Automatically create new appointments using Auto-create in Outlook

Click and drag to automatically create new objects in Outlook. For example, an email message can be turned into a new appointment on the calendar:

1. Click on a message to select it - the message will appear to be highlighted.
2. Hold down your mouse button and drag the selected message to the Calendar button in the navigation pane on the left side of the Window. When you release the button, a new appointment will appear already including the information from the body of the email message in the subject line and body of the appointment.

Make modifications as necessary, and then click the Save & Close button. The appointment will appear on your calendar!

 

This works with all folders; i.e. auto-create an email based on an appointment on your calendar, or add a detailed task to your list from an email or appointment.

Compatibility Mode?

Update your documents to the newest file type!

If you see the words "Compatibility Mode" in the title bar next to your document's name, you are working in a older file format. This happens in both the 2007 and 2010 Office Suites. Although it is fine - and sometimes necessary - to stay in that mode, you might discover that some of the tools you want to use are not available. When that happens, you will need to convert your files to the newer file type. If you have concerns that something in the document might not appear the way you planned or work correctly, use the option to "save as", give the document a new name, and save. This way you can review your work in the new file yet still have the ability to revert back to the older file if you discover any issues .

For those of you that fearlessly forge ahead, another option is to use "Convert", which will actually replace the original file with the newest type:

• In Office 2007, "Convert" will appear as the third option of the Office Button menu.
• In Office 2010, "Convert" will be the top item in the Info category which appears in the backstage view when you click the File tab.

By the way, you will find that even if the file was created in the 2007  XML file format, you will still need to convert files when you upgrade to 2010 due to the enhancements available in the newest software!

Help yourself!

Next time you get stuck on how to do a specific task in Microsoft Office (or any other software), try one of the following web sites:

Microsoft training site with step by step “how to” guides: 

http://office.microsoft.com/en-us/support/training-FX101782702.aspx?CTT=97x

Training videos on a multitude of software topics:

http://www.lynda.com/

http://www.woopid.com/

http://www.techtutor.tv/

Google and YouTube have lots of other good web sites and videos that will step you through whatever you  are stuck on!

Excel: Right the wrong range!

When you begin a function, sometimes Excel does not automatically select the appropriate range of cells, as in the example below. The moving border indicates the range of cells included in the selection.

  

In this case, the range selected includes the Team Total in cell B15, which should not be included in the results when trying to calculate the average!

How to quickly fix it?? If you have not already completed the function, using your mouse, click and drag to select the appropriate cells. A moving border will indicate the newly selected range. Touch the Enter key to complete the function and view your answer!

  

But what if you have already completed the function before you notice the error?

 

Click into the formula bar next to the function. This will show a solid blue border that indicates the range of cells included in the result.

The range can be adjusted by using your mouse. Hover over any corner of the range box to find the sizing handle which appears as a double headed arrow (↔). Now click and drag to adjust the range border and correct the selection.

By the way, if you see a 4 way arrow, you will be moving the selection box instead of re-sizing. This also comes in handy at times! 

Touch the Enter key to complete the function and see your adjusted (and hopefully correct) result!

When editing any formula or function, if you run into trouble selecting the appropriate range, use the Esc key to avoid reference errors and start over. Keep in mind when working in Excel: just because you get an answer doesn't always mean it is the correct answer. Examine the results to be sure!

Give your SmartArt "bounce" with PowerPoint 2010!

You can add a lot of pizazz to your presentation by applying custom animations to SmartArt.

After creating the desired SmartArt, select the object by clicking on it. The object will appear in a frame.

 

From the Animations tab on the ribbon, select an animation for the SmartArt. By clicking on the More button you can see the entire library! As you slide your mouse over a selection, you will see a live preview of the way the animation will appear.

Once you have chosen an animation, a number will appear to the left of the frame indicating that the object is animated.

Click the Effect Options button on the Animations tab to build the slide one piece of the object at a time.  Click the Preview button on the left end of the Animations tab to review the effects you have chosen. 

For even more control over the effects, click the Animation Pane button and a task pane will open on the right side of the Window. Each part of the animation will be listed, and by clicking on the drop down menus, you can select even more options! (The numbers in the task pane correspond to the numbers that appear to the left of the SmartArt object.)

Excel: Use AutoCalculate to get a quick total!

Do you need a total in a hurry but don’t want to bother with a function? Click and drag to select (highlight) the cells you wish to include in the total. Look at the status bar (bottom Window frame) to see the Sum, Average, Count, etc.

 

If the cells are not adjacent to one another, hold down the CTRL key while you select the cells.

Need other functions instead? Right click on the status bar to see a menu of other commands available.

Downsize a picture attachment using Windows 7 and Microsoft Outlook

This is a great option for Windows 7 users:

1. Select one or more picture files in an Explorer window.
2. Right click on a file name and choose Send to/ Mail recipient from the menu. The Attach Files dialog box will appear.
3. Choose Smaller, Small, Medium (the default 1024x768), Large, or Original Size.
4. Click the Attach button and a new message will be created with the images attached and sized as you have selected.