There are hundreds of icons in Office. Many new ones were added recently (May 2019). Adding icons is easy – Insert – Icons – search for an icon or see it and choose it. Multiple icons can be added. It is easy enough. Why do I need to write how to add icons?
Because there is a very nice feature available which makes adding multiple icons really easy – but it is not obvious. Why is it not obvious? Because we usually don’t think of our convenience. We are used to inefficiency!
Adding multiple Icons in Office
Suppose I want to add three icons – one for laptop, one for idea and one for mobile. What will you do? One of the two things…
- Add one icon at a time by going to the Insert Icon three times.
This is obviously inefficient.
- Go to Insert Icon – when you find the mobile icon by scrolling, you see the Laptop icon next to it – so you add two of them together. But for the Idea icon, you have to do more scrolling or go to the dialog once more. Again – inefficient.
Add multiple unrelated icons in one stroke
Go to the Insert – Icons dialog. Use the search text box to find what you want. Select the icon. DO NOT insert it yet. Search for another one, find it, select it. Repeat it till all icons are found. Even if the search results do not show it, your selections are remembered.
The Insert button shows how many it has remembered in brackets. So, don’t worry about inserting icons. Just find the set of icons you want and then insert all of them once and for all.
We usually don’t notice this level of sophistication and end up going to the dialog repeatedly to add multiple Icons.
Here is the video of how to insert multiple Icons in Office
Now that you know, use it to your advantage. Cheers!
Most people do not need to know the exact version (nor do they care). But in case you are troubleshooting a problem with Office, you will need to know the version.
Finding the exact version is a funny story. Why? Because the version is shown somewhere in some menu. Over time, that menu itself has been changed and moved around. Therefore, the answer to the question “Which version do I have?” is “You have to go to place x, depending upon the version you have”.
That does not make any sense. Therefore, it is a visual answer. You have to literally look at the way Office looks (Word, Excel , etc. ) and then figure out where the version is mentioned.
Microsoft has written a detailed article with screen shots to answer this question. Here is the link Which Office version do I have?. This shows various screen shots. You open a file in Word and compare the screenshots to find the version.
Funny but true.
Office has so many features that there is no place to show all of them on screen. That is why, Microsoft has to use drop-downs and More… buttons. Unfortunately, most of us never even notice these buttons, leave alone clicking on them to find out what more is available. Due to this, thousands of brilliant features are never noticed. Here is the solution: Drop-down Gamification. This concept applies to More buttons and sub-menus as well. The objective is to make this self-discovery of feature gems as much fun as possible.
Continue reading Drop-down Gamification
MRU is a list of Most Recently Used files. We see that list in File – Open –Recent documents. As you know, this list shows the latest documents opened by you. Documents opened earlier move down in the list and eventually get removed when more files are opened. However, Office allows you to explicitly remove a particular item from the MRU list. Right click on any item and choose Remove from List.
The question is, why would you want to do that? Anyway the file will get flushed from the list soon. The answer is not so obvious. There are many practical scenarios where this is very useful. I am not going to explain each scenario. Just a list.
- You opened a local file and stored it on OneDrive. Now to files are seen in MRU. I want to remove the local file to avoid editing it accidentally.
- I am presenting to customer X. I also presented to the competitor Y just yesterday. I want to remove files related to customer Y.
- I opened XLS file, saved it as XLSX. This way Compatibility Mode is removed and I can use all the new features. Now, I do not want to accidentally open the XLS file and confuse myself.
- I am editing a complex file. I keep saving versions. When I save the latest version, I want to remove the entry of the older version from MRU to avoid confusion
If you can think of more usage scenarios, do post it as comments.
Just noticed how the same shortcut Ctrl Alt 1 works across products. Even though this sounds like a cumbersome shortcut, it is very useful. Have a look:
Word & OneNote
Ctrl Alt – (see the number in the image)
If you know any other product where this shortcut works. please post it as a comment.
This is a special post for avide Adobe users. Adobe products have dark gray menus. It reduces the eye-strain. Office UI are white in color by default. And many people work on Office as well throughout the day… so how do you reduce the eye-strain? Simple.
Go to File – Options and choose Dark Gray theme. This theme was introduced in Office 2016. Office 2013 also has a gray theme but it is not as dark. See the difference for yourself.
Default Theme is white
Change it to Dark Gray theme
You can also try the Colorful theme. It changes color based upon the product.
Here is the most efficient and painless method of making sure that Copy Paste always works the way you want it to. Copy, Right click at the destination, Choose the format you want. Use keyboard shortcuts as required. Watch this one minute video to learn this powerful concept.
Here is a series of articles about this commonly performed comparison.
It offers an unconventional yet practical perspective.
- Google Docs vs. MS Office: Want vs. Need – the concept with few examples
- We are doing a feature comparison. So we should know the quantification as well.
How many features does Microsoft Office have?
- Google Docs vs. MS Office: “I don’t need all these features”
This post discusses the commonest response to feature explosion in Microsoft Office
more articles coming soon …
I often mention during my sessions and posts that we have 12000+ Office features. Some of you may be wondering as to where I got that number from. Here is the list. It covers only Word, Excel, PowerPoint, Outlook and OneNote. It does not cover other Office 365 products. Source: Office Menu reference workbooks. I have actually counted the other features, like galleries and Options one-by-one, manually!
How many do you use? Post comments and let me know.
Google Docs vs. MS Office: Want vs. Need
I only use 5% features in Office. Why should I pay for the remaining 95%? Part 1 & Part 2
Office 365 Worst Practices – Part 2 – Phased Release: Underutilization by Design!
Pareto chart is used to analyze important factors and prioritize action items. It is a combination of bar and line chart. Bar chart shows the data in descending order of importance and line chart shows cumulative percentage. It is popularly known as the 80:20 rule. We will see three ways of creating this chart using Excel.
Continue reading Quality Management 5: Pareto Chart