to an item for the first time. You can also choose from several default color categories and rename them to be more meaningful to you.

 

To assign a color category, do the following:
  • For a message in your Inbox or any message list Right-click the message, point to Categorize, and then click a color category.
  • For an open message On the Message tab, in the Options group, click Categorize, and then click a color category.
To see more categories or to create a category, click All Categories to open the Color Categories dialog box. To assign a color category from the Color Categories dialog box, you must select the check box next to the color category. The Color Categories dialog box is also a quick way to assign multiple categories to an item.
 
The first time that you assign a default color category to an item, you'll be prompted to rename the category. At this time, you can also change the color of the category and choose a keyboard shortcut.
Notes  
  • You can change the color associated with a category at any time.
  • Another way to open the Categorize menu and Color Categories dialog box is by clicking Categorize on the ribbon, on the Tags tab.
  • Only the 15 most recently used color categories appear on the Categorize menu. To see the rest, click All Categories on the Categorize menu.