Office

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Office

Office home use program (HUP)

Change languages

How to Change the Language in Microsoft Office 2016

Office 2016 Preview

https://products.office.com/en-us/office-2016-preview. Scheduled 9/22/2015.

The executables (EXCEL, WORD, ...) are located at C:\Program Files\Microsoft Office\root\Office16.

On Windows 10, I did not see Excel (Under 'E' or under 'M') at Startup menu. Under 'Microsoft Office 2016 Tools' in the start menu, I see Database Compare 2016, Office 2016 Language Pref..., Office 2016 Upload Center, Skype for Business Record..., Spreadsheet Compare 2016, Telemetry Dashboard for Office, Telemetry Log for Office 2016. I did see Word 2016, Publisher 2016, OneNote 2016, Outlook 2016 in the startup menu. Anyway, I can type excel.exe in the search box to launch Excel 2016.

Office 365

Office 365 is a subscription plan to current and future versions of Microsoft Office that offers other productivity services enabled over the internet (Cloud services) including Exchange Online - hosted email for business, and additional online storage with OneDrive for Business.

Intelligent Services

Make Office Work Smarter for You

macOS version

macOS will have another extra menu bar sits on atop/outside the office application. This Mac menu is less implemented in Microsoft Office. We can ignore that part depending on the applications. PowerPoint 2016 for Mac review: New interface and features make PowerPoint pleasant

Outlook

Set up Outlook with Office 365

How to Configure Outlook for Mac for Office 365

How to Reduce the Size of Your Outlook Data File

http://www.howtogeek.com/285297/how-to-reduce-the-size-of-your-outlook-data-file/

Different panes

http://biz.colostate.edu/mti/tips/pages/outlookReading.aspx

  • Navigation pane
  • Reading pane
    • Inbox/Message List pane: See microsoft.com on how to change the font size of the message list. Mail -> VIew -> Current View -> View Settings. Click 'Other Settings' -> Row Font or 'Conditional Formatting' -> one rule.
    • Preview pane
  • Calendar pane: See microsoft.com on how to keep the Calendar in Mail pane. Mouse over (not click) on Calendar located on bottom-left. Click the Pin button to dock it to the right edge of the Outlook window.

Change theme

File -> Options -> General. Select the drop-down list from the 'Color scheme'.

Change view: Messages vs Conversations

Go to View > Conversion.

On the web version, there is no menu bar. The same option is at Filter > Show as. We can also uncheck the option of 'Show Focused Inbox' from Filter.

How to increase the font size in the reading pane

Use ctrl + mouse scroll wheel. This will affect the current email message.

Or use the Magnification bar at the right-bottom corner (on the status bar). There is no way to lock the zoom level for all messages.

Garamond font

https://en.wikipedia.org/wiki/Garamond

How to change all message font size

See this post. The con is the messages have to be converted to plain text (images in the email will not be shown).

Outlook 2010:

  1. Click File > Options > Trust Center (category) > Trust Center Settings... (button) > E-mail Security (category)
  2. Under 'Read as Plain Text', check the box next to 'Read all standard mail in plain text' > click OK once to return to Outlook Options.
  3. Click Mail (category) > Stationary and Fonts... (button).
  4. Under 'Composing and reading plain text messages', click Font... (button).
  5. Adjust the font size/settings as desired (how to you want to see new messages?) and click OK when done, then OK to exit the Signatures and Stationary window, and OK again to exit Outlook Options.

Note - You will have to click off of whatever email you had selected while changing the settings, then click back on it to see the changes you've made.

How to send an encrypted email

turn an Outlook message into an appointment or a task

Drag the message from the message list to the Calendar or Tasks shortcut near the bottom of the navigation pane.

New Meeting Request

Click Calendar first and you will see these two options. New appointment will be saved under my own calendar. New Meeting Request will let you to specify To, When, Where, and Subject.

