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Microsoft
Office Tips & Tricks Robert Mayben: rmayben@bama.ua.edu Introduction 1)
The Technology
in Motion Program (www.technologyinmotion.state.al.us)
2)
Workshop Web
Site (http://www.bama.ua.edu/~rmayben/tim/aetctips.htm) 3)
Sample Materials
(http://www.bama.ua.edu/~rmayben/tim/castles.zip)
Microsoft Office Templates 1)
Go to office.microsoft.com
and select Templates in the left-hand column 2)
Scroll down until you locate Education. 3)
Click on Education to locate templates. 4)
Templates range from back to school PowerPoint Presentations to
letters requesting parent conferences to tests to gradebooks. 5)
After locating a desired template, click download now. (See next
section if the template does not open automatically.) 6)
Your template is now available for editing in Microsoft Office. Please Note: There may be some questions asked
during this step. Click agree, yes, or continue if prompted. 7)
Other Template Suggestions: •
PowerPoint Templates & Designs •
Newsletters for Publisher and Word •
Calendars •
Web Sites 8)
Don’t forget
about the search bar at the top. Microsoft Word 1)
Menus & Tool
Bars: Before We Begin 2)
Text Special
Effects: www.microsoft.com/Education/TipSpecialEffect.mspx 3)
Captions for
Pictures: www.microsoft.com/Education/AddCaption.mspx 4)
The Quick Brown
Fox Trick =rand(X,Y) 5)
Watermark
Backgrounds: www.microsoft.com/Education/AddWatermark.mspx 6)
Go Back (Ctrl+Alt+Z) 7)
Page Break: Hold
down the Ctrl Key as you click enter. 8)
Delete the Last
Word: Ctrl+Backspace 9)
Rearrange Paragraphs 10)Holding
down the shift button while pressing ENTER enables you to create extra lines
when using bullets or numbers. 11)
Selecting Large
Pieces of Text 12)Drop
Cap: www.microsoft.com/education/dropcap.mspx 13)Columns Pull
down the Format Menu è
Select Columns è
Select the Number/Formatting of the Columns (Highlight the desired text if
you want the Title to stay Centered!) Notice the APPLY TO box at the bottom.
This can save you from fighting with columns.
14)Make
Words Stand Out/Highlight Tool: www.microsoft.com/Education/HighlightTool.mspx 15)Inserting Graphics as
AutoText Use Word’s AutoText feature
to insert frequently used graphics, such as company logos or scanned
signature files. a.
Insert the graphic into any Word document,
then click it once to select it. b.
Select AutoText from the Insert menu, then
New from the submenu. c.
In the box that appears, type a name for
the entry (such as Ourlogo). d.
Click OK. e.
Now to insert your graphic into a document,
just type the name of your AutoText entry (Ourlogo in our example) and press
F3.
16)
Graphic
Organizers w/AutoShapes: www.microsoft.com/Education/TextAutoShapes.mspx 17)
How to Tear an AutoShapes Palette Away
(Excel, PowerPoint, Word) You can keep an AutoShapes
palette handy by tearing it away from the Drawing toolbar and letting it
float on your screen. a.
Click AutoShapes on the Drawing toolbar. b.
Find the palette that contains the shape
you want to draw. c.
Grab the bar at the top of the palette and
drag it away from the menu. d.
When you want to put it back, just click
the “X” in the upper right corner of the torn-off palette.
18)Scraps: Select Desired Text è Drag to Desktop è Drag into any document 19)Tables:
How do I make the lines print or not print? After
creating table: Click inside your table è Pull down the Format menu è Select Borders and Shading è Select the Setting that you desire (None =
Invisible Lines)
20)How
to print two pages on a single sheet of paper (2 Methods): A) www.microsoft.com/Education/TipTwoUp.mspx B)
Pull down the File Menu è Select
Print è
Locate Zoom in the lower Right-Hand Corner è Select the Number of Pages that you desire on a
single sheet è
Click OK Practice Time •
After each section of tips and tricks, you will be given 10-20 minutes
to practice the skills. •
Use this time to begin a project, handout, presentation, or something
else that you can take back to use in your classroom. •
The practice time is also a good time to find and save some templates
that you would like to use in your classroom. •
Be sure to create a folder and only save to it in order to keep all of
your work and templates together. •
You will have the opportunity to burn your folder of work and
templates to a CD at the end of the workshop. Microsoft excel 1)
Alphabetizing Columns Select a Cell in the Range è Pull down the Data
Menu è Select Sort è Select Sort By è Check Header Row or
No Header Row è Click OK 2)
Making Columns fit the text: At the top of the column (letters),
double click on the line between the two columns that you would like to fit
to the text. 3)
New Line within a cell: Alt+Enter 4)
Draw Borders on Spreadsheets a.
