Office 2000 Tips

Exclusive: Microsoft to Launch 2003 Edition of Office System Beta 2

OFF2000: Controlling How and When the Office Assistant Appears

OFF2000: "Error 1706" When You Switch CDs When Adding Office Features (Q254894)

OFF2000: Error 2932 Applying the SR-1 Update on Windows 2000 (Q254869)

OFF2000: Error Message When You Run Office Setup: IE5WZD Caused an Invalid Page Fault in Module MSSIP32.DLL (Q254884)

OL2000: "Error 1919" Error Message If You Start Microsoft Outlook or Install Microsoft Office (Q320757)

Quickly remove objects from an Excel chart

Increase or Decrease Text Size

Get an Office 2000 Tip a Day

1. Click the Office Assistant. If the Assistant isn't visible, click Show the Office Assistant on the Help menu.
2. Click Options.
3. On the Options tab, select the Show the Tip of the Day at startup check box.

Quickly Zoom In and Out of Your Office Documents

Add Custom Buttons to Your Access Toolbox

1. Open an Access form or report in the Design view.
2. On the View menu, point to Toolbars and then click Toolbox.
3. On the View menu, point to Toolbars, and then click Customize.
4. Click the Commands tab.
5. In the Categories box, click Form/Report Design.
6. In the Commands box, scroll until you find Align Left. Then click the Align Left icon and drag it on the Toolbox toolbar. Repeat to add more commands.

Send an Office Document Without Opening Outlook

1. On the File menu, point to Send To, and then click Mail Recipient (as Attachment).
2. Fill in the Receipts, Subject, and message boxes and click Send.

1. On the Standard toolbar, click E-mail.
2. In the To and Cc boxes, enter the recipient names separated by semicolons.
3. By default, the name of the document appears in the Subject box. If you want, you can type your own subject name.
4. Click Send a Copy.

Copy and Paste up to 12 Pieces of Information at Once

1. In any Office 2000 program, on the View menu, point to Toolbars and click Clipboard to display the Office Clipboard.
2. Select an item you want to copy.
3. Copy the item into the Office Clipboard by clicking Copy on the Edit menu or clicking the Copy button on the Clipboard toolbar.
4. Repeat steps two through four until you have copied all the items (up to 12) you want. If the item you want to copy is in another program, switch to that program first.
5. In an Office program, click where you want to paste the items.
6. To paste all the items at once, click Paste All on the Clipboard toolbar. Or to paste the items one at a time, click the icon for the item you want to paste.

Fine-Tune Your Fonts in Word

1. Selecting Font from the Format menu.
2. Then, on the Font tab, typing 7.5 in the Size box and clicking OK.

Copy Formatting Using Format Painter

1. Select the text or object that has the formatting you want to copy.
2. On the Standard toolbar, click Format Painter. (In Access the Format Painter is found on the Database toolbar.)
3. Select the text or object you want to apply the formatting to, and the formatting appears automatically.

Use Format Painter to Copy Formatting Multiple Times

Show Shortcut Keys in ScreenTips

1. On the Tools menu, click Customize, and then click the Options tab.
2. If it's not already selected, select the Show ScreenTips on toolbars check box.
3. Select the Show shortcut keys in ScreenTips check box.

Show All Menu Commands in Office 2000

1. On the Tools menu, click Customize, and then click the Options tab.
2. To show all the commands on the menus, clear the Menus show recently used commands first check box.

Change the Font or Size of Text Using Keyboard Shortcuts

1. Select the text you want to change.
2. Press CTRL+SHIFT+F to access the Font box or CTRL+SHIFT+P to access the Font Size box.
3. Press UP ARROW or DOWN ARROW to select the font name or size you want.
4. Press ENTER to accept the font name or size.

Repeat Your Most Recent Action

Add a Screen Shot to an Office Document

1. If you are working with multiple windows, click the one you want to make an image of to make that window active.
2. Press ALT+PRINT SCREEN to copy an image of the current window.
3. To paste the image into a document, click the Edit menu in that document, and then click Paste.

Use Your Keyboard to Quickly Change the Case of Text

Paste Using the INSERT Key

1. On the Tools menu, click Options, and then click the Edit tab.
2. Select the Use the INS key for paste check box to enable this feature.
3. Click OK.

1. On the Help menu, click What's This?.
2. When the pointer becomes a question mark, click the text you want to check. Then a message will appear describing the formatting in that section.
3. When you have finished checking your text, press ESC.

Don't Lose Sight of Your Column Headings in Word

1. Select the first row or rows of your table.
2. On the Table menu, click Heading Rows Repeat.

Save All Your Word Documents at Once

1. Hold down SHIFT and click the File menu. When you hold down SHIFT, two new options appear on the File menu: Close All and Save All.
2. To save all your open documents at once, click Save All. Or, to close all your open documents, click Close All; Word will prompt you to save your changes before closing any documents.

