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Archive for the ‘Microsoft Office 2010’ Category

Office 2010: OneNote 2010

Another snippet from Microsoft …
  Microsoft Office
Keep project information at your fingertips. Discover a smarter way to organize your ideas with Microsoft OneNote 2010.
Whether you’re tackling a school, household, or work project, or just want one easy place to keep information important to you, Microsoft OneNote 2010 is a great way to keep all of your notes organized and bring your ideas to life.
A richer note-taking experience
OneNote 2010 provides you with a single convenient place to collect ideas, pictures, tables, sketches, videos, audio files, or Web links you need for a project.
Screenshot: Microsoft OneNote 2010
Find what you’re looking for faster
Forget flipping through pages of papers to track down that one stat, quote, price, or bit of information you need. With OneNote 2010, you can search all of your notes by keyword, or by tags that you can attach to content.
Screenshot: Search all of your notes in Microsoft OneNote 2010
Capture an idea, without losing focus
Have an inspiration for your project, but don’t want to get sidetracked from what you’re already working on? You can jot down a quick linked note in OneNote 2010 while working in other Office applications.
To take a closer look at all the new features in OneNote 2010, be sure to check out Getting Started: What’s New in OneNote 2010?
Screenshot: linked note in OneNote 2010
Microsoft Office

For further details:

Microsoft Project 2010: Preparing for Launch

Here’s a short extract from an excellent article written by Bill Raymond (Microsoft Project MVP) which I highly recommend.

Bill Raymond, author
Bill Raymond, Microsoft Project MVP, is a consultant with Pcubed. He’s also an amateur photographer and diehard Nikonian and publishes the popular project management blog, Project Nation.


“Beginning on May 12, 2010, the rules of project management will change. Before Microsoft Project 2010 officially appears, older versions of Microsoft Project are still enforcing strict and formal compliance to project management standards, and we hold project managers accountable to own and deliver on a project schedule that is near perfection without exception. We expect our experienced team leads in Microsoft Project Server to follow a path already laid out for them in a schedule; making critical changes is considered taboo without the project manager entering the changes for them.

With Microsoft Project 2010 much of this formality will now be optional.

Wait! Don’t worry! It’s OK! For you purists and sticklers for detail, the features and functions you need won’t go away. For people who have abandoned Microsoft Project for Excel and PowerPoint, it’s time for a second-look at this very powerful project management tool.

In evaluating Microsoft Project 2010, it’ll be important to know the significant new changes to adopt them effectively. This guide is intended to help you better understand what you need to do to prepare yourself and your organization.

What’s New

At the top of this article I made a bold statement that the rules will change and Excel users should take notice — so let’s look at one of the most significant new changes in the Desktop version of Project 2010.

Manual scheduling is essentially an Excel-like approach to setting up your plan without having to know all the details. Where Project would modify dates and change your schedule “for you” with a very powerful scheduling engine, you can now turn that off for tasks.

Figure 1. Schedules don’t have to be perfect from the outset. Tasks can be manually scheduled where dates aren’t defined.”

Raymond Figure 1

As I said, this is just short extract … to read the full article click here to visit the MPUG website.

PowerPoint 2010 + Slide:ology

 Slide:ology – The Art and Science of creating great presentations

written by Nancy Duarte is an ideal companion for PowerPoint 2010’s features.  If only people would read this book and apply the skills using PowerPoint 2007 or PowerPoint 2010 none of us would have to sit through badly designed presentations again!

Chapter 1: Creating a New Slide Ideaology

“If a slide contains more than 75 words, it has become a document. … Presentations with 50 or more words per slide serve as a teleprompter. … True presentations focus on the presenter and the visionary ideas and concepts they want to communicate.  The slides reinforce the content visually rather than create distraction”.

“The audience will either read your slides or listen to you.  They will not do both.  So, ask yourself this: is it more important that they listen, or more effective if they read?”

“Remember, presentations and audiences may vary, but one important fact remains constant; the audience didn’t come to see you; they came to see what you can do for them.”

