 My name is Sandy Rylander and I've been working at Ntap for quite a while now. A little bit about my background. I went to UC Berkeley and then started with IBM work for IBM for about eight years and then quit and started doing some training. Started with Word Perfect, Lotus and DOS and then over 20 years ago started with the Microsoft Office suite. And during the course of that time, Microsoft came up with a tool called the ribbon which as you know has many tabs on it and it means that sometimes it's a little bit hard to find exactly what you're looking for quickly because you have to switch from the file tab to the home tab to the insert tab etc. So not only is it harder to find but it also takes more time. For instance, if I wanted to open up a new document or excuse me start a new document or open an existing document, I would have to click on file and then I would have to click on open etc. It takes a lot of time versus just having a tool right here on the main screen that will help me out. And so quite a few years back Microsoft said okay since we're giving you this ribbon, the benefit of having this ribbon is that you can put so many more tools on it and the disadvantage is that you have to go to different tabs to find what you want. So they came up with this thing called the quick access toolbar and I'm pointing to it right now on my screen it's up here. It's placed above the ribbon and it is the one place that you can always see the tools at all times and so it's really helpful to have everything that you use most frequently and even some of the things that maybe you just forget where they are on that ribbon. So I thought we would start by looking at the quick access toolbar for word and then go to the quick access toolbar for Excel and maybe even if we have time look at the ones for Outlook. Word, Excel and most of the Microsoft products only have one quick access toolbar each. The only one that is different that has multiples that we're covering today is Outlook and that actually has three different quick access toolbars that are used in different screens. So we'll take a quick look at that as well. So the quick access toolbar a lot of people don't even know it exists because it's sort of hidden up here in the top left corner and Microsoft puts so few tools on there for you to start with that people don't even realize that it's there or helpful to them. So one of the first things that I like to do with a quick access toolbar since it's going to hold the tools that I use most frequently I like to place it below the ribbon because why would I not want my most used tools to be as close as possible to my document not only that but as I add tools watch as I add tools and they go across the screen guess what's going to happen to my document name it's going to vanish off the screen and then all these tools are going to block me from putting even more tools on the quick access toolbar. So if I want to have the full length of the screen to put tools on the quick access toolbar it makes much more sense to have it below the ribbon. So the first thing I'm going to do is I'm going to come up to the quick access toolbar and one of the places that allows you to customize the quick access toolbar is the down arrow right at the end of the toolbar. So you can click on that if you want to and then at the very bottom do you see it says show below the ribbon. Now if you don't want to remember the down arrow at the end of the toolbar if you've ever taken a class from me before you know the one thing that I ask you to remember if you remember nothing else from the entire class and that is if you don't know how to do something you're supposed to right click on whatever you don't know how to do. So if you don't know how to put the quick access toolbar below the ribbon which is this right here then what you would do is you would right click on the quick access toolbar. Why is it important that you right click on the quick access toolbar and not somewhere in your document let's say? Well right clicking always gives you help on wherever your cursor is pointing. So if I right click in the document it gives me help on things I can do within a document. If I want to have help on things I can do with the quick access toolbar I need to right click on the quick access toolbar so that just makes sense. So I'm going to right click on the quick access toolbar and see is there anything that's going to help me have the quick access toolbar below the ribbon. Well if I look at the third item down it says show quick access toolbar below the ribbon. So either way works just as well but all you have to do is remember right clicking 99% of the time and it will always help you. So we're going to say show quick access toolbar below the ribbon and notice it's just automatically moved it down here. Okay so if you have the most recent copy of office 365 then the first tool that you're going to see is the autosave tool. That's a function in the most recent release that will automatically save your documents without you having to. So if you accidentally close out of a document or anything like that your document will automatically have been saved. If you don't have the most recent release you probably don't have autosave there and that's fine maybe you have saved maybe you have some other tool doesn't really matter because in a minute we're going to learn how to customize this ourselves. Okay so but just to show you if I point to the next button over it says save okay if I point to the next one most of you recognize that as undo and then the next one is redo or repeat all right. So basically Microsoft hasn't given you a whole lot to work