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This is a collection of simple Hints and Tips that we have been asked about

 

 

General

 

Copy, cut and paste.

Permanently Delete

Print Screen

Select all

Selecting files.

 

MS Outlook

 

Delete & undelete

Name auto-complete

Setting up personal folders

 

MS Word

MS Excel

 

Numbering.

Switch between formulas and values

Unhide a row or column.

 

 

 


 

 

General - Copy, cut and paste.

 

Using the keyboard to copy, cut and paste.

 

High light the data you want to edit.

 

Press control and the X key and the highlighted data will be deleted. Press control and the V key and the highlighted data will be restored to where ever you have the cursor.

 

Press control and the C key and the highlighted data will be copied. Press control and the V key and the highlighted data will be restored to where ever you have the cursor.

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General - Permanently Delete

 

When deleting, the selected item goes in to a recycle bin.

 

If you press the shift key whilst deleting, the select item is permanently deleted.

 

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General - Print Screen

 

Press the Ctrl and the Prtscn buttons together and you will copy your screen to the clip board.

 

Press the Alt and the Prtscn buttons together and you will copy your current window to the clipboard.

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General - Select All

 

To highlight all data in a email, file, etc press the Ctrl button and the A key at the same time.

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General - Selecting files.

 

When selecting multiple concurrent files. Highlight the first file, hold the shift key down and click on the last file. All the files in between will be highlighted.

 

Use the control key when you select files to highlight non-concurrent files or deselect files from the previously selected.

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Excel – Unhide a row or column.

 

Select a row or column on each side of the hidden rows or column you want to display.

 

On the Format menu point to Row or Column and then click Unhide.

 

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Excel - numbering.

 

When concurrent numbering is needed in cells in an Excel spread sheet. Try the following.

 

Place the 1st number in the 1st cell, the second number in to next cell (any direction). When you high light them both you will notice a small square it the bottom right hand corner. Hold the cursor on the square and drag it to the required cells and the numbering will complete.

 

i.e. put a 1 in cell A1, 2 in cell A2, highlight them both, hold the cursor on the square and drag across and the cell A3 will have a 3, A4 will have a 4, etc

 

Put a 2 in cell A1, 4 in cell B1, highlight them both, hold the cursor on the square and drag across and the cell C1 will have a 6, D1 will have a 8, etc

 

Note, this also works with dates and letters.

 

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Excel - Switch between formulas and values

 

Press CTRL + ` (grave accent).

 

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Outlook - Delete & undelete

 

In Outlook, when you delete e-mails they go into the deleted items folder. The Deleted Items folder should be emptied regularly to save space on the server. You do this by highlighting the deleted item folder, pull down the Tools menu and pick the empty deleted items folder.

 

If you find that you need an email and you have already emptied the deleted items folder. Select the deleted items folder, pull down the Tools menu and pick the recover deleted items. This will list everything that has been deleted within the last 30 days. Select the desired Email and hit the recover selected items button and the selected mail will be put back it to the deleted items folder.

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Outlook - Name auto-complete

 

When typing in Email addresses of people who are listed in the exchange servers global address list (GAL). Type their first name or start of their first name and press Control and the K key. It will complete the name or give you a list to choose from.

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Outlook - Setting up personal folders

 

Open outlook and navigate to tools > emails accounts. The email account wizard opens, the default is “View or change existing e-mail accounts”, click next.

 

On the next screen, click on the button labelled “New Outlook Data File…”

 

The “Types of storage” window may appear, If there is an option choose the Outlook 97-2002 Personal Folder fie (.pst), then click next. if there is only one choice, then click next.

 

The next screen is “create or open Outlook data file” type in a file name (it is best practice to select a unique file name i.e. yourname personal folders or personal mail store) and decide where you want to store this file (i.e. c:\), then click next.

 

On the next screen, Type in a name of the personal folder (it is best practice to select a the same name as the file name selected in the pervious section), this will be the name you will see in Outlook, then hit OK

 

You will be back at the open emails account screen, click on finish.

 

In Outlook, you will see a new folder next to your mailbox called personal mail store.pst, copy your emails, notes or contacts into this folder.

 

When your have finished, close outlook. Open “my Computer” and browser to the location you saved the personal folder to and copy it to a CD.

 

When you want to add the folder back in to Outlook, copy it to your hard drive and follow this procedure again, but when you get to the “create and open personal folder” screen, browse to the location you saved the folder to.

 

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