Type Out a Table in Word

Move Images in Word to the Exact Position You Want

1. Double-click the image, and select the Layout tab.
2. Under Wrapping style, choose any style except In line with the text.
3. Then, click OK.

Quickly Replicate Text or Graphics in Word

1. Select the item or text you want to copy.
2. Press and hold down the CTRL key.
3. Then use the mouse to drag the item to the desired position.

Find Your Place in Word Documents

Check Spelling in Only a Portion of Your Word Document

Increase or Decrease Line Spacing in Word

1. Select the text you want to change.
2. Do one of the following:
   • To set line spacing to single-space lines, press CTRL+1.
   • To set line spacing to double-space lines, press CTRL+2.
   • To set line spacing to 1.5-line spacing, press CTRL+5.

Keep Words Together with a Nonbreaking Space

Take the Synonym Shortcut

Get More-Precise Measurements in Word

Edit Text in Print Preview

1. Click Print Preview on the File menu.
2. Click the text in the area you want to edit. Word zooms in on the area.
3. Click Magnifier on the Print Preview toolbar. When the pointer changes from a magnifying glass to an I-beam, you can begin making your changes to the document.
4. To exit Print Preview and return to the previous view of the document, click Close.

Change Your Default Folder in Word

1. On the Tools menu, click Options, and then click the File Locations tab.
2. In the File types list, click Documents.
3. Click Modify.
4. To select an existing folder to display as the default working folder, locate and click the folder you want in the folder list. To create a new folder to display as the default working folder, click Create New Folder, and then type a name for the new folder in the Name box.

Use AutoFill to Quickly Copy Formulas and Formatting in Excel

1. Select the cells that you would like to copy.
2. Move the cursor to the bottom right corner of the highlighted cells. Your cursor will then turn into a black plus sign.
3. Click and hold down the right mouse button and drag across the cells you want to fill.
4. Release the mouse button, and when the shortcut menu appears, click Fill Series.

Show or Hide the Formulas in an Excel Spreadsheet

Edit Cells Quickly in Excel—Without Using Your Mouse

1. Use the arrow keys to select the cell you want to edit.
2. Then press F2 (or COMMAND-U, if you use a Macintosh computer) to edit the cell contents.
3. When you're finished, just press ENTER (or RETURN on a Macintosh keyboard) to enter your changes. Or press ESC to cancel the changes.

Create an Excel Chart with the Push of a Button

Build Your Own Hover Buttons in FrontPage 2000

1. On the Insert menu, click Component, and then click Hover Button.
2. In the Link to box, enter the URL of the page or file you want to display when the button is clicked.
3. In the Button text box, type the text label for the hover button. Leave this box blank if the graphic you created already contains a text label.
4. Click Custom.
5. In the Button box, enter the URL to the picture you want users to see when they first open the page.
6. In the On hover box, enter the URL to the picture you want users to see when they put a mouse over the button. Then click OK.
7. In the Width and Height boxes, type the width and height of the picture in pixels, and then click OK. The size of the hover button must match the size of the picture you use for the hover effect.

Select an Entire Range of Cells in Excel

Insert Copied Cells Between Existing Cells Safely

1. Select the cells you want to copy.
2. On the Edit menu, click Copy.
3. Select the area on the worksheet where you want to place the copied cells.
4. Press Ctrl + SHIFT + Plus Sign (+).
5. In the Insert dialog box, click the direction you want to shift the surrounding cells, and press OK.

Format Excel Cells Fast

Quickly Move Between Multiple Excel Workbooks or Worksheets When working with several Excel workbooks or worksheets (the individual pages in workbooks) at once, you can quickly move between them using shortcut keys.

To move between open workbooks, press CTRL+TAB.

To move to the next sheet in a workbook, press CTRL+PAGE DOWN.

To move to the previous sheet in a workbook, press CTRL+PAGE UP.

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Completely Delete Cells in Excel Using This Shortcut

Have you ever wanted a keyboard shortcut that completely deletes a cell from your worksheet, including the formatting and comments? Just select the cells you want to delete, and then press CTRL+MINUS SIGN (–). The surrounding cells will shift to fill the space.
This is different from using the DELETE or BACKSPACE keys, which simply clears the contents of a cell without actually deleting it.

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Quickly View All Worksheet Formulas in Excel

With a quick keystroke, you can display all the formulas in your worksheet, including the serial values Excel uses to store dates.
To alternate between displaying cell values and displaying cell formulas, press CTRL+` (single left quotation mark, which usually can be found above the TAB key).