with so one of the things that Microsoft does do is they give you once again this down arrow that says okay these are probably some of the functions that you would like to use most. So let's say that's a true statement okay so let's say what we'd like notice that automatically save is already checked and it's over here then save is next undo and redo notice those are the ones I just told you a second ago. But let's say we want the rest of them on here so what you would do is just click on the ones you want now as soon as I click on new let's say it's going to disappear my new tool is going to show up and then I'd have to click on this down arrow again for open for email email by the way allows me to email whatever document I currently have on my screen it'll attach it and automatically put it into my outlook email as an attachment okay quick print which is the same as just hitting the print it'll just send it to the default printer full document one copy print preview and print allows you to first of all look at the document prior to printing and also do things like changing the page setup or changing the number of copies or whatever types of print options you would like to change so often people like to have that up there as well okay notice that it doesn't really look so much like a printer it looks like a print preview tool okay so we're going to look at that in a second in fact we're going to look at all of these in a minute but we're just sticking them on the toolbar for now spell check if you want spell check spelling and grammar read aloud that's something new what read aloud does it it's very nice especially if you for accessibility if you want word to actually read back a paragraph to you or a sentence you can click on read aloud and it'll read it back to you I'm going to leave that off right now also going to leave draw a table off and changing between touch and mouse I'm going to leave off so for now this is all I'm going to start with and if you look at the handout that Sar was referring to earlier on page two I have a list of what I feel are very helpful commands in word doesn't mean that the same list is true for you but I thought you got to start somewhere so I thought I'd give you a list of what I think would be really great to have on there and then you can modify it in any way that you want okay but let's just look at this we're starting out with save which is nice but new comes way after save now I kind of like to have things in an order in which I'm going to use it so generally I'd start with a new document and then later I might print it and I might save it and all of those sorts of things so I'd really like to change the order that these appear in how would I do that well if I were in a normal classroom situation a lot of people in class would say hey just drag the button and that's a great idea the only problem is it doesn't work and the only thing I can think of the only reason I can think Microsoft would not allow that to work is that I think a lot of times you might accidentally drag buttons off the toolbar and accidentally create a situation that you don't want so that isn't a possibility dragging is not a possibility so then what would be your second thought well I'm hoping a lot of you that might not know the answer I'm hoping the answer you came up with right away is when you don't know what to do right click on whatever you don't know how to do so we're going to right click on the quick access toolbar and notice there's something that says customize quick access toolbar and isn't that what we're trying to do we're trying to change the quick access toolbar so I'm going to go ahead and click on that and this oh go ahead question is the ability to move the toolbar different on a Mac we've got one question here that they don't see the option on their MacBook Pro to move the ribbon toolbar below that is such a great question and if I were at all familiar with the Mac I would be able to answer it but that is I'm strictly a PC person so I'm really really sorry about that okay I could try and look it up later but I don't know off the top of my head the interface for the Mac is quite different and often the features are somewhat delayed on a Mac they're often I'll do it I'll do a quick search and see if I can find anything if I can in the chat thank you so much thank you for that question if there are any PC related questions I would be happy to happy to help with those so anyway so let's look at this while we're here notice that first of all over here it says we're dealing with a quick access toolbar so in case you accidentally click on one of these other options you're going to want to go back to the quick access toolbar then on the left are the commands that you can put on the quick access toolbar whereas on the right notice these are what you currently have on the quick access toolbar so that's why it says over here it says choose commands from and over here is the customize the quick access toolbar so this is where you're choosing from now in this choosing from notice that it says popular commands which means you're not seeing a complete list of commands you're only seeing what maybe three dozen or so three dozen of what Microsoft considers to be some of the most popular commands that you might want on your quick access toolbar so let's look at that well let's look at that in just a second because the reason we came here to begin with was how do we move these tools around so I wanted to have new above save so if I look at this over here on the right if I click on new then I can click on this up arrow and notice now it's above save now another thing that I kind of like to do