Tips for Office to know

Most of the software we use may be Office software-word processing software, spreadsheet software, e-mail software, and demo software, which is much more used than other software. Microsoft's Office suite is the most popular in this type of software.

But it's hard to save time; all those menus, toolbars, and buttons look so complicated, especially when you first use them.

If you delve a little into Microsoft Office, you'll find that office hides shortcuts and tricks so that you can use the software more efficiently and make it easier for you to use.

We've provided you with 100 of the most useful tips and shortcuts, which explain some of the tips that Word,powerpoint,excel and Outlook use to help you use Office software more efficiently.

　　Word

1. Date

To not have Word automatically add the current date after any of the years you enter, for example, change "2004" to "2004-08-22", go to the Insert menu, select AutoText, Open the AutoCorrect dialog box, select AutoText, and then display the The check in front of the ' AutoComplete ' hints option for AutoText ' and date ' is ticked off. If you need to reuse the AutoText feature in the future, enter the abbreviation, and then press the F3 key.

2. Personalized tool bar

Adding a folder to the Open and Save toolbar in Word 2002 can help you quickly retrieve files. Locate the folder you want in Windows Explorer, select it, and then select the Tools menu. Now select "Add to my Places". If you are a user of Word 2000, you can download a personalized plugin here.

3. Close Fast Save

Fast saves are no faster than normal storage, and it's not meant to save your document, Word simply saves everything you add to the file. Nothing is removed from the file, so its volume will be huge. It is best to turn off fast saves on the Tools menu: Go to the Tools menu, select Options, and then select Save to remove the check in the dialog box before quick Save.

4. Select a format without the mouse

If you often write documents in the same format in Word, you will know the "format" option, which reduces the time you have to format your document. You can set keyboard shortcuts so that you don't have to use your mouse to look for these features. You can click the Tools menu and choose Customize, then press the keyboard button, and then select the category you want from the menu on the left.

5. Set subsequent styles

If one of your documents is always followed by another style, for example, after some style title, the body is always another style, then you can not edit the style individually, you only need to choose Style from the Format menu. Then select the related style, press the Change button, and then select another style from the list labeled follow paragraph styles to complete.

6. Continue to find

To find a text, press F3, and then in the Find what field, type what you want to find, and then press ENTER. You don't have to open this window all the time to find the next text. Click the "Cancel" button, and then you'll notice that the bottom double arrow of the right scroll bar turns blue. All you have to do is press the arrow buttons and Word will take you to the next text, find the previous or next text depending on whether you press the down or up arrow buttons.

7. Automatic correction

AutoCorrect can help you automatically modify text as you type, which is handy for correcting words that are often misspelled. Select the Tools menu, and then enter some text in the text box to the left of the AutoCorrect dialog box. So whenever you enter these words, they will be replaced by the text displayed in the right dialog box on the same line.

8. Select a large number of text

If you just use the mouse, it can be difficult to select many paragraphs at a time, especially if you are using a fast computer, the situation is more serious, the text will scroll too fast, you can hardly find the location you want. But you can actually easily finish this text selection: You just need to place the cursor position in the text starting point, and then use the scroll bar or the wheel on the mouse to find the selected text end, and then hold down the SHIFT key to the point of the text at the end of the position, the selection is done.

9. Easy to save options

If you're making several documents at the same time, you can save them all without having to close word. You only need to hold down "Shift" and use the mouse to select the "File" menu. You'll see a new option appears in the menu "Save All." There is another new option, which is that you can close all documents without closing the Word program, which is the "close all" option on the File menu.

10. Simple and convenient format adjustment

If you need to create several similar-looking files, it's much easier to use the "style" feature than you can set your own style. This will allow you to easily adjust the style of all files. You can also use the Format Painter to copy formatting from one paragraph to another. Select the text paragraph you want to copy, press the Format Painter button (which is on the Word toolbar), and then select the text you want to apply the format to, and drag the pointer through the text you choose.

11. File Fragments

You can create a "file fragment" in Word, which is a small piece of fragment file. Select the text in the open Word file that you want to make, and then drag it onto the desktop, and you'll see a file fragment icon appears on the desktop, and it does look like a fragment of a file. You can rename or rearrange the clips on your desktop, and you can add them anytime you want to use Word. And in many other programs, you can also use them.

12. Immediate corrections

You can not wait until you have completed the entire article and then modify the error, in the process of input, the other side of the spelling check. Right-click the red underlined word below, and word pops up a menu that lists the modifications that the system deems appropriate. And Word adds a green underline underneath the phrase it thinks is not grammatically appropriate, as well as the previous approach. Using the right mouse button to click on these phrases, Word gives a menu with a list of suggested changes.

　　Word shortcut keys

Most of us use Microsoft Word much more frequently than other Office software, so knowing how to use these shortcuts will help you use Word faster, which saves you the time to search for these features in your menus and toolbars, and thus improve your productivity.

