Category Archives: Microsoft Office 2007/2010 Tips

How to Link a Single PowerPoint Slide to Word or Excel 2007/2010
Have you ever had to prepare for a meeting and needed to enhance a Word or Excel report with one or two PowerPoint slides from an existing PowerPoint presentation?
You may already know how it is easy to create a link to a PowerPoint file within Word or Excel, but what if you don’t want to view the entire presentation? You will then find yourself “clicking through” the presentation to get to that meaningful slide, which just happens to be Slide 20! Furthermore, you should not be forced to make a separate presentation file for that all important slide or two you want to show your group at this event.
Ellen Finkelstein, who writes for the PC Pitstop Newsletter, has a great tip that can help you navigate quickly and easily from Word or Excel to that specific slide in PowerPoint.
Follow these steps to use this handy tip:
1. Suggestion: Put all of your Word/Excel and PowerPoint files for this project in the same folder.
2.  Open your PowerPoint presentation, go to the slide you want to link to Word/Excel, and note the the number of the slide, e.g., 6.
Tip: If you want the title of the slide to appear in the Tool Tip for the hyperlink, note the slide title as well, e.g., Contact Information.
3.  Then choose File Save As and change the file type to PowerPoint Show.
4.  Open your Word/Excel file, and go to the location in this file where the hyperlink will be inserted. You can either right click to get the shortcut menu, or use the Insert tab and choose Hyperlink.
5.  Once you are in the In the Insert Hyperlink dialog box, click the Existing File or Web Page button. Select the file—notice the icon is different for a PowerPoint Show than a regular PowerPoint presentation, and the file extensions are also different—.ppsx versus .pptx.
6. You’ll see the name of the file in the dialog box’s Address text box. If there are spaces in the file name, you may see %20 in place of the spaces. The HTML code for a space is %20, so just leave the codes as they are if they are found in name of your file.
7.  At the end of the file name in the Address box, add a # symbol, then the slide number. Depending on the configuration of your system, however, you may not have the %20 codes.
An example of the %20 codes might be: How%20To%20Link%20A%20Single%20Slide.ppsx#6.
Tip: To add a tool tip to your hyperlink back in your Word/Excel file, be sure you are still in the PowerPoint file, then click the Outline tab in the left-hand pane and copy and paste the slide title from so that it appears as the end of the name in the Address box. Tool Tips come in handy when you are hovering over a hyperlink because they help identify the specific link. In our example the title of the slide is Contact Information.  See an example in the illustration above.
8. When you have finished with the Hyperlink dialog box, click OK to return to your Word/Excel document.
9.  Test your hyperlink by holding the Ctrl key + clicking on the hyperlink on the text (or object in our case) to see it open to the specific slide in PowerPoint.
For more information on BOSS software offerings, the BOSS degree and certificates, and how the BOSS program can help you with your career, contact Becky Jones, Associate Dean, bjones@dcccd.edu 972-238-6215.

Want to Quickly Resize all Columns on an Excel Worksheet?

Sometimes when you enter numbers into a cell on your worksheet, Excel returns ####### instead of the number that you typed.   When entering text into a cell, sometimes the text is truncated (not completely visible).  In both instances the problem is that the column is not wide enough to display your entry.

There is a very simple way to correct your entire worksheet (in three clicks) using a feature called Auto Fit.  Click the SELECT ALL Button in the top left corner of the worksheet between A and 1.

Go to the COLUMN BORDER between any of the columns and double-click. All of your columns will be resized instantly.  To be assured that all of your worksheet data will print, you should always perform this simple task before printing a worksheet.  It will take less than 5 seconds!

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For more information on the Business Office Systems and Support (BOSS) department, contact Becky Jones, Associate Dean, bjones@dcccd.edu 972-238-6215.


PowerPoint 2010

If you are a fan of PowerPoint, have you upgraded to Office 2010!  There are quite a few changes that will let you do things in PowerPoint instead of needing to use a separate image or video editing software.  With these new changes and added images and videos, you will also be able to compress your files so that the size will not increase too much.

If you have used PowerPoint before, you know that it is not easy to get videos to work correctly. Microsoft really fixed this feature in 2010. You can now insert and modify videos.  You will no longer need to go to a separate software like Adobe Premier or Camtasia to edit your video.  You can trim the video, set the poster frame (an image for the cover of the video that shows up before the video runs), add borders and even add effects like reflection.

