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Showing posts with the label Office

Add a watermark to Office files, Word, Excel, and PowerPoint

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Only Microsoft Word has a built-in watermark feature, but Excel and PowerPoint have a reasonable workaround to adding watermarks on those files, as well. For each of the instructions, I'm using Office 2016 for Windows. Word Word is very easy -- just 3 quick steps. Go to the Design ribbon in your Word document. Click on the Watermark icon of text found near the right end of the ribbon in the Page Background section. Select a watermark you prefer or Custom Watermark... from the menu. If you select the custom option, you have multiple options beyond just custom text. Enter watermark text (or alternatively a picture). Change the font used. Change the font size or use auto for auto-scaling. Text color. A layout of diagonal or horizontal. When you need to remove the watermark, repeat steps 1 and 2, and then select Remove Watermark found at the bottom of the menu. Excel The workaround for a watermark in Excel is done by using an image file.  Find or

Merge PowerPoint Slides from Different Language Sources

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I recently had a situation where I needed to merge PowerPoint slides that had originated from two different language versions. While both were written in English, one group of slides were created from a Spanish install of PowerPoint. Of course the English text was displaying as incorrect spellings in the Spanish version. First, I was surprised to see the English text still displayed as spelled incorrect when I opened in my English install of PowerPoint. After that, I figured once the slides originating from the Spanish version of PowerPoint were inserted into an English version PowerPoint, it would correct itself. I found that still wasn't the case. All the slides that were authored in the Spanish version of PowerPoint still retained the Spanish dictionary, and therefore the English text on those slides indicated they were misspelled. Come to find out, each text box within PowerPoint is assigned its own dictionary language. In order to correct, follow these steps. (Note that I&

Insert Clipart causing install loop problem for MS Office apps

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On my work laptop, running Win7 Pro, all of my MS Office apps are all 2007 except for Visio 2003. When Visio was installed, for whatever reason the clipart was not installed. If I tried to use the clipart, it would start the install wizard, ask for a path to the install disk and eventually fail as I didn't have the disk. This is unfortunately is expected behavior. But, when I go to insert clipart from my other Office apps, they run into a problem due to Visio. It goes through the same Microsoft Office Visio 2003 install wizard, and after failing, it will open the clipart that WAS installed for 2007. I search for solutions, but never found one. This works for some install loop type problems, but not my specific case. Enter one of the following using Run... . Substitute Excel, Visio, or PowerPoint for Word as necessary: Office 2007: reg add HKCU\Software\Microsoft\Office\12.0\Word\Options /v NoReReg /t REG_DWORD /d 1 Office 2003: reg add HKCU\Software\Microsoft\

Create an Outlook Template

Do you find yourself having to send the same message over and over again? With Outlook Templates you can save yourself from having to recreate the same message. Further, it can help to make sure your messages are consistent. It's actually quite easy to do. Create the Template Start with a new blank message. Write the message. Add a subject. (optional) Add recipients if you like. (optional) Select Office Button >> Save As... Change the Save as Type to Outlook Template (*.oft). Name the file and click Save. Use the Template Go to Tools >> Forms >> Choose Form... From the Look In drop-down, select User Templates in File System. Select your template and click Open. Make any last minute changes, add/remove recipients and Send.

Capture section of the screen with Office 2007

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When I installed Office 2007, I was a bit disappointed to see a new Microsoft app installed without me realizing -- OneNote. It put OneNote in the system tray, with it running all the time. Further, it seemed very difficult to not have it auto-start and/or uninstall. I eventually explored OneNote a bit, and found one feature in particular I really like. Simply hit Win+S and you get a cursor to capture a region of the screen. The screen capture is saved to the clipboard, making it easy to paste into whatever application you may have open. You also have the option to have the screen capture save to a new unfiled OneNote, and either display the image or keep the focus on the current application. Other OneNote features include an audio recorder. You can also change the default settings for when you click the OneNote icon, including clicking to open the screen capture function. So I'm still not happy with how it installed itself, but I am happy to have discovered the screen capture appl

How to Create an Outlook Forward Rule

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Note: These steps were written using Outlook 2003. Though most if not all versions should support this functionality, it may take slightly different steps in different versions. These steps will describe how to forward an email that contains a specific Subject, e.g. “the subject,” from a specific email address, e.g. "foo@foo.com," to another Outlook user, e.g. "Outlook User." 1. Within Outlook go to Tools >> Rules and Alerts… 2. Click New Rule… This will start the Rules Wizard 3. Select the “Start from a blank rule” option 4. Select “Check messages when they arrive” 5. Click Next 6. Select the two check boxes “from people or distribution list” and “with specific words in the subject.” This puts both phrases in the lower “Step 2” text box. 7. Click on the “people or distribution list” text in the lower box. This will open a new Rule Address dialog box, similar to the standard Address Book dialog box. 8. In the From - > field (at the

