Quadra

Connecting Technology and Business.

​Use tables for page layouts

Tables are organizers. They look great and they're simple to manage. You can use them to hold text, graphics, or other tables. They can simplify even the most complex layouts. In fact, tables are one of the most powerful and flexible features available for your Word documents. 

 

Tip: When you use a table to organize a complex page layout, it’s easy to remove table borders so that the table structure isn’t visible.

 

  • To quickly remove borders (and any other formatting) from the table structure, apply the Table Normal style. To do this, click in the table and then press CTRL+SHIFT+S to open the Apply Styles pane. In the Style Name box, type Table Normal, and then press ENTER.
  • If you don’t like the changes that this style makes, press CTRL+Z to undo the action. Then, on the Table Tools Design tab, in the Table Styles group, find the Borders list where you can change or remove borders without affecting other table formatting.
  • If you still see borders after taking either of these steps, you may be viewing table gridlines, which are there only as guides and are not printed. To turn this feature off, on the Table Tools Layout tab, click View Gridlines.

Create better documents with Document Themes

​The Microsoft Office 2007 introduced an important new feature that makes it easier than ever to create the right look for your documents and to coordinate all of your Microsoft Office documents almost instantly.

 
A theme is a coordinated set of fonts, colors, and graphic effects that you can apply to your entire document with just a click. The same themes are available to your Microsoft Word documents, Microsoft PowerPoint presentations, Microsoft Excel workbooks, and even your Microsoft Outlook email messages, so it’s easy to create your own personal or business branding throughout all of your documents.

 

Three versions of the same page: It took just one click to apply a theme that changed the fonts, colors, and graphic effects for this page. Shown from left to right are Office (default), Couture, and Slipstream themes.
 
When you use a theme in your document, you automatically get fonts, color, and graphic effects that go together, and you can format text and graphics with just a few clicks, as you’ll see later in this article.
  • Find many built-in themes in the Themes gallery on the Page Layout tab, in the Themes group. Just point to options to preview that theme in your documents.
  • You can also mix and match theme colors, fonts, and effects to quickly create your own look. Select separate theme color, theme font, and theme effect sets from their respective galleries on the Page Layout tab 
Tip: If you change the theme in your document and nothing appears to change, you may not have created the document by using theme-ready formatting. When you start with a new Word 2010 or Word 2007 document, theme-ready formatting is automatic in built-in styles and Microsoft Office graphics such as SmartArt graphics, charts, and shapes.

Customize your Tasks view in Outlook

​In Outlook Tasks, you can find your tasks and view their status at a glance. Choosing the appropriate view saves time. For example, you can prioritize the items that are most critical on your list without scrolling through all the other tasks that are still marked as incomplete. Or if you prefer to tackle the task that needs to be completed first or sort your tasks by project or client name, the options in Tasks can help you organize your tasks the way that works best for you and the project at hand.

To find the task view that works best for you, in Outlook 2010, in the Navigation pane, on the left side of the window, click Tasks. On the Ribbon, click the View tab, and then, in the Current View group, click Change View.
For a basic view of your tasks and main details, click Simple List. In this view, you see columns for Task Subject, Due Date, Categories, In Folder, and Sort by: Flag Status.
 
Simple List view Outlook 2010 gives you a list of basic tasks and details.
 
For a view of your tasks that shows more details, click the View tab, click Change View, and then click Detailed. Additional columns appear, including Status, Due Date, % Complete, and more.
In addition to changing the view, you can easily sort your task list in various ways. Here’s how:
On the View tab, in the Arrangement group, click the sorting method you want to use: Start Date, Due Date, Categories, Type, Importance, Assignment Folder, and Modified Date. When you click the method you want to use, your list of task items is automatically reorganized. Try different options until you find one that works best for your tasks.
You can further customize any of the views to suit your needs exactly. For example, open your task list in Detailed view, as described earlier in this article. In the Current View group, click View Settings. The Advanced View Settings: Detailed dialog box appears.
 
The Advanced View Settings dialog box gives you more choices for modifying the Tasks view
The Advanced View Settings dialog box is available for each view. You can use it to add or remove categories, set filtering parameters, and even adjust type size and font.
To reset a Tasks view that you’ve customized back to its original settings, click the View tab, click Reset View, and then, when the dialog box asks you if you’re sure you want to reset the view, click Yes.

 

Experiment with different options. If you don’t like the way your tasks appear, you can always reset the view to the default settings or choose a new one. The trick is to decide which view helps you streamline your tasks so that you aren't digging for information. Create unique views that provide the information you need. This is your chance to personalize Outlook to meet your goals.
-S E Slack in Microsoft at Work 

Ten Quick Tips in Word 2010 to boost your productivity

Open Word really fast

  • Press the Windows Key+R, type winword, and then press Enter.

