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Microsoft Office

Microsoft Office is our core business productivity software package. Below are some common questions about the Microsoft Office Suite of Applications.

For help on upgrading from Office 2003 to Office 2007 see the Office 2007 Upgrade Page

How do I... Do This...
Program: Microsoft Outlook
Forward a Contact or Distribution List
  1. Open the contact or Distribution List
  2. Got to the Actions Menu and Click Forward
  3. Fill in the To: box
  4. Click Send
Setup a Signature
  1. Go to the Tools menu and click on Options.
  2. Click on the Mail Format tab in Options.
  3. Click on the Signatures button near the bottom of the dialog box.
  4. Click on the New button
  5. Name your signature
  6. Click Next
  7. Type what you would like for a signature
  8. Click Finish
  9. Preview: you can edit or click OK
  10. Select the signature for New messages and/or for Replies and Forwards
  11. Click Apply
  12. Click OK
  13. Now your signature will show up every time you create a new email
Program: Microsoft Word
Insert page numbers
  1. Go to the Insert Menu and Click Page Numbers
  2. In the Position drop down: Choose if the page number should appear in the Header or Footer
  3. In the Alignment drop down: Choose where the number should appear (Left, Center, Right)
  4. Check mark if the first page of the document needs to have a page number
  5. Click OK
Create a Mail Merge
  1. Have all data entered and saved in Excel
  2. Open a new document and write a letter
  3. Go to the Tools menu – Click Letters and Mailings then Click Mail Merge
  4. Walk through the 6 step wizard
  5. In step 6 choose Edit individual letters
Program: Microsoft Excel
Sort Information into Alphabetical Order
  1. Select the header for the column to be sorted
  2. Go to the Data menu – Click Sort
  3. The Sort by drop down will show the selected heading
  4. Choose Ascending or Descending
  5. If a second level sort is required, select the heading from the Then by drop down and choose Ascending or Descending
  6. Click OK
Format Numbers
  1. Select the cells that contain the numbers to be formatted
  2. Go to the Format menu
  3. Choose Cells
  4. Go to the Number tab
  5. Choose a Category to format the numbers
  6. Choose the details of the format that is needed
  7. Click OK
Create a Chart
  1. Select the data to be used for the chart
  2. Go to the Insert Menu – click Chart
  3. Choose a Chart type
  4. Choose a Chart sub-type
  5. Click Next and proceed through the next step to customize the chart
  6. Click Finish
Program: Microsoft PowerPoint
Change Color Scheme
  1. Go to the Format menu – Click Slide Design
  2. From the previews on the right side of the screen – Click a design and see what the presentation will look like with that design
  3. If a design meets your needs but you would like a different color – Click Edit Color Schemes at the bottom of the right side of the screen
    1. Click on the color block to be changed
    2. Click on the Change Color button
    3. Choose a new color
    4. Click OK
    5. Click Apply
Insert Clip Art
  1. Go to the Insert menu – Click Picture
  2. Click Clip Art
  3. A clip art menu will show on the right side of the screen
  4. Type a keyword in the Search for box
  5. Click the Go button
  6. Click a clip art image
  7. The clip art will now be in the middle of the slide, use the mouse to move and resize the clip art
Insert Pictures
  1. Go to the Insert menu – Click Picture
  2. Click From File
  3. From the Look in drop down box at the top – Choose the drive that contains the pictures to be used
  4. Select a picture
  5. Click Insert
  6. The picture will now be in the middle of the slide, use the mouse to move and resize the picture
Print a Presentation
  1. Go to the File menu – Choose Print
  2. Select the printer
  3. Select the slides to be printed
  4. Select the number of copies needed
  5. Select how to print the presentation from the Print What drop down:
    1. Slides – one slide per page
    2. Handouts – choose to have 2, 3, 4, or 6 slides per page
    3. Notes Pages – one slide at the top of the page and blank area at the bottom of the page
    4. Outline View – prints just an outline of the text from the presentation
  6. Click OK

For more Office help visit the online technology training area (login required).

 

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