Did you know that Word 2007 provides you with an Excel workbook that maps each menu and toolbar for Word 2003 and 2007 and how to get to a particular function. Talk about a cheat sheet!
The workbook is comprised of 50 tabs and that doesn’t include the Introduction. Some functions have been removed from Word 2007. That’s a lot of utility in one program.
“So where can I find this workbook?” you ask. Easy.
Step 1. Click on the Microsoft Office Word Help icon or press F1. This will execute Word Help.
Step 2. In the Search box located on the top left-hand side type in “Reference: Locations of Word 2003 commands in Word 2007.” A results list will display. Click on the very first result called, “Reference: Locations of Word 2003 commands in Word 2007.” This will display interesting information regarding where you will find commands and toolbars that you used to find in 2003 and where they are located in the new interface of 2007.
Step 3. Scroll all the way to the bottom where you will see a heading called, “New locations of familiar commands.” There is a brief paragraph and within that paragraph is a hyperlink called Word Ribbon mapping workbook. Click on that hyperlink to execute the Excel spreadsheet.
Here is a quick outline of the 50 tabs of menus and toolbars that show where to navigate Word 2007 to find the function you are looking for:
Menus
File Menu
Edit Menu
View Menu
Insert Menu
Format Menu
Tools Menu
Table Menu
Window Menu
Help Menu
Toolbars
Standard Toolbar
Formatting Toolbar
AutoText Toolbar
Control Toolbox Toolbar
Database Toolbar
Drawing Toolbar
E-mail Toolbar
Extended Formatting Toolbar
Forms Toolbar
Frames Toolbar
Function Key Display Toolbar
Ink Annotations Toolbar
Ink Drawing and Writing Toolbar
Japanese Greetings Toolbar
Mail Merge Toolbar
Outlining Toolbar
Picture Toolbar
Reviewing Toolbar
Tables and Borders Toolbar
Visual Basic Toolbar
Web Toolbar
Word Count Toolbar
WordArt Toolbar
3-D Settings Toolbar
Shadow Settings Toolbar
Drawing Canvas Toolbar
Organization Chart Toolbar
Diagram Toolbar
Header and Footer Toolbar
Full Screen Toolbar
Stop Recording Toolbar
Microsoft Toolbar
Print Preview Toolbar
AutoSummarize Toolbar
Exit Design Mode Toolbar
Text Box Toolbar
Refresh Toolbar
Reading Layout Toolbar
Compare Side by Side Toolbar
System Toolbar
Online Meeting Toolbar
Did you ever think that you have only touched the surface of what Word 2007 is capable of? Well, maybe we’ll make it interesting and find out together as I give you insight in the “How Tos” in Administrative Sparkle. So keep checking back. This could be FUN!
Outlook Has Joined the Social Party Train
If it has not come to your attention, Microsoft Outlook has designed the Social Connector. I’m running Outlook 2007 on my system.
You have four choices at the time of this writing:
I have chosen to integrate Facebook and LinkedIn into my Outlook. The process for downloading and activating the various social networks is simple enough. However, when prompted for your LinkedIn “User Name,” that’s not quite accurate. You will need to provide your sign-in email address (just like signing into LinkedIn directly). The request for your user name in Facebook is correct, mine is layne.tinsley. So just a heads up with LinkedIn or you will get the message, “Either the User Name or Password is incorrect.”
This Is What You Can Expect to See in Outlook
- Home view: you will not see the People Pane here.
- Email Inbox: a People Pane appears below the message by default. As you select the email message, all information related to that contact will appear. An icon that identifies the social network you are connected with for this person will display emails, meetings, attachments, and updates between the two of you. Cool!
- Calendar view: I don’t have appointments or calendar items that were requested or sent via email. So I can’t explain the view on this.
- Contacts: you will not see the People Pane when viewing all contacts. Once you open an individual contact card, all related social media details and information will populate for that specific contact. Cool again!
Here is an example of what you will see in viewing a specific Contact Card.
Pros: one of the things this tool alleviates is the need to sort your email by name. The People Pane populates the specific contact related information from Outlook and the social networks.
Cons: haven’t really seen any as of yet, but would love to hear back from you if you see a downside.
Please take the time to share your thoughts on what you think of having a Social Connector incorporated into your email and calendaring system. Do you think is it just one more thing contributing to distraction and attention deficit to doing your job? Or is it just easier to have access to all your various email and information in one place; thus, reducing randomly checking the Internet and/or your phone?
With love and appreciation,
Have you ever gone to great lengths of creating a worksheet with all the data and links and then wondered if the layout would have been better suited with the information in the columns having been placed in the rows?
