1 Admin Tip Every Weekday!

Problems Remain...

2011-08-17T06:56:00.000-05:00

They are still having problems with leaving comments, and the "Search" feature is not working properly. I am currently unable to view all comments. The adventure continues...

Want Your Feedback!

2011-08-05T16:00:00.000-05:00

Okay, I've discovered a fix to the problem I was having. Now it's your turn. Tell me what you want to know about so I can give you what you need?

Leave your ideas in the Comments section and I'll do my best to give you tips that help.

Or, if you have a specific question, let me know and I'll use that as my tip!

Temporary Suspend

2011-06-06T20:01:00.000-05:00

Apparently Google is still having issues and until those issues are fixed, I am suspending daily tips. When the issue has been resolved, we will resume.

EXCEL: Deleting Comments

2011-06-03T15:00:00.000-05:00

Okay, let's use yesterday's scenario about adding a comment to your spreadsheet explaining a budget expense. Today, we're going to assume you don't want to include that comment any more so you will need to delete it.

Deleting comments is simple. Position your cursor in that cell and Right click and choose Delete Comment!

Excel: Inserting Comments

2011-06-02T14:55:00.000-05:00

Inserting comments into an Excel spreadsheet is simple, and you may be missing this opportunity to share information with your reader about the contents of a particular cell or group of cells.

For instance, if you have a budget spreadsheet and would like your reader to know that April's expenses are abnormal because you had to purchase a new copy machine, you could add a comment to that April expense by positioning your cursor in that cell and choosing:

Insert
Comment
(Type your message, i.e. "$9,000 copy machine)

Then save your spreadsheet and your reader will be able to see, when he clicks in that spot, that there's a reason you are over budget in April! (To view all comments at once, select View, Comments).

EXCEL: Print Preview - A Must!

2011-06-01T14:50:00.000-05:00

Lately I've been receiving a lot of Excel spreadsheets that have all the bells and whistles (proper column sizes, headings, calculations, etc) but when I print them, they print on 17 pages or they print with blank pages. Somebody's not doing their job of checking to see how your spreadsheet will print before sending it off to someone.

Get in the habit of always checking the Print Preview to ensure your spreadsheet will print appropriately. You don't want to leave an unprofessional image by sending a sheet not print-ready!

Organize: Paper Weight

2011-05-31T14:47:00.000-05:00

Word of caution on paper deals through vendors...

The weight of your paper, both for copy machines and printers, should be heavy enough not to cause jams! There are several vendors out there who are selling lighter weight (budget) paper which will be problematic for you in the long run.

Find a reputable supplies vendor and stick with it!

Organize: Printing on Colored Paper

2011-05-30T14:44:00.002-05:00

Here's a simple tip for making a meeting handout "stand out"... print on colored paper. The colored paper ensures that your readers will find it quickly and most likely pay more attention to that document. Don't go overboard, though... one colored paper per meeting is plenty.

WORD: Removing "draft" or Watermark

2011-05-27T17:53:00.001-05:00

Someone sends you a doc that says "Draft" or has a Watermark on it... to remove:

Open the document
Choose Format, Background
(Note watermark at bottom of window)
Click top option NOT to print watermark
OK

WORD: Removing Tracked Changes (Permanently)

2011-05-26T17:50:00.000-05:00

Here's how to remove tracked changes and comments for good:

Open WORD, and bring up a blank document
Tools
Options
Choose the tab called Track Changes
Change each of these four drop-downs to (none) and Never

Insertions (none)
Deletions (none)
Formatting (none)
Changed Lines (none)
Use Balloons (never)

On the Security tab, ensure a check box is in "Warn before printing, saving or sending a file that contains tracked changes or comments"
OK

WORD: Keyboard Shortcuts

2011-05-25T17:50:00.000-05:00

Want a list of all Word's keyboard shortcuts?

Tools
Macros
Macros
Start typing "list" and choose "ListCommands
Run
Chose "All Word Commands" radio button
OK

Print the list or scroll through it and choose a few that will help you the most!

EXCEL: Outline Worksheet

2011-05-24T17:48:00.000-05:00

A border placed around your printable worksheet sets it off like a photo's frame. To do this, simply select the data you want the border around, and choose:

Format
Cells
Border
Outline (choose your color or line width)
OK

Organize: Printing Tip

2011-05-23T19:13:00.000-05:00

When I print several copies of a multi-page document on my printer, I used to have to take time to sort through the prints and figure out the first and last page of every copy (tough without page numbers). Now, I simply open a blank WORD doc, hit the space bar a few times (so it looks like a blank page but you have the printer tricked into thinking there's something on it), and in between each document I send to the printer I print that blank WORD doc.

I have no trouble distinguishing between the copies any longer because there is a blank page between each copy!

WORD: Getting Rid of that Line!

2011-05-20T16:06:00.000-05:00

Sometimes in WORD you may see a line in your document that you just can't seem to delete...