is group similar commands together and by grouping I mean just putting a light line between commands that that are similar so for instance if I look back up here at my ribbon do you see how there's a light line here which is grouping all your clipboard items there's a light line here that's grouping your font items those are called separators I would like to have a separator after the save so if I click on save if I now double click on separator it's always going to put the tool that I double click on right below the tool that I have selected so if I double click on separator notice that puts it right after save now notice you're not seeing anything over here none of these changes I'm making are you seeing so I had a client once that made the toolbar exactly with the way they wanted it and they didn't see any of their changes so they cancelled out please don't do that you don't see the changes until you hit okay so even though we're not finished here I want to go ahead and click okay so you can see that indeed new is coming at the beginning followed by save followed by this really light line called a separator and we're going to put another separator after undo or repeat so in order to do that how am I going to get back to customizing my quick access toolbar well I'm going to right click anywhere on the quick access toolbar and I'm going to say customize the quick access toolbar here we are again if I want another separator under redo I can just click on redo and once again double click on the separator so now I will have another light line over here the problem is I would like open to be right after new so how do I do that well remember if I click on open I can just click on my up arrow tell it is where I'd like it to be email oftentimes after I've saved something I would like to email it to someone so to me it makes a lot of sense to have it right after save so I'm going to move it up under save now most people use quick print a lot so I like it to be at the very end of my toolbar because it's really easy to access things the very beginning and very end it also makes sense to me that it would be after print preview so I click on quick print and I move it down one and I certainly don't want to print prior to spelling spell checking nor do I really want to save prior to spell checking so I'm going to move spelling and grammar above email so to me this makes a lot of sense and so I'm going to go ahead and click on okay and see what it looks like so now I've got starting a new document okay so I click on new and that just brought up blank document open to opening existing document okay save spell check take this document whatever document I have and send it in an email so it should open up outlook and put it in a in an email right there see that document three is now ready to be emailed okay undo redo this is print preview and print so it's the same as doing file print which allows you to change the printer change settings all of that sort of thing and then just quick print which will just send it to the last printer any questions on any of that so far okay so let's look at some other things by the way even though I told you you could right click on the quick access toolbar and go to customize the quick access toolbar another way of doing the same thing remember this down arrow over here you can click on the down arrow and you can go to more commands I wish it says wish it would say customize quick access toolbar which it does when you point to it so I'm not sure why they can't just make that the same verbiage but they don't so just know that more commands is how you get to customizing the quick access toolbar if you go to that down arrow so now let's look at page two and on the right side once again it'll show you some of the tools that I recommend having in word and open and save are already here okay I also have save as other format so let's look at what save as other format means well first of all let's see if it's even a popular command I doubt it there are not too many things that I like that Microsoft thinks are popular so let's go ahead and see how we can get to save as other format remember these were popular commands I rarely stay on this screen I almost always go to all commands all commands let's you look at absolutely everything that's possible in word then I click over on any of the commands here so that if I want to go to the s's I can now now that I've clicked on any of them here I can type in an s and then I just need to scroll down now some of you might say well why don't you just type in save as other format well because as soon as I type in an a it's going to go up to the commands that start with a so it only lets you type in the very first letter of the command that you're looking for but notice that here I've got save as other format now if I hadn't clicked on save if I just left it down here or hadn't clicked on anything save as other format would go at the very bottom of the list and I would have to move it up instead of doing that I'm going to double click to remove it or I could just click on it once and click on remove whatever you'd like but by clicking on save first and then double clicking on save as other format it will put it right underneath save it'll save you a whole lot of hitting the up and down arrow so I clicked on save I'm going to double click on save on other format and notice how it drops it nicely right below save so I don't have to move it notice also that it's got an arrow over here to the right what that means is I'm going to go ahead and click on okay what that means is it's going to have a little drop down when it gets to the quick access toolbar so that