MS Office Tips

child pages:
excel

page index:
word
outlook
teams
visio
access
fontpage
publisher

2024-11 thread describing how to download Office 2021 directly from Microsoft rather than cheap seller; it points here

2022-02-22
shortcut to make a new instance of word
"C:\Program Files (x86)\Microsoft Office\root\Office16\WINWORD.EXE" /w

shorcut to make new instance of excel
"C:\Program Files (x86)\Microsoft Office\root\Office16\EXCEL.EXE" /e

Shell:sendto

background in powerpoint slides microsoft office online assistance "Find and Replace" in multiple open documents in word 2007 in VBA Add-ins API calls from VBA

customize 2010 ribbon points to 2 divider.gif

ie add-ins turning off word autoformat styles

e-mail form getting rid of 'adobe pdf' menus in outlook outlook tips & more &still more

faxing from a pc to get more than 1 graph on an excel spreadsheet printed page outlook password bypass

managing styles in Word 2007: open the Styles task pane [by clicking the "southeast point" arrow in the lower right corner of the pane] and then click the Manage Styles button (hover over buttons to see the button names - this one is the one with the pencil).

envelope default font

Office Clipboard holds up to 24 items at a time: Go to the Home tab, find the Clipboard panel at the far left and click on the dialog launcher (the diagonal arrow at the lower right of the panel).

F6 in office moves from panel to panel, tab moves within a panel

Picture Viewer shortcuts "=" zoom to fit "keypad +" zoom in "keypad -" zoom out

images to import have incorrect orientation (use XnfView->Tools-> JPEG lossless transformations->Rotate based on Exif value can do CTRL+A in XnfView for multiples concurrently)

publisher

2023-12-15 to turn off hyphenation in a text box : Click the box and an extra "Format" menu shows up, then choose Group Text->Hyphenation and in the dialog clear the "Automatically hyphenate this story" check box

2022-02-25 getting crop marks to display when printing
[2023-12-15 the crop marks are around a page rather than a text box, so to see them when printing on an 8 1/2 x 11 piece of paper the Page Design->Page Setup Group->Size values must be ~1 inch or more smaller in size than the 8 1/2 x 11]

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Powerpoint

view->master->slide master; file->new, left arrow in right pane, design template in right pane, pick one; now i can't remember the rest

printing 11x17 in powerpoint

Microsoft Word

2024-07-18 Word on laptop gave message about Merge Formatting now default paste option and gave this link for help

2024-05-27 new built in copy features
CTRL + SHIFT + V paste text without formatting
CTRL + ALT + C copy format for later pasting with CTRL + ALT + V (similar to double clicking format painter button)

ALT + F9 preview a webpage when editing an .html file

Word gives warning on second instance about macro saftey

2022-12-07 When pasting an image into a cell, to prevent the column from auto resizing:
Layout->Cell Size->AutoFit->AutoFit to Layout->Cell Size->AutoFit->Fixed Column Width

2022-07-20 rename an embedded object icon with Insert->Object again

2022-07-20 extract an embedded object by renaming .docx (or .xlsx or .pptx) to .zip and unzipping

regular expressions search to replace multiple spaces with one space
find   ([space]){2,}
replace  [space]
check Use wildcards in Search Options of Find and Replace dialog

wildcards in word regular expressions
I had notes probably related to artiva schedule history
to search for     M([ ]{1,})Sch      and replace with     M Sch
search for         Schedule: ([0-9]{1,2})([ ]{1,})      and replace with     Schedule: \1

change hard returns to soft returns:
Replace
^p
with
^l [That is in an L as in LIMA]

Change max attachment size from 20MB to 50MB (max bluehost outbound)

making Word list styles my prefered format open an old .pst without a password

adding a background image to a word document local

word shortcut list column select by Alt + mouse selection, don't know hotkey show bookmarks show object anchors

Normal.dot as of 2018-03-29 containing my styles and macros goes in C:\Users\Rick\AppData\Roaming\Microsoft\Templates

mvps faq custom highlight colors word 2003 adding a background image to email = options->page color->fill effects ligatures not printing solution (Joe F problem)

word mulitlevel numbered list with headings so navigation works (c.f. pg 2)

UNICODE CHARS
full details here
enter the code in your document
then press ALT+X to convert it into a character.
For example, press 002A and then press ALT+X to produce *.
The reverse also works. To display the Unicode character code for a character that is already in your document, place the insertion point directly after the character and press ALT+X.