Chapter 2: Creating Ideas, not slides

“The best place to start is not with a computer.  A paper and pencil will do nicely.  … It’s been an easy trap to fall into, launching presentation applications to prepare content.  In reality, the best creative process requires stepping away from technology and relying on the same tools of expresion that you grew up with – pens, pencils and crayons. … The goal is to generate ideas … lots of ideas.”

“Take the time and spend the creative energy because the payoff will be a presentation that people not only remember, but one that inspires them to action.”

“When generating ideas, one idea per sticky [Post-It] note … Don’t be stingy with the sticky notes”.

Chapter 3: Creating Diagrams

Abstract Concept shapes: Flow / Structure / Cluster / Radiate

Realistic Concept shapes: Pictorial / Display Data

Several of the shapes created by Duarte and her team can be achieved using PowerPoint’s SmartArt.

Chapter 4: Displaying Data

“clarity … Data slides are not really about the data.  They are about the meaning of the data. … Begin by asking yourself, ‘What would I like them to remember about this data’? … Keep in mind that the purpose of slides is not to show all the data, but to communicate conclusions and insights.”

Keep charts clear / simple and avoid visual distractions.

Chapter 5: Thinking Like a Designer

“To succeed as a presenter, you must think like a designer. … Every decision a designer makes is intentional.  Reason and logic underpin the placement of visual elements.”

“Effective slide design hinges on mastery of three things: arrangement, visual elements, and movement.”

Chapter 6: Arranging Elements

“Contrast … Flow … Hierarchy …Unity … Promixity … Whitespace”

Chapter 7: Using Visual Elements: Background, Colour and Text

“Consistency….  Choose element styles and stick with them. … Backgrounds should never compete with content.”

Chapter 8: Using Visual Elements: Images

“Take custom photos to help drive the message home.”

Chapter 9: Creating Movement

“It’s tempting to make everything buzz like a fly or swoosh like a rocket.  Don’t do it. … If animation is incorporated without purpose or meaning, the audience’s attention is turned away from the presenter and toward the movement.  It’s inevitable.”

Chapter 10: Governing with Templates

“When more than one person generates presentations for an organisation, a well-built template … is a must.”

Chapter 11: Interacting with Slides

“Constrain the text… Letting go of slides-as-crutch is a process that requires time, patience, and practice.  Possibly the biggest issue facing presenters is that they don’t take the time to rehearse.  … Great presenters connect with their audience, speak naturally, and allow the slides to enhance their story.”

“Next time you give a presentation, consider a different approach – look at your content through the eyes of the audience.”


Video: Watch Author Nancy Duarte Talk About Slide:ology

Slide:ology is one of those must-own, must-read books.  I highly recommend that you should buy a copy and refer to it before you start work on your next PowerPoint presentation.

Office 2010: PowerPoint pictures

 Here’s another Tip from Microsoft about Office 2o10 (Beta).

” The new picture and video editing tools in Microsoft PowerPoint 2010 can help turn your next presentation into a real crowd-pleaser. You can quickly crop, add effects, or correct colors in your images without any additional photo-editing software. And adding cool special effects like fades, reflections, or 3-D rotation to embedded video clips is a great way to wow a crowd.

“Take a seat in the director’s chair.
It’s easy to give your presentation more cinematic quality with some eye-catching video.
1. Click the Insert tab on the Ribbon, and Video on the far right.
  Screenshot: Add video in Microsoft Office 2010 PowerPoint
2. Choose From File.
3. Click through the menu to insert your video, and select the commands in the View Tools tab of the Ribbon to Trim, Bookmark, Fade in, or Loop your video.”
Pictures speak a thousand words.
The picture-editing tools in PowerPoint 2010 can turn your presentation
into a work of art:
1. Insert a picture onto a slide, using the Insert tab on the Ribbon.
2. When the picture is inserted, the Picture Tools tab displays all of
the editing options available. If you already have a picture on your
slide, double-click it to display the Picture Tools tab.
  Screenshot: Artistic Effects in Microsoft Office 2010 PowerPoint
3. Click Artistic Effects to preview more than 20 effects to apply to
your photo right away.