On the Formatting toolbar, click the arrow
next to Borders, and then click Draw Borders on the palette. b.
On the Borders toolbar, click the arrow
next to Draw Border or Draw Border Grid, and then click Draw Border on the
palette. c.
Do one or more of the following:
i.
Draw a border line on cells. Click the
line you want as a border or click and drag on the lines you want as borders.
ii.
Draw an outside border around a row. Click
in the center of a cell and drag across the row.
iii.
Draw an outside border around a column.
Click in the center of a cell and drag down the column. d.
When you are finished drawing borders,
close the Borders toolbar to leave Draw Borders mode. 5)
Orienting: www.microsoft.com/Education/CreateTimeline.mspx 6)
Easy Data Sets with Forms: www.microsoft.com/education/datasets.mspx 7)
Use Your Spreadsheet Like a Database with
AutoFilter a.
Click a cell in
the list you want to filter. You should choose a cell that appears in a row
that contains a heading and related data, such as a set of client names or
phone numbers. b.
On the Data menu, point to Filter, and then click AutoFilter. Arrows appear at the
heading of each column. c.
Click an arrow,
and choose your filter criteria from the drop-down menu. (For example, you
could filter for a number that's greater or less than a target figure.) 8)
Creating Charts with Pictographs: www.microsoft.com/Education/CreatePictograph.mspx Creating a Chart: Select a Cell in the Range è Click on the Chart
Wizard Icon on the Standard Toolbar 9)
Quickly Calculate a Person's Age in Excel a.
The DATEDIF() function in Excel calculates
the number of days, months, or years between two dates. So, this function
makes it easy to calculate a person's age. To try this tip: b.
In a blank worksheet, type the birth date
in cell A1, using slashes to separate day, month, and year. c.
In cell A2, type
=DATEDIF(A1,TODAY(),"y") and press ENTER. 10)Copying Charts into other Programs Select your chart è Copy it using your
preferred method è Open PowerPoint, etc.
è Paste in the desired
location (Edit the chart after pasting by double-clicking on it.) EXTRA TIPS 1)
You can
highlight text from the Internet, and drag it to any Office program without
having to copy and paste. 2)
Hold down the
SHIFT key as you click on the FILE Menu to get new options such as SAVE ALL
or CLOSE ALL. 3)
Use the Research
tool to look up definitions, synonyms, and translations of text in any Office
program. Click on ToolsèResearchèType your textèClick the green arrow 4)
Click Ctrl-K to
insert a hyperlink. 5)
Other Keystrokes
include: Copy: Ctrl-C, Cut: Ctrl-X, Paste: Ctrl-V, Undo: Ctrl-Z, 1)
Use Grids to
Align Objects Pull
down the View Menu è Select
Grids and Guidelines è
Place Checks in the Snap Objects to Grid and the Display Grid on Screen Boxes
è Click OK 2)
Pictures as
Backgrounds Pull
Down the Format Menu è
Select Background è
Click the drop down arrow under Background Fill è Select Fill Effects è Click the Picture Tab è Click Select Picture è Locate the desired Picture è Click OK è Click either Apply to All or Apply 3)
The Photo Album
Feature Pull
Down the Insert Menu è
Select Picture è
Then New Photo Album è
Locate the pictures desired for the album (Select more than one by holding
down the CTRL key as you click.) è Select the Album Layout è Check Captions box if desired è Click Create
4)
Playing a Song
throughout the Presentation Insert your desired song. è Click on Slide Show, and
then select Custom Animation. è Locate your song in
the Custom Animation Menu. è Click the drop down
menu, and then select effect options. è Select Stop Playing
After X number of slides. è Click OK.
5)
Copying & Pasting Using
Ctrl-Drag to CopyèYou can quickly make a
copy of any object by holding down the CTRL key while you drag on the
object. You will then "drag off" a new copy.
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