Colour code meetings and appointments in Microsoft Outlook

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Do you have a calendar that is unmanageable?  To be able to get an overall view of your commitments, both personal and business, you really need them all on the same calendar.  But then you often can’t see the wood for the trees. If only you could colour code your meetings. But you can!!

By using categories for your meetings, appointments and personal activities colours can be changed on the calendar to make it easier to get to grips with your busy lifestyle.

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Microsoft Excel Hidden Options

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There are plenty of options available directly on the ribbons in Microsoft Excel but some sections have plenty more options that you might need at some point.  These options are the ones that Microsoft thinks most users are less likely to need but might require at some point so tucks them away so they are not visible on a regular basis.  This article specifically covers the Microsoft Excel hidden options.

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How to work with the Table of Contents in Microsoft Word

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Have you ever created a long document in Microsoft Word and needed a table of contents at the beginning to help you see the structure of the document and find your way around it?  Have you produced this manually and therefore find that if you make any changes to the document it doesn’t update?  Wouldn’t it be so much better if you added or removed text and the page number changed automatically or if you added a new heading it would add to the table of contents without manual intervention.  If you set up your table of contents correctly then this can happen.

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How do I use One Drive to Share Files?

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Why would you use One Drive to share files?

You have a file that you want to share with someone else.  Or even a folder that contains a range of files that you want to work on together.  Emailing the files is OK but you are now working on totally independent versions of the file and it would be useful if you were updating the same information so that you know the changes you are viewing are the most recent.  This is where sharing from One Drive is of benefit.  It also stops your inbox getting clogged up with huge files and you can normally find the files more easily with a well set up file structure than from a long list of emails.

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Sending out Similar Emails Quickly

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Sending out similar emails quickly can result in a huge time saving if we are doing it regularly. Have you ended up retyping the email from scratch or hunting in your sent items for the last one you sent that was close to what you want and copying and pasting this to a new email? There is a much quicker way using Email templates. You can set up as many of these as you like to speedily create starting points for emails you are sending. These can then be tweaked on an individual basis.

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Microsoft Word Hidden Options

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There are plenty of options available directly on the ribbons in Microsoft Word but some sections have plenty more options that you might need at some point.  These options are the ones that Microsoft thinks most users are less likely to need but might require at some point so tucks them away so they are not visible on a regular basis.  This article specifically covers Microsoft Word hidden options.

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Top Tips to Sorting and Filtering in Excel

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Sorting and filtering are 2 of the most used analysis tools in Microsoft Excel.  By arranging the data in a logical order it is easier to see any patterns and using filters to extract specific details tailors our view to exactly what we want to see eliminating all unnecessary clutter.

Sorting

To sort data it is best to arrange your data with headings in the top row and avoid blank rows or columns.  With the quick sort options this is vital or you may find that part of your data is sorted and the other part isn’t leaving your data jumbled and unusable.

Quick Sort

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With the layout of the data as described above click on 1 cell in the column to be sorted and use the sort A to Z or sort Z to A icons.  These do not only sort alphabetically but also work with number or date fields.  If there are no blank rows or columns the data whole range of data is sorted otherwise it stops at the blank rows or columns.  Individual blank cells are not a problem.

Sort

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This still works if there are no headings or if there are blank rows or columns.  If there are no headings the “My data has headers” tick box must be unticked.  If this is done then the sorting is by column A, column B etc rather than the more meaningful column names we normally assign to our data.  Where there are blank rows or columns then the data must be selected before sorting begins.  Without blank rows or columns an individual cell can be selected and the current region is automatically included.

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Multiple sorting levels can be included by using the Add Level button.  Sorting can even be performed based on the background colour, font colour or conditional formatting icon in a cell by amending the “sort on” option to the appropriate choice.

Filter

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The filter works in the same way as Sort regarding blank rows and columns.  When turned on filter arrows appear on each column heading.  A list of each unique entry in this column appears with tick boxes that can be used to determine which data you want to see.  You can see if the data is filtered because the drop-down arrow shows with a filter symbol, the row numbers turn blue and the number of records currently displayed out of the total number stored shows on the status bar at the bottom of the screen.

There is also a search box which is perfect if the list is long with many unique entries.  As you start typing a shorter tick box list appears showing only data that contains this specific information.

There is another option from the drop-down which changes depending on whether the data you are filtering is text, numbers or dates.  Text filter is available if the data is text with options such as begins with, ends with and contains.  Number filter appears for numerical data with choices such as greater than, less than and between.  Date filter is the option if the data consists of dates and as well as looking for dates before, after or between date ranges there are also options of this week, last week, next week and similar for months or years.

Filtering can also be performed based on the text or fill colour of the cell.  Only colours already applied appear in the drop-down list.

Sorting and filtering in Excel are invaluable tools to start the process of analysing the information you are storing.

Want to learn more about Excel then email lara@laramellortraining.co.uk to discuss how I can help or have a look at the Excel Courses I run.

Microsoft Outlook Hidden Options

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There are plenty of options available directly on the ribbons in Microsoft Outlook but some sections have plenty more options that you might need at some point.  These options are the ones that Microsoft thinks most users are less likely to need but might require at some point so tucks them away so they are not visible on a regular basis.  This article specifically covers the Microsoft Outlook hidden options.  There are some hidden options on the main Outlook ribbon but most appear when you are sending emails.

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