Excel 2010: Sparklines turning information into insights

 Another tip from Microsoft about Excel 2010 BETA
  Microsoft Office
Turn information into insights. Visualize better decisions with Microsoft Excel 2010.
” Sparklines—miniature charts that fit into a single Excel cell—help you see individual trends quickly and make better decisions.”
Set off your data with Sparklines:
1. On the Insert tab on the Ribbon, locate the Sparklines group.
2. Select the type of Sparklines you want to insert, such as Line, Column, or Win/Loss.
3. In the Create Sparklines dialog box, define your Data Range and Location Range, and then click OK.
To discover more great ways to use Sparklines, see Getting Started: Use Sparklines to Show Data Trends.
Screenshot: Sparklines

What are sparklines?

Unlike charts on an Excel worksheet, sparklines are not objects — a sparkline is actually a tiny chart in the background of a cell. The following picture shows a column sparkline in cell F2 and a line sparkline in F3. Both of these sparklines get their data from cells A2 through E2 and display a chart inside a cell that shows the performance of a stock. The charts show the values by quarter, highlight the high value (3/31/08) and the low value (12/31/08), show all the data points, and show the downward trend for the year.

Sparklines and their data

A sparkline in cell F6 shows the 5-year performance for the same stock, but displays a Win/Loss bar chart that shows only whether the year had a gain (as in the years 2004 through 2007) or a loss (2008). This sparkline uses values from cells A6 through E6.

Because a sparkline is a tiny chart embedded in a cell, you can enter text in a cell and use a sparkline as its background, as shown in the following picture.

A cell containing a sparkline and text

In this sparkline, the high value marker is green, and the low value marker is orange. All other markers are shown in black.

You can apply a color scheme to your sparklines by choosing a built-in format from the Style gallery (Design tab, which becomes available when you select a cell that contains a sparkline). You can use the Sparkline Color or Marker Color commands to choose a color for the high, low, first, and last values (such as green for high, and orange for low).



Outlook 2010: Unclutter the Inbox

Another tip from Microsoft about Outlook 2010 (Beta):-

“The new tools in Microsoft Outlook 2010 will help keep your e-mail better organized, so you never miss a beat.

Conversation view allows you to track, scan, and manage e-mail conversations at a glance, while the Clean Up tool eliminates redundant replies and Ignore automatically deletes responses to conversations you’re not interested in. Plus, customizable Quick Steps save you time by combining several actions into one click.

Take a fresh look at your inbox with Conversation view:
1. On the View tab on the Ribbon, select Conversations. 
2. Select an e-mail to view the entire conversation thread using the Reading Pane, starting with the most recent message.
3. If you would like to return to the traditional view, choose another option on the View tab on the Ribbon.
Screenshot: Conversation View
Teach your email some new QuickSteps:
Screenshot: Quick Steps in Microsoft Outlook 2010
1. On the Home tab, locate the Quick Steps section for common timesaving tasks.
2. To create your own customized Quick Step, select Create New from the Quick Steps section of the Ribbon.
3. The wizard will walk you through the tasks you can include in your Quick Step.”

Top 10 Slide Tips

I have recently discovered  Garr Reynold’s website and highly recommend his “Top 10 Slide Tips”…which will help you get the best out of presentation software, such as Microsoft PowerPoint.

“About Garr 

 Garr Reynolds is currently Associate Professor of Management at Kansai Gaidai University where he teaches Marketing, Global Marketing and Multimedia Presentation Design. Garr is active in the Japanese community and can often be found presenting on subjects concerning design, branding, and effective corporate communications.”

 1. Keep it simple

2. Limit bullet points and text

3. Limit transitions and animation

4. Use high-quality graphics

5. Have a visual theme

6. Use appropriate charts

7. Use colour well

8. Choose your fonts well

9. Use video or audio

10. Spend time in Slide Sorter View

Author of “Presentation Zen” Simple Ideas on Presentation Design and Delivery


Office 2010: Broadcast Slide Show

Broadcast your story online with Microsoft PowerPoint 2010.  Here’s another extract from Microsoft’s “Getting Started” articles.