Use a template from Office.com

  • On the File tab, click New, and then under Office.com Templates, choose a template.

Convert text into a table

  • Select several lines of text. On the Insert tab, click Table, and then click Convert Text to Table.

Make a bulleted list more interesting

  • Select your bulleted list.
  • Press CTRL+X.
  • On the Insert tab, click SmartArt.
  • Choose a layout, and then click OK.
  • After the SmartArt is inserted, select all of the bullets in the text pane on the left.
  • Press CTRL+V.

Crop a picture to a shape

  1. Select the picture or pictures that you want to crop to a specific shape.
  2. Under Picture Tools, on the Format tab, in the Size group, click the arrow under Crop.
  3. Click Crop to Shape and then click the shape you want to crop to.

Put documents on SkyDrive

  1. Go to http://office.live.com and obtain a Windows Live ID, if you don’t have one already.
  2. After you have a Windows Live ID, go to http://office.live.com.
  3. Click Add files and then upload documents from your computer.

Find and replace text

  1. On the Home tab, Replace.
  2. Type what you want to find in the Find what box
  3. Type what you want to replace it with in the Replace with box
  4. Click Replace All.

Tips for selecting things

  • To select a word, double click.
  • To select a paragraph, triple click.
  • Place your cursor in the left margin. Click once for a line, double click to select all lines in a paragraph.

Show or hide the ribbon

  • CTRL+F1

Use the Quick Access Toolbar

  • Right-click a button, and then click Add to Quick Access Toolbar.

Table of Contents in Word

Generate a TOC

To generate a TOC, Word by default looks for built-in heading styles to be applied to document headings.

Step 1: Check or apply heading styles

  1. In the document, click in the text that you want to be included in the TOC.
  2. On the Home tab, in the Styles group, look in the Quick Styles gallery to see which style is selected. The styles called Heading 1, Heading 2, and so on up to Heading 9, are the ones to apply.
  • If one of these styles is already selected, and it’s the heading level you want, the document text is fine.
  • If the text doesn’t have a built-in style applied, or isn’t using the built-in heading level you want, click the desired built-in heading style, such as Heading 1, Heading2, or the like, in the Quick Styles gallery, to apply it.
Step 2: Generate the TOC
  1. Press CTRL+Home to move the cursor to the start of the document.
  2. Click the References tab, Table of Contents, and click one of the two automatic TOC styles at the top of the gallery, Automatic Table 1 or Automatic Table 2.
    The TOC gets generated at the top of the document.
Note The automatic styles provide a title for the TOC and include a tab at the top (only visible when you click within the TOC) that includes the Update Table and Table of Contents commands, for quick access.

Choose options before generating a TOC

To change things such as how many levels show in the TOC, how the TOC is formatted, which styles get picked up, and the TOC styles themselves, open the TOC dialog box and make your changes before generating the TOC or to replace the current TOC.
  1. Press CTRL+Home to move the cursor to the start of the document.
  2. Click the References tab, Table of Contents, and Insert Table of Contents, at the bottom of the TOC menu.
  3. When you’ve selected the options, click OK as needed to close the TOC dialog box.
  • If you haven’t generated the TOC before selecting options, the TOC gets created.
  • If you’ve already generated the TOC, Word asks whether you want to replace the current TOC.
  • To replace the current TOC, click Yes.
  • To insert a second TOC below the current one, click No.

Update a TOC

  1. Click in the TOC that you want to update.
  2. Do one of the following:
  • On the References tab, click Update Table.
  • If there’s a tab control at the top of the TOC, click the Update Table command on the tab.
  • Press F9.

Add or Subtract dates in Excel

​Suppose you want to adjust a project's schedule date by adding two weeks to see what the new completion date will be, or you want to determine how long a single activity will take to complete in a list of project tasks. You can add or subtract a number of days to or from a date by using a simple formula, or you can use worksheet functions that are designed to work specifically with dates in Excel. 

Suppose that an account balance of yours is due on February 8, 2010. You want to transfer funds to your checking account so that those funds arrive 15 calendar days before that date. In addition, you know that your account has a 30 day billing cycle, and you want to determine when you should transfer funds for your March 2010 bill so that those funds are available 15 days before that date.
  1. In cell A1, type 2/8/10.
  2. In cell B1, type =A1-15.
  3. In cell C1, type =A1+30.
  4. In cell D1, type =C1-15.

 

Cells A1 and C1 show the due dates (2/08/10 and 3/10/10) for the February and March account balances, and cells B1 and D1 show the dates (1/24/10 and 2/23/10) by which you should transfer your funds for those due dates.