See

Auto delete emails from meeting request

Calendar with email

How to Show a Google Calendar in Outlook

How to Show a Google Calendar in Outlook

Email Group

How to Create an Email Group and Distribution List in Outlook

Tag emails

How to Tag Your Emails For Maximum Searchability

Recurring emails

How to create a recurring e-mail message in Outlook

What's New

Excel

Keyboard shortcuts in Excel

F2: edit the selected cell

In-cell carriage returns

Alt + return

Autofit column width

  1. Select all ("CMD + a" OR "Ctrl + a")
  2. Menu -> Format -> AutoFit Column Width.

Plot Excel data

http://app.rawgraphs.io/

Sort data in Excel

  1. Select a range of columns
  2. Click Sort & Filter button and select 'Custom sort'. Select the header of 'Column' of "sort by". Click the OK button. Done

Remove password protection

Remove password protection from Excel sheets using R

Excel has detected that filename is a SYLK file but cannot load it

This problem occurs when the file that you’re trying to open has uppercase letters “I” and “D” as the first two characters.

For example, your file contains: 

ID, Patient, Name
100, John, Smith
101, Mike, Doe

To fix it, either update ID to lower case “Id”, or you can add an apostrophe at the beginning of the first line of text.

Prevent auto convert to dates in Excel

Excel Options -> Advanced -> uncheck 'Enable AutoComplete for cell values'.

How to insert a line break in Excel cell

  • Windows: Ctrl + Enter.
  • Mac: Option + Enter

Insert a row

It can insert a row above, but not below. See How to insert a row below in Excel 2016

Creating macros

Save a macro-enabled workbook

Saving and Using an Excel 2010 Macro-Enabled Workbook. Excel adds the .xlsm extension to the filename.

Open two sheets side by side

Hidden worksheets

7 Fun & Weird Things You Can Create With Microsoft Excel

http://www.makeuseof.com/tag/7-fun-weird-things-can-create-microsoft-excel/

VBA

How to resize multiple cells to fit pictures quickly in Excel?

How to resize multiple cells to fit pictures quickly in Excel?. It works when I tested on Office 365 Excel on mac.

On mac, we can open VBA by fn + alt + F11 or Tools > Macro > VBA. 

Sub ResizePictureCells()
For Each Picture In ActiveSheet.DrawingObjects
  PictureTop = Picture.Top
  PictureLeft = Picture.Left
  PictureHeight = Picture.Height
  PictureWidth = Picture.Width
  For N = 2 To 256
    If Columns(N).Left > PictureLeft Then
      PictureColumn = N - 1
      Exit For
    End If
  Next N

  For N = 2 To 65536
    If Rows(N).Top > PictureTop Then
      PictureRow = N - 1
      Exit For
    End If
  Next N

  Rows(PictureRow).RowHeight = PictureHeight
  Columns(PictureColumn).ColumnWidth = PictureWidth * (54.29 / 288)
  Picture.Top = Cells(PictureRow, PictureColumn).Top
  Picture.Left = Cells(PictureRow, PictureColumn).Left
Next Picture
End Sub

Another technique is to delete pictures. Strangely, 'delete' key does not work on picture objects. Method 1. Click 'F5' or 'fn + F5' on mac. Click 'Special' > check the Object option > OK. All pictures are selected in active worksheet. Press Delete key to delete all of them. Method 2. VBA 

Sub DeleteAllPics()
Dim Pic As Object
For Each Pic In ActiveSheet.Pictures
  Pic.Delete
Next Pic
End Sub

Excel print the header row on each page

http://www.guidingtech.com/17822/print-first-row-column-every-excel-page/

  1. Click page layout tab on the ribbon
  2. Switch to the tab for Sheet and spot the section for Print titles. It hosts a row and a column option.
  3. In the 'Rows to repeat at top', enter '$1:$1'.

Done!

How to Print the Gridlines and Row and Column Headings in Excel

http://www.howtogeek.com/220645/how-to-print-the-gridlines-and-row-and-column-headings-in-excel/

How to freeze a row or column in Excel

http://www.howtogeek.com/166326/how-to-freeze-and-unfreeze-rows-and-columns-in-excel-2013/

Select the first row (the row below the header). View --> Freeze Panes.

