the MOST

McCombs Office Solutions and Tips

Bulleted and Numbered Lists – Part 2

*  To learn more about AutoArchiving, go to the Training Team’s Managing Your Mailbox Size page.
** My grocery lists are not this organized, and they’re usually done on the back of a used envelope.


Create a Mulitlevel List

Often when making a list, you will need to make a subcategory of one of the items on your list.  When you do this, you’re making a multilevel list.  In a multilevel list, sublevels are indented, and have different bullet or number styles.  You change the level of an item in a list by increasing or decreasing the indent level of the item.

Here are all the buttons you’ll need to modify your list:

Increase or Decrease the Indent on an Item in Your List

  • Click the Increase Indent or Decrease Indent buttons on the Home tab of the ribbon.
  • Use the keyboard.  Tab to increase the indent, Shift + Tab to decrease it.
  • Select the item, click to the Mulitlevel List button, select Change Level, and click on the level you want the item to be changed to.

Pressing Enter will create an entry at the same indent level as the previous entry.

Change the Bullet or Number Style

If you don’t like the look of your bullets or numbers, you can change their appearance.

  1. Click somewhere on your list.
  2. Click on the Multilevel List button in the Paragraph section of the Home tab.  (If you’re not creating a multilevel list, click on the arrow next to the Bullets or Numbering button.)
  3. Hover over the different styles to see them enlarged.
  4. Click on the style you would like to apply to your list.

What if you don’t like any of the styles available to you?  Tune in next week to find out what to do.

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!

McCombs Mac Users

Although many students like to use Macs, the business school cannot provide support for them.  In addition to the student Mac users, there are a number of Faculty and Staff that use a Mac for their home or work computing needs. If we count all the iTunes and iPhone users we start to include almost everyone.

So, I wanted to post a group of Help links for all things Apple.

Apple Resources:

Apple Main Site

Apple Support

iTunes

Mac101 (a must for anyone new to Macs)

And the very hard to find Apple Support telephone number: (800) 275-2273

On Campus Resources:

University of Texas ITS Help Desk – Phone: (512) 475-9400

The Media Lab for audio/visual media projects. Located in UTC building, room 1.110.

The FAC labs have Macs that all University of Texas students can use.

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.

WinZip

                     

If you need to email large files, back up large files, or you just have way to much stuff taking up space on your hard drive, let me introduce you to WinZip. It is a file archive and compressor application for Microsoft Windows users. It can take one file, or several files, and compress them together, or “zip” them, into a .zip file. The size of the resulting .zip file is smaller than the sum of the original file sizes.

If you want to compress old files you hardly ever use you can “zip” them up into a .zip file and save space on your hard drive. When attaching a file to an email that is too large for the email server to handle you can compress it into a smaller .zip file and then send. Digital Photos can be reduced in size by 20 to 25% without losing image quality, so those old holiday pics you never want to lose, but are bogging down your system can be compressed too!

All McCombs computers have Winzip 8.1 installed.

To create a Zip File:

1. Right click a file and then select Add to Zip File…This will create a new .zip file in the same location as the file you are compressing and open a new .zip file window.

2. You can rename your .zip file (it defaults to the selected file name) and click Add.

3. The new .zip can be attached it to your email as you would any other file.

WinZip Instructions on the McCombs Tech Wiki

WinZip.com