way you know if it's just a tool or if it's a tool with a drop down this drop down the reason I like save as other format it does several things one the top one says save the file as a word document which I think is not really put clearly enough what it really means is let's say you have an old document one that was created in 2010 word 2010 or word 2013 something to that effect if you click on save as word document what it really means is it's going to save it and upgrade it to the newest file type okay so it's not just saving it as a word document but as the most current kind of word document saving as a template it's really for use over and over again we're not going to go into that right now but what I did want to go into is this to be able to save it as a PDF if you want to save it as a PDF all you have to do is click on this down arrow click on save as PDF and it will automatically save it as a PDF okay so if that's something you use great if not let's say you know Sandy that might work for you but I don't use that much all you have to do is right click on the tool that you don't want and then you should see remove from quick access toolbar so it's that easy to add and that easy to take away from the quick access toolbar okay the next item I have if you look in the book is close or close all okay so the reason I like close is because in past releases many years ago I used to click on this X in the top right hand corner to get out of a word document the problem is you never know if it's also going to close you out of word if this is the very last word to document open then clicking on this X is going to close you out of word which I didn't like so by using the close tool instead of clicking on this X it would only ever close me out of my document and not close me out of word so again to customize this quick access toolbar just going to right click go to customize the quick access toolbar I want close to be something I do after I save or let's say after I email so I'm going to click on email and again it's not a popular command I'm going to go to all commands not quite sure why it's taking so long to switch but anyway then I'm going to click so I can go down to the C's scroll down till I find close or close all and it's right here so since I've already clicked on email I know it's going to go right underneath email so I'm going to double click and there's my close or close all and click on okay so now if I want to close this document and it is my last document if I click on this close no oh it isn't my last document I too open I didn't rise but notice it's just clicking on close and now it would have been my last document it would have closed me out of word but because I use this instead of the X it only closed me out of my document so I can click on new document now and I'm back in business without having accidentally closed out of word so why is it called close or close all well if you've ever had four or five word documents open let's see if we can get some other documents open here open up this one and let's say this one so I now have three word documents open correct because I have a blank document and in a second I will have oh interesting well let's not do that it's not connecting to where I have that document so let's see what else I can bring up hopefully that'll come up there we go so now I have three documents open um and I can look down here so that I can see there are three documents open right so if I just click on close I'm going to have to do that three times right to click to close all three but since I chose close or close all this is actually a two function button so if I hold my shift key down and click on it it should close all three documents and there they go so if you're the type of person like I am that often leaves many documents open it's a really neat little button that allows you to close as many documents as you have open at the same time now often when I teach this people get concerned that oh my goodness but what if I haven't saved a document well if it if you haven't saved a document it won't just close it without saving it'll ask you first if you want to save yes or no and it'll do that for each document that you have open so you don't have to worry that it's just going to get rid of a document okay so then we have email already um but another one that I have in my handout is email as pdf a lot of times I don't want to save a document as a pdf because when I do and then the next day I want to modify it now all of a sudden my pdf document is old and I have to go delete this other pdf that or have lots of different versions that I don't want so instead of saving documents as pdfs usually the only reason I want something to be in pdf form is because I don't want the person I'm sending the document to to be able to modify it but I still want to be able to modify it so sending as pdf is such a cool tool that I love having it on here so once again I'm going to right click I'm going to customize the quick access toolbar I'll see if that might be a popular command but it isn't so once again I'll go to all commands and it says email as pdf so I'm going to go to the ease actually you know that's the hardest thing is to know exactly what word calls it to know the to go to the right place are we back on I accidentally muted myself can everybody hear me okay good all right perfect thank you so much so I'm going to click on email because I want it to be right below there I'm going to double click on email as pdf click on okay and so now if I have this document and I want to email it to you but I don't want you to be able to change it then you can see it's got this little red band