In a previous post, I indicated that I would be sharing some of my computer tips with you and so, we begin with the following tips today. I will be adding further tips and tricks in future posts as well. I cannot list them all at once or the post will be far too lengthy, and you will lose your focus if you are following along.     

POWERPOINT

When you save your file, use the 'PPS extension' - this is the power point show option. When you email your draft presentation to your boss for review, save it as a show. When he or she opens it, it will run automatically and save your professionals valuable time. For your convenience, when you want to preview a presentation in your document directories, just 'right click' on it and select 'show'.

Create A Summary Slide Quickly

Open your PPT file and go to the 'View' Menu/Slide Sorter option or click on slide sorter depending on which program you use. Now select the slides you want to use for your 'Summary' slide, use the Ctrl key to select a number of slides at once, now on the slide sorter toolbar, choose 'Summary Slide.' A new slide will appear at the front of the first selected slide. To edit your summary slide, just double click and edit as normal.

EXCEL

When you want to 'preview' the entire workbook and edit from print preview, use the 'entire workbook' function located at the bottom left of the instruction menu. This view makes it easier and more efficient to eliminate unwanted page breaks, versus trying to edit them globally. It is also much more accurate, since it is a wysiwyg view.

Selective Cell - Copying

Leave out 'hidden' cells when you are copying your excel sheet or workbook. Use your 'left hand' mouse to click on 'edit', then 'go to'. Once you are in the Go To window, single click on 'special' - choose 'visible cells only' and click on OK. Only the cells you see in your workbook will now be copied over.

WORD

Use a  'non-breaking space'to keep your words together in a line or paragraph of your document. Using Ctrl, Shift, Spacebar, after 'each word' in the phrase, will keep your text united.

Format Breaking - 'Continuous Page Break'

Use this function if for instance you have plain text on page one, page two is in columns, and page three is a different style, or has a different font. Create a continuous break between each page to maintain all of your formatting properties for each page.

Across all MicroSoft programs, you should have your computers set to do an automatic backup every 5 minutes or less, depending on the size of your documents. In Word, I suggest using every 3-4 minutes as you are  likely using import and export functions with graphics etc.