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Office 2007 – Mark a Document as Final May 30, 2008

Posted by computertrainer in Office 2007 Tips.
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(Excel, PowerPoint, and Word 2007)

Before you share an electronic copy of a Microsoft Office document with other people, you can use the Mark as Final command to make the document read-only and prevent changes to the document. When a document is marked as final, typing, editing commands, and proofing marks are disabled or turned off and the document becomes read-only. Additionally, the Status property of the document is set to Final. The Mark as Final command helps you communicate that you are sharing a completed version of a document. It also helps prevent reviewers or readers from making inadvertent changes to the document.
 
The Mark as Final command is not a security feature. Anyone who receives an electronic copy of a document that has been marked as final can edit that document by removing Mark as Final status from the document.
 
Documents that have been marked as final in a 2007 Microsoft Office system program will not be read-only if they are opened in earlier versions of Microsoft Office programs.
 
To Mark document as final:
Mark as Final
1. Open the document that is to be marked as final.
2. Click the Microsoft Office Button, point to Prepare, and then click Mark as Final.
 
Enable editing for a document that is marked as final:
 
The Mark as Final command is selected in documents that have been marked as final. If you want to edit a document that is marked as final, you can click the Mark as Final command.
 
You can also recognize that a document has been marked as final by looking for the Mark as Final icon in the status bar.
 
1. Open the document that is marked as final.
2. Click the Microsoft Office Button, point to Prepare, and then click Mark as Final.
 

 

Windows Vista – Change the Windows Vista Power Button to Shut Down May 30, 2008

Posted by computertrainer in Windows Vista Tips.
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The default action for the Power button on the start menu in Windows Vista is Sleep, which isn’t necessarily useful for everybody. You can configure this setting easily:

Open the Control Panel \ Power Options \ Change Plan Settings \ Change Advanced Power Settings
 
Once you get to this dialog, browse down as shown to “Power buttons and lid“
 
From here, you can change the options:
~ Power button action – Changes the hardware power button action
~ Start menu power button – Changes the power button on the Start Menu
 
You can change the power button to either Sleep, Hibernate or Shut Down, or even nothing for the hardware power button.

Visio – Use Excel Data to Create an Organization Chart May 30, 2008

Posted by computertrainer in Visio Tips.
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To create a Visio organization chart from data stored in Excel, do the following:

1. Set up your data in Excel in columns with a single row of headings. Headings will become field names for use in creating the organization chart. The only required fields are a field for the person’s name and a field for the person to whom they report. Include other fields as needed for content you want to include in your chart.
2. On the File menu, point to New, point to Organization Chart, and then click Organization Chart Wizard.
3.  On the first wizard page, click Information that’s already stored in a file or database, and then click Next.
4.  Follow the wizard pages to create an organization chart from a data file that you specify.
 
Note  You can also use the Organization Chart Wizard to create a new Microsoft Office Excel or text data file from which to generate a chart. To do this, on the first page of the wizard, select Information that I enter using the wizard, and then follow the wizard pages to create an organization chart from your new data.

PowerPoint – Rules for a Perfect Presentation May 30, 2008

Posted by computertrainer in PowerPoint Tips.
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Rule 1:  Remember the 6×6 rule - no more than six bullets per slide and no more than six words per bullet.

Rule 2:  Slide titles should be at least a 42 font and the bullets should be no smaller than a 24 font.
 
Rule 3:  Use punctuation consistently in Titles or Bullet lists.  Either use punctuation or don’t use it.

Excel – Create Custom Lists May 30, 2008

Posted by computertrainer in Excel Tips.
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The fill handle (the black square on the bottom right of a cell and the mouse as a black cross) has a few built in lists already such as days of the week and months of the year.  You can add your own custom list to Excel, so you can type the first item in the list, drag it down using the fill handle, and watch the list fill automatically. 

The easiest way to create a custom list is to enter the list contents into a range of cells. For example, you have a list of department names. Enter each name, starting with cell A1.  Select your completed list.  Now go to Tools, Options, Custom Lists and notice that the selected range is indicated in the box to the left of the Import button. Click the Import button, then OK.  From this point on, the custom list will be available to all workbooks on the same computer.
 
Once you create a custom list, you can type any item from the list and then AutoFill the list down or right (producing a list in the original order) OR up or left (producing a list in reverse order).

Outlook – Personal Folders Backup May 30, 2008

Posted by computertrainer in Outlook Tips.
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Outlook Add-in:  Personal Folders Backup

The Personal Folders Backup download creates backup copies of your .PST files at regular intervals, in Outlook 2000 and later versions, making it easy to keep all of your Outlook folders safely backed up.  Note:  This is NOT for folders stored in Exchange.


Backing up your Microsoft Outlook information is quicker and easier with the Personal Folders Backup feature. Personal Folders Backup creates backup copies of your .PST files at regular intervals, in Outlook 2000 and later versions, making it easy to keep all of your Outlook folders safely backed up.

With Personal Folders Backup, you can choose which of your .PST files you wish to back up, and how often you wish to back them up.

Each .PST file contains all of your Outlook folders, including the Inbox, Calendar, and Contacts. You can have a single .PST file (usually called “Internet Folders” or “Personal Folders” in your Folder List), but you might also have an additional .PST file that you use for archiving (“Archiving Folders”). Personal Folders Backup lets you back up any or all of these .PST files.

Note Personal Folders Backup only backs up .PST files. If you have a Microsoft Exchange Server mailbox, your server mailbox folders are likely backed up regularly by your server administrator.

For additional details and assistance refer to Using the Microsoft Outlook Personal Folders Backup tool.

Instructions

Go to the Outlook Add-in Download page

 

File Name:                                pfbackup.exe

 

To install this download:

1.     Download the file by clicking the Download button (above) and saving the file to your hard disk.

2.     Double-click the pfbackup.exe program file on your hard disk to start the setup program.

3.     Follow the instructions on the screen to complete the installation.

 

Instructions for use:

Once you have installed this download, complete the following:

1.     Start Outlook.

2.     On the File menu, choose Backup.

3.     To change the backup options, such as which .PST files to back up, click Options.

 

To remove this download:

To remove the download file itself, delete the file pfbackup.exe.

1.     On the Start menu, point to Settings and then click Control Panel.

2.     Double-click Add/Remove Programs.

3.     In the list of currently installed programs, select Microsoft Outlook Personal Folders Backup and then click Remove or Add/Remove. If a dialog box appears, follow the instructions to remove the program.

4.     Click Yes or OK to confirm that you want to remove the program.

Office 2007 – Customize the Quick Access Toolbar May 30, 2008

Posted by computertrainer in Office 2007 Tips.
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You can add a command to the Quick Access Toolbar directly from commands that are displayed on the Office Fluent Ribbon.

 2007 tip

 Click the arrowhead to the right of the Quick Launch Toolbar.

  1. Select any items that your would like added. 
  2. If you do not see the item you want, then click More Commands.

Also, you can add directly from the ribbon:

  1. On the Ribbon, click the appropriate tab or group to display the command that you want to add to the Quick Access Toolbar.
  2. Right-click the command, and then click Add to Quick Access Toolbar on the shortcut menu.

  Notes  

  • You cannot increase the size of the buttons representing the commands by an option in Microsoft Office. The only way to increase the size of the buttons is to lower the screen resolution you use.
  • You cannot display the Quick Access Toolbar on multiple lines.

Only commands can be added to the Quick Access Toolbar. The contents of most lists, such as indent and spacing values and individual styles, which also appear on the Ribbon, cannot be added to the Quick Access Toolbar.