Ctrl+b the selected text into bold

Ctrl+u underline the selected text

Ctrl+i the selected text into italic

Ctrl+l aligns the selected text to the left

Ctrl+e the selected text or paragraph to the center

Ctrl+m the selected text or paragraph to indent

Ctrl+1 sets the line spacing between the selected lines of text to one line spacing

Ctrl+2 sets the line spacing between the selected lines of text to twice times the line spacing

Ctrl+5 sets the line spacing between the selected lines of text to 1.5 times times the line spacing

Ctrl+space Automatic corrections

Ctrl+del Delete the word to the right of the cursor

Ctrl+backspace Delete the word to the left of the cursor

Ctrl+shift+8 hide spaces, carriage return marks

F7 to check spelling and grammar

Shift+f7 using Dictionaries

　　Excel

13. Use the smart Tags in XP

Another feature of Office XP is the smart tags feature, which is similar to a smart link to a site or to a specific location on your computer's hard disk. Excel recognizes specific words and displays the Smart Tag action button next to them. Go to the AutoCorrect option on the Tools menu and select Smart Tags to see what words it recognizes. You can download and install new smart Tags from the Microsoft Office Web site. Smart tags features are available in Excel and Word.

14. Error Checking

If you share your Excel files with others, it is necessary to see the changes they make. Excel 2000 uses a red triangular flag for cells with annotations. In Excel 2000, there is a purple smart tags indicator indicating that the green flag indicates that there may be an error in the formula in the cell. You can find the options in the Options window by entering the Tools menu.

15. Open Old macros

In Excel 2002, you may not be able to open old macros (from Excel 97 or 2000) because Excel 2002 gives you a security warning. If you need to use the old macros, go to the Tools menu, select Options, then select Security, and then select Low in the macro security option. In trusted sources, tick the trust plugin and trust visual Basic options before you restart Windows, and then you can use the old macros again.

16. View important cells

Use the view window to monitor the status of important cells in your spreadsheet. Click a cell that contains the data, and then go to the Tools menu, select Audit, and then select Show View window. Click "Add View" to display the values and formulas for any open workbooks.

17. Use Labels for cells

In Excel, you can use cell labels instead of cell coordinates (such as "Profit" instead of "A6"). Go to Options on the Tools menu, and then in recalculate, select Accept Formula flag.

18. Create a formula

You can create a formula by clicking the Paste Function button (marked "FX") located in the Standard toolbar. If you select a function from the list, its description is displayed in the dialog box, and you can also press the Help button for more help on the function. Another way to do this is by typing the sign of the equals sign in front of the formula, and you'll find a list of recently used functions.

19. Link

If you see an error message about failures or errors linked to other workbooks or applications, you should go to the Tools menu, select Options, and then select Workbook options. Verify that the Update Remote reference option is selected. If you choose to "Save external link data," You don't have to worry about links being invalidated, but your files will become bulky.

20. Sum

It's easy to sum a column of cells using the AutoSum tool, but how do you calculate subtotals? This is actually very simple. Just use the formula "=subtotal (9,B2:B10)". 9 is a functional code that represents sum, and you need to modify the range of cells according to your worksheet when you use them. You can use this formula in cell B11, and then use a formula such as "=subtotal (9,B12:B20)" in B21. If you use the AutoSum tool in B22, it sums up the B11 and B21 cells.

21. Delete and Purge

There are two ways to clear the information in a cell: delete and purge. Clicking on the target cell and selecting Delete (or pressing the "Del" key or the SPACEBAR) will delete the values or formulas in the cell, but the formatting and annotations will remain. If you want the target cell to return to its initial state, you need to select clear.

22. Page Setup

Many of us will come across some forms that are longer than one page. If you want the file to be printed, there is a header row at the top of each page, you need to set the following settings: Go to the File menu, select Page Setup, and then select Sheet in the top header row column, press the button with the red arrow, and then select the header row on the worksheet with the mouse, and then press Ok. "

23. Delete annotations

You can delete all annotations in the worksheet at once, for example, if you have finished your work and want to hand in a spreadsheet without any annotations, then you'll have to do this by holding down the CTRL, Shift, and O keys, which will select all the cells that contain the annotations on the worksheet. Then click the right mouse button on one of the cells and choose Delete Annotation, and then remove the mouse, and you'll see that all the annotations are gone.

24. Record online purchase

If you buy something from the Internet, it can be cumbersome to record your purchases. But you can go to the Excel worksheet by sending your confirmation email from the retailer. Open the confirmation email, click the start point, hold down SHIFT, and then click the end point with the mouse. Press the right mouse button and select Copy, and then open a blank Excel worksheet. Right-click a cell and choose Paste. Then you need to adjust the format to make it look better.

25. Audit formula

If you're confused about a formula, you don't know how the formula is made, you can select the cell that contains the formula, select Audit from the Tools menu, and then select Trace Precedents. You will see the blue dots appear in the related cell, and there are arrows pointing to the formula. When you have completed the check, select "Remove all tracer arrows".

26. Import Financial data

You can import data into Excel from online banking and financial software, but that's not as easy as opening an Excel file. Financial data is usually a. csv form. In Excel, go to the File menu, select Open, then select text File (*.txt, *.PRN, *.csv) in file type, and then select the CSV file you want to open. After you open the file, you need to adjust the column width so that the data is displayed correctly.

27. Format a cell with a value of "0"

You can erase the "0" you don't need in the cell: Go to the Tools menu, select Options, and then select View to check out the 0 value. If you want the "0" in some cells to still be displayed, set the cells to a custom format 0;-0;; @”。 Go to the Format menu, select cells, select number, select Custom in the list, and enter a format. If you want to replace "0" with "-", use the custom format "' 0;-0;? -?; @”