Office Ribbon Frustrations: Repeat Rows and/or Columns When Printing in Excel

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Excel can be rather confusing. If you try a Print Preview , and then Page Setup , you are unable to set either "Rows to repeat at top" or "Columns to repeat at left". Yet you can set other Page Setup items from this dialog box. To set your row(s) and/or column(s), you need to select Print Titles from the Page Layout ribbon. This will bring up the same dialog box, but now you can choose the row(s) and/or column(s).

Office Ribbon Frustrations: Working with Pictures

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Here's another frustration in learning Microsoft Office's new ribbon interface. I wanted to compress my PowerPoint images -- something I've always done to reduce the file size of my PowerPoint. I searched and searched for some indication of how I might do this. I finally discovered that I must select an image, and magically a new menu appears. The words "Picture Tools" appears in the Title Bar, and below it is a Format menu. Upon clicking Format, I revealed several options for manipulating the image, including "Compress Pictures". The Microsoft website covers file compression and other picture manipulation functions .

Office Ribbon Frustrations: Use the Quick Access Toolbar

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I continue to find new and frustrating things when using Excel 2007. For example, in most spreadsheets I want to freeze the top row and sometimes columns. To do this, I need to remember that I first need to go to the View Ribbon. If I want to use a Macro, it's not on the Insert or Data Ribbon, as I expected, but it is also on the View Ribbon. For Print Preview, you need to go to the Office Button and select the Print arrow. Needless to say, some of the most common tasks I perform are now hidden and/or further clicks away. One way to make some of these tasks easier is to use the new Quick Access Toolbar. The Quick Access Toolbar is the toolbar just right of the Office Button, above the Ribbons. By clicking the drop-down arrow to the right of the toolbar, you can customize the toolbar with your favorite shortcuts. Here's how to customize the Quick Access Toolbar. Click the drop-down arrow to the right of the Quick Access Toolbar Click on "More Commands...". This should

Office Ribbon Frustrations: Document Properties

Remember it used to be easy to look in the File menu and find the document properties of an Office document? This was an easy way to make sure you didn't post documents with personal information you didn't want shared. In Office 2007 the feature still exists, it's just hidden like so many other things. Click the round Office icon in the upper-left Click Prepare Click Properties You will also find in this menu the Inspect Document feature, where you can do further analysis and clean up of a document, including the items found within the document properties.

Fonts not displaying or printing correctly

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Ever have a Word (or other) document given you by someone else, and it didn't display the fonts correctly? Perhaps they sent you a PDF or image of the file, and it displayed correctly there, but not in the file that you want to now update. The first thing to check is to make sure you have the same fonts on your system. An easy check is to look at the font list in your application. For example, if you're supposed to display Frutiger 45 Light, but its not in the list, then it's likely not installed. If you don't have the font, and can get access to it, Microsoft has a process for installing it to your Windows machine. In some cases, you may have the font, but it still doesn't display correctly nor is it in the list of fonts in your application. This is likely due to the original file being created on a Mac. It may even occur in some applications, such as Word or QuarkXpress, but not in others, such as Photoshop. The reason is that Windows uses style-linking, while th

Word and Excel Hang on Startup

Perhaps it happened with prior versions of Word and Excel, but I definitely noticed for the first time switching to Office 2007. As a laptop user, I don't always work while connected to my office network, or it may just be that I'm connected via a much slower VPN connection. Regardless, every time I start Word and Excel, they ping the Default Printer, which happens to be on the office network. Due to this, whenever I'm using Word or Excel outside the office the applications hang for several minutes. Apparently so the onscreen display will match the Default Printer specifics, such as margins, Word and Excel will perform this action when started. When over 95% of my documents are never printed by me, and the great possibility that when printed by someone else, they won't have the same printer, I fail to see why Microsoft has chosen this path. From the research I've done, the workarounds are limited. For the Word/Excel VBA Power Users, you can write some code and have

Office Ribbon Frustrations: Switching Windows

I may be a little late to the party, but I finally upgraded to Office 2007 a few months back. While I like the new styles and themes, and I can still use the keyboard shortcuts I've learned, I'm still struggling with find other features within the Ribbons. Top of my list has been switching windows (view another open file) within Excel. In prior versions of Excel, I could go to the Windows menu and select another file. With Office 2007, you have to first select the View ribbon and then click Switch Windows, where you can select a different open file. As with many of the changes, I had to hunt for a while to find the Switch Windows option. In the mean time I did learn a new keyboard shortcut for switching windows. Use Ctrl-F6 or Ctrl-Shift-F6 to go in reverse order. As with the View >> Switch Windows menu, this also works in Word and PowerPoint as well as Excel.

