4/4/2016
What We’ll Discuss
Microsoft Office
Tips and Tricks
David “DK” Kornegay
Client Service and Success Strategies
• How “I use what I got”
• The mentality behind tricks up my
sleeve to
• fill in the gaps
• get the job done faster or easier
• work for a team environment
• Shortcuts to try on your keyboard
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Key Tools for Today
Right-click tricks
Right-click in various areas
to see what options you’ll
get…it’s often easier and
faster than figuring out
what is where in the top
menu!
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“Quick Access” Toolbar
Copying/Pasting in PowerPoint
Right-click on
your top menu
and choose
“Customize
Quick Access
Toolbar” for
features you
use often, or
right-click on a
function to add
it to the toolbar
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Instead of traditional “Pasting”,
consider using Paste Special
options:
• Keep Text Only removes
formatting and fits your current
font style, size and color
(handy for copying/pasting from
webpages or other documents)
• Paste as a Picture
(handy to make text, data and
graphs as read-only)
• Paste Special gives even more
options
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4/4/2016
Copying/Pasting in Excel
Handy Functions
Excel is sometimes too smart for
it’s own good, so consider using
Paste Special:
• Paste Values
(results from a formula)
• Transpose
(turns horizontal to vertical
or vice-versa)
• Paste Link
(links one cell to the original so
you only edit in one place)
Undo or CTRL + Z on your keyboard
(note the small dropdown arrow allows you to pick and
choose a certain mistake to undo)
Shapes: insert arrows, lines, text boxes or more
(note
expands to show all options)
Align: got a text box or picture you can’t get
centered? These buttons gives you a fast way to
move something!
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Handy Functions
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1.
2.
3.
4.
2
3
4
Handy Functions
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Normal
Slide Sorter
Reading view
Slide Show view
(can also press F5 to
start show from
beginning)
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Toolbars: these stay hidden until you pick
something such as a picture or text box, and
will have handy related features. Usually
appears at the top center.
Format Painter: Pick a word and click this
button. This allows you to apply the look to
another word.
Double-clicking locks the formatting in place
for multiple changes (press ESC to turn off the
brush)
Crop: Select a picture or graphic, then click this
button to get rid of unnecessary edges
5. Zoom
6. Zoom slide bar and
buttons
7. Auto-expand slide
to fit screen
Most useful: 1, 2, 4, 7
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Bullets and Numbers
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Use Templates!
• Use menu icons at the top,
or right-click in a text box
for these options
• Click on the small arrow to
allow choices “Bullets and
Numbering” such as color,
size, change the number,
etc.
WORD and EXCEL
POWERPOINT
Styles
Themes
• found on Home
• great for quickly changing
an entire document and
for sections such as a
table of content
• found under Design
• Pre-built templates
Slide Master
• found under View
• create your own
templates
Worst case…remember the
Format Painter!
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4/4/2016
Use Templates!
Data Entry: “The DK Way”
OUTLOOK
1. Templates
• Create an email, click FILE, then
“Save As” an Outlook Template
• The next time you need the
template, it will be under “New
Items”, then “More Items”
2. Auto Parts
• Type text in an email, then
highlight it to save the selection
in a library/gallery of often used
content
3. Auto Signature
• Use alternative signatures for
various responses
Email Management
Flags or Tasks
• Many desktop email systems
have an ability to remind you
of a task via some type of
notification
• Often, you can right-click on
an email to remind you to
“Follow Up” by a certain date
and even set up a notification
alert
Look familiar?
Rules
• TIP: Outlook allows you to
drag/drop an email onto the
Task or Calendar area to
automatically copy text into
the task’s or event’s
description
Email Folders
• Folders act as containers for
email like your computer’s
file folders
• Outlook and other desktop
email systems often have a
right-click functionality to
add folders and sub-folders
• Many web-based email
systems have a link to add or
rename folders or categories
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4/4/2016
Useful Keyboard Shortcuts: Word/XLS/PPT
Match Your Folders
• Email, Desktop and Hard Copy
Folders should have a matching
structure for:
• Consistency
• Ease of use
• Easy to train
• What documents, forms, emails,
etc. are your categories and
subcategories?
To do this
Press
To do this
Press
Copy
CTRL+C
Print
CTRL+P
Cut
CTRL+X
Open an existing file
CTRL+O
Paste
CTRL+V
Start a new file
CTRL+N
Paste special
CTRL+ALT+V
Save a file
CTRL+S
Undo command
CTRL+Z
Repeat command
CTRL+Y
Zoom In/Out
CTRL+
Scroll wheel
on mouse
Find a word
CTRL+F
Find and replace
CTRL+H
(except in
Outlook: it
sends an email)
Bold
CTRL+B
Underline
CTRL+U
Italics
CTRL+I
Line Break
SHIFT+
ENTER
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PowerPoint Keyboard Shortcuts
Internet Browser Keyboard Shortcuts
To do this
Press
To do this
Press
Start a presentation from the
beginning.
F5
Toggle in/out of full page view.
F11
Perform the next animation or advance
to the next slide.
N, ENTER, PAGE DOWN, RIGHT ARROW,
DOWN ARROW, or SPACEBAR
Reopen the last closed webpage tab
(before you close your browser)
Ctrl+Shift+T
Perform the previous animation or
return to the previous slide.
P, PAGE UP, LEFT ARROW, UP ARROW,
or BACKSPACE
Open a new browser window
Ctrl+N
Refreshes the webpage
F5
Go to slide number.
number+ENTER
Zoom in/out
Ctrl+scrolling your Mousewheel
Display a blank black slide, or return to
the presentation from a blank black
slide.
B or PERIOD
remove zoom and go back to original
webpage size
Ctrl+0
Display a blank white slide, or return to
the presentation from a blank white
slide.
W or COMMA
Search for a word on a webpage.
Press Esc to turn it off.
Ctrl+F, F3
Save the webpage as a favorite
Ctrl+D
End a presentation.
ESC or HYPHEN
Open a history of website visits
Ctrl+H
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Internet Browser Keyboard Shortcuts
To do this
Press
to open a webpage in a new tab within
the window
Hold Ctrl and left mouse-click on a link
(can also right mouse-click on a link to
do this)
open a webpage in a new, separate
window
Hold Shift and left mouse-click on a link
(can also right mouse-click on a link to
do this)
Quick tips for selecting text on webpages:
• If you use Internet Explorer, you can hold Ctrl and left-click on a sentence or
paragraph to automatically select that phrase to copy into another document.
• If you use Chrome or Safari and need to select a whole word , double-click on
a word and don’t release the button on the second click.
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4/4/2016
Now, go show your stuff…
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