Microsoft Office 2003
Visit us often. Computer tips updated
daily. Click here to--> "Tell a friend" so they can get updated
computer tips, too. Please visit our clients, as they support the
computer tips page.
If you would like to submit a tip send us an email with
your tip to
Tweak your grayscale settings to suit your view (PowerPoint)
familiar with the grayscale option in PowerPoint, you already know that you
can view your slides in shades of gray, rather than full color. (This option
allows you to see how your slide show might look when printed on a non-color
printer.) And doing so is as simple as clicking on the Color/Grayscale button
on the main toolbar and selecting Grayscale.
But, you have more
viewing options than you may think. When in Grayscale View, right-click on the
slide and investigate your options under the Grayscale Setting selection. Here
you'll find choices to lighten or darken the grayscale tone, invert it, or
change it to different forms of black and white.
Additionally, you can
use different grayscale options for different objects on the same slide.
Simply right-click on an object and change the settings individually.
Keep em coming back for more with a
frequent-buyer punch card
- Repeat business is the key to success for
most companies, so if your customers aren't coming back, you're missing out on
potential profits. With an inexpensive incentive like a frequent-buyer reward
card, you'll ensure your customers return again and again.
- To turn an ordinary customer into a frequent
- Create a blank sheet of printable punch
cards so you have a blank slate ready for your creative touches.
- Add and position graphics and text on a
single card so you can get just the look you're after.
- Add the all-important punch markers along
the bottom edge of the card so your customers can see their progress.
- Fill up the rest of your sheet with copies
of your original punch card design so you're ready to print and go.
Office 2003 Tips
Tip: Avoid the My Documents default
- When you choose Save As or Open, Word
automatically opens the My Documents folder in the resulting dialog box. If
you tend to work from a folder other than My Documents, you'll save valuable
time by setting that primary folder as your default.
- To do this, choose Tools | Options from the
menu bar, and click on the File Locations tab. Select Documents from the File
Types list box and click Modify. In the Modify Location dialog box, open your
preferred folder, and then click OK. Click OK to close the Options dialog box.
Each time you start Word, it opens the folder you designated as the default
working folder the first time you access the Open or Save As dialog box.
- Regardless of which folder you've selected
as the default, Word remembers which folder you navigate to during your Word
session and sends you there for subsequent saves or opens. For example, if
your default is the C: drive, that folder opens when you first launch Word.
But, if you navigate to a folder on your network to open or save a document,
Word opens that folder next time you click Save As or Open. When you close and
reopen Word, the Save As or Open dialog box again defaults to the C: drive.
Tip: Create a custom template out of
your presentation (PowerPoint 2000)
- If you just made a killer presentation that
you think might be the perfect one for your company, you can make a custom
template out of it. Fonts, graphics, images, and backgrounds can all be saved
in one neat package that you can reuse when you create new presentations. When
you make a custom template, it's then available with the default design
templates in the Slide Design task pane. To save a presentation as a design
template, open the presentation and choose File | Save As from the main menu.
In the Save As dialog box, type in a new name for the template and choose
Design Template (*.pot) in the Save As Type field. Click Save when done. When
you create a new presentation, you can select the saved template from the
Tip: Make hyperlinks stand out with
custom formatting (Word 2000)
- If you're dissatisfied with the default
underlined blue text formatting that Word applies to hyperlinks, you can give
it a permanent makeover. All you need to do is modify the Hyperlink style. To
do so, choose Format | Style from the menu bar to open the Style dialog box,
and then choose All Styles from the List dropdown list. Next, choose Hyperlink
from the Styles list box, and then click Modify. In the Modify Style dialog
box, click the Format button and use the options in the resulting dropdown
list to modify the style's formatting as desired. When you've finished, select
the Add To Template check box in the Modify Style dialog box to apply the
style modifications to all documents, and then click OK to close the Modify
Style dialog box. Next, click Apply in the Style dialog box to confirm the
changes you've made. At this point, you can also change the style used with
followed hyperlinks as well by selecting and modifying the FollowedHyperlink
item in the Styles list box. When you've finished, click OK to close the Style
dialog box. If you're prompted to save changes to the Normal.dot template the
next time you close Word, click Yes to ensure that your style modifications
Tip: Quickly view the layout of a
Microsoft Access report (2000)
Tip: Fight spam with the latest technology (Outlook 2003)
- As you're working on a report's design,
you'll often want to preview how the finished product will look.