around it that shows you that it's not just an email but emailing as pdf it will on the fly convert the document to a pdf document notice it's a pdf document so that you can still work on the document as a document but the person receiving it is going to be able to get the pdf file so I love that tool and that tool isn't just available here you'll see that it's also available in excel in powerpoint in all the different programs so that's one I put in all of them okay um now let's say that there is a command up here that you really like that you would like to have on your quick access toolbar do you have to go in to modify your quick access toolbar to get it on the toolbar well the answer is no so I like using my showing and hiding of non printing characters quite a bit so if you want that on your quick access toolbar and it's not how would you put it on well again dragging is not going to work so how would you do it well you all know that if you don't know the answer to a question it's always going to be to right click on whatever you don't know how to do so I'm going to right click on this tool and notice the very first thing it asks is do you want to add it to the quick access toolbar that's what I do want so I'm going to click on that and notice it's down here okay there might be others that you want like format painter we're going to right click on that and add it to the quick access toolbar what else do we have in there that might uh we already have spelling in grammar oh screenshots and screen clippings all right I don't know if you're familiar with screenshots or screen clippings but they're on the insert menu there's screenshot okay so if we want screenshot to be on our quick access toolbar we can just right click and right click that was left click and add to quick access toolbar and then screen clipping is way down here so I can actually click on this tool go down to screen clipping right click and add to the quick access toolbar now some of you may be asking I don't know what that does why should I put it on my quick access toolbar well let's see what it does again it's available in all applications so let's say this was something that I wanted to put in my word document okay I've got this gorgeous formatted document here and I want to send it to you so I go to my word document and I don't well first of all let's let's see what screenshot does so the first one was screenshot so I'm going to click on the down arrow next to screenshot and notice just because this document is open is a good enough reason for it to appear and all I have to do is click and in two seconds I've got that screenshot in my document now that could have been a an outlook email it could have been anywhere but that's how easy it is to use inserting a screenshot even though inserting a screenshot is wonderful there are times where you may just want this portion of the screen showing you don't need to show somebody the ribbon and all of those kinds of things so that's what screen clipping does so you click on insert screen clipping it immediately makes your current screen disappear and it goes back to the screen that you were just on bright prior to the screen that you're on now so now it looks like my screen is locked up it looks dull gray but notice the cross hairs the cross hairs say hey put me where you want to start the clipping hold your left mouse button down and drag very carefully across where you want to end it so you can make it as long or short as you want just don't let go until you've got everything that you want highlighted in that box then let go and boom that's how easy it is to get an absolutely perfect screenshot from one application to another now it's really important that that excel spreadsheet is the last thing you saw because remember when you clicked on insert screenshot it immediately minimized word and then went over to excel it just goes over to whatever you were last in so if you were last let's say on the internet and then in word and then I click on insert screenshot it's going to go back to the internet so just make sure that whatever you last saw is what you want to be able to clip okay so those are a couple others that I have on um let's see actually I think the whole set is on page four in the handout so let's go ahead and see what we've got so far we've got autosave open new spelling save save as other format close close all email emails PDF undo redo and then I have format painter well format painters in the wrong spot so I'm going to right click so a quick question here yeah for the screenshot function does it only work with microsoft applications or would it work to have any open screen as far as what you're copying any open screen because remember just a second ago I was on the internet and it worked fine so yeah as far as copying two it would be from you know a microsoft application because that's where the screenshot is but yes you can copy from absolutely anywhere in into anywhere now when you're in um outlook if you want to put it in let's say an email you're going to want to uh make sure that you click in the body of the email because if I'm up in this area you're going to see that the insert screenshot which of course I have here as well because I use that a lot here it will be dull gray so you do want to make sure that you click in the body of the email to make sure that you can use it but and here's my insert screen clipping right here so I can click on it it'll go to whatever I was last in which happened to been outlook do my thing and it puts it right in the body so good question though all right let me get back to word now all right so oh I must have accidentally said