How do you determine what information you want displayed in the columns and what information you want in the rows when first starting out? Many times the spreadsheet starts out pretty simple. You have the basic idea of the information that you want, but are now expanding on the information you want to include. So the spreadsheet becomes much more complex in the information you want to include, view, print, and understand.
The easiest way to design a spreadsheet for viewability when working within the spreadsheet is to have the bulk of your information running down the rows. To build your worksheet shallow and wide would work for a landscape orientation, but you will find yourself navigating away from your titles in the leftmost column (unless you freeze your panes). Nevertheless, you will find navigating your spreadsheet much easier scrolling up and down, rather than left to right. You will also find printing information for page breaks easier when the data runs deep instead of wide.
You don’t have to redo the whole spreadsheet just to see if the spreadsheet works better had the information you wanted listing down the rows had worked better going across in columns. What assistant hasn’t lost her mind because her manager wants the entire worksheet formatted completely opposite? Or, how about the option to present the spreadsheet to your manager with the alternative option. Afterall, it’s difficult to see how the information is best presented until you have the finished product.
Excel 2007 has included a tool that transposes your data without losing the integrity of the spreadsheet links and formulas.
Instructions on How To Transpose Excel Data
- Select all the titles and data that you want included.
- With the information selected, on the Home bar, in the Clipboard group, click on Copy (or Ctrl-C).
- On the worksheet, select the first cell of the destination rows and columns where you want to rearrange the copied data (I would suggest a new worksheet in the tabs).
- On the Home bar, click the arrow below Paste to view the multiple options you can do with Paste, and click on Transpose.
That is all there is to it! You might need to adjust cell width and minor editing to the format, but the bulk of the work is done. Also, you can view a tutorial on the Microsoft website that shows you step-by-step how it is done right here.
If you find this helpful, please share. If you have stories or tips and tricks, leave a comment for others to learn. If you like the information you get here, subscribe. If you would like to make a suggestion on something you would like to see, feel free to drop me an email.
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I learned about a new tutorial program thanks to Administrative Arts and, because I love to share new information that I am fortunate enough to come across to my readers, this is a great new add-on feature to learn Office 2007. Programs are continually evolving and changing to some degree or another. Amazingly, Office is coming out with a 2010. I just can’t keep up!
Ribbon Hero. What makes this tutorial program different is it is downloaded and incorporated into your Office suite. You collect learning skill points as you progress through the different features in Word, Excel, and Powerpoint directly from your program.
You will love how Microsoft has brought learning their programs to a whole nother level. Check it out here.
What websites or tutorials do you know and use, provide great information, and keep you abreast of technology? Would love to hear from you!
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I don’t like to reinvent the wheel. Besides, it is time consuming and unnecessary. Take letters, reports, memos, legal documents, invoices, specifications, etc., any document that is used on a regular basis for your business, both internal and external. Your company should be using a standard look that represents the image they want to portray to their customers and the public. This is where templates come in. You want your documents to have a consistency that identifies the professionalism of your company.
Some people will take a report, memo, or letter that already exists and use that. This works, but there is that possibility that you will save over it and no longer have electronic documentation of the former document. If you are good about backing up your data, then you have no problem. However, in a large company, that is a hassle to request from IT to retrieve.
What a template will do is house the formatting specifications, any graphics (some companies use them on their letterhead without having to order stationery), and some of the standard language (such as used in memos). It will also prompt you to Save As, alleviating the possibility of saving over the document. There is no other choice.
To Create a Template
- Create the document just as you would any other document.
- Save As.
- Save as type, select Word Template.
- It will automatically go into a specified directory according to your Word Options. You can change the directory of your stored templates by making that change in your Word Options.
To Retrieve and Use a Template
- In the menu bar, select New. In Microsoft Office Word 2007, I have an Office Button in the top left corner of the Word Program that takes me to printing, saving, and opening documents.
- From this menu, you can select Blank Document and templates.
It’s that easy! You will love it once you get the hang of it. You will also find that you are preparing your documents much more quickly and easily than before. No more searching for the document you want to replicate, all your documents will retain consistency, and you will now be the forms and templates guru of your office.
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I am an electronic techie geek.
