Tag Archives: office tips

Let MS Office 2013 Custom Apps Help You Increase Your Productivity!

 

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Did you know there is much more you can do to enhance your experiences with the Microsoft Office 2013 Suite than what is already included in Word? Excel? PowerPoint? or Outlook? While the applications within the Suite are literally crammed with tons of powerful features, there additional ways (through add-ins) that you can customize your specific office needs even further, which can save you time and effort. These apps range from

  1. Converting PDF files to text (recognizes text in six different languages).
  2. Generating a tag cloud of text from a Word document.
  3. Sending fax documents without leaving Word.
  4. Searching the web via Google within Word, Excel, or PowerPoint—no need to toggle back and forth between your Office applications and your web browser.
  5. Creating a graphical idea map from any of the Office applications.
  6. Converting the case of your text in Excel files quickly—This can be a life saver if you are importing information into Excel from a variety of sources because it saves you time and energy by not having to make “hand edits” that are slow and manual.
  7. Creating Excel data as a “heat map” – provides a visual of data for the United States and is color coded.
  8. Previewing hyperlinks from Outlook email messages—helps to prevent messages sent that contain broken links.
  9. Integrating key information from LinkedIn from your profile with Outlook—can help with your networking capabilities.
  10. Sending Direct Messages from Outlook to Twitter.

Vangie Beal previewed a total of 30 MS Office apps that can help you increase your productivity and efficiency, but there are many others that have been added that may fit your needs also.

Many of the apps are free, while others may have a one-time charge or a subscription fee. If you see any that can help you, simply click this link to go to store.office.com and then “shop until you drop”!

P.S. I just found another app (for Excel) that can be very engaging when you are trying to transform data to a simple graphic quickly and easily. It’s free, it’s easy, and the name is Bubbles—try it, you might like it!

Take a look at the sample screen shot below.

06-29-2015 Bubbles App

If you want to learn new software or if you need to update your software skills, consider enrolling in the Business Office Systems & Support program at Richland College. You will have a wide selection of courses (offered online and face-to-face) from which to choose. These courses range from basic keyboarding, computer literacy, business communications, Word, Excel, PowerPoint, Access (includes preparation for the Microsoft Office Specialist certification exam**), office procedures, etc. These courses can all lead you towards a college-credit certificate or a 2-year associate’s degree.

Richland College is located in northeast Dallas at 12800 Abrams Road. For more information contact Becky Jones, Associate Dean, bjones@dcccd.edu at 972-238-6215.

**Richland College is an authorized Microsoft Testing Center.

***Get a Free Copy of Microsoft Office Pro Plus 2013***If you are a student in the Dallas County Community College District, you are eligible to download a FREE version of Microsoft Office 2013 Pro Plus (or 2011 on the Mac) which includes Word, Excel, PowerPoint, Access, Outlook, Publisher, and OneNote.

 


Twitter to the Rescue? How Administrative Professionals Can Use Twitter Tips From Colleagues to Stay Abreast!


02-23-2015 Twitter Birds 505720761Take a “working tip” from one of our BOSS students who is currently enrolled in Richland College’s online POFT 1309 Administrative Office Procedures course and how she discovered the merits of Twitter and that it can be a wonderful networking tool for helping administrative assistants (and others) get handy advice and tips from other admin professionals.

As part of a recent class assignment, Edith Garcia set out to explore some ways Twitter might prove helpful to administrative assistants in getting up-to-date information on how to be more successful and efficient in getting their work tasks completed. In the process of researching Twitter, Edith found that she had to change some of her original opinions of this social media platform. She has now come to view Twitter as a quick, invaluable way of getting tips from other admin colleagues.

So here, in her own words, Edith provides suggestions for basic Twitter use that administrative office professionals can use to stay current and stay connected with the changing face of technology:
02-23-2015 Twitter Term Balls 506650711

“One of the areas I decided to research was social media. As I reviewed some of the articles, the one that caught my attention was ‘Why Twitter Is Worth It.’ One of assignments in this course was to create a Twitter account. I didn’t have one until a couple days ago. I had always thought it [Twitter] was just a place to gossip in a few words. I didn’t know there are a lot of professionals advising others.”

“There was one example that informed me of the fact that you can get a lot of great [Twitter] feeds concerning your work. It can come in handy when you are in a struggle and can even find out things that are helpful. By following professionals on Twitter, you can enhance your knowledge. I plan to keep this Twitter account and to follow administrative professionals to enhance my knowledge and get some great advice.”

Original Source:
http://www.iaap-hq.org/ – Blog article: “Why Twitter Is Worth It”

If you want to improve your productivity and decision-making skills, consider taking POFT 1309 Administrative Office Procedures in the BOSS program at Richland College. Richland College is located in northeast Dallas at 12800 Abrams Road, and both online and on-campus courses are offered. For more information contact Becky Jones, Associate Dean, bjones@dcccd.edu
972-238-6215.

