Sanjay ilovecold at gmail.com
Thu Sep 9 02:19:37 EDT 2010

With Microsoft Office 2010 and Office Web Apps soon to be released, CARRIE-ANN

SKINNER offers time-saving tips and tricks for all versions of the productivity


Work better in Office 2010 

Microsoft Office 2010 is expected to go on sale in the next month or so.

Available in beta since late 2009, Office 2010 introduces new tools that improve

the efficiency of the notoriously bloated productivity suite.

These include the ability to preview paste options and edit images within a Word

document; create Sparkline charts in Excel - tiny graphs within a cell that

summarise data in preceding cells; and broadcast a PowerPoint presentation

without first setting up a web meeting.

Outlook also gets a revamp, with the ribbon interface first introduced to other

Office programs in the 2007 suite looking likely to make email management

easier. You'll be able to view threaded conversations, too.

But the biggest change of all is the introduction of Office Web Apps. This

online dimension to the suite is Microsoft's nod towards the cloud. Using this,

you'll be able to view, edit and share Word, PowerPoint, Excel and OneNote

documents online.

You don't need to have Office 2010 installed to use Web Apps; documents can be

accessed from any computer with an internet connection and in any web browser.

This first iteration of Web Apps will have limited functionality, but it's a

move we're happy to see Microsoft make. The online version of Word will offer

basic functions such as printing documents, copying and pasting text, inserting

images and hyperlinks, creating tables and spellchecking. Excel, PowerPoint and

OneNote will have even fewer features.

Another provision for working online sees Office 2010 integrating the Windows

Live SkyDrive storage service, offering up to 25GB.

Microsoft has promised a free Office 2010 upgrade voucher to those who buy

Office 2007 between now and 30 September. Editions purchased with an

educational discount are excluded from this offer.

For new users, Office 2010 will cost ukp109 for a Home and Student three-user

licence, ukp239 for a Home and Business two-user licence and ukp429 for a

Professional two-user licence.

Here, we look at time-saving tips for all versions of Office. Plus, we show you

how to get Office 2010 now.


START It can be irritating to copy and paste text from the web into a Word

document and find that hyperlinks remain intact. Right-clicking each link and

choosing 'Remove Hyperlink' can be time-consuming if you have multiple

instances; instead, select all the text (Ctrl, A) and press Ctrl, Shift, F9.

2 It's possible to increase font sizes by double-clicking to select the text you

want and then choosing from the options available in the ribbon toolbar. A

faster method is to hold down Shift and use the arrow keys to select the text,

then press ] to increase or [ to decrease the font size in 1pt increments.

3 Shuffling paragraphs around using normal cut-and-paste methods can be fiddly.

To save time, place the cursor anywhere within the paragraph you want to move.

Press Alt, Shift and the Up arrow to swap the paragraph with the one above it or

Alt, Shift and the Down arrow to move it down.

4 Tables can be tricky to edit and format. To release the text, highlight it,

choose the Table tab and click Convert, Table to Text. When you've finished

editing, separate your columns with Tab breaks and click Convert, Text to Table.

You'll be presented with options to adjust the width of columns and rows in the


5 If you want to create a document with some parts invisible to some readers,

the Hidden text function is ideal. Select the text you want to hide, then click

Format, Font and select 'Hidden'. To view it, click Tools, Options, View and

tick 'Hidden Text'. To print the whole document select Options, Print and

select 'Hidden Text'.

6 Microsoft Office comes with a number of document templates; if you can't find

what you need, more can be downloaded from tinyurl.com/4oraj. Alternatively,

create your own. To save a document as a template, choose Save As and select

Document Template in the 'Save as type' field. J



Xobni is a free add-on that runs in a sidebar and makes it easier to find

messages, contacts and anything else in Outlook. Emails between you and each of

your contacts are shown as threaded conversations, listing every message and

file exchanged.

Stat fans will enjoy Xobni's running total of how many messages you've

exchanged, along with more inconsequential information. xobni.com

Kopf Outlook Attachment Remover 

Outlook can quickly become very bloated, storing all its data, including

messages and attachments, in a single .pst file. This results in the email

client loading and running more slowly, and may even lead to system crashes.

Kopf Outlook Attachment Remover reduces the size of your .pst file by moving

attachments to a less crowded home and replacing them with a link to the file in

your inbox. bit.ly/arvy1D

Microsoft Office Compatibility Pack 

Older versions of Microsoft Office are unable to open documents created in

Office 2007 and later unless they have been specifically saved in a compatible

file format.

Microsoft's Office Compatibility pack is a free download that enables Office

2000, XP and 2003 users to open, edit and save files using newer versions of

Word, Excel and PowerPoint. bit.ly/1Sn5mJ


Microsoft Office 2010 and Office Web Apps are expected to launch in June, but

the public beta is still available if you just can't wait to try out its new

features. Download it from bit.ly/2GWWj8.

The Office 2010 beta is feature-complete, although its Web Apps' functionality

is limited to the ability to view Word, Excel and PowerPoint documents and make

'lightweight' edits in Excel and PowerPoint, such as copy/ paste and undo/redo.

You'll need a Windows Live ID in order to get your hands on the Office 2010

beta. If you've got a Hotmail account or use other Microsoft web-based

services, you'll already have one. Otherwise, you can register for one at


Installing the beta

You can try out either Office Professional 2010 or Office Home and Business

2010. The Home version offers Word, Excel, PowerPoint, Outlook and OneNote,

while the Professional version adds Publisher and Access to the mix.

Home and Business is delivered via click-to-Run, a streaming technology that

allows you to begin using Office apps while the download and installation

completes in the background and doesn't write over your existing Office


If you don't have a reliable, high-speed internet connection, Microsoft

recommends that you plump for the Professional beta instead. Here, you can

choose an 'Upgrade' or 'Customise' installation. If you choose Upgrade then

you'll need to reinstall your previous suite when the beta expires.

Whichever version you choose, you'll still need to reinstall Outlook and

SharePoint Workspace at the end of the beta period, since neither can coexist

with previous versions on your computer.

Office Web Apps 

To view or edit a document using Office Web Apps, it needs to be saved in your

SkyDrive account. Open an existing document or create a new one in Word, Excel

or PowerPoint 2010 on your PC. Click File to access what Microsoft calls

'BackStage'. Select Share, then choose 'Save to SkyDrive', Sign In.

Enter your Windows Live ID and password. Tick the 'Remember my credentials' box

to ensure you don't have to do this every time, then press Ok. Browse to your

destination folder and choose Save As. Give the document a name and hit Save.

To view documents in Web Apps, visit skydrive.live.com and log in. Find your

document and click View.


There may be occasions when you want to design a document before you have the

text to go in it. In such cases, filler text can be helpful for visualising the

final layout.

Rather than wasting your time typing filler text into a Word document, simply

type =rand() or =lorem() and hit Enter.

The first command repeats the sentence 'The quick brown fox jumps over the lazy

dog' three times in Office 2003 or writes three lines of random text in Office

2007. The second command works only in Office 2007 and produces three

paragraphs of 'lorem ipsum', a common form of filler text that uses mangled


Repeat as necessary to add more filler text. Alternatively, enter the number of

paragraphs and the number of sentences you want in each paragraph within the

brackets, separated by a comma. For example: =rand(3,3).

Technical telepathy: 09969636745
Saints are not always saints; sinners are not always sinners.

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