Tag Archives: Editing

PowerPoint Editing Magic: zoom in + zoom out view

Small little feature, but extremely useful if you edit lot of complex PowerPoint slides. Make sure you are editing a single slide.  Adjust zoom to make sure that you can see the whole slide. The PowerPoint Editing Magic button is in the View tab – New Window. This creates two windows for the currently open presentation. Move between these windows using View tab – Switch windows. It will show you the same slide in both windows.

PowerPoint Editing Magic - New window option in View tab

In one of the windows, zoom in to the slide so that you can see it in more detail. Edit whatever you want to and then go to the other window. (Alt – Tab also works). Here you can see the same slide at regular size. This eliminates repetitive zoom in and out activity and helps you get the desired results faster.

PowerPoint Editing Magic - window showing zoomed-in , detailed graphic        PowerPoint Editing Magic - zoomed out full slide shown in the other window

The same concept of new window can also be used when you are editing a layout or slide master and want to see the results instantly.

Link recent files instantly

Here is a smart new feature which allows you to Link recent files instantly. It is difficult to notice but a very nice addition. Just notice the dropdown below the Insert – Link button. Also available with Right Click – Link button. Shows recent files to choose from. Works with Word, Excel, PowerPoint and Outlook. It is similar to the Insert Attachment dropdown in Outlook. One difference.

This list does not show the cloud icon for files which are on OneDrive or SharePoint. Look at the path before adding the link. Whether the file is on local drive or OneDrive, it is not going to automatically give access to others, in case you send the documents to them. The Outlook – Add Attachment list shows the cloud icon and automatically gives EDIT permission to the recipients.

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Adding only comments in Word

What if you want people to add comments but NOT edit the document itself? That is what I call Adding only comments in Word. This is possible! With just few clicks. Get amazed by the level of sophistication available in Word. Watch this video ( 8 min).

Don’t have time? I have also published a shorter version of the video (2:30 min)

Continue reading Adding only comments in Word

Irritant: Excessive Text selection

I want to select a sentence. Sometimes, instead of the sentence, the entire paragraph is selected. Inside a table, contents of the entire cell are selected. I quickly undo and then try to select the text again, this time with a bit more caution, but alas, the problem still remains. It is inexplicable and frustrating. Here is what you do in such cases.

The Text Selection action replay

I want to select the second paragraph.
I am using Shift Right Arrow to select the text, one character at a time.

excessive selectionimage

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Usually we get frustrated at this point. We give up the effort and start all over again … HOPING that it will work this time.  It never does!

Fortunately, there is a simple solution to this selection nightmare.

The solution is … Press SHIFT  and LEFT ARROW once. That’s all.

Even if you use Shift CTRL RightArrow to select word by word, this problem can occur. The solution is exactly the same: Press Shift LeftArrow.

Continue reading Irritant: Excessive Text selection

Lost in a long Word document: Use Shift F5

This was a shortcut I knew. But did not find a practical use for it. Till recently when I was conducting a session for the legal team of an insurance company. If you work on large and complex documents, I am sure you will find this useful.

Lost in a long Word document use Shift F5

The Need

You are editing a complex and long Word document. While scrolling or navigating, something goes wrong and you suddenly land up in a completely different, far away place in the document. You did not know where you were, nor do you know where you are. You just want to go back to the original place where you were editing. Bookmarking is not an option because you could be editing anywhere, you cannot keep adding bookmarks all over the place.

The Solution

The solution is simpler than you think. Just press SHIFT F5. Word remembers last THREE editing positions. That solves the problem elegantly.

Also appreciate someone who thought of this need and provided a solution 20 years back!

Thumbs up

What did I learn today: Remove all hyperlinks

clear hyperlinks - remove all hyperlinksExcel provides a direct feature. Select multiple sheets and select the desired range. Home – Clear – Clear Hyperlinks.
The default blue color and underline is NOT removed. Therefore, you may feel that nothing has happened. You have to remove formatting separately. There is no way to select only those cells which contain hyperlinks. DO NOT choose clear formatting because it will remove formatting for ALL selected cells. There is no way to quickly select cells containing hyperlinks. Be careful.

Word has no such menu option but does have a shortcut. Select entire document and choose CTRL SHIFT F9. That removes all hyperlinks. It removes formatting as well. Simple and effective.
PowerPoint has no such menu option nor shortcut. Simple macro code is available here.
OneNote requires third-party add-in to do this. One such tool is OneNote Gem.
MS Project also has Clear Hyperlinks command like Excel.
In Visio, just clearing the formatting removes the hyperlink. However, there is no way to select all items having hyperlinks in one step. This has to be done manually.
MS Publisher has no built-in command.