Ctrl + Shift + >	Increase selected text in increments	Ctrl + Shift + +	Apply superscript formatting
Ctrl + Shift + <	Decrease selected text in increments	Ctrl + =	Apply subscript formatting
Ctrl + ]	Increase selected text one point	Ctrl + Shift + C	Copy formats
Ctrl + [	Decrease selected text one point	Ctrl + Shift + V	Paste formats
Shift + F3	Change case of the letters	Ctrl + 1	Single space lines
Ctrl + Shift + W	Underline words but not spaces	Ctrl + 5	Set 1.5 line spacing
Ctrl + Shift + D	Double underline text	Ctrl + 2	Double space lines
Ctrl + E	Center a paragraph	Ctrl + Backspace	Delete one word to the left
Ctrl + J	Justify a paragraph	Ctrl + Del	Delete one word to the right
Ctrl + L	Left align a paragraph	Ctrl + R	Right align a paragraph
Ctrl + M	Indent a paragraph from the left	Shift + Enter	Insert a line break
Ctrl + T	Create a hanging indent	Ctrl + Shift + T	Reduce a hanging indent
Shift + F5	Return to most recent edit point	=rand(num ¶, num sentences)	When entered on a blank line, inserts sample text to check layout
Ctrl + Alt + arrow	Moves selected line in arrow direction

use SHIFT + CTRL and arrow keys to select entire paragraphs.

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You can get helpful layout information [dimensional measurements] from the ruler in Microsoft Office Word.

1. On one of the rulers (horizontal or vertical), click a tab or margin marker and hold down the left mouse button.
2. Now click the right mouse button. Hold both buttons down. The normal ruler measurements disappear, and instead you can see distance measurements that help you lay out your document.

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In a table, to see where cells are located (but without printing the borders)
Word 2003: On the menu, go to Table > Show Gridlines.
Word 2007: Click inside any table, then go to the Table Tools > Layout tab, Table group and click View Gridlines.

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turning off word autoformat styles

Have Word automatically update a style

On the Format menu, click Style.

In the Styles box, select the style you want to automatically update.

Click Modify.

Select the Automatically update check box.

From now on, Microsoft Word will automatically redefine the style you selected whenever you apply manual formatting to any paragraph with this style.

Note The Normal style cannot be updated automatically.

Turn off word 2007 autonumber

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e-mail form

forms->choose design form and select message

choose tools->options, then select the general tab and click e-mail options modify font, signature, etc.

to get more than 1 graph on an excel spreadsheet printed page

make a tab for each graph's data
use the graph wizard to add all 3 to the same DATA sheet (not a chart sheet)
set a print area on the chart sheet
select "page break preview" from the "view" menu to layout

outlook

2024-10-15 sometimes an email displays in the preview window but not when opened in it's own window. this appears to be because the Encoding selected by the author
Actions->Other Actions-> Encoding -> Wester European (Windows)
I also had a note "had been checked, contents displays when I unchecked" for Outlook Options->Advanced->International Options group box -> Allow UTF-8 support for the mailto: protocol

2023-05-27 making a rule to forward all emails in a folder individually - see method 2 here

2023-05-04 a new icon list showed up on the left in Outlook 2016. This article tells how to remove it.

2023-03-26 found a page no␢link [without ␢] had 3 links from 2005-05-15
discussion on tool to open protected .pst files without password zip pointed to (doesn't handle spaces in filenames) & on my site that pointed to a file pst19upg. zip in the same directory on my site

2023-03-13 issues in 1. 0.2 MailMover macro I wrote long ago
email mover should add checkbox to search just filename as it does now or search entire path
put up counter moving x of y files as with 1500ish files, it appears to have frozen.

2022-02-25 how to find folder path from advanced find results (local .html)

how to show From column in mail views 2 to search for a portion of a word (e.g find "ber" in "Albert") , use "contains"

install advanced search query builder for SQL queries (at work no Policies level)

HKEY_CURRENT_USER\Software\Microsoft\Office\<version>("16.0" for 2016")\Outlook\
Choose: Edit-> New Key
Name the key: QueryBuilder

create a new .pst in Outlook 2010 .pst ANSI to Unicode determine current .pst type configure .pst size 2003 vs 2007 2010 & 2013

2013 able to move folders out of position in alphabetical sort Outlook Controls programming how-to's

instructions to download and install mscomctl.ocx for Outlook macro

Outlook 2007 contacting the server for information hang:
problem is:
.html email image and can't connect to that server
solution is:
"Tools" (menu item), "Trust Center", "Automatic Download", check the box "Don't download pictures automatically in HTML e-mail messages or RSS items."

Categorizing Calendar Appointments
By using the Automatic Formatting feature in your Microsoft Office Outlook calendar, you can highlight different types of appointments by using different colors.
1. Right-click an appointment, and then click Automatic Formatting.
2. Use the Rules Wizard to display that meeting or person's name in the color of your choice.