You also have more transitions and animations available in the 2010 version.  These animations are still available under the Animation tab just like you had in Office 2007.  The animations tab has been reorganized so that many of the effect options are available on the tab instead of needing to go to the animation pane. The transitions have their own tab now.  You can set the time duration for the transitions quickly from the new tab.

If you have added images and video to your presentation, you might want to compress the files to reduce your PowerPoint’s size.  If you click on the File tab, you will see the button to reduce media file size.  PowerPoint will compress the files so that you have a presentation that takes up less disk room.

When you have completed the creation of your presentation, you might want to record your presentation.  You can do that now with the Record Slideshow button on the Slide Show tab.  When you record the presentation, it will save the timings and even your narration.  Then, you can save the presentation as a video by going to the File tab, choosing Save & Send, and then Create a Video.  Now you can share this with others in a format outside of PowerPoint.

You also have the option of broadcasting the PowerPoint.  You can find this in the same place as the Create Video under the File tab and the Save & Send option.  With this feature, you share a PowerPoint through the public “PowerPoint Broadcast Service” (need an Office Live ID, which is free) or an internal SharePoint server.  You just email the link to the team or group of people.  Then, they can watch you deliver the PowerPoint presentation from their browser.

If you haven’t checked out PowerPoint 2010, you really need to do so now!

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For more information on the Business Office Systems and Support department, contact Becky Jones, Associate Dean, bjones@dcccd.edu 972-238-6215.


Screenshots & Screen Clippings in Office 2010

Want to take a picture of something on your computer screen?  With a new feature in Office 2010 you can take screenshots or screen clippings (partial images of the screen) using Word, Excel and PowerPoint. 

Located on the Insert tab in the Illustrations group, the Screenshot and Screen Clipping commands allow you take a snap shot of any open program windows or to select just a portion of any open program window to clip and add to your document.

To use the Screenshot command, open the window that you wish to illustrate, click the Insert tab, then click the Screenshot button.  A thumbnail of the window appears in the Available Windows gallery; click the thumbnail.  An image of the window is inserted in your Word document as a graphic object.  You can move, resize and format the object just as you would any graphic object.

To insert only a portion of the available window into your Word document, click the down arrow on the Screenshot command and click Screen Clipping. Using the mouse pointer, drag to select only the portion of the screen you wish to select.   When you release the mouse button, the clip will be inserted into your Word document.

It’s a very handy and simple to use new feature in Office 2010!

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Questions about our Business Office Systems and Support schedule? Contact Becky Jones, Associate Dean, at bjones@dcccd.edu or 972-238-6215


Let Microsoft OneNote 2010 Help You Get Organized!

Are you working on a project that involves collecting data from several applications or sources? Are you are at the stage in the project where you are just “jotting down” and collecting ideas? Let Microsoft’s OneNote 2010 help you collect and organize your thoughts.

Although OneNote has been around since the 2003 Office version, many people are still not aware of the package or its ability to help with planning and bringing information together effectively.

OneNote acts as a “one-stop” digital notebook for gathering and putting all of your material together for a project or for developing ideas.

For example, getting that 10-page feasibility report file from Word, along with some charts from the sales data in Excel, and important images from the company’s web site, and those key multimedia slides from last month’s Chicago PowerPoint presentation can now be collected, “scrap booked,” and assembled in OneNote, which is not restricted by margins or space. OneNote 2010 is fully integrated with the other Office 2010 products.  You can also sync your OneNote files with your desktop, laptop, SmartPhone app, tablet, and the cloud.

If you need to get input from others by having them contribute information/data to the project, it is very easy to collaborate with them, or perhaps you just want to hear what they have to say about the project, you know, letting them add their “2 cents worth.” You decide!

As offices move from being heavily dependent on paper to being places that are more focused on the “paperless” digital world, packages such as OneNote will become more commonplace.

For anyone interested in adding another certification accomplishment to his or her skills set and resume, OneNote has become Microsoft’s latest productivity software package to join the MOS certification group. You can get more details by visiting Microsoft’s certification partner Certiport.