Don’t just present. Broadcast. Leading a PowerPoint 2010 presentation remotely is easy with Broadcast Slide Show:
1. On the Slide Show tab, in the Start Slide Show group, click Broadcast Slide Show.
  Screenshot: Broadcast Slide Show
2. In the Broadcast Slide Show dialog box, click Start Broadcast.
3. Send the provided URL to attendees by clicking Send in E-mail or by copying and pasting the link.
4. Click Start Slide Show to begin your broadcast.
Access and edit documents virtually anywhere with
Microsoft Office Web Apps.
Screenshot: Save to Skydrive in Microsoft Office 2010
It takes just a few clicks to store and share your slide show online:
1. Click on the File tab in the upper left-hand corner to open Microsoft Office Backstage™ view.
2. Click Share.
3. Click Save to SkyDrive.
4. If you don’t yet have a Windows Live account, click the Sign Up link. Otherwise, click Sign In and sign in to your Windows Live account.
Once you’ve saved to the SkyDrive, you will be able to edit these documents using Office Web Apps

Office 2010: Web Apps

 Work and Share almost anywhere!
Want to update files on the go, or get input on a document from a friend or colleague? Microsoft Office 2010 and Office Web Apps make sharing documents and working remotely easy.
Share and share alike.
Whether through e-mail or online, Backstage view makes it easy to share documents and work together with others.
1. Click the File tab to open Backstage view.
2. Select the Share option.
3. You can either send your file as an e-mail attachment, or save it online, where others can view it with Office Web Apps.
Screenshot: Microsoft Office 2010 Backstage View
Take your work with you.
Office Web Apps are free online companions to Microsoft Word 2010, Microsoft Excel 2010, Microsoft PowerPoint 2010, and Microsoft OneNote 2010 that let you create, view, and edit documents from virtually anywhere you have an Internet connection.* To start using your Office Web Apps, follow these steps:
1. In Word 2010, Excel 2010, or PowerPoint 2010, open an existing or create a new document.
2. Click the File tab to open Backstage view.
3. Click on Share and then Save to SkyDrive. SkyDrive is an online storage service that allows you to upload files to the Internet and access them from a Web browser.
4. Enter your Windows Live ID, or create a Windows Live account. If you use Hotmail, Messenger, or Xbox Live, you already have a Windows Live ID.
5. Save your document to an existing SkyDrive location, or create a new folder for it.
6. Visit, click on Documents, and then click on your filename.
7. You may be prompted to read and accept the terms of use. When you click Accept, you will be able to view, edit, and share your document online.
Screenshot: Skydrive
* An appropriate device, Internet connection, and Internet Explorer, Firefox, or Safari browser are required.
Microsoft Office

Office 2010: File is back!

When Microsoft launched Office 2007 they introduced the concept of Ribbons (instead of Toolbars) and menus disappeared, most notably the File menu disappeared.  You had to click on a logo (top left hand corner of the screen, called the Office Button) from where you could find all the useful features of New, Open, Print, Save, Close, etc etc.

Trainers would have to say, “click on the Office Button”… “think of it as the old File menu” …

Microsoft Office 2010 (Beta) has re-instated the use of FILE with the introduction the Microsoft Office Backstage™ view.  Happy days!

Here’s an extract from the “Getting Started” articles…

 Whether it’s creating a new file, adding bullet points, or printing a document, Microsoft Office 2010 makes commands easy to find, so you can bring your ideas to life—fast.
Take a look Backstage.
The new Backstage view replaces the traditional File menu to let you
save, print, or create a new file with just a few clicks.
1. In the upper left-hand corner, click the File tab to open Backstage view.
2. Select the task you would like to complete, such as open a new document, print, or save your document to the Web.
3. When you’re ready to return to your document, just click the File tab again.
Screenshot: Microsoft Office 2010 File tab


Such a simple change but such an important improvement!