If you repeat this procedure for other types of appointments, you can build different categories within your Outlook calendar for easy recognition—for example, weekly team meetings, customer visits, and personal appointments.

Using Voting Buttons
You can easily collect information from your coworkers. The redesigned Microsoft Office Fluent user interface makes it easier than ever to use voting buttons to collect information through e-mail. Here’s how:
1. Create a new message in Outlook, or reply to an existing message.
2. On the Options tab, in the Tracking section, click Use Voting Buttons.
3. Click the option you prefer. For additional message options, click Custom.

Outlook's Conversation View groups messages and replies under a single heading

After advanced find to get the path of where message was found:
2010 – open message, click Related in Editing group of Message tab, choose messages in this conversation, click browse in dialog that pops up and folder is selected in tree

Outlook Tasks copy / paste to Word: .png images copied out of a task body into Word don’t show up; going from Word to an Outlook task, they do show up

turn off "you can't download files of type X"

configure the .pst and .ost size limit registry keys wikipedia .pst page

determine if .pst is unicode and thus 20GB limit
1) Tools->Options
2) Mail Setup->Data Files
3) select particular .pst then click Settings
4) in Format field, "Personal Folders file" indicates unicode so 20GB limit
5) in Format field, "Personal Folders file (97-2002)" indicates unicode so 2GB limit
Note: In Outlook 2003 and 2007, PST files are created in the Unicode format and have a default maximum size of 20 GB. Outlook 2010's default maximum size has increased to 50 GB (this Note info per wikipedia, c.f. this kb article)

Autoarchive archive date criteria kb article ("Messages that are not archived as expected usually have a modified date that is later than the received date or the sent date.")

Images don't appear in emails - this thread led me to find problem was IE was in File->"Work offline" had been checked (and it wasn't at all firewall related).

visio

2023-03-14 putting notes for drawio here
to get shape(s) to autosize do object select then Arrange->Autosize CTRL + SHIFT + Y

drawio to resize from object center: hold CTRL before dragging corner

as of 2022-03-31 I still only have Visio 2003 which installs fine on Windows 10
it creates .vsd files and in 2013 Viso went to .vsdx files. this online converter at aspose will convert from .vsd to .vsdx
this microsoft compatibility pack backports .vsdx to .vsd but probalby only works with Visio 2010. I didn't try it with Visio 2003.
work uses .drawio files

To get custom shapes: draw overlapping shapes (e.g. two color filled circles or a triangle with two parallel lines through it from the View->Toolbar->Drawing Menu) and select Shape->Operations->Fragment. Each of the parts can now be separated.

To extend line segment for highlighting circuits in schematics, select line tool then hover over endpoint until "extend shape" prompt appears and draw new segment. Similar end result to connection tool's several line segements, but this will prevent endpoints from moving with connected shape.

To add a new [interior] segment to a shape, click a drawing tool such as line tool, select shape, and CTRL click at desired new vertex location.

To copy an entire page's forground objects to a new page, make sure View->Rulers and View->Guides are on, drag guide point from ruler intersection to page upper left corner, then select all and copy. Insert new page and paste. While all objects are still selected, drag guide point to upper left corner of page. This only seems to work with all objects selected/copied on original page.

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Find the person shape in visio by selecting File->New->Business Process->Work Flow Diagram, then right clicking the person shape and selecting Add To My Shapes->Favorites. These are the guys typically used in vision statements. Add this shape by choosing File->Shapes->My Shapes->Favorites.

access

multiple field primary keys in access 2003

frontpage

to get links from chrome into frontpage just copy from .html in chrome and paste in frontpage; don't have to do anything with the raw html in codewright.

teams

notifications: turn off
chats
meetings
likes

2023-03-29 it appears a new update to the andriod version is showing this

and I couldn't figure out how to get rid of it, but it appears that it is only displayed and unable to be hidden until ~~someone else joins the meeting~~ the microphone button is clicked to unmute and Enable is chosen.

android teams

I had a sporadic trouble connecting with the 1 ear Plantronics Legend (that does calls and music) so I now use the Samsung U-Flex headset
Order of screens:

status shows as away when minimized

per this article

Go to the calendar page [of outlook] and click the "Meet Now" button without audio and no other participants join now.
Your status is updated to "In a Call"
Then tab over to my profile and set your status to "Available" instead.
As long as you are in your "imaginary" call your computer won't idle and Teams won't change your status and your status will be Available until you leave the "Imaginary" meeting. I tested this and it works perfectly!

I also had saved this link