Office 2007 / 2010 Help – The New Paperclip

Do you want to quickly print your Word 2010 document without having to navigate your way through the menu every time?

Well did you know you can add a “Quick Print” button to the “Quick Access Toolbar” in Word 2010?

For those who don’t know, the Quick Access Toolbar (or QAT) is the little icons which you can find in the top left hand corner of any Office 2010 application.

By default you will find Save, Undo and Redo – but you can add lots of other buttons, including Quick Print – which prints the current document with the default printer settings.

To add Quick Print to the Quick Access Toolbar in Word 2010

1) Click on the little downward pointing arrow above the Home or Insert tab in Word 2010

2) From the menu that pops up, click on “Quick Print”

Now you will see a little printer icon with a tick on it – that is your quick print button.  Any time you want to print using the default printer settings – all you need to do is press that button.

So fast and so simple!!!

‘till next time!
TNP

You might be used to turning on track changes in Word to see what others have done to your document – but did you know you can track changes in Excel as well?

To highlight the cells where changes have taken place, do the following

1) Click on the “Review” tab in the ribbon in Excel 2010

2) Look towards the right hand side of the ribbon and click on the “Track Changes” button

3) Click “Highlight changes”

A new menu box appears in which you can select some options as to how Excel tracks the changes.  Make the selections as you like, then click ok.

To accept or reject the changes someone made, click on the “Track Changes” button again, then click “Accept/Reject Changes”

‘till next time!
TNP

Have you noticed that when you first install Word 2010, that the ruler is not turned on?

You know what I am talking about – the ruler in which you can change your tabs, indents and other important paragraph layout options.

Well it is really easy to turn the ruler back on.  To do so you can try two different ways:

1) Click on the “View” tab in the Ribbon, and then check the “Ruler” option… or

2) At the top of the scroll bar on the right hand side of your Word screen, there is a little button that looks like a little ruler.  Click on that.

Simple – now you ruler is back on!

‘till next time!
TNP

If you have been using Microsoft Office 2007 or 2010 for a while, you might have come across what most people call the “Annoying Yellow Bar”

If you don’t know what I am talking about – open up a word document that someone has send you via email – or a spread sheet that you might find on a website.  Chances are when you open that Word, Excel or PowerPoint file, you will see the “Annoying Yellow Bar” – and you will not be able to edit, print, or save your document.

Well it may be annoying, but it is actually really important.  The yellow bar shows you that Word, Excel or PowerPoint is running in what we call “Protected Mode”.  Any time you open a file that isn’t on your computer, or from somewhere that you can’t trust (like the internet), the document will be opened in protected mode, to (as the name suggests) protect your computer from harm.

It opens up the document so you can take a look at it, and then if you are sure it is what you are looking for, and you trust that it will not do any harm, you can then click on the “Enable Editing” button, which sits on the yellow protected view bar.

Now there are ways to stop Protected View from happening, but trust me, it is worth putting up with because if you accidently open a document that causes damage to your computer, it is a LOT more annoying!

‘till next time!
TNP

Do you need to create some simple business cards?  Well it isn’t all that hard using Microsoft Word, and some of the templates available at www.Office.com.

In fact, one of the Microsoft team have put together a great video showing you exactly how easy it is.

Watch the video by Doug Thomas over at the Office Casual Blog – and you too can create a simple business card in just 90 seconds!

WOW – that is quick!

‘till next time!
TNP

Are you working on a PowerPoint presentation and want to insert a new slide?  By default, chances are you will get a slide which has a title at the top, and a big box below that in which you can add your bullet points.

The default layout is what we call “Title and Content”, but there are many others you can choose from.  For example:

• Title Slide (the first slide you see when you create a new presentation)
• Section Header
• Two Content
• Comparison
• Title Only
• Blank
• Content with Caption
• Picture with Caption

To create a new slide with one of these layouts, simply click on the bottom half of the “New Slide” button on the “Home” tab in PowerPoint. 

A small menu will appear with pictures of what each layout looks like.  Simply click on the layout you like and it will be inserted into your document.

Now if you want to change the layout of an existing slide:

1) Click on the slide that you want to change

2) On the “Home” tab, just to the right of the new slide button you will see one called “Layout” – click on that

3) From the menu that appears, select the layout that you want

Now your presentation will have a bit of variety!