Find out more about this package today by looking at one of Microsoft’s introductory free training videos on OneNote 2010.

For more information on BOSS software offerings, the BOSS degree and certificates, and how the BOSS program can help you with your career, contact Becky Jones, Associate Dean, bjones@dcccd.edu 972-238-6215.


Excel 2010: Macros, Solver and Data Analysis

When you first use Excel 2010, you may have a few items that you have to go hunting for in the ribbon.  If you use macros, you will need to have the Developer tab available.  By default, the Developer tab does now show.  On the File tab, click Options, then select Customize Ribbon in the left pane.  On the list on the right, click the Developer check box and then click OK.  The developer tab will now be available for you.

Your buttons for access to macros and Visual Basic elements are on the developer tab.  In addition, you have form and Active X controls, XML schemas, and Add-Ins. There are two of these common Add-Ins that you might be looking for that you used in previous versions of Excel or that you would like to explore.  To get these to show up, click on the Developer tab and select the Add-Ins button (look for the gears on the button).  Then, click to place a check box for Analysis Toolpak and Solver Add-in.

Once these two elements are enabled, they will appear under the Data tab.  The Data Analysis button will be on the far right side of the Data tab ribbon.  This is a fantastic tool for statistical analysis of your data.  If you currently use a separate statistics package for market research or similar analysis, you might be able to use Excel instead.  Many of the everyday market research statistics can be done within the data analysis feature of Excel!

Solver is a great tool, too. Once you click the Solver option, it opens a dialog box that will allow you to enter parameters and conditions to try to solve a problem.  For example, if you are attempting to rent vehicles to transport a certain number of people to a conference, you could use solver to plug in the total number of people and the target budget.  You would input which cells had the numbers in it that could change and adjust (i.e. the number of vehicles and the number per vehicle).  You would also key in the constraints, like how many people could ride in each vehicle type (van, car, etc.) and that there could only be whole numbers of people in each vehicle. Once you set all of this information, Solver will attempt to analyze it for you. I actually used solver to figure this out for one of my advanced Excel classes.  It was really interesting to watch the class come together to think through all of the constraints, etc.

Enjoy using your tools!

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For more information on BOSS software offerings, the BOSS degree and certificates, and how the BOSS program can help you with your career, contact Becky Jones, Associate Dean, bjones@dcccd.edu 972-238-6215.


The Browse Object Button in Microsoft Word

Have you ever noticed the double arrows pointing up and down at the bottom of the vertical scroll bar on the right side of a Word document? Click those and they will take you to the previous or next page, respectively. Do you see the circular button in between the arrows? It is a very important button and one that will change the action of the double arrows.

If you point to the button, you will notice a tooltip suggesting that you Select Browse Object. If you actually click on the button, you will get a box with a bunch of icons. If you hover over each icon, it will let you know its purpose.

Browse by Page is the default setting, which lets you click the arrows and browse page by page. The next button is Browse by Section. If you have sections in your document, clicking this will allow you to go section by section. You will find options to browse by comments, footnote, endnote, fields, tables, graphics, headings and edits.

The final two options are not actually browse by options. Click on the binoculars button to get the Find dialog box. The last button, which is an arrow, brings up the Go To dialog, which gives you a list of options from which you can choose.

Here’s another Go To feature in Word.  Did you know that Word remembers the last three locations you edited. If you want to return to one of those edited sites, press SHIFT+F5 until you reach the location that you want. It will not undo your edits; it will simply move you to that spot.

Take a minute and experiment with the Browse Object Button and the SHIFT + F5 shortcut.  These features could be time savers when you are in a time crunch!

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For more information on the Business Office Systems and Support department, contact Becky Jones, Associate Dean, bjones@dcccd.edu 972-238-6215.


Do you have “SmartArt” smarts?

Have you explored the SmartArt tools yet in Office 2007 and 2010?  In PowerPoint, Word and Excel, you can use SmartArt to create an organizational/hierarchical chart.  It is easy to create and modify SmartArt.

To insert a SmartArt figure into your PowerPoint (or Word and Excel), select the Insert tab and click the SmartArt command button on the ribbon.  A dialog box will open, allowing you to select the category of SmartArt on the left side.  The Office 2010 version added a new category called “Office.com”.  The items available in this category can be added to over time.