customize the ribbon no big deal because I just need to be customizing the quick access toolbar instead just click one below and according to what I've got on page four in my handout I wanted format painter to be right after undo and redo and the separator so I'm going to just move that up and after that I have something called paragraph settings um that may or may not be something that you use a lot inward but uh let me go ahead and go to let's see if it's a popular command oh look at that we finally got a popular command so right after format painter I'm going to double click on paragraph settings let's look and see what that does click on okay so paragraph settings right here is all of the things that you can do with the paragraph so it could be centering it could be indenting it could be spacing before and after it could be double spacing single spacing all of those things are under paragraph settings so if you if that's something you use a lot you can put it there it is right here if you click on paragraph and you click on the dialog box launcher you'll get the exact same thing so many people might say well why would I ever have it here when it's right here that's a really good question if you use this a lot then the reason that you would put it here as well is because you may not be on the home tab you could be on the insert tab the draw tab the layout tab any of those will not have this um right here so again even though it may be on their format painter you may ask the same thing why would I put format painter on here when it's right there well again you may be in a different tab so even if it's something you just use a lot you may want to put it on the quick access toolbar okay page break before I don't know if that's something you guys use a lot or not but there are times when I'm in a document and let's say this is a heading or something like that and so I would like uh this heading to always start on a new page and so I could either go to insert and click on page break which would put in a page break or I can write on here I can go to those paragraph settings oops that's show hide paragraph I meant go here and over here I can say page break before which means that this heading will always start on its own page click on okay and notice so it's not that I just did a control enter or a page break like I did a second ago but rather that this heading is carrying with it a page break which is why it's got this little box over here is to let you know that there's a page break before if I come back and take that off you'll see it jump back up to the prior page and no longer be on its own page okay so I'll let you decide whether that's something you use a lot or not same with paragraph keep with next it keeps a heading with the paragraph below it now that you know how to do that inserting section breaks again I don't know if you use section breaks or not if so that might be a good one to put on there and viewing field codes the next two if you work with tables not sure if you work with tables or not but let's say you do I'm on the insert I'm going to just put in a table here oh actually I'm going to want to have a lot more rows hang on all right so I'm going to just I'm just hitting my tab actually let's do this to make it a little faster I just copy and paste a bunch of rows because I want to have at least two pages of rows okay and then here I'm just going to type in name oops this is not the first page hang on let me get back to the first page didn't realize how many pages I created oh all right so I'm going to type in name address phone okay so let's say I'm going to go ahead and get rid of these oops so this is my table got room for name address and phone the problem is when I go to the next when I go to the next page I don't have name address and phone anymore so I really like these heading rows to repeat on every page so what a lot of people do is they just copy and then come down here and paste which works really well until something happens like you haven't you hit enter or you delete a row or whatever it's incredibly bad to just copy and paste headings from page to page because they will never ever stay put and you'll constantly be fighting that battle so that's what the one that I have there which is inserting a header row that's what that will do for you now certainly you can find it if you go to the table tab it's on the layouts I believe to insert header rows but instead of having to find that here repeat header rows instead of having to find that every time you can just right click add a to quick access toolbar so now anytime you want to have a heading row just click in that heading row click on this notice that that's clicked on that and notice that the top of every single page will have that beautiful heading row no matter how many rows I delete it will always have the heading row right at the right place so that's an incredibly useful tool and that's one of the reasons I like to have it on my quick access toolbar in addition viewing grid lines a lot of times these things here are called grid lines but a lot of times when you're working with mailing labels and that sort of thing you don't have printable grid lines so let's go ahead and take the grid lines off and so I'm just going to come up here where it adds and removes grid lines and I'm going to say no no borders I can find it no borders here we go so notice when I have no borders do you see how difficult it is to even see that you have a table or where the lines are so viewing grid lines allows you to see where the lines are without printing them out and again with labels this is often how labels look and it's really hard to