Top Time Saving Microsoft Office Tips


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Tip #1 Utilize Quick Steps in Outlook: Do you ever feel like a broken record because you’re sending the same emails over and over again? Quick Steps might be your solution! Create various Quick Steps in your Outlook account to save email templates, recipients and subject lines. Flags and importance levels can also be automatically added to these messages.
How to: In Microsoft Outlook Versions 2010 or newer, find the Quick Steps box under the Home tab. Outlook already has some excellent built-in Quick Steps, such as Reply & Delete and Create Appointment from Email. To add a custom Quick Step, click on the down arrow in the box and select New. Once the Quick Step is set up, simply click the title in the Quick Steps box.




Tip #2 Insert Screenshots: Sending instructions or explanations can often be difficult. Microsoft Office 2010 has built-in screenshot tool into Outlook, Word, Excel, PowerPoint and OneNote. They have made it easy to include a visual depiction in any document you are working on. Examples include sending an email to IT to demonstrate an error message; or sending a coworker instructions, with pictures, on how to use a specific feature in Datalinks. Of course, be sure to send the screen clippings securely if they include protected health information!
 How to: In any Microsoft Office program (2010 or newer), go to Insert then screenshot/camera button. Select one of the precut screenshots or select Screen Clipping to select your own area.





Tip #3 Conditional Formatting in Excel:  The data exported from registry software is often overwhelming and cumbersome to sift through in order to find items of significance. Conditional Formatting in Excel is an excellent way to quickly add a visual to the data and highlight noteworthy areas. For example, Conditional Formatting can be used to instantly highlight your top 5 primary sites from a list of all primary site totals. An additional example is to add Conditional Formatting “Icon Sets” to add up and down arrows to reveal areas of increase or decrease.
 How to: In Excel, highlight the data to be evaluated then click on the Home tab and select Conditional Formatting. Select a rule or icon set from the list and the formatting will automatically be added to your data in Excel.






Tip #4 Memorize Keyboard Shortcuts: Leave your hands on the keyboard and use shortcuts to quickly complete tasks rather than spending time clicking around to locate certain features. It may take time to memorize the keyboard shortcuts. However, once memorized, you will save time and be able to use the shortcuts mechanically. Place a sticky note on your desk with shortcuts and try to use them as often as possible until you have them memorized. Some shortcuts are specific to Microsoft Office, but many can be used in any program.
 Suggested Shortcuts:

      All Programs
Ctrl + C = Copy
Ctrl + X = Cut
Ctrl + V = Paste
Ctrl + Z = Undo
Ctrl + S = Save
Ctrl + P = Print
Ctrl + F = Find
Ctrl + A = Select All
Windows Button + D = Show Desktop
(minimize all windows)

Ctrl + R = Reply
Ctrl + F = Forward
Ctrl + N = New (email or appointment)
Ctrl + 1 = Go to Email
Ctrl + 2 = Go to Calendar

Tip #5 Remove Duplicates in Excel: Have you ever been working through a patient list and thought “I just looked this patient up!”? Use this function in Excel to quickly eliminate duplicates from a list. If you have two lists with potential duplicates, combine the lists into one document and then remove duplicates. Hint: use the keyboard shortcuts above!
 How to: Select all data (Ctrl + A) then go to the Data tab and hit Remove Duplicates. Place a check mark in the box that will contain the duplicates, i.e. medical record number. Click OK.