Unfortunately, if the report's record source is a query that takes a long time
to process, the task can be too painful to perform as often as you'd like. In
such instances, you can save time and get an idea of how your report will look
by using Layout Preview as opposed to Print Preview. The typical report view
you probably use is Print Preview, which shows exactly how the printed version
of your data will look. Unfortunately, this requires Access to fully retrieve
and process the record source data. In comparison, Layout Preview grabs a
sample of your data to provide a general idea of what the printed report will
look like. To see the Layout Preview of a report, open the report in Design
view and choose View | Layout Preview from the menu bar. Note that in addition
to using just a sample set of data, this view ignores criteria or joins in an
underlying query. This means that if the report contains grouping
specifications, the record detail displayed in a record group may not really
correspond to that group--it's important to remember that you can't use Layout
Preview to audit your data. Also note that if your report's record source is
based on a parameter query, you can simply click OK when prompted for a
parameter value. You may have to click OK to get through subsequently
displayed message boxes, but you'll often be able to preview the layout
without having to take the time to enter real parameter values.
- Outlook 2003's junk email filtering tools are much more advanced
than in previous versions. Instead of searching for phrases that
may indicate spam in the email's subject line, Outlook 2003 also
searches the body of the email. In addition, it looks at the
email's structure, along with the time it was sent, to verify its
legitimacy. Microsoft's new SmartScreen Technology "learns" how
to differentiate between junk email and legitimate email.
- You can take advantage of this new technology through the Junk
E-mail Options dialog box. Just choose Tools | Options from the
menu bar, and then click the Junk E-mail button. Also, get the
latest update for Outlook 2003's junk email filters from the
Tip: Keep a daily electronic to-do list using Microsoft Outlook's
- Most people keep at least one running to-do list at all times.
For you, maybe it's a sticky note, a scrap of paper, or a
memorized list you've filed in your head. For a to-do list to be
useful, however, it must be both accessible and comprehensive.
The methods we've mentioned here all lend themselves to potential
disaster. You could forget important items you thought you
committed to memory or you could lose a written list. Use
Outlook's TaskPad as your daily to-do list, and make this dilemma
a thing of the past.
- To display the TaskPad, click on the Calendar icon in the
Navigation Pane. The TaskPad displays to the right of the
Calendar. (If the TaskPad isn't visible, select View | TaskPad
from the Outlook menu bar.) Right-click in the Click Here To Add
A New Task text box and choose TaskPad View | Active Tasks For
Selected Days. Make sure that the Include Tasks With No Due Date
option also remains selected. (Any unaccepted task requests
appear in bold font in this view.)
- Click in the Click Here To Add A New Task text box and enter a
to-do item. Then, press [Enter] to add the task. When you enter a
task in this manner, it's created without a due date, start date,
etc. You can double-click on a task to add more information. For
example, you can add notes to a task. To view these additional
notes, right-click in the Click Here To Add text box, and choose AutoPreview from the resulting shortcut menu.
Select a task's corresponding check box to mark the task as
complete, or delete a task by right-clicking on it and choosing
Delete from the resulting shortcut menu. Once you delete a task,
it no longer displays in this view.
- When creating or accepting tasks using the TaskPad, you can
quickly reference your Calendar before committing to specific
tasks. Before you leave work, create your to-do list for the next
day; it takes only 5 to 10 minutes to prepare. This way, you're
ready to work and know what you need to accomplish before the day
Tip: Set up a repeating Microsoft PowerPoint presentation (2003)
- If you've created a self-running presentation and you want it to
run continuously, here's how to do it. Create the presentation,
and make sure that your slide timings are correct. Select Slide
Show | Set Up Show from the menu bar. In the resulting dialog
box, select the Browsed At A Kiosk (Full Screen) option button in
the Show Type panel. Click OK, and your presentation is ready to
go! Of course, you'll probably want to stop the presentation
eventually. To do this, press [Esc].
Tip: Eliminate the drawing canvas from your Microsoft Word documents (2003)
- If you find the drawing canvas annoying some or all of the time,
rest assured that you can get rid of it. To rid yourself of the
drawing canvas on a case-by-case basis, simply press [Esc] when
it appears on your screen. To send it away for as long as you
want, select Tools | Options from the menu bar. Select the
General tab, and deselect the Automatically Create Drawing Canvas
When Inserting AutoShapes check box. Click OK. Of course, you can
return to the Options dialog box and select this same check box
if you ever want the drawing canvas to return.
Tip: Stop squinting at your computer screen! (Word 2003)
- You probably already know how to use the Zoom feature to make
your Word documents appear larger on the computer screen. But,
did you know you can even zoom in on toolbar buttons? To make
your toolbar buttons larger, select Tools | Customize from the
menu bar. Switch to the Options tab, and select the Large Icons
check box. The buttons become large even before you click OK to
close the dialog box.