Run a macro by just clicking on a button

​Add a macro as a button to the Quick Access Toolbar or to a custom group

To add your macro to the Quick Access Toolbar as a button:

 

  1. Click the File tab, and then click Options.
  2. Click Quick Access Toolbar.
  3. Under Choose Commands from, select Macros.
  4. Find and select your macro in the list.
  5. Click Add and then click OK.
  6. To change the name of the macro that's shown on the Quick Access Toolbar, click Modify and type the name you want displayed in the Display name box.
  7. Use the Move Up and Move Down buttons (to the right of the box) to change the position of the buttons on the Quick Access Toolbar.

 

To add a custom group to a tab and then add your macro to that custom group as a button:

 

  1. Click the File tab, and then click Options.
  2. Click Customize Ribbon.
  3. In the pane on the right, select the tab on which you want to create a custom group, such as the Developer tab.
  4. Create a new group by clicking New Group.
  5. Click Rename to change the name of your custom group, and then click OK.
  6. With your new group selected, in the pane on the left, find and select your macro under Choose Commands from.
  7. Click Add to add the macro to your custom group.
  8. To change the text that's shown next to the icon, click Rename and type the text you want displayed in the Display name box.
    As an optional step, choose a new symbol for your button in the Rename dialog box.
  9. Click OK.

Excel Macros - how to build, run and follow best practices...

Excel macro best practices 

  • It's usually a good idea to turn on the Use Relative References option because the Macro Recorder will be more likely to produce the steps that you expect. Turn on this option by clicking the Use Relative References button in the Code group on the Developer tab. Learn how to show the Developer tab (by default, it's not shown) in the "Record a macro" section, below.
  • Inspect your macro in the Visual Basic Editor after you've recorded it to see if you can improve it or at least understand how it works by looking at its instructions. Do this by selecting your macro in the Macros dialog box (in the Code group on the Developer tab, click Macros) and then clicking the Edit button.
  • Make a habit of saving your macros to the personal workbook so that you can reuse them on your computer. Do this by selecting the Personal Macro Workbook option in the Store macro in list when you record a macro.

Record a macro

First, make sure the Developer tab is visible, because that's where all the macro commands are found:
  1. Click the File tab, click Options, and then click Customize Ribbon.
  2. Under Main Tabs, make sure the Developer check box is selected.
Then, start the Macro Recorder:
  1. On the Developer tab, in the Code group, click Record Macro.
  2. Optionally, you can assign your macro a shortcut key combination so that it's easy to run.
  3. Click OK to start the Macro Recorder.
  4. In your workbook, perform the actions that you want recorded, which can include typing words or numbers, clicking cells, clicking buttons, dragging cells, formatting, and more.
  5. When you're done with the actions that you want recorded, click Stop Recording.

Run your macro

  1. On the Developer tab, in the Code group, click Macros.
  2. In the Macros dialog box, find your macro and click Run.
    Note If you assigned your macro a keyboard combination (for example, CTRL+SHIFT+M) when you started the macro recorder, you can use that shortcut to run the macro.

Record a macro in your personal macro workbook

By saving a macro to the personal macro workbook, you make your macro available every time you open or create an Excel workbook on your computer. It's best to make this decision when you first record your macro, because it requires a bit of work (and knowledge of the Visual Basic Editor environment) to later move a macro to the personal macro workbook.
  1. Click Record Macro and then, in the Store In list, select Personal Macro Workbook.
  2. Click OK to record your macro, and click Stop Recording when you're done.
If you have already created a macro in your current workbook and would like to copy it to your personal workbook, you can record an empty macro whose instructions you can then replace. Do the following:
  1. On the Developer tab, in the Code group, click Record Macro.
  2. In the Store In list, select Personal Macro Workbook.
  3. Give the macro the same name as the macro that you've already saved to your current workbook (that is, the macro whose instructions you want to copy).
  4. Click OK to start the Macro Recorder, and then immediately stop the recording.
  5. On the Developer tab, in the Code group, click Macros, select the macro in the current workbook that contains the instructions you want to copy, and then click Edit.
  6. In the Visual Basic Editor, select the entire macro, starting with "Sub" and ending with "End Sub."
  7. Click CTRL+C to copy the macro, and then close the Visual Basic Editor.
  8. Click Macros again and this time select the macro you just recorded to your personal macro workbook (in the list, it's probably preceded by PERSONAL.XLSB!).
  9. Click Edit to start the Visual Basic Editor, and select all the lines of the macro, starting with "Sub" and ending with "End Sub."
  10. Paste the macro that you previously copied over these instructions to replace them.
  11. Close the Visual Basic Editor to save your changes.
When you close Excel after you've saved a macro to your personal macro workbook, you'll be prompted to save the changes to the personal workbook. Be sure to click Yes to save those changes.

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!