Tips and Tricks

A Quick Way to Share Your Calendar Availability in Microsoft Outlook:

Are you sick of going back and forth to find an available time whenever you have to book an appointment?

Share your available times (without sharing access to your calendar) by selecting the 'Email Calendar' option under the 'Home' tab in your Outlook Calendar.

Choose the appropriate timeframe and amount of detail and the availability will be summarised in a new email:

How to: Insert a Screen Clipping into an Outlook email message

Please stop using that Print Screen button on your keyboard.. there’s a much better way to do it:

1.      Open a new blank email message

2.      Open the screen that you want to screenshot

3.      Return directly to your email message and click inside the body

4.      Click Insert – Screenshot – Screen Clipping (it will take you back to the last window you had open.)

5.      Once the screen turns grey click and drag over the area you want to screenshot

6.      The portion of screen that you selected will be inserted into your email messag

Please note: This feature is available right across Microsoft Office. 

ScreenClip.JPG

Create an Excel Chart with the click of a button

Do you want to visually represent your Excel data? Perhaps you’re in a meeting and you didn’t get a chance to prepare a chart for comparison of figures. No problem. Simply highlight your excel data (including the headings) and press the magic keyboard button.. F11. Voila! A column chart is created in its own sheet. How’s that for easy, and there are plenty more tricks where that came from.

Email me for information about our personalised Microsoft Office training via Skype or to tee up a free demonstration of the training: savvytraining@live.com.au

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Chart

Save time in Windows 7 with Aero Snap

A couple of weeks ago we discussed the fabulous Aero Flip 3D feature that allowed us to scroll quickly through our open windows in Windows 7. Now I want to show you how to use the Aero Snap feature.

This feature is extremely handy because it allows you to quickly position two windows on-screen at once. Instead of having to manually adjust and position each window Aero Snap quickly places that window into half the screen size. You can be on two different websites:

AeroSnap3.JPG

Or work in Microsoft Word and Excel at the same time:

AeroSnap2.JPG

You can do this with any two windows and it is very simple. First make sure you have an Aero Theme Applied: right-click on your desktop - select Personalize - then choose an Aero Theme from the gallery.

Click on the top of your window and drag as far as you can to the right or the left of the screen. When you let go the window will automatically snap to that side of the screen.

AeroSnap4.JPG

Hope this saves you a bit of time and hassle.

Don't forget to hit 'like' if you found this helpful. Until next time... peace out.

The Aero Flip 3D Effect - A fabulous shortcut to use in Windows 7 / Vista

If I was to say that I'm going to show you how to Aero Flip 3D what would you think? Some kind of gymnastic feat? Well I'm not that energetic and it's not quite that exciting but what I will show you will no doubt be very useful.

Most of us are guilty of having too many things open on our screen at once and it can be a bit of a chore trying to search through all our open files, programs etc. You may have used the Alt+Tab shortcut in times past to flip through open windows from your keyboard. If you are using Windows 7 however, you have what they call Aero Effects. I'll show you some of these  but I'll filter them slowly over the next few weeks so that you don't explode from excitement.

First make sure you have an Aero Theme Applied: right-click on your desktop - select Personalize - then choose an Aero Theme from the gallery. Whilst all of your windows are open and maximised click the magic shortcut: CTRL+Windows key+Tab. You will see all of your windows displayed in Flip 3D mode. Keep holding the shortcut to move through the windows or use the arrow keys on your keyboard. Select a window with your mouse or press the Enter key to make full screen. There you have it! Now make sure you do that while your colleagues are walking behind your computer so you really look like you know what you're doing.

Aero Flip 3D Mode

Aero Flip 3D Mode

Best shortcut in Microsoft Excel - the secret is out!

I'm about to give away a secret... nerds all over the world are not going to be happy about me empowering the common folk with their secrets but here it goes.

Cells in Microsoft Excel naturally display the result of the formula instead of the formula itself. At times however you need to check your formulas, this means clicking on every single cell and looking at the formula bar. To view all formulas in your spreadsheet use the shortcut CTRL+` this will display all the formulas in the workbook at once. It is what nerds would call a toggle key - this means that you can keep clicking the shortcut to turn the view on and off.

(Notice in the picture the spreadsheet displays all of the formulas instead of the formula result. This is how it appears after using the CTRL+` shortcut.)

Formula View.JPG

This is not only useful for checking formulas but can also be handy if you would like to print your formulas. We've all seen it happen, a smarty pants in the office creates a spreadsheet with all these mysterious formulas, then they leave. The poor remaining office folk do not know how they appeared there and before long the formulas are lost forever. If you use the magical CTRL+` shortcut then print your spreadsheet you have record of the formulas that can be filed for future record.


It's about time everybody knew these tricks. So that's what I'm doing - empowering all of you with these simple tricks. They wont change your life but they will save you a load of time and embarrassment.

Adios for now, Letitia