Tip: Changing the color scheme for only select slides in PowerPoint 2003
- You can easily change the color scheme for a group of slides in
your presentation without changing the color scheme of the entire
slide show. To do so, switch to Slide Sorter View, hold down the
[Ctrl] key as you click on the slides you want to change. Choose
Format | Slide Design, and then click on Color Schemes at the top
of the resulting Slide Design task pane. Next, hover your
insertion point of the color scheme you want to apply, click on
the arrow that appears to the left of the scheme thumbnail, and
select Apply To Selected Slides from the resulting shortcut menu.
Tip: Color code meetings and appointments on your Outlook Calendar
using labels (Outlook 2003)
- When you create an appointment or meeting request, you can
choose to color code these events using labels. Using color is
advantageous if, for example, you have both your work and
personal items on one calendar. This way you're able to quickly
view what you need to do for both work and home in a given day
quickly. You might also label meetings that you've set up with
your manager to set them apart on your calendar. To add a label
to an event, create a new appointment or meeting, and then click
on the Label dropdown menu. Here you can choose from several
predetermined labels and colors. To change the title of one of
the predefined labels, choose Edit | Label | Edit Labels from the
menu bar when your Calendar is open. Double-click on the label
name that you'd like to change, and then click OK to save the
change. Labels reside on your machine only, so if you send a
meeting request to someone else and you have labeled that
meeting, the recipient won't see the label that you assigned.
Tip: Removing unnecessary smart tag indicators (Excel 2003)
- Smart tags were introduced in Excel 2002 to provide a quick way
to act upon specific data entered into worksheets. For instance,
a smart tag that recognizes stock symbols provides an option menu
that lets you retrieve additional information about recognized
stocks. By default, smart tags are turned off. When the feature
is activated, a small triangle appears in the lower-right corner
of cells containing recognized data to let you know that an
option menu is available. Unfortunately, Excel may sometimes
inappropriately interpret and apply smart tags.
- For example, say that you have a worksheet that contains stock
symbols, and you want to take advantage of smart tags. However,
the same worksheet contains a cell with an internally used
project code entered in a cell: IMA. Since IMA is also a recognized stock
symbol, a smart tag indicator appears.
- To get rid of an unwanted smart tag
indicator, hover your mouse pointer over the cell containing it. Then, click
on the smart tag options button that appears and select Remove This Smart Tag
from the resulting menu.
Tip: Prevent users from resizing forms (Access 2003)
- By default, users' Access forms are
resizable. However, there are times when you want to restrict users from
changing a form's dimensions. Fortunately, doing so is easy. Just change the
form's Border Style property from its default of Sizable to any of the other
choices. The selection you make affects other aspects as well, as described
- None: The form doesn't have a title bar, so
there are no Minimize, Maximize, and Close buttons. You'll probably want to
create a custom method for closing the form. Also, the form can't be moved.
- Thin: All of the usual form elements are
available, but the form can't be resized.
- Dialog: The Minimize and Maximize buttons
are unavailable. On older Windows operating systems, the border appears
slightly thicker than usual, but there's no real discernible difference if you
use the Windows XP style interface.
Tip: Send all of the email from one folder at once (Outlook 2003)
- Outlook allows you to send all of the messages in a specific
folder in one email. Simply select all the email messages that
you want to forward by [Ctrl]-clicking on each message. Or, click
on the first message in the folder, hold down the [Shift] key,
and then click on the last message to select all the messages at
once. Then, click the Forward button on the Standard toolbar and
Outlook creates a new message with all of your selected emails
attached. Just address the new email as you normally would and
click Send in the message window. Your manager will thank you,
since all the information she needs is in one location. All she
has to do is open the email message you sent and double-click on
the icon of the particular message she wants to view--each opens
in its own window.
Tip: Apply a Smart Tag action to several cells at once (Excel 2003)
- Excel 2003 uses smart tags to simplify
fixing several types of common errors. When you want to apply the same error
correction smart tag action to a number of cells, you don't have to work with
each cell individually.
- For instance, let's say you're copying and
pasting a cell's formatting to another location, and you realize that you'd
actually like to apply the formatting to the column above the cell's new
location as well. Copying the formatting of these cells individually is
inefficient, which is one reason why Smart Tags can be a great timesaver.
- Fortunately, you can apply a smart tag
action to a range. After you paste the selection, the smart tag button appears
next to the highlighted range. Simply choose the appropriate smart tag menu
item to apply the action to all of the relevant cells in the selection.