Word 2003 slowly launches

I had experienced problems with Word 2003 taking a long time to launch. I'm not sure when it occurred, though I suspect it was when I tested it as the email editing client for Outlook. Even though I disabled Outlook from using Word 2003, Word continued to launch slowly. I searched Google, but couldn't find much that would help. I resorted to using the Detect and Repair feature contained in the Help menu. After some processing, the Detect and Repair process asked me for my install disk. Since this is a company computer, Office was installed from a shared drive that I don't have access to, so I canceled the process. When I returned to Word, it acted as though it was the first time launching, and it now seems to open faster. Unfortunately, when I opened Outlook, it also acted like it was the first time launching. My profile was gone with my settings to access my email and the pointer to my email archives. Fortunately I keep all most of my email on the server, so I can access i

The printer has not yet responded Error

I recently noticed a new problem with Word and Excel opening rather slow -- on a new laptop no less. And when I was connecting through our VPN to the office, I would get an error message, "The printer has not yet responded... Continue to wait?" Turns out there was a problem with my default printer definition in Windows being corrupt. I delete the old definition and created a new definition (Add Printers and Faxes) and the problem has gone away.

Open additional mailboxes within Outlook

You may have the need to open and view more than one Outlook Inbox at the same time. Take for example an employee quitting... who's going to monitor his inbox until a replacement is hired? In my office, email support is handled through a shared email account, with designated individuals watching it at various times. Here's how you can add additional inboxes to Outlook, so you do not have to switch back and forth between accounts: Start Outlook Go to Tools | E-mail Accounts... Make sure View or change existing e-mail accounts is marked and click Next Make sure your Microsoft Exchange Server is highlighted and click Change Click More Settings... Click the Advanced tab Click Add Enter the name of the additional inbox you want to add. This is the same name you find in the Outlook Address Book. Click OK -- you may have multiple choices, if the name you gave matches more than one account. If so, select the account you want and click OK , again. Click OK Click Finish Here's a

Always have expanded menus in Office apps

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I just got a new laptop and was reminded of a common annoyance in MS Office products. The menus never fully display immediately -- you either have to click the arrow at the bottom of the menu or wait a few seconds. There is actually a fairly easy way to keep them expanded all the time. Right-click any toolbar Select Customize Check "Always show full menus" That's it.

Tracking changes and versions in Word

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I originally started out this post with the idea of making a simple movie on how to track changes and delete those changes in Word. Realizing that I have Word 2000 and many others have moved on to Word 2003 and Word 2007, I decided to begin with some research to see what the differences were. In that research I found a great site to help with Word, so I'll point you there instead, Shauna Kelly's Making the Most of WORD in Your Business . If you are still reading, you might have been asking yourself, "Why making a movie on something trivial like this?" Well, Shauna has captured some specific examples for that too. In fact, she's listed 10 real examples where not minding those tracked changes has led to embarrassment (or more). Finally, if you just want to know more about tracking changes and versions in Word, here's the link to the article on Shauna's site.

Display full menus in MS Office by default

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Ever wonder how you get MS Office applications to display their entire full menu by default, instead of forcing you to click the arrow at the bottom or waiting? This can be accomplished through checking a setting called Always show full menus . Once set in one Office application, it makes the change for all Office applications. You will find the option under Tools | Customize..., then the Options tab.

Outlook is slow....

For the last several months, Outlook 2003 has periodically been real slow. The most common time would be first thing in the morning, so I wasn't sure whether it was network related or startup related. I would also experience it occasionally when sending an email... it would hang for a long time before starting the spell checker, and then between words it would hang again. I did some research, and though it has not been long enough to be certain it has been corrected, it looks promising. Here are the suggestions that I tried: Archive everything older than 3 months (it was 6). This should reduce the size of your PST file -- mine was 2.6 MB. My understanding is that newer versions of Outlook do not have problems with large PST files, but why take a chance? Tools | Options >> Other >> AutoArchive... Start a new outcmd.dat file (C:\Documents and Settings\[your user name]\application data\microsoft\outlook), as it could be corrupt. Close Outlook, rename the file, start Outloo