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McCombs Office Solutions and Tips

Archives for Office 2007

Bulleted and Numbered Lists – Part 1

Back when I was in college, and not particularly computer saavy, the only way I knew how to make a numbered list in Word was to start by typing the number one, a period, a space, and pressing Enter.  Putting bullets on a list?  Forget it. 

As tech trainer, I now know a lot more about makings lists in Word, but when I was reading up on them the other day, I still encountered a few things I didn’t know.  So, I thought that a good series of blog posts could be about bulleted and numbered lists.  Yes, it will be a series, and I will end in a cliffhanger. 

Before we dive in, I’m throwing in a quick tip – remember that bullets imply that the items in the list can be in any order, and numbers or letters specify the order that the items should be in.  So, if you are making a grocery list, bullets are fine.  If you are writing the steps in a process, use numbers or letters. 

Here are the buttons you’ll need to know.  They’re all found in the Paragraph section on the Home tab.

Start the list:
As you may have already noticed, in Microsoft programs, there is usually more than one way to do something.  Here are several ways you can start a bulleted or numbered list.

  • Type the list, select it, and click on the Bullets button or Numbering button on the ribbon.
  • Click the Bullets button or Numbering button, then start typing.  Every time you press the Enter key, a new line in your list will start.
  • Use keyboard shortcuts to start a list.  To make a numbered list type a number, period, and space, or a letter, period, and space, depending on whether you want numbers or letters. To make a bulleted list, type an asterisk and space. (In versions earlier than 2007, your entry will not be turned into a list until you press the Enter key.)

When using the Bullets button and Numbering button on the ribbon, the last style of bullet or numbering you used will be applied.

Stop Automatically Making Lists:

If Word turns text into a numbered list when you didn’t want it to, click on the lightning bolt icon that appears next to the list and click on Undo Automatic Numbering.  If you never want to have Word automatically number your list, click on Stop Automatically Creating Numbered Lists.

But how do you make a multilevel list, like the one at the top of this post?  Tune in next week to find out!

Embed “Evolution of Dance” in PowerPoint

In the past, when people have asked me how to embed a YouTube video in PowerPoint, I have hung my head and said that I had not yet found a way to do it.  Then I would tell them about hyperlinking or having someone convert the file type.  Thank goodness those days have passed, and I can hold my head high again.  While perusing the Microsoft Office blogs, I found a great entry about how to embed YouTube and MSN SoapBox videos in PowerPoint slides. 

How to Insert that funny clip you found online.

When presenting the presentation, you will need to have internet access to show the video.

I highly recommend watching the “Evolution of Dance” video used in the post.  It’s been years since I thought about the Shopping Cart, the Lawn Mower, and the Sprinkler.

* These instructions are for PowerPoint 2007.  To get to the More Controls button in PowerPoint 2003 you will go to the View menu, hover over Toolbars, and select Control Toolbox.  After you have drawn the object onto the slide, you will right click on it and select Properties to access the Properties box.

The Mail Merge

It’s that time of year again. The Holidays are here and we are all going to be sending out cards and emails. At McCombs we’ll be sending all kinds of things during this last month of the semester. Many of us will be doing some Mail Merging and some of us for the first time in Microsoft Office 2007. 

Mail Merge is a feature in Microsoft Word. You use mail merge when you want to create a set of documents, such as a form letter or an email that is sent to many customers. Each letter has the same kind of information, with one or more pieces of unique information. For example, each letter can be personalized to address each customer by name. The unique information in each letter comes from entries in a data source, like an Excel spreadsheet with customer names, addresses, or emails, or the Contacts folder of your Outlook mailbox.

The Training Team has put up a few very helpful links on the McCombs Tech Wiki to help you through the Mail Merge season.

Mail Merge on the McCombs Wiki

Office 2007 Mail Merge Options

McCombs Technology Wiki is located at:  http://www.mccombs.utexas.edu/tech/help

Happy Thanksgiving!

Key Tips and Keyboard Shortcuts in Office 2007

This post is for all of you out there who love keyboard shortcuts.  This is also for anyone who thinks they might love keyboard shortcuts, if only they knew some.  Also for laptop users who hate the track pad and little button in the middle of the keyboard (I particularly dislike the button).  For those of you getting carpel tunnel from mousing.  And for anyone else.

If you have already used keyboard shortcuts in Office 2003 (or earlier), there is good news – almost all of the old keyboard shortcuts still work in Office 2007.  In addition to the old keyboard shortcuts, Microsoft has also added a new feature called Key Tips. The real beauty of Key Tips is that you can reach anything on the ribbon, without having to memorize key combinations.

The other beauty of key tips is that the Quick Access Toolbar is customizable, and if you add something to it, then you will have a two key combination to access that button.  To read more about how to customize the Quick Access Toolbar, read the post about Customizing in Office 2007.

Watch the video below to see Key Tips demonstrated.

Video

Customizing in Office 2007

When one of the trainers teaches a class on Office 2007, we often ask people who are already using Office 2007 how they like it.  There are always a few people who say they like it, but for the most part, I’ve found that people are annoyed by Office 2007 because they cannot find the features they knew in 2003, and it takes them longer to get their work done.  For those of you having a hard time finding features that you used in 2003, check out the 2003 to 2007 command reference guides.
Excel
PowerPoint
Word
Outlook

Maybe it’s just because it’s my job, but I like Office 2007.  Among other things, I particularly like how if I hover over something on the Ribbon, I get a description of what it does.  My biggest complaint about Office 2007 is that you cannot customize the Ribbon.  I loved being able to customize toolbars in Office 2003, and even taught a class about it.  In 2007, I tried to add commands to the ribbon but wasn’t successful, so I did some reading and found out that it isn’t possible.  However, 2007 has one saving grace in customizability – the Quick Access toolbar.

The Quick Access Toolbar is at the top left corner of your screen, next to the Office button.  You can add just about any button on the Ribbon to Quick Access Toolbar.  But it gets even better than that.  Those commands that aren’t on the Ribbon – you can add them to the Quick Access Toolbar, too.

Quick Access Toolbar

Quick Access Toolbar

Add a command on the ribbon:
1.  Right click on the button.
2. Select Add to Quick Access Toolbar.

Add a command not on the ribbon:
1.  Click on the More button on the right side of the Quick Access Toolbar.
2. Select More Commands.

More button and More Commands

More button and More Commands

3. In the Choose Commands From drop down box, you can choose All commands, and then sort through to find the commands you want.  If you know that a command is not on the ribbon, then select Commands Not on the Ribbon.

Commands Not in the Ribbon

Commands Not in the Ribbon

4. Select the command(s) you would like to add to the Quick Access Toolbar and click the Add button.

Add

Add

5. Click OK.