If you choose the “Hierarchy” category, you can select from one of 15 organization charts.  For our example, choose the “Name and Title Organization Chart”. You will see the SmartArt figure appear encased in a frame with a bulleted list pane next to it.  You can type into the chart boxes themselves or in the bulleted list.  In this variation on the organization chart, you can type in the person’s name in the main box and then type the position or title in the smaller offset white box.

If you want to change the colors or style, they are both available on the SmartArt tools Design tab at the top.  The two SmartArt tools tabs (Design and Format) only appear when you are clicked on the SmartArtfigure itself.  You will see a “Change Colors” button in the middle of the SmartArt tools Design tab ribbon.  You can choose one of the preformatted colors that are may vary according to the background design you have chosen for your presentation.

The SmartArt styles gallery is just to the right of the Change Colors button.  You can click the down arrow or the more arrow to see all of the styles available for the layout you have set.  If you want to change the layout, do this first before picking the style, since your styles list will change depending on the layout you have chosen.  (The layout options are on the same tab to the left of the Change Colors button.)

If you have too many boxes, you can easily remove a shape by right clicking the shape and selecting “Cut”. If you need to add a shape, choose the shape you would like to add it to first.  Then, on the SmartArt tools Design tab, click the “Add Shape” button on the very left side of the ribbon.  You can promote or demote shapes by selecting them and clicking on the “Promote” or “Demote” button on the left side, too.

To customize and individual shape, you can go to the SmartArt tools Format tab and use on of the preformatted “Shape Styles”.  Or, you can click on the “Shape Fill”, “Shape Outline”, or “Shape Effects” button in the Shape Styles group of buttons.

You really have unlimited choices to customize your organization chart.  Enjoy and get creative!

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For more information on BOSS software offerings, the BOSS degree and certificates, and how the BOSS program can help you with your career, contact Becky Jones, Associate Dean, bjones@dcccd.edu 972-238-6215.


Make Sure “Time Is On Your Side” By Using Office Timeline 2010!

Have you ever had the need to explain an upcoming event or project and to show the underlying project phases/goals to your boss, other colleagues, or clients?

I’m sure you will agree that the biggest challenge is in presenting this information so that everyone easily sees “the big picture.”

Use PowerPoint 2010 and the free Office Timeline 2010 add-in to help you create timelines easily and quickly. Use the Timeline 2010 add-in to assist you in getting the important points across concerning events/projects to your audience as you intended. The good news is (1) Office Timeline 2010 has several time saving built-in wizards, and (2) Timeline 2010 works with either PowerPoint 2010 or PowerPoint 2007!

Click this link to visit the website and watch the demo to see how you can use the Office Timeline 2010 wizard to create timelines. When you’ve finished watching the demo, you can then download the free version of the add-in.

See what Timeline 2010 can do to help you “spruce up” your presentations even more!

For more information on BOSS software offerings, the BOSS degree and certificates, and to see how the BOSS program can help you with your career, contact Becky Jones, Associate Dean, bjones@dcccd.edu 972-238-6215.


Excel Shortcut Keys–2 Favorites!

Most users of Excel 2010 initiate commands using the mouse. It is difficult to remember keyboard shortcuts, and with the introduction of the ribbon in Excel 2007 most commands are only a few clicks away. There are, however, two Excel shortcut keys that I use often and could not live without. I always teach these to my students and note that this might someday be a good way to “impress the boss.”

The first key combination shortcut displays an Excel worksheet in formula view rather than the default calculated or data sheet view. CTRL + ` will toggle your worksheet between calculated view and formula view. (The ` key is just to the left of the number 1 key on the typewriter keyboard.)

The second shortcut key allows you to quickly create a default chart (usually a column chart). Select the data to be represented on the chart making certain that you select the labels that identify the values. Then, simply press the F11 key. Try it; you will be amazed at how quickly the Chart is created.

Excel places your chart on a new sheet named Chart 1 (or the next available number). You can use the Chart Tools to edit and add to the chart. You will probably want to add a Chart Title using the Chart Tools Layout tab (Labels group, Chart Title button).

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For more information on the Business Office Systems and Support department, contact Becky Jones, Associate Dean, bjones@dcccd.edu 972-238-6215.