Excel Pivot Tables: How to create better reports

https://www.pcworld.com/article/3238667/software/excel-pivot-tables-how-to-create-better-reports.html

Paste multiple lines into one cell in Excel

3 Quick Methods to Paste Multiple Lines into One Cell in Your Excel Worksheet. The first method (double click the cell works).

Split paste text into multiple columns

Use Excel functionality to split the string

Highlight the column containing the data to be converted. Data -> Text to columns. This will call "Convert Text to Columns wizard".

If function

https://support.office.com/en-us/article/IF-function-69AED7C9-4E8A-4755-A9BC-AA8BBFF73BE2 

=if(exact(E2, "M"), 1, 0)  # Compare E2 cell and "M" string value, return 1 if TRUE.

Create a plan with Excel

How to Create a Marathon Training Plan With Excel

Excel Add-ins

Some favorites for you to try, and some are free

Remove green triangles

Windows: File > Options > Formulas > untick checkbox Enable background error checking.

Mac: Preferences > Error Checking > untick Turn on background error checking

Hide rows or columns

Split Screens, Freeze Frames, Quick Cut and Paste, Format Painter

http://pcworld.com/article/3153964/business-software/7-excel-tips-for-huge-spreadsheets-split-screen-freeze-panes-format-painter-and-more.html

Office Mobile

Free for devices less than 10.1 inch screen on Windows 10.

Screenshots from different MS-Excel

  • 2016. The quick access toolbar and menu have a green color as the background. The current selected menu item has white background color so its color is consistent with the Ribbon and the worksheets. The top-left has an 'X' icon as Office 2013.
  • 2013. The quick access toolbar and menu have a white color as the background. The current selected menu item has green background color.
  • 2007. The background color of quick access toolbar, menu and Ribbon is blue by default. There is a big circle Windows icon on the left-most quick access toolbar.
  • 2003 No Ribbon. No quick access toolbar and the location is used to show 'Microsoft Excel' and the file name.
  • 2002/XP or this one. It looks the same as 2000.
  • 2000 Simple.

Use a black color as background for easy reading on screens

On the ribbon go to "Page Layout" and then "Page Color" - select black.


Calendar Templates

The Best Free Microsoft Office Calendar Templates for the New Year

Google sheets

PowerPoint

How to Fill Text Color With an Image in Microsoft PowerPoint

https://www.makeuseof.com/tag/fill-text-color-image-powerpoint/

How to Convert PowerPoint Slides to Flashcards for Better Study Results

https://www.makeuseof.com/tag/convert-powerpoint-slides-flashcards/

Powerpoint Presenter View

  • https://youtu.be/XKRcTw2ATek The screen has to be extended instead of duplicated.
    • LibreOffice Impress also support presenter screen. Presenter can use the keyboard shortcut Ctrl+2 to view notes on RHS of your own screen and Ctrl+3 to get an overview of all slides and Ctrl+1 to switch back to the normal view (just see the next slide in PC's screen).
    • LibreOffice Impress screenshots (no need to install anything extra at least on Ubuntu 16.04 and actually no need to remember the keyboard shortcuts)
  • Presenter View in PowerPoint
  • How to Add and Print PowerPoint With Speaker Notes
  • Presenter View in Google Slides. Just click in the text box beneath the main slide area to type your notes, or go to Tools > Voice type speaker notes, click the mic button and start dictating. Your notes will be viewable by only when you select “presenter view” from the Present drop-down menu.

