Discover New Features in Microsoft Word (Part 2)

word_primary-100025314-largeBy Rachel Mulry

In Part 1 of this article, we discussed Quick Parts, creating your own templates, and the Screenshot tool. Today we’ll continue with two powerful Word features.

  1. Navigation view:  2014-01-21_8-37-08If you use the styles in Word, not only can you create a consistent polished document, but you can also use the Navigation view to help rearrange and jump to various portions of the file quickly.  You can enable navigation view from the View menu, or you can simply click on the page number in the bottom left corner of the screen.  There are three options in the navigation panel.  Viewing by headings allows you to view the overall structure of your document but also allows you to reorder the sections in a document simply by dragging and dropping!  The page view displays a thumbnail image of each page in the document. You can jump to the desired page by clicking the thumbnail.  The results view allows you to search for words, images etc in your document and then navigate to each instance where that search term was detected.  To turn off the navigation view, just click on the page number on the bottom left and you’re back to full screen view of your document.
  2. additionalAvailable actions properties: I admit I stumbled across this nifty feature while I was writing this article!
    By default, the available actions menu is turned off.  However, once it is enabled it will allow you to right click on certain types of data and select from additional options.  For example, you could right click on a data and create a calendar appointment! Or right click on an email address and add it to your Outlook contacts. To enable this feature, click File—Options—Proofing— AutoCorrect.  Click the Actions tab.  Then check “enable additional actions in the right-click menu”.  Select the types of data that you wish to enable these actions. Click OK.  When you are viewing or creating a document, simply right click on the text and a new “additional actions” field will appear.

These are just a few of the many powerful features in Word.  There are so many others waiting to be discovered!  So be adventurous!  Click through those menus on the ribbon or view a few new tutorials to discover something new in Word today!

Got a pic? Send a Postagram!

Last week my buddy Ian provided some practical tips for using Instagram. To follow up with his theme I thought I’d share an idea of what you can do with a pic once you have it looking the way you want.

My husband recently took this selfie of us, he edited the photo to give us the glasses, and then posted it online. I liked it so much that I wanted to make a card out of it to surprise a dear college friend, so she would know I hadn’t actually forgotten her birthday.  Below is my “Here’s celebrating you!” birthday postcard. Truth be told, I’m lousy at taking the time to shop and send cards, but this was so quick, easy and fun that I had to do it.

postagram

Postagram  allows you to send your photos as real postcards.  And let’s face it, in this day and age with technology and social media taking over, every once in a while you want to get some fun snail mail! So, if you’re getting ready for that next vacation or spring break trip, why not use one of your own photos as a postcard?

You can download the app (available on android or iphone)  or upload photos to the postagram.  Photos need to be .PNG, .JPG or .GIF , should be at least 612 x 612, and can’t exceed 8MB.  If you are using the app, simply select your photo or login to Instagram, Facebook, or Dropbox to get your pic.  Then, crop and scale your photo and hit continue.postram3

Finally, personalize your postcard message and click continue. Once you do, you’ll be directed to your contacts. You can select a recipient from your address book or enter a new address if needed.

I guarantee you, send one of these and you’ll make someone very happy!  By the way, while I’m talking about taking and posting pics, consider sending us your favorite Valentine themed SMU pic @smuoit in our Valentine photo contest.  We’d love to see who and what you love at SMU!

 

Twitter Competition

blog-feb-twitter@smuoit is hosting a Twitter challenge. Tweet a campus valentine pic @smuoit, and our favorite gets a mouthwatering box of chocolates.

A few things to remember:

  • You must include @smuoit in your tweet.
  • It must be before 7 pm on 2/14/14.
  • We’ll select the winner the next day, who must be able to pick up their chocolate on campus.
  • Twitter is public. Please don’t post anything that will make your children blush 30 years from now.

Ready. Set. Tweet!

Discover New Features in Microsoft Word (Part 1)

word_primary-100025314-largeAlthough I use Word on a daily basis, every now and then I uncover a feature or shortcut I didn’t know existed.  With literally thousands of different features, it’s no surprise that the application offers more than you or I typically use!  The following are five powerful features that are easily overlooked.

  1. Quick Parts: Each of us have different blocks of text tquickparthat we use in multiple documents.  For example, if you often arrange meetings or events on campus, you may include a map, driving directions and parking instructions in each event packet.  You may reuse your contact/signature block in documents or a specific logo frequently.  All of these types of data can be stored in your quick parts gallery!  Simply highlight the text—then select InsertQuick PartsSave selection to quick part gallery.  Once you’ve named and saved that component, it will be available from the Insert- Quick Parts menu in any document you create from that same machine!
  2. Create your own template: If you use a certain format or style for specific documents, consider saving that document as a template.  I know many people simply open the existing file, save as a different file name, and then delete the information to reuse the same “style”.  You can make this even easier!  Create the framework of the document as you normally would. Select your fonts, headers, footers, and anything else that should be consistent.  Then click File—Save As.  Save the document as a Word Template.  When you’re ready to use that template, click New—Select the Personal templates and select your saved template!  There are also a ton of online templates available for use which can save you a lot of trouble in creating various types of files.
  3. CaptureScreenshot Tool:  Microsoft has made it so easy now to integrate screenshots or clippings in your document.  Click on Insert—Screenshot and you’ll see the available windows in the gallery.  Simply click on the image and it will automatically be inserted into your document.  From there, you can crop, recolor etc using all of the Microsoft Word picture tools.  If you don’t want the entire window copied but only a small portion, choose the screen clipping tool and simply highlight the area you wish to copy.

To Be Continued…