Using Word to create smart letters and using a Table of Contents for easier navigation!

Word is sometimes a Microsoft Office package that gets overlooked. After all, it’s just like writing on paper isn’t it? As Word is a package that you do not always need a lot of understanding to start using, for example in comparison to formulas/calculations in Excel, it isn’t always the first choice of courses that people want to go on.

However, there are lots of features within Word that can help you with letters. As well as business documents and creating handbooks to name a few! Below are some hints and tips on Word and some of the features that you can use in the package.

Hints & Tips

Screenshot clippings allow you to crop a frame from another Window on your PC and embed it into your document. This is the same as taking a screenshot of a window and then cropping it. Except it is like a shortcut way of doing it!

Smart Art allows you to insert diagrams into your document to display information in a more visual way. Some examples being block and hierarchy diagrams.

Inserting Watermarks in your document is a good way to protect the content within them. You can either insert a picture or text watermark depending on what you require!

Table of Contents is a useful feature within Word that quite a few people might have seen in use. However, not everyone knows how to create it!
To create a table of contents efficiently and quickly there are a few pre-requisites that you need to know about before you begin. You firstly need to have your Styles correctly in your document, e.g. Heading 1, Heading 2, etc. Most text in your document will have a normal style applied to it by default. It is also important to have page numbers in your footer. Once you apply the heading styles to your headings in your documents you can then insert a table of contents. You do so by selecting the style you want, and how many levels you require through the References Tab. You can automatically update it by pressing the F9 key on your keyboard. We have more detailed content on table of contents in our Advanced Word training course.

We hope you have enjoyed these hints and tips on Word, why not take a look at our previous one on inserting text boxes in Publisher?

If you would like to learn more about Microsoft Word Training in Worcestershire, then please feel free to email us at johnlegge@jplcomputer.co.uk or contact us on 07903 840105.

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At JPL IT Training Limited we have delivered computer services in Hereford for 20 years.  With clients such as Schaeffler UK, HR Smith Group of companies, Easy Lawn and others in Herefordshire like SA Group, Haygrove Ltd and Ornua Ingredients UK we deliver package of MS Office training.

In particular our Excel courses are very popular. These include:

Basic Excel

Intermediate Excel

Advanced Excel

Master Class Excel

We have also tailored many courses to suit the bespoke needs of our customers meaning we can create courses and notes to serve their specific needs. We can even use their own data in our courses to make even more realistic. We have also run a number of courses in a ‘half and half’ style; with the first half of the training course being a bespoke course and then the second half being a workshop style training session working on the data that the trainees bring with them.

If you would like to know more about computer services Hereford please contact us on 07903 840105 or johnlegge@jplcomputer.co.uk or alternatively, use our contact page to fill out your enquiry.

Hint and Tip for the month!

We have a lot of hints and tips that we cover in all of our courses so it’s always hard to pick just one to put up on the website in our posts.

The hint and tip we have decided to bring you this time is about about you can export a Word file to PDF format! (This can also be done in Publisher!)

Not everybody has Microsoft Office packages, but everyone can open a PDF file. To do this, open the file you want to ‘Export’ then click File, ‘Export’ option, ‘Create PDF/XPS Document’ and then click on the ‘Create PDF/XPS’ button. This will then let you pick the folder you want to save your PDF file to and click ‘Publish’.

This will now have created a PDF format of your document!

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Its a while since our first series of top ten tips (see Aug 2013) so here’s a new list of hints and tips.

• Create a new personalise tab in any module i.e. Word, Excel, Access, Outlook etc. by right clicking and select Customise the Ribbon. This will mean you can keep all your favourite commands on one tab.
• There are 4 ways to run an Excel macro.
  • View Run Macro
  • From a QAT button
  • Via a shortcut on the keyboard
  • Via a button drawn on to an Excel worksheet via the Developer tab
• Insert a screenshot from the web into Word or PowerPoint. Replaces any legacy package to do the same
• In PowerPoint 2013 you can insert a YouTube video clip into a slide (you can do this in Word too!)
• Flash Fill in Excel (automatically fills a in column based on intelligence entered before)
• In Access don’t forget to build Relationships between all your tables before creating Forms, Queries and Reports
• In Outlook Quick Steps and Rules are different! Quick steps are a bit like a macro performing several activity steps under your control whilst Rules are set up to run automatically (e.g. a rule set up to delete spam)

This is just another list of top tips to help you along in your use of the Microsoft Office packages! For more of our course details please visit our website here and for more Microsoft Office tips look at our hints and tips page.

John’s Charity Swim

On a different note altogether I did a charity mile swim at Ragley Lake in September and met Sports relief motivational expert Prof Greg Whyte. Just as I wouldn’t have believed I could swim an open water mile three years ago, maybe you can do some most wonderful things with Microsoft Office software you never believed possible. Let us know some of your stories. “Achieve the impossible”

If you liked these top tips, why not take a look at our previous post on some features in Word and Excel you  might not know about?

The post Microsoft Office Tips – Another set of top tips in Microsoft Office packages appeared first on JPL IT Training Ltd.