I actually fell into this by accident. I actually started out as a hairdresser in California. I have always been creative and hair, beauty, and style was always interesting to me. And, it seemed, I was pretty good at it. I always had friends and family who wanted me to do their hair or change their look. Soon after getting my Cosmetology license, I met the man of my dreams, got married and pregnant, and we were soon moving to different states when he decided to leave the Air Force. We moved to Ohio, where he was from; then off to Pennsylvania, for his college to work on airplanes (he used to work on fighter jets); and then to Minnesota where he took a job with one of the big boys (at the time) with Northwest Airlines. The excursions that took us outside of California eliminated my ability to work as a “beauty consultant” as each state requires its own licensing. I was moving around to too many different states to keep up.
So off to college I went to attain knowledge in a profession that was more “practical” with my circumstances. So I chose the certificated program, “Legal Secretarial Specialist” at Rasmussen Business College in Minnesota. I chose to take the most difficult administrative program with the thinking that I could work in the administrative field in any industry and any state. This was the time when home computers were starting to take off and my little nomadic tribe of a family decided to get one. The days of DOS.
That is where it all began. Whenever we had problems with the computer, I was the one who was asked to fix it. Most of the time it was about how slow the computer would run. So I picked up books on DOS and learned the various macro systems that would increase the speed, ran the defrag program, and tweaked his games so they seem to run seamlessly as he enjoyed shooting things up.
I got a job with a law firm who represented several cities as the “City Attorneys.” They did a large amount of criminal documentation that was given to the assistant as dictation. Before I came on board, every word was typed in. Most of the information was for the offenses and redundant, used over and over again in most of the Criminal Complaints. This was when WordPerfect was the only choice for word processing and most law firms still use this software today. This is where I honed my skills in creating templates and macros. After that, we were able to get the Complaint done within days instead of weeks. This was also when “reveal codes” was a necessity to examine because you did not always print what you saw onscreen. This was before WYSIWYG. I still use reveal codes to see the details of what is in a document today with Word.
That is the evolution of my electronic techie geekiness. I have since built my own desktop computer, that is still wicked fast today, even though most of the time I work on my laptop.
I am always surprised when I come across administrative assistants who still use the computer and various applications as a glorified typewriter. The programs offer so much functionality and access to creating truly creative and dynamic ways of presenting information. Most have a handle on the more intermediate applications of programs today. You have to in order to keep up with the needs a company has in presenting information.
Today.
I continue to keep up with technology by visiting the various sites you see on my sidebar to learn new skills and applications that the various programs can do. I don’t go out and buy the really big books like I used to, but would like to. I also keep up with the new programs shortly after they are offered. I usually give a little bit of time for the company, usually Microsoft, to work out the bugs. And then I am off and running.
I find the program that I probably live in the most in today’s technology age is the Calendar. I use the “Task” function a LOT and should probably do a write up on that because there is so much you can do with it. The Calendar also houses the email system. Email has become the method of communication. No longer is the boss coming to you with the request of a project or task, it is now being sent via email.
On my quest to seek out technology that simplifies my life, I was greatly interested in the new iTouch with the Apps feature. I had put it off for quite some time as I was hoping they would come out with one that had the same GB as my current one, which they now call the “Classic.” However, I decided to go for it.
There is a bit of a back story to the reason why I ended up getting it before they hit 120 GB. I thought I lost my “Classic” at the gym. I know, God forbid. On my way to Best Buy, I stopped by the gym and, shocking to me, someone had turned it in. YAY! So I began to reassess my purchase. I started thinking, “Well this month is my birthday. You wanted to get this in the past, so what would you get yourself instead for your birthday?” I could get a nice pair of shoes, or maybe go to the bookstore, or maybe something that I needed. I decided on the iTouch.
One of the reasons I actually wanted the iTouch was for the functionality that of a PDA (Personal Digital Assistant). I used to have a Palm, but something went crazy on it. I also had a Palm phone when I was on Verizon. I could carry all my information with me wherever I go. I realize that many of the phones have the various features, but I didn’t find the features to be quick and easy to use on the phone. After all, that isn’t their primary function. The iPhone has all of this, I realize, but I am not with AT&T. However, I am a big fan of Apple and have had the iPod for many years. So getting the iTouch was upgrading, again. I still hope to get a Mac. Maybe next year’s birthday gift.
I downloaded some Apps and am really interested in getting back to you on my impression of a free app called “Intuition: Mom’s Assistant.” I also read about an app called “Siri Assistant,” which I hear is phenomenal, but can only be used on the iPhone. Oh well.
I would love to hear from you what programs, features, and technology you just can’t live without. What makes your job and life easier? What helps you to be more efficient, productive, organized, and sane?
Don’t forget to take a look at the sidebar for websites that offer tutorials and tips on making you the “go to” person in the office when something techie needs to be done.