***Get a Free Copy of Microsoft Office Pro Plus 2013***If you are a student in the Dallas County Community College District, you are eligible to download a free version of Microsoft Office 2013 Pro Plus (or 2011 on the Mac) which includes Word, Excel, PowerPoint, Access, Outlook, Publisher, and OneNote.


9+ Reasons Why OneNote 2013 Can Help You Become More Successful!

08-11-2014 OneNote LogoTake a “working tip” from Richland College’s POFT 1309 Administrative Office Procedures course on how to increase your productivity and efficiency at the office.

Like so many other things these days, projects at work seem to have many moving parts—some parts need your attention right away, and other tasks come later but are equally as important.

Use the tag feature in OneNote 2013 to help you keep your priorities and tasks in order and to help make sure your project is completed successfully.

OneNote 2013 (the desktop version) comes equipped with a wealth of tags that can make creating notes and tasks, inserting images, locating important web sites, gathering contact information, etc., easy to organize, track, and search as you progress through your project.

There are nine handy OneNote tags described below; however, there are a number of other OneNote tags that can help you with your work load as well. You can also create custom tags for even more specialization.

08-11-2014 One Note Complete

Use OneNote tags to help you plan, organize, and complete those multiple tasks that are so important to the successful completion of your work projects!

If you want to improve your office productivity skills, consider taking one or more courses in the BOSS program at Richland College. Richland College, which is located in northeast Dallas at 12800 Abrams Road, offers both online and on-campus courses. For more information contact Becky Jones, Associate Dean, bjones@dcccd.edu 972-238-6215.

***Get a Free Copy of Microsoft Office Pro Plus 2013***If you are a student in the Dallas County Community College District, you are eligible to download a free version of Microsoft Office 2013 Pro Plus (or 2011 on the Mac) which includes Word, Excel, PowerPoint, Access, Outlook, Publisher, and OneNote.


7 No-Nos That Can Help You Improve Your Productivity!

09-30-2013 - Postit Notes--174361729I am sure we are all accustomed to reading about the “dos” that can help with tasks and productivity, but Jill Harness “flips the coin” in her infographic article and provides us with an excellent list of “don’ts” to keep in mind for becoming more productive.

If you want to improve your daily productivity, here are some habits you should definitely avoid, or break if you are currently guilty of any of these no-nos:

 

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Bad Work Habit

Comment/Advice

1

Checking Your E-mail Constantly Unless you are expecting an urgent message that must be acted upon immediately, set a schedule for checking your messages during the day e.g., 9 a.m., then again just before noon, and 45 minutes before you leave for the day.

2

Keeping A Cluttered Desk Not only is this habit counterproductive, it is one that can lead to confusion, missing information, and time wasted. You will be viewed as inefficient! Remember the saying, “time is money, and money is time.” Take the time to organize your work area so all related items are filed or placed in close proximity.

3

Not Paying Attention to Ergonomics Have you ever wondered why you are prone to headaches or backaches Monday through Friday, but for some reason, they mysteriously disappear on the weekends? Take a look at your workstation. If it is too cushy, you may not be getting the proper support; but as Jill Harness cautions, don’t be tempted to go to the other extreme and have a chair that is “overly-adequate” in terms of lumbar support. You should also check other ergonomic elements such as lighting and the keyboard. Get your eyes examined at least once a year also.

4

Trying to Multitask And we thought we could be jugglers and keep several tasks in the air! While most of us can actually “walk and chew gum at the same time,” it isn’t efficient, accurate, or productive to multitask (2 or more simultaneous tasks). According to Harness, research shows we actually reduce our IQs by 10 points when we attempt to multitask.  Use your brain cells effectively.

 

5

Setting Numerous Online Notifications By setting multiple notifications to your phone, tablet, laptop, or desktop; you will almost certainly guarantee frustration, confusion, and opportunities for mistakes. Develop a workable plan and stick to it regarding how you want to reminded (due dates/times) of important items.

6

Allowing Others to Constantly Interrupt You If you are known as the person who is always ready to engage in conversation—related and nonrelated—then you’ve set yourself up for making mistakes, being nonproductive, and always running behind schedule. Remember, you are not there to socialize 24/7. Nicely, but firmly, let your coworkers know that your office is not a “drop-in” center.

7

Creating a “Mission Impossible” List of To-Dos Go ahead and create lists that require you to leap tall buildings in a single bound—dream of becoming that SuperPerson! Seriously, set realistic timeframes needed to complete tasks, and use strategies for getting the resources needed to get the job done.  To be sure, there will be those unexpected times when something does take longer; but as time goes by, your previous experience and knowledge will prove invaluable towards helping you gauge the time needed to get your tasks done successfully and efficiently.

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

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