Tips and Tools
Microsoft® Office
Marilyn Farris, CAP
Debbie Light, CAP
Trevellya Lofton, CAP, MOS
Ice Breaker
Two Keys to Success
1. Identify the tools
that help you in
your specific role.
2. Make your system
simple.
Product Overview
• There are many Microsoft® tools and software
applications available to help manage:
 Schedules and tracking
 Projects
 Tasks
• What’s in it for you?
 Increased technical expertise is becoming expected in
an admin role
 Saves time
 Increases your skill set
 Allows you to remain organized in the midst of chaos
Tips and Tools
– Outlook®
– Excel®
– Live Meeting
Outlook
• E-Mails
• Contacts
• Calendars
• Tasks
Why You Should Use Them
• You can pull all Outlook® items into one search.
• You can change the views in Mail, Calendar,
Contacts and Tasks to group them by category.
• You can assign categories to your tasks and
calendar items.
• You can set up distribution lists in your contacts.
Calendars
• Create multiple calendars
• Share calendars with others
• Gain permissions to act on behalf of others
(permissions can be adjusted for other folders too)
Arrange Calendars
• You can view calendars in a multiple
– Monthly View
– Weekly
– Work Week Only
– Overview
– Side by side
– Schedule View
http://www.timeanddate.com
/worldclock/meeting.html
Share
E-Mail
•
•
•
•
Resend, Don't Forward
If someone asks you to resend a message to them or forward one you have
received, you may have already discovered that by choosing to forward it, the
message doesn't look as it did originally. Instead it contains header
information, a second signature and the subject line has FW: added to it. To
save the effort of cleaning up the message before sending it, don't use the
Forward feature; resend it instead.
Double-click the message to open it. Locate the Message tab, and from the
Move group of tools choose Actions > Resend This Message. The original
message opens so you can, if you wish, add some extra text to it but, if you
don't want to do so, add a recipient's address, if necessary, and click Send. If
you resend an incoming email the sent email will retain the original sender's
details and not yours in the headers so the new recipient can reply to it more
easily.
The resent message appears as a duplicate message in the appropriate
Inbox or Sent Items mail box with the new date on it. If you have
Conversations view enabled, you'll see the original email and the resent
version together in the folder
Tips and Tools
Microsoft® Office
Marilyn Farris, CAP
Debbie Light, CAP
Trevellya Lofton, CAP, MOS
Hospital/Triage
Hospital/Triage
• is a process of determining the priority
of patient treatments based on the
severity of their condition.
• Triage may result in determining the
order and priority of emergency
treatment.
Hospital Emergency Room
• Immediate - Urgent (heart attack –
right away)
• Delayed - Asthma – 1 – 2 hour wait
• Minor - Ankle sprain (6 – 7 hour wait)
Email Inbox
Critical
Respond
2-3 days
Someday
Folders for INBOX
Critical
Respond
2-3 days
Someday
• These items need to be completed TODAY
• Items that can wait a couple of days
• When you send emails that you need a response to, BCC
yourself, then create a rule so these items will automatically go
to this folder. **(let me know if you need help creating rule)
• No hurry on these items
• Check this box at least once a week.
Save to Calendar Shortcut
Tips and Tools
Microsoft® Office
Marilyn Farris, CAP
Debbie Light, CAP
Trevellya Lofton, CAP, MOS
Excel®
Can Excel be used for something other than; expense reports, budgets,
planners, forms, calculators, etc? Yes
Excel can be used for text/data and here are a few functions:
Trim function - Returns a string with extra spaces, starting spaces and ending
spaces removed.
Clean function - removes nonprintable characters from a string. Characters
imported from other applications may contain nonprintable objects.
Lower/upper case/proper - Teaches you how to convert a text string to lower,
upper or proper case.
Transpose - You can swap or transpose columns and rows if you want to
display data differently. This allows you to convert rows to columns or
columns to rows.
Text to columns - To Separate The Contents Of One Excel Cell Into Separate
Columns, You Can Use The "Convert Text To Columns Wizard". For example,
when you want to separate a list of full names into last and first names.
Excel®
Excel has many functions to offer when it comes to manipulating text strings.
Concatenate - Joins several text strings into one text string
Join Strings - To join strings, use the & operator. To insert space, use " “; A1&'' '&B1
Separate Strings - You have to tell Excel where we want to separate the strings. In case of Smith,
Mike the comma is at position 6 while in case of Williams, Janet the comma is at position 9.
Example: (1) RIGHT(A2,LEN(A2)-FIND(",",A2)-1) (2) LEFT(A2,FIND(",",A2)-1)
Left - To extract the left most characters from a string, use the LEFT function. For example
"example text”; LEFT(A1,4)
Right - To extract the right most characters from a string, use the RIGHT function;
RIGHT(A1,2)
Mid - To extract the substring, starting in the middle of a string, use the MID function;
MID(A1,5,3)
Length (LEN) – To get the length of a string, use the LEN function; LEN(A1)
Find - To find the position of a substring in a string, use the FIND function; FIND("am", A1)
Current year tracking – when tracking anniversary dates; use this formula; YEAR(NOW())YEAR(A2)
On-line Meeting®
Lync Online connects people everywhere, on devices running Windows 8 and
other operating systems, as part of their everyday productivity experience.
Lync provides a consistent, single client experience for presence, instant
messaging, voice, video and a great meeting experience. Lync enables instant
messaging (IM) and voice calling with the hundreds of millions of people
around the world who use Skype.
Get real-time presence information—including photos, availability status, and
location—and enhanced instant messaging (IM) to connect efficiently and effectively.
Make voice calls through your computer to other Lync or Skype users in your
organization or in other organizations that use Lync or Skype.
Create, moderate, and join pre-planned and on-the-fly audio, video, and web
meetings with people inside and outside your organization.
Enhance online presentations with screen-sharing and virtual whiteboards.
Let customers participate in your Lync conference calls even if they are not Office 365
or Lync Online customers.
Organizations can purchase Lync Online as a standalone service from
Microsoft Office 365 or as part of an Office 365 for enterprises suite that
includes Lync Online, Microsoft Exchange Online, Microsoft SharePoint
Online, Microsoft Office Professional Plus, and Microsoft Office Online.
Microsoft Office Tips References
•http://www.outlook-tips.net/
•http://excel.tips.net/
•http://www.microsoft.com/project/enus/tips-tricks.aspx
•http://www.ehow.com/list_7298085_livemeeting-tips.html