This is probably a portion of a border that somehow got placed there. The easiest way to get rid of it is to select the paragraph just above it (and the line if it lets you), press Control-Q (Ctrl-Q). This will remove any formatting in that selected section (so you may have to go back and re-format some things in that paragraph that you had already formatted yourself).

Outlook: Reading Layout View

2011-05-19T17:00:00.002-05:00

Attachments in Outlook opening up in Reading Layout View? (and it bugs you?)

Open up WORD
Tools
Options
General
Uncheck Allow Startup in Reading Layout

(Bugs me, too.)

WORD: Can't Read the Document?

2011-05-18T18:00:00.000-05:00

Ever open a WORD document and it's viewable mode is so tiny your eyes are straining to read it?

Simply change the view percentage window on the toolbar to 100% (or more)!

WORD: Changing a Document Header

2011-05-17T18:50:00.000-05:00

Headers are not used quite as much as footers in WORD documents. Headers are just that, those title lines that print on every page of your document as you set it up.

What's tricky about headers is, often you find you need to change a date or just one or two words in a header AFTER you've printed your document.. simply because unless you are in Print View, you won't see the document's header. Here's how to change that document header:

Choose View, Header & Footer
Note the area for the header is surrounded by dashes on your document
Make your changes in that header section
Choose CLOSE on the header menu bar

Now your revised header should be viewable on your document when printing or in the Print View mode.

Managing Issues: Feedback, Review, Decision, Resolution

2011-05-16T18:45:00.000-05:00

Sometimes two heads (or more) really are better than one. You may be a professional at your administrative assistant job, but there are times when your creative wheel just isn't running or you have a gut feeling there is an answer out there somewhere, but where?

Example: You cannot seem to come up with a polite, but firm, way to control persistent vendors. Try soliciting feedback on the subject from your peers. Set up a phone conference or send an email explaining your challenge and request that everyone send you feedback on how they approach the problem. You may also want to tell them you will send a synopsis of all the answers received, so you can share the knowledge.

This simple yet effective method works in a variety of situations and establishes a relationship with those to whom you consult.

WORD: Removing All Formatting & Starting Over

2011-05-13T17:33:00.002-05:00

Another issue with overzealous WORD is that sometimes you find it best just to remove ALL formatting from a document and start over with the formatting you want. To do this:

Press Control-A to select the entire document
Press Control-Shift-N to apply the Normal style to the document
Press Control-Space to remove all manual character formatting
Press Control-Q to remove all paragraph formatting

Remember, when you see the results of each step above, if you don't like what you just did, hit the all-powerful UNDO key!

WORD: Stop Auto-Formatting Bullets

2011-05-12T17:29:00.000-05:00

Sometimes WORD gets a little overzealous and starts automatically formatting your bullets and it seems the more you try to fix them, the deeper you get into the hole. Try this to fix that auto-formatting problem:

Tools
AutoCorect
AutoFormat as you Type
Un-check both "Automated Bulleted Lists: and "Automated Numbered Lists"
Then click the AutoFormat tab and un-check the "Automatic Bulleted Lists"

Phew.

HP Printers: Flashing Lights

2011-05-11T17:29:00.000-05:00

To troubleshoot HP printers, route to their website. They have easy to follow directions to talk you through what those flashing lights on your printer mean. I've placed a link to the page relating to my specific printer on my desktop for quick fixes.

When all else fails, try:

Power off
Unplug from outlet
Unplug from laptop/desktop
Wait 60 seconds
Plug back into laptop/deskop
Plug back into outlet
Turn back on

Cleaning your print cartridges

2011-05-10T20:25:00.000-05:00

Every so often, you may need to clean your print cartridges for your printer to perform expertly. These are generic directions and your own PC/Printer may have slightly different choices:

Left click on Start
Float up to Settings, or Control Panel
Printers & Faxes
Right click the printer icon
Properties
Services
Choose "Clean the Print Cartridges" button

Motivation: Daily Mantra, Continued

2011-05-09T20:28:00.000-05:00

Once before we talked about a daily mantra for motivational purposes. I saw a great one the other day, it went something like this:

"Today I will conquer my fears, spread my wings and achieve great things! I am so full of confidence, nothing can stop me. I have endless energy and will accomplish more than needed. My positive energy will touch those around me and others will benefit from me today! Bring it on!"

Sounds corny, but it works.

Speed Dial Lists

2011-05-06T19:08:00.001-05:00

Think your phone system is archaic? Most phone systems, even ten years and older, have accommodations for speed dial settings. Drag out your instructions book and check it out. Setting up these speed dials is pretty simple yet they are a real timesaver. :)

EXCEL: Charts-Not Accepting Source Data

2011-05-05T18:02:00.000-05:00

On lengthy Excel charting, if you have linked to source data that is just not showing on your chart, double check the worksheet tab name. If you have multiple worksheets with "long" names, sometimes the source data line just can't handle it.

Try shortening the names of your worksheet tabs and see if that fixes the problem.