How to Black (or White) Out a PowerPoint Presentation

https://www.howtogeek.com/365699/how-to-black-or-white-out-a-powerpoint-presentation/

How to Prevent PowerPoint from Automatically Resizing Text

https://www.howtogeek.com/393935/how-to-prevent-powerpoint-from-resizing-text/

How to Blur an Image in PowerPoint

https://www.howtogeek.com/437476/how-to-blur-an-image-in-powerpoint/

How to Insert an Image Inside of Text in PowerPoint

https://www.howtogeek.com/660010/how-to-insert-an-image-inside-of-text-in-powerpoint/

How to Create a Timeline in Microsoft PowerPoint

https://www.howtogeek.com/677677/how-to-create-a-timeline-in-microsoft-powerpoint/

Designer Tool

How To Use The PowerPoint Designer Tool – 10+ PowerPoint Design Ideas For Presentations

How to Record Your Screen With Microsoft PowerPoint

https://www.makeuseof.com/tag/record-screen-microsoft-powerpoint/

How to Make a Poster Using Microsoft PowerPoint

https://www.howtogeek.com/680538/how-to-make-a-poster-using-microsoft-powerpoint/

How to Make a Flowchart in PowerPoint

https://www.howtogeek.com/399626/how-to-make-a-flowchart-in-powerpoint/

Google Slides

3 Chrome extensions for better presentations

Word

Read to you

5 Ways to Make Your Computer Read Documents to You

Hide spelling and grammar errors in Word

How to Hide Spelling and Grammar Errors in a Specific Word Document

How to Add and Remove Comments in Word

How to Add and Remove Comments in Word

Rotate a page in Word files

3 Microsoft Word Formatting Tricks You Should Really Know

Avoid change simple quote to smart quote (autoformatting) in Word

Uncheck two options in Options -> Proofing -> Autoformatting. https://www.simple-talk.com/blogs/2011/11/09/how-to-stop-office-2010-changing-and-to-smart-quotes/

8 MS Word Templates That Help You Brainstorm & Mind Map Your Ideas Quickly

http://www.makeuseof.com/tag/8-ms-word-templates-brainstorm-mind-map-ideas-quickly/

How to use Word to create holiday cards and other projects

https://www.pcworld.com/article/3146255/software/use-word-to-create-holiday-cards-and-projects.html

Avoid broken hyperlinks from web address containing space

http://www.howtogeek.com/213624/how-to-create-a-live-hyperlink-from-a-web-address-containing-spaces-in-a-word-2013-document/

Teams

Flow Charts

To create a flow chart in Word,

  1. View > Gridlines
  2. Insert > Shape/Line or Text Box

Note that though I can create flowcharts in Word or PowerPoint, I can not export the flowchart to a png file from Word or PowerPoint on my Mac. So I end up using LightShot to take a screenshot.

But Word highlights words with mis-spelling:( The fix that, click 'Review' > Spelling and Grammar. Click 'Ignore' for every words it finds.

Powerpoint

How to Make a Flowchart in PowerPoint

draw.io

  • It has an online and offline (open source) versions.
  • For offline uses, it has a docker version too.
  • The default file extension is an XML. We can export the graph to PNG, SVG among others formats.
  • It includes several templates to use.
  • Manual & tutorials
  • The connector can be created directly from the shape itself through the blue triangle; see Tutorial 1: Creating a Diagram
  • To create a text within an object, just double click it. To create a text outside objects, double click somewhere and start to enter the text. After that, just move the text to the location we want.
  • It supports layers. Click View > Layers. The Layers panel/menu will be shown up.
    • The default one is a 'Background'.
    • If we add a new layer, the new layer will be shown on top of the 'Background' in Layers panel. It also uses light blue color to highlight the currently working layer.
    • Small triangle next to each layer in the Layers menu allows users to move a layer to 'Back' or 'Front' relative to its neighbor layer. Of course, the top layer cannot go 'Front' and the bottom layer (eg Background) cannot go 'Back'.
    • Use the checkbox to hide/show layers.
  • Even in the same layer, we can move an object to back or front.
  • There are different categories of shapes to use.
    • The default one is 'General'.
    • Misc category includes lists, tables, linked text, curly bracket, et al
    • Flowchart category.
    • Arrows category
    • Android, iOS, ...
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