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Add a Calculator to the Excel Toolbar

Did you know that you could add a calculator to your Microsoft Excel toolbar? Here's how:

1. On the View menu, click Toolbars, and then click Customize.
2. Click the Commands tab.
3. In the Categories list, click Tools, and in the Commands list, click Custom (the one with the gray calculator graphic).
4. Drag the selected command from the Commands list to a toolbar. (Lift your finger from the mouse when you see a plus sign next to your pointer.)
5. Click Close.

Now click the button you just added to run the calculator.

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Paste Information from Excel as a Picture

Do you want to place an image of an Excel file into a Word document, image editing program, or other program? It's easy to do.

1. On the Excel worksheet or chart sheet, select the cells or click the chart or object you want to copy.
2. Hold down SHIFT and click Copy Picture on the Edit menu.
3. For best picture quality, make sure As shown on screen and Picture are selected, and then click OK.
4. Click the worksheet or other document where you want to paste the picture.
5. Click Paste on the Edit menu.

To make adjustments to the image after you've pasted it, use the Picture toolbar. (To open it, point to Toolbars on the View menu and click Picture.)

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Protect Cells Using Data Validation

Here's a creative way to protect cells in an Excel worksheet so that other users can't make changes to them:

1. Select the cells you want to protect. (It's a good idea to make a note of the cells you protect in case you need to remove that protection later.)
2. On the Data menu, click Validation, and then click the Settings tab.
3. Set the following restrictions: In the Allow box, click Text Length; in the Data box, click between; in the Minimum box, type 10000; and in the Maximum box, type 50000.
4. Click the Error Alert tab.
5. Make sure the Show error alert after invalid data is entered check box is selected. In the Style box, click Stop.
6. If you want a title to appear in the title bar of the message or in the Office Assistant balloon if the Office Assistant is displayed, type the text in the Title box. If you leave the Title box blank, the title defaults to Microsoft Excel.
7. If you want to display your own text for the message, type the text in the Error message box, up to 225 characters. Press ENTER to start a new line in the message. If you don't enter any text in the Error message box, the message displays the following: "The value you entered is not valid. A user has restricted values that can be entered into this cell." Excel displays the message only when a user types data in the cell.

To remove data validation settings, select the protected cells, click Validation on the Data menu, and then click Clear All.

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Forward an Outlook Contact to Someone Else

If you have contacts stored in Outlook that you'd like to send to other people, it couldn't be easier. Just go to your Contacts folder, right-click on the contact you want to send, and then click Forward. A brand-new e-mail message will be created with that contact included as an attachment. Just enter the e-mail address of the people you want to forward it to and click Send.
When the recipients receive the contact, all they have to do is to drag the attachment onto either the Contacts icon in the Outlook Shortcuts bar or onto the Contacts folder in the folder list; it will be added automatically to their contacts list.

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Too Much Love? Outlook Can Automatically Delete Unwanted E-mail

The Outlook Rules Wizard paid off for me during the recent influx of unwanted ILOVEYOU messages. With the Rules Wizard, I have been automatically deleting any e-mail messages I receive with the following keywords in the Subject box: "ILOVEYOU," "I LOVE YOU," and "FWD: JOKE." Now they don't clog up my Inbox, and I can't open them up accidentally.
To use the Rules Wizard to automatically delete any e-mail with the subject "ILOVEYOU":

1. Click Inbox. Then, on the Tools menu, click Rules Wizard.
2. Click New.
3. Click check messages when they arrive, and then click Next.
4. Select the check box next to with specific word in the subject.
5. In the text area below, click the blue, underlined phrase specific words.
6. Here you can specify which words Outlook should look out for. For example, in the Add New text box, enter ILOVEYOU and then click Add. Repeat for any additional terms you want to check for. When you're done, click OK and then click Next.
7. Select delete it.
8. Click Finish.

To apply the rule to e-mail already in your Inbox, click Run Now. In the Select rules to run list, select the check box next to the rule you just created, and click Run Now. This will delete all e-mail in your inbox with the subject "ILOVEYOU." When the process is complete, click OK.
Now, anytime you get e-mail with the subject "ILOVEYOU," Outlook will automatically move it to your Deleted Items folder. The e-mail will still be available in your Deleted Items until you empty the folder.

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Add Contacts Quickly in Outlook 2000

If you receive an e-mail message from a person whom you want to add to your Outlook contact list, here's a quick way to do it:

1. Open the e-mail message that contains the name you want to add to your contact list.
2. In the From box, right-click the name you want to make into a contact, and then click Add to Contacts on the Shortcut menu.

This creates a new contact with that person's name and e-mail address already filled in. You can also fill in any additional information you have about that person, such as a phone or fax number, and then save it in your Contacts folder for easy access.

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Drag Addresses Between To, Cc, and Bcc Fields in Outlook

When composing or replying to an e-mail message in Outlook, you can easily rearrange the names of the people receiving the message by dragging their e-mail addresses between the To, Cc, and Bcc address fields. Just select the name or names you want to move and drag them into the destination field.

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