Tag: Microsoft Office skills

Do you get tired of re-typing the same paragraphs or specially formatted text in your documents on a regular basis?  Or maybe you have tried to solve that issue by opening previous documents to copy and paste text to your new document.  No need to do that when you can “memorize” text passages with Word 2007/2010 Quick Parts. 

Quick Parts allows you to create reusable formatted text, even tables, which you can insert instantly without recreating every time you need it. 

A good example is the closing paragraph and signature in a letter. If your letter closing and signature is always the same, don’t re-type it or copy-and-paste it each time. Create and use it as a Quick Part!

Here is how you create your custom Quick Part.  In this example I will do a closing paragraph and signature area.  You only have to do this once, unless it changes.

  1. Create the text in a Word document as you want it to appear in your documents. (Or you can open one that already exists). In the following example of a letter closing I have even used a picture logo.Microsoft Word Quick Parts Example
  2. 2. Select the full passage you want included. In my example above, I will select from “We look forward… down to (and including) my website address.

3.  Insert > Quick Parts > Save Selection to Quick Part Gallery.

4.  Word will suggest a name for the Quick Part, but you can edit the name.

5.  Word will save it in the General category of Quick Parts. However, you can create a new category of Quick Parts by clicking on Create New Category from the drop-down. Category examples:  LetterClose, or Disclaimers

To use your Quick Part in future documents: 

  1. Click at the spot where you want to insert the text.
  2. Insert Ribbon > Quick Parts > select your Quick Part from the list.

You should now see your entire closing and signature line! Every time you need to use the text – that’s all you have to do.  Saves a lot of typing! 

Another component of Quick Parts is the Building Blocks Organizer (I’ll call it the BBO).  The BBO includes a list of built-in “document parts” you can use for instantly professional looking documents.  Examples of document parts include cover pages, headers/footers, tables, text boxes, and more.  A great way to check out how you might use the BBO is to explore it, try some out.  Insert > Quick Parts > Building Blocks Organizer…

There are so many cool features to help make your work fast and easy in Microsoft Word. Stay tuned for more time-saver tips!

Like knowing the shortcuts?  Our Microsoft Word Shortcuts “Cheat Sheet” is now available. Click here  for more information.

Getting good training is the single most important thing you can do increase your computer productivity.  That’s where we can help!  Sign up for our email list on our home page and give us a call today.

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Have you been using Microsoft Word or Excel without formal training – and thinking of taking an intermediate level class?

 The beginning level training covers key foundational concepts you may have missed without training.  Here is a checklist to help you decide if you’re ready for intermediate.  But first, let’s start with your basic Windows knowledge before we take a look at your Word and Excel skills.  Are you able to…

  1. Navigate Windows through icons, folders,  and menus.
  2. Open programs – including Word and Excel.
  3. Use window controls (close, minimize, restore), toolbars, menus, and scroll bars.
  4. Use window views.
  5. Identify which window or program you are in.
  6. Create, save, and name files.
  7. Find and open files you created.
  8. Send a file as an email attachment.

 These are basics a beginner should know using any Microsoft Office program:

  1. How to set margins.
  2. Select text and navigate documents.
  3. Copy and paste.
  4. Spell check.
  5. Change the look of text (change font, make it bold, underlined, or blue).
  6. How to use help.
  7. How to create page breaks.
  8. File > Save, Open, or Close.
  9. Undo.
  10. Print

 Microsoft Word

Specific concepts and features you should know in Word. You can… 

  1. Jump directly from top to bottom of your document without scrolling.
  2. Select words, sentences, paragraphs, lines by methods other than click and drag.
  3. Use the Show/Hide button on the toolbar and know what it is for.
  4. Name two examples of text formats.
  5. Name two examples of paragraph formats. (Formats that apply to paragraphs).
  6. Describe how Word knows what a paragraph is.
  7. Create three types of indents using the ruler.
  8. Describe what AutoCorrect is and what it does.
  9. Double space your text.
  10. Switch between Normal View, Print Layout View, and Print Preview, and know the difference between them.
  11. Turn bullets and numbering on/off.


You may be ready for Intermediate Excel if you know the following:

  1.  How to widen columns, change row heights.
  2. Design a basic spreadsheet.
  3. The formula bar and its function.
  4. Create basic formulas, to add, average, subtract, divide.
  5. How to automatically fill months of the year across columns.
  6. Move cell contents by drag and drop.
  7. The affect on formulas when copied to other cells.
  8. How to add/remove decimal places.
  9. Format a number as a percent.
  10. Center a spreadsheet on the printed page, and other print settings such as landscape/portrait orientation.
  11. Excel’s pointer modes and what tasks they are for.
  12. AutoSum.
  13. AutoCalculate for a quick total, average, or count without a formula.
  14. How to write a formula with multiple operators (i.e. adding and multiplying in the same formula).
  15. How to add, delete, rename sheets.

If you find yourself unsure about 1/3 of these features, consider taking the beginning class. You will be amazed at how much you learn.

See you in class!

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