know when you're in a label or when you've gone to the next one so by having this if I go to my layout tab when I'm in a table and I say show grid lines or view grid lines notice it's right here again instead of you having to remember that it's on the layout tab and clicking on here I'm just going to right click add to the quick access toolbar and now whenever I'm in a table if I want to see those grid lines it allows me to see them but not have them print out if I go to print preview which is this guy here notice that you're not seeing him at all because they will not print they're just for your guidance okay so that's another helpful helpful tool to have again you can put these in any order you want you can follow what I have in the book or put them in any really any order that you'd like at all building blocks organizer is another neat tool I don't know if you've learned about building blocks but it used to be called auto text and that is you may have things that you like to save pieces of text like even sincerely or if you have any questions please call any bits of text or huge paragraphs of text that you would like to save you just type in whatever you'd like to type highlight whatever it is that you'd like to save okay and if you want to save it as a paragraph go ahead and include that ending paragraph symbol with it see that okay and then you're going to go to insert click parts auto text save selection to auto text gallery now that is not the easiest thing to do right so right click on save selection add it to your quick access toolbar now anytime you want to save a snippet of text all you have to do is click on save say give it a name like maybe this is the if you have any questions or just maybe I'll just name it questions okay it's going to be saved as an auto text okay in the normal file click on okay okay and now anytime in any document I'll start a new document that I want to use that I can go to insert quick parts auto text and if I go down to questions whoops they're in alphabetical order oh wait it's they're in alphabetical order but they're done by here's general let's see it's down here somewhere this was probably not a good place to uh here we go to store it because notice how I'm here it is questions and there it is now you saw how much difficulty I had trying to find it and that's because for njp we've just we've created a lot of these quick quick access little snippets of text called quick parts and so when you're creating a quick part instead of just naming it like we did okay under quick parts if I whoops I don't have to go there I can just click on save remember how I called it questions but instead of letting it default to a general category create your own new category and name it with an underscore so it's at the very top and maybe your initials so that you know that you created it instead of having it mixed in with all those others I'm going to click on okay click on okay again now let's see how easy it is to find I'm going to go to insert going to quick parts auto text and you see that now because I started sr with an underscore it's above all these general ones and questions is right at the top so super easy to find all of my stuff so you can either just have one big one called underscore in your initials or you could have one called underscore letter snippets underscore pleading snippets underscore whatever it is that you'd like to do to save these so now the only cumbersome part is when I want to insert them I have to go to quick parts auto text well why not right click on auto text and add quick access toolbar so now when I want to insert that snippet it's always there click click and you're done how cool is that how much time have you saved and you can save tables like that you can save so many different things and so you'll notice on my handout that after inserting auto text I have inserting quick tables now if you look under quick parts you're not seeing quick tables right quick tables would be under tables so if you go to table see quick tables here so if you if you save some tables then right click on quick tables and add quick access toolbar and boom they're right there anytime you want to add a table okay so if I look now at all the different tools that I've designed for word uh or not designed excuse me but feel are really helpful in word you see that we have 99% of them on our quick access toolbar and I could if I wanted to right now right click customize the quick access toolbar and put them in any order I want now let's say you've got this great quick access toolbar and one of your co-workers comes to you and says oh my gosh that is the best looking quick access toolbar I would really love to have it or you have word at home and you've created it and you don't want to create it again you say gosh I'd really like to take this home with me well lucky you can so what we're going to do is we're going to once again right click on the quick access toolbar and customize but this time if we have everything here the way we want I can go down here to import export and I can say export all customizations then it will just ask me where would you like to save it now you can either just leave the name as word customizations or if you want I put SR in front of mind for Sandy Rylander but you don't have to as long as you remember it was yours click on save and then email it to yourself or email it to someone else whatever have them save it and then they can come when they're ready they can import it make sure that they save it out somewhere so that they can import it because they won't be able to import it directly from the email but they can import it from their hard drive