‘till next time!
TNP

Are you considering moving your business to Office 365?  Well the www.office365.com website does a good job of explaining at a high level what you get for your dollar – but for some of us that isn’t enough information.

What if you want to get down to the fine detail before making a decision to go to Office 365?

Well luckily Microsoft have published what the call “Service Descriptions”.  These documents outline exactly what you get, explain the differences between all the plans, and ultimately help you decide what plan is right for you.

The Office 365 for Enterprise Service Descriptions include:

• Microsoft Exchange Online Archiving Service Description
• Microsoft Exchange Online for Enterprises Service Description
• Microsoft Lync Online for Enterprises Service Description
• Microsoft Office Professional Plus Service Description
• Microsoft Office Web Apps Service Description
• Microsoft SharePoint Online for Enterprises Service Description
• Office 365 for Enterprises Service Description
• Office 365 Identity Service Description
• Office 365 Mobility Service Description
• Office 365 Security and Service Continuity Service Description
• Office 365 Support for Apple Mac and iOS Devices

You can find all the information here.

‘till next time!
TNP

One of my favourite things about Office 365 is that by using the SharePoint Online functionality that comes with it, you can quickly create a secure extranet to share documents, collaborate, and communicate with people outside your organisation.

In fact, depending on the Office 365 plan you are on, you can invite up to 50 people who are not on your Office 365 environment to participate!

Not only that, the best part is that it only takes a couple of minutes to set up, and once you have, it is even faster next time you want to create another extranet (maybe for another customer or supplier)

So how do you do it?

1) Go to the Office 365 Admin Portal (portal.microsoftonline.com, and click on “Admin”)

2) Click on “Manage SharePoint”

3) Click on “Manage Site Collections

4) Click on “Settings”

5) Click “Manage External Users”

6) Click “Allow” and “Save”

7) Go to the site collection (the site that will be your extranet) then click “Site Actions”

8) "Click “Site Settings”

9) Look for “Site Collection Administration” and click on “Site Collection Features”

10) Look for “External User Invitations” and click “Activate” (if it isn’t activated already)

11) Go to the site you want to share, click “Site Settings”

12) Click “Share Site”

13) Type in the email addresses of the folk that you want to invite to participate in your new Office 365 / SharePoint Online extranet!!!!

Now one thing that you should note is that at the time of writing this article, your external parties need to use a Hotmail ID, or a Microsoft Online Services ID to log into your extranet.  In the future you should be able to use any email address which will make it even easier.

So there you have it – a fully functioning, secure extranet in just minutes using Office 365!  How good is that!!!!

‘till next time!
TNP

Don’t you hate when you are typing an email address into an email you are sending, and you accidently add the wrong one!  Maybe there are two people you have emailed before.  Both with the same first name, and similar surnames.  But one is your boss, and the other is your best friend. 

You don’t want to accidently send your boss those pictures from the weekend right!!??!?!?!

That feature, where the names automatically pop us is called “Auto Complete”.  It is a handy feature if you email people regularly, but can cause you problems if you are not careful.

So – if you want to delete a name form your Auto Complete list in Outlook 2010… what do you do?

Simple!

Just start typing their name in.  When it appears in the auto complete list, simply look to the right of their name.  You should see a cross or a check – ie a delete button.  Just click on that, and that name and email address is removed from your auto complete list.

Easy!

‘till next time!
TNP

Are you one of the thousands of businesses around the word looking to use Microsoft’s Office 365 “cloud” service, but don’t know where to start?

Well Microsoft Press have made available a free e-book which helps you get started.  Called “Microsoft Office 365:  Connect and Collaborate Virtually Anywhere, Anytime.”

I like this book for a few reasons.  Firstly – FREE!  Secondly, it covers a lot of the questions you probably have about Office 365 and gives you some pretty good answers.  It covers topics like:

• Getting Started with Office 365
• Administering an Office 365 Account
• What your team can do with Office 365
• Creating your Team Site with SharePoint Online
• Posting, Sharing and Managing Files
• Adding and Managing Workflows
• Working with Office 2010 Web Apps
• Going Mobile with Office 365

It is a good blend of technical content for the folk that need to set up and run Office 365 for others, plus a little bit of user content to help you understand exactly how Office 365 works under the covers, and how you can use it to work better, faster, and stronger!

You can download the free Office 365 ebook from Microsoft here.