Tip: Copying and pasting a linked table (Access 2003)
- There are a few new options for copying and pasting linked
tables in Access 2003. When you select a linked table in your
database, press [Ctrl]C to copy it, and then press [Ctrl]V to paste it in
another database. Access displays the Paste Table As dialog box, which offers
you four choices in the Paste Options panel.
- * Linked Table: This option basically
copies the table as is, with the link intact.
- * Structure Only (Local Table): This
option copies the structure of the table without the link, making it a local
- * Structure And Data: This option copies
the full table and its data as a local copy in the new database.
- * Append Data To Existing Table: This
option takes the data in the table and adds it to the data of another
Tip: Launch a mini slide show so you can edit on the fly in
- Have you ever wished there was an easier way to view the results
of your edits without having to launch your slide show and then
toggle back to PowerPoint to make additional changes? Well,
editing on the fly really is easy in PowerPoint if you know the
shortcut command. Simply hold down the [Ctrl] key while you
choose View | Slideshow and a miniature, yet fully functional
slide show appears in the upper-left corner of the screen. Just
make sure that your PowerPoint window is not fully maximized.
- Now, you can make changes to your slides in PowerPoint, such as
adjusting borders or updating hyperlinks, and see how they affect
your presentation without having to relaunch it--all edits are
applied to the mini slide show as soon as you make them.
Tip: Using AutoText in your Outlook messages (2003)
- You can now create and use AutoText entries in your messages.
(Note that this feature isn't available in the HTML mail format.)
AutoText entries make it easier for you to type messages by being
able to create shortcuts for common terms. For example, you could
create an AutoText entry for the word electrophoresis so that
when you type EP and press the [Spacebar], Outlook replaces that
text with the word. Microsoft Office applications have some
built-in AutoText entries, such as typing a colon with closing
parenthesis creates a happy face. To create your own AutoText
entry while in a message, choose Tools | AutoCorrect Options.
Then, click on the AutoCorrect tab if necessary. Then, in the
Replace text box, type the characters you want to use for your
AutoText entry. In our previous example, you'd type EP. Then, in
the With text box, type the full text that should replace the
AutoText entry text. Then, click Add and OK. Now type the
Autotext shortcut and press either the [Spacebar] or [Enter] and
the text is replaced automatically. You can also create AutoText
entries outside of a message form. To do this, choose Tools |
Options and click on the Spelling tab. Then, click the
AutoCorrect Options button.
Tip: Forcing new lines within worksheet cell entries in Excel (2003)
- Excel is capable of storing large amounts of text data in a
cell, but you most likely don't find the information readable
when it's in a long string. If you'd prefer that information
within a cell be broken onto multiple lines, you can manually
insert line breaks to do exactly that. To do so, just press
[Alt][Enter] and your insertion point moves down to a new line.
This works both when you're entering in the formula bar or
directly in a cell.
Tip: Create a default Access form template (2003)
- If you always want to use the same standardized custom form, you
can change Access's default form. To set up a custom template,
create your template form by specifying all the properties you
want to maintain from form to form. Then, save the form using any
name. Next, select Tools | Options from the menu bar and select
the Forms/Reports tab. Enter your template's name in the Form
Template box to replace the Access default (Normal) and click OK.
The next time you create a form, Access will base it on your form
template rather than the typical Normal template.
Tip: Change tables into reader-friendly charts in a flash (Word 2003)
Transforming tables into charts is often an effective way to
help your readers digest the data in your document, providing a
visual rendition of numerical information. To make a table into a
chart, click inside the table, and then choose Table | Select |
Table from the main menu. Now that the table is selected, choose
Insert | Object, and then, in the Object dialog window, make sure
you're on the Create New tab. Select the Microsoft Graph Chart
option from the Object Type list box and click OK. The chart then
creates itself based on the table data selected, displaying a
datasheet where you can make your edits. Just click outside the
chart to return to your document.
Tip: Save a slide as an image in PowerPoint (2003)
- Saving a PowerPoint slide as an image file allows you to open
the file in an image-editing program such as PhotoShop or Photo
Editor so you can edit it for other uses. Yet not everyone knows
how simple this file-conversion process can be.
- First, open your presentation in PowerPoint and navigate to the
slide that you want saved as an image. Choose File | Save As and
in the Save As dialog box select Portable Network Graphics (PNG),
Graphics Interchange Format (GIF), or any other available
graphics file format from the Save As Type dropdown list. Give
your image a filename and click Save. When the message box pops
up, click No to export only the current slide. Now you can open
the file in a multitude of other programs and edit it to your
Tip: Use Do Not Deliver Before to postpone the sending of a message
- Often it happens that you have information (and inclination)
enough to draft a letter, but don't need to send it just yet. Now
Outlook allows you to control exactly when you send out a given
message. This may be especially helpful around holidays or when
you go on vacation.
