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Microsoft Office Tips & Resources

General Tips

 Welcome to Windows 10!

Convert Files to PDF

Convert Files to PDF    [Printer Friendly Version]

Microsoft Office 2010 allows you to save any document as a PDF. This will replace having to print to a PDF.

With the document to be converted open, click on the File button  in the upper left corner. Click on Save As, then choose PDF.

The PDF settings can be left at the defaults. Click Save.


 

Excel 2016

Mail Merge to Create Labels

Mail Merge to Create Labels    [Printer Friendly Version]

Open Microsoft Office Word. On the Mailings tab, select Start Mail Merge > Step by Step Mail Merge Wizard. A mail merge window will open on the side of your document. This wizard is very similar to the process used in Office 2003.

Step 1: Under the document type, select Labels. Click Next to go to Step 2.

Step 2: Change document layout should be selected. If not, select it, and then click Label options. In the new window, select the label you will be printing on, then click OK. You may receive a warning regarding changing the current layout. Click OK and then click Next to go to Step 3.

   

Step 3: Select recipients by indicating where the list can be found. If it is an Excel document, keep Use and existing list selected. Then click Browse to find the Excel document. Navigate to the location of the document, select it and click Open.

It will then ask what table to pull the data from. If using Excel, this will be the worksheet that contains the data. Most likely there will only be one in the Excel file. Click OK, and then OK on the next window also. Click Next to go to Step 4.

   

Step 4: Arrange your labels. If your data source is simple names and addresses, you can click on the Address block to bring up the formatting window. Once you are happy with the label, click OK.

   

If your data source contains several extra fields, select More items to specify which pieces of information are to be used. Highlight the field and click insert for each field you want on the label. Click Close when done.

Your fields will be continuous. Add spaces, returns and punctuation as needed to format the label.

Then click Update all labels to format all the labels on the page. Click Next to go to Step 5.

Step 5: Here you will see a preview of your labels. Use the navigation links at the bottom of the window to go back to previous steps to make necessary changes. Click Next to go to Step 6.

Step 6: Print your labels.


Outlook 2013

NEW! Change the Default Language in Outlook

Change the Default Language     [Printer Friendly Version]

Change the Default Language in Outlook

For all Office applications (Outlook, Word, Excel, etc.), click on File, then Options

Click on Language

Make sure English is selected as your Default, if it is not, single click on English, then click "Set As Default"

Click OK


PowerPoint 2013

Publisher 2013

Word 2013

Adjusting Default Document Spacing

Adjusting Default Document Spacing    [Printer Friendly Version]

New documents created in Microsoft Office Word use the Normal style by default. The line spacing is greater than single space, and extra space appears between paragraphs. If you would like to remove the extra spacing, you can adjust your single document, or modify the Normal style for all future documents.

Remove Spacing From This Document Only

Highlight the text in the document to modify. Select the No Spacing style.

Or before you begin typing the document, switch to No Spacing.

No Spacing Style 

 

Modifying the Default Settings of the Normal Style

With Word open, right click on the Normal style and select Modify.

Modify Normal Style

Select the Single Space icon and also choose New documents based on this template. Then choose Paragraph from the Format menu.

Modify Normal Style

Change the Spacing After to 0 pt. Then click OK.

Modify Normal Style


NEW! Change the Default Font in Word

Change the Default Font in Word    [Printer Friendly Version]

Open Microsoft Word from your Start menu so you are starting with a blank document.

On the Home tab, click the Font Dialog Box Launcher.

On the Font tab, select the options that you want to apply to the default font, such as font style and font size. Click Set As Default.

In the dialog box that pops up, select the 2nd options to change the font settings for all new documents. Then click OK.


Mail Merge to Create Labels

Mail Merge to Create Labels    [Printer Friendly Version]

Open Microsoft Office Word. On the Mailings tab, select Start Mail Merge > Step by Step Mail Merge Wizard. A mail merge window will open on the side of your document. This wizard is very similar to the process used in Office 2003.

Step 1: Under the document type, select Labels. Click Next to go to Step 2.

Step 2: Change document layout should be selected. If not, select it, and then click Label options. In the new window, select the label you will be printing on, then click OK. You may receive a warning regarding changing the current layout. Click OK and then click Next to go to Step 3.

   

Step 3: Select recipients by indicating where the list can be found. If it is an Excel document, keep Use and existing list selected. Then click Browse to find the Excel document. Navigate to the location of the document, select it and click Open.

It will then ask what table to pull the data from. If using Excel, this will be the worksheet that contains the data. Most likely there will only be one in the Excel file. Click OK, and then OK on the next window also. Click Next to go to Step 4.

   

Step 4: Arrange your labels. If your data source is simple names and addresses, you can click on the Address block to bring up the formatting window. Once you are happy with the label, click OK.

   

If your data source contains several extra fields, select More items to specify which pieces of information are to be used. Highlight the field and click insert for each field you want on the label. Click Close when done.

Your fields will be continuous. Add spaces, returns and punctuation as needed to format the label.

Then click Update all labels to format all the labels on the page. Click Next to go to Step 5.

Step 5: Here you will see a preview of your labels. Use the navigation links at the bottom of the window to go back to previous steps to make necessary changes. Click Next to go to Step 6.

Step 6: Print your labels.


NEW! Mail Merge Error

Mail Merge Error    [Printer Friendly Version]

Due to the upgrade to Microsoft Office 2010, you may receive the following error when using Mail Merge.

Microsoft Word is looking for a .xls file (Excel 97-2003) vs .xlsx (Excel 2010).

To solve this problem do the following:

  • Reopen your spreadsheet in Excel 2010
  • Click on File
  • Click on Save As
  • Choose the following option in the "Save as type" drop down.

  • Once these steps are complete, you will be able to start from the beginning with the Mail Merge in Microsoft Word.

NEW! Mail Merge from Excel with numeric values

Mail Merge from Excel with numeric values    [Printer Friendly Version]

To use a mail merge from excel when values contain numeric values (phone numbers, decimals, etc).

  • Create your spreadsheet in Excel.
  • Once you have your spreadsheet formatted correctly, save and exit.
    • Make sure your spreadsheet is saved as "Excel 97-2003 workbook"
  • Do the following:

Use Dynamic Data Exchange (DDE) to connect to the Excel worksheet that contains the data you want to use.  To do this, follow these steps:

  1. Start Word, open a new blank document.

  2. On the File menu, click Options, click the Advanced tab, go to the General area at the bottom of the list.

  3. Click to select the Confirm file format conversion on open check box, and click OK.

  4. On the Mailings menu, point to Start Mail Merge, then click Step-by-Step Mail Merge Wizard.

  5. In the Mail Merge task pane, select the type of document that you want to work on, and then click Next.

  6. Under Select starting document, select the starting document that you want to use, then click Next.

  7. Under Select recipients, click Use an existing list, and then click Browse.

  8. In the Select Data Source dialog box, locate the folder that contains the Excel workbook that you want to use as your data source, select the workbook, and then click Open.

  9. In the Confirm Data Source dialog box, (be sure that show all is checked) click MS Excel Worksheets via DDE (*.xls), then click OK.


  10. In the Microsoft Excel dialog box, under Named or cell range, select the cell range or worksheet that contains the data that you want to use, and click OK.

    NOTE:
    Your data now appears in the Mail Merge Recipients dialog box with the same formatting that appears in the Excel worksheet.

  11. Proceed with your merge as you normally would.

 


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