Office 2007 Help - The New Paperclip

Is your business going through a re-organisation?  Maybe there is a new team, or an old team has suddenly disappeared?  If so, it is time to update your organization chart!

So how do you create an organisation chart using Visio 2007?

1) Click on the “File” menu

2) Move your mouse over “New”, then

3) Move your mouse over “Business”, then

4) Click on “Organization Chart Wizard” (click on either Metric or US Imperial depending on where in the world you live

This starts the Visio 2007 Organization Chart Wizard.  There are a few steps to go through before you will have a compete org chart though – lets take a look!

1) If this is the first org chart you have created in Visio – make sure you select “Information that I enter using the wizard” and click “Next”

2) If you have Excel, select “Excel” and then put in the file name for where you want to store the data behind your org chart.  Click on Browse to find the folder you want to save the file in, type in the file name you want

3) Click “Next”

4) Excel will open up a workbook with some dummy data.  Using the format in the workbook, enter the data for your org chart

5) Save the excel workbook when you are done, and then close Excel.

6) On the next page of the Organization Chart Wizard, select how you would like the org chart to be formatted if you have too many people to fit on one page.  The easiest option to start with is simply let the wizard to automatically break it across pages.  Make sure that option is selected, and click “Finish”

There you have it – your brand new org chart!  The best part is that now that it is built of data stored in excel, all you need to do is update your spreadsheet, re-run the Visio 2007 Org Chart Wizard, and you will have a very fresh version of your organization chart.

‘till next time!
TNP

Ever wondered what the real person behind TheNewPaperclip looks like?

Check out this video of Paul Woods (the guy behind The New Paperclip) talking about Windows 7.

So you have a heap of headings in your document.  One way to make communicating with others about your document a whole lot easier is to add numbers to each of your headings.

You know what I mean… “John, take a look at section 4.2 and let me know what you think!”

Well it is really easy to add numbers to your headings in Word 2007 – as long as you have used your heading styles properly!

All you need to do is:

1)  Make sure you are on the “Home” tab in the Ribbon

2) Look for the “Paragraph” group

3) Look for the “Multi-Level List” button.  You will find it beside the “Numbering” button – chances are it is the third from the left in the top row.  Click on that button

4) Select your preferred heading numbering style from the list library.

There you have it, some awesome looking numbered headings, and a lot less headaches!

‘till next time!
TNP

Do you want to add a classy touch to the publication that you are working on in Publisher 2007? 

A drop cap is a great way to do that.  For those that don’t know what a Drop Cap is… it is one of those big letters you see at the start of a paragraph.

In Publisher 2007 it is easy to add a drop cap.

1) Click on the paragraph of text you want to add the drop cap to

2) Click on the “Format” menu

3) Click on “Drop Cap”

4) Select the drop cap style you want to use.  If you want to make something really special, click on “Custom Drop Cap” and select the letter position, size, font and colour

5) Click “OK”

Too easy!

‘till next time!
TNP

Do you use OneNote 2007 so much that you start to run out of space on the pages of your OneNote notebooks?

Well there is a neat little feature in OneNote 2007 which enables you to create more whitespace by pushing the content on your page out of the way.

To find it:

1) Click on “Insert”

2) At the bottom of the menu, click on “Extra Writing Space”

3) Click on your page where you want the whitespace to start, then drag to where you want it to end.

Simple as that!

‘till next time!
TNP

If you regularly collaborate with others creating Word documents, or Excel spreadsheets – I am sure that you are very familiar with the commenting feature.

Basically it allows you to add comments throughout the document or spreadsheet for others to see when they are reviewing the work.

Well you will be happy to know that you can also add comments to the slides in your PowerPoint 2007 presentations.

Here is how:

1) Go to the “Review” tab in PowerPoint 2007

2) Look for the “Comments” group

3) Click on “New Comment”

4) Write your comment

5) Click on the comment and drag it to where you want it to appear on your slide

… but how do I change the name associated with the comment?

Good question!  PowerPoint takes that information from the information that has been entered in the PowerPoint options menu.

1) Click on the “Office Orb” – that is the old file menu in the top left hand corner of the screen

2) Click on “PowerPoint Options”

3) Look for “Personalize your copy of Microsoft Office”.  You will find the User Name and Initials there.  Simply change them to the right details and your comments will now be attributed to the right person.

‘till next time!
TNP

Are you always having to resize your columns in Excel 2007? 

Wouldn’t it be great if you could reset the default column width so whenever you open a spreadsheet you didn’t have to resize those columns once you start filling them with data!

It is very simple to do…

1) In Excel 2007, on the “Home” tab look for the “Cells” group

2) Click on the “Format” button”

3) On the menu that appears Click on “Default Width…” (about the fifth one down)

4) Type in your preferred default column width and click “OK”

So there you have it – no more unnecessary column dragging!

‘till next time!
TNP

Don’t you hate when you print your spreadsheet, and one or two columns end up going over onto a second page?  It happens to me ALL THE TIME!

But there is a way to save you from stressing, and save the environment at the same time

There is a page setup option in Excel 2007 which you can use to fit your spreadsheet onto a single page (or onto a particular number of pages that you set!)

Here is how:

1) Click on the “Page Layout” tab in the Ribbon

2) Look for the “Page Setup” group, and click on the little square with the arrow pointing out of it in the bottom right hand corner

3) In the “Page Setup” box that appears, look in the “Scaling” section, and select “Fit to:”

4) By default, it will be set to one page wide by one page tall.  Select how many pages wide or tall you want your spreadsheet to be printed as.

5) Click “Print Preview” if you want to take a look at what the scaled or up version of your spreadsheet will look like, and if you are happy with it – click “Print”!

6) Click “OK” to close the Page Setup box

‘till next time!
TNP

Are you lazy like me and hate typing dates?  Well did you know you can add one of those cool calendar style date pickers to your Word 2007 document?

It is pretty easy:

1) Make sure you can see the “Developer” tab in the Ribbon.  If you can’t, click on the Office menu (you know… the old file menu) in the top left hand corner of Word 2007, then click on “Word Options”.  Then simply check the third checkbox “Show Developer tab in the Ribbon”

2) Click on the “Developer” tab in the Ribbon

3) Look for the “Controls Group”

4) Click on the icon that looks like a tiny calendar (should be the second icon on the second row)

5) Click on the control that now has been added to your document, and select your favourite date!

‘till next time!
TNP

Page up and page down are great tools to quickly move through your Word 2007 document.  But they are not that precise.  Wouldn’t it be good if you could browse by things that matter in your document – like all the headings, or the tables, or the graphics?

Well you can!

In fact you can browse by all of the following:

• Fields
• Endnotes
• Footnotes
• Edits
• Headings
• Comments
• Sections
• Graphics
• Tables
• and of course, the default – Pages

… simply by using CTRL + PgUP (Page Up), and CTRL + PgDn (Page Down) – or the up and down arrows in the bottom right hand corner of your Word 2007 window

So how do you set which thing you want to browse by?  There are two ways:

1) Click on the “dot” in the bottom right hand corner of your Word 2007 window (the dot in between the two up and down arrows) – and then select what you want to browse by

or…

2) Use the shortcut “ALT + CTRL + HOME” and then select your preference

So for example, say you select “Browse by Heading”, every time you press CTRL + PgDn, the cursor will move to the next heading.  Likewise if you selected “Browse by Table”, every time you press CTRL + PgUp, the cursor will move to the previous table.

This can be a very powerful tool to use, especially if you are editing or reviewing your document!

‘till next time!
TNP