- To postpone sending your message, compose your note, and then
click the Options button above the To text box. In the Message
Options dialog box, select the Do Not Deliver Before check box,
then select a date and time from the dropdown boxes next to the
check box. click Close and send the message. The message is saved
in the Outbox until it's time to send it, and waiting messages
will be sent at the specified time even if Outlook isn't running
at the moment.
Tip: Set up custom headers for chart objects (Excel 2003)
- Excel charts can be stored
two ways: as separate chart sheets or as embedded objects in a worksheet. When
a chart is stored as an embedded object, you can print it separately from the
rest of the worksheet data. To do so, just select the chart object and click
the Print toolbar button (or select File | Print from the menu bar). Excel
prints the chart on its own page and scales it to use the full printable area
of the page. If you're going to print a chart in this manner, you can set up
customized headers or footers for it that are different from the ones used by
the worksheet. To do so, simply select the chart object and choose File | Page
Setup from the menu bar. Then, set up your header as you normally would.
Tip: Print a hard copy of Access database relationships (Access 2003)
- When you're documenting your database applications, you may want
to include the same visual diagram of your table relationships
that's available through the Relationships window. To accomplish
this, simply display the Relationships window by clicking the
Relationships button on the toolbar while viewing the Database
window. Then, choose File | Print Relationships from the menu
bar. Doing so displays a report preview that you can then print
Tip: Give your document some sizzle with animated text (Word 2003)
- Boring documents got you down? Try adding
animation effects to draw readers' attention to important information. To
apply animation effects to your document text, select the text you'd like to
animate, and then choose Format | Font from the menu bar to access the Font
dialog box. Click on the Text Effects tab, and then choose an animation effect
from the Animations list box. The Preview pane displays what your text
selection will look like after the animation is applied. When you're satisfied
with the selected animation, click OK to apply it.
- If you'd prefer not to view text animations,
you can hide their display by choosing Tools | Options from the menu bar and
clicking on the View tab. Deselect the Animated Text check box, and then click
OK to prevent applied animations from displaying on your system.
Tip: Organize your workspace when working with
multiple slide shows in PowerPoint (2003)
PowerPoint while you work, organizing your
workspace can be a nightmare. You can resize the window of each presentation
individually, but a much easier and more efficient method is to use the Arrange
All feature. Simply open all the presentations you need to work with in
PowerPoint, choose Window | Arrange All, and PowerPoint resizes them
automatically so they all fit on your screen while using the maximum amount of
Tip: Create a letter to one of
your contacts in Outlook using the Letter Wizard (2003)
- It's easy to create a letter
using Outlook's Letter Wizard, which will save you lots of time and help you
produce a professional-looking correspondence every time. The Wizard works
while you're in any Contacts view mode. To create the letter, open your
Address book and select the contact you want to send the letter to. Select
Actions | New Letter To Contact from the menu. Open the Word document
appearing in the taskbar and then follow the steps of the Wizard.
Tip: Rotate labels to improve chart
readability (Excel 2003)
- There may be times when space limitations
prevent Excel from displaying all of the category labels in a chart.
Excel will try to compensate by displaying labels at an angel and will
adjust the angle as you resize the chart. However, there may be times
when you want to personally determine how the labels appear.
Fortunately, it's easy to manually set the rotation angle. Note that
this technique also works for value axis and data series labels.
- First, double-click on the labels you want
to change. When the appropriate Format dialog box appears, click on
the Alignment tab. You can set a specific angle entering a number in
the Degrees text box or by clicking in the Orientation preview box.
Either of these actions will rotate the label controls; however, the text
remains oriented horizontally within the control.
Tip: Displaying dialog boxes in Access
without API calls (2003)
- Prior to Office XP, using pre-existing
file management dialog boxes required you to use ActiveX controls or Windows
API calls. Now, you can take advantage of the FileDialog object.
Anyone that's used such techniques in the past will definitely appreciate
the simplicity of code like:
- Sub OpenDialog()
- End Sub
- which is all that's necessary to display
the File Open dialog box. The other dialog boxes directly supported
within Access are a File Picker (msoFileDialogFilePicker) and Folder Picker
TO VISIT BUSINESS WEBSITE LINKS'
Home | Company Info | Pricing | Contacts |
Client Directory | Computer
Tips | News |
Business Website Links, LLC
8041 Via Hacienda
Palm Beach Gardens
Copyright ©2005 all rights reserved by
Business Website Links, LLC
Web Host and Design by Business Website Links, LLC