or wherever they saved it now something that's really important to know is if you do this when you go to import it will replace all of your tools that you currently have on the quick access toolbar now it shouldn't be an issue because you saw how incredibly easy it is to add them back but maybe you want to do a screenshot or something of the way your toolbar currently looks so that you can easily remember which tools you'd like to add if there's if you care about having some of the ones on there that you that you had before so again all you have to do is export and then come back and import now before class because I knew that I was going to completely mess up my toolbar and I had it the way I wanted I exported my quick access toolbar so that no matter what I did in class I could then come back and I could import and so I'll find out where I put mine I put mine under business microsoft office training materials quick access toolbars and I named it sr word customization so I'm going to double click on that and you see where it says replace it's not kidding that's what I was just telling you it's going to replace whatever you have okay so I'm going to say yes because I do want my old one back and now everything that I wanted on there is there so I can click on okay before I do that though I do want to show you do you see where it says reset customizations resetting all customizations will mean not bring you back to where you were a second ago but bring you back to those three or four tools that microsoft gave you to start with so be really careful on that selection because it means you're going to have nothing that you wanted okay so I never use that one except when I'm teaching a class and I know that I'm going to bring my own toolbar right back so I'm going to go ahead and click on okay and now look at all these nice tools these are all the tools that I've created that I like to have on my quick access toolbar okay so does anybody have any questions on the word quick access toolbar and is there anybody online that would like to know some of my thoughts for the excel quick access toolbar because that's where I was going next the process of creating it is identical the process of moving it down below is identical I would right click and I'd say move below the ribbon okay um and because the process I'm going to right click and customize the quick access toolbar and you're going to see it absolutely identical to what we did in work so rather than taking the time because we're running out of time to do each one individually I'm just going to go ahead and import and click on okay except it didn't let's try that again well that's interesting it says it's going to but then it does oh that's interesting okay so even though it didn't show up that all those were over on the right hand side it still had done it which is kind of interesting I haven't seen that before but anyway it still worked which is good um so a lot of these notice I try and keep them in the same order between programs if they are the same tools so I have open new save save as just like I did in word email email as pdf close undo redo all the same kinds of things that I had in word and then at this point it starts becoming a little bit different because of course word and excel are different programs right so these are some of the things that I like in excel and unfortunately I don't have the time I don't think well I guess I guess I have the time to explain some of these let's go ahead and open up a an excel an excel spreadsheet I wanted to go so I'm hoping that some of you have had some experience with excel and so making it a little easier to know what I'm talking about so this first one I'm going to demonstrate notice that this is a total row and so a lot of you probably know that to get a total you use a function called the sum function if you're not familiar with excel then don't worry about it because these tools don't mean anything to you if you're not using the program anyway but the sum function just says to add these different rows okay and normally when you copy and you paste them it it will keep those formulas in there the problem is let's say you only wanted to send somebody those totals if I go to a new spreadsheet and just put those totals in you're just going to get errors because it can't it's trying to point to those same cells that you saw a second ago but obviously it can't right so because they aren't in here so instead of just pasting which is what you're normally used to doing what paste values says is take those formulas that you saw a second ago the equal sum and just take what the sum was so by pasting values notice it's now put in just the numbers so what allows you to move these to different places like an email or a different spreadsheet or whatever you want to do and replaces what were formulas with the data the actual number or text or whatever it is so that's paste values this next one is called freeze pains and what freeze pains allows you to do let me show you here when you've got something that spans multiple multiple screens as I scroll down the screen notice you can't tell what's January February March anymore because it scrolls off the top okay so what this freeze pains does is if I click wherever I would like to keep everything that's above and to the left so I want these headings and I want these headings to stay on my screen so I click here so it'll save everything above and to the left and if I click on freeze pains and freeze pains what it's going to do notice it's got these lines now drawn above and to the left so as I scroll down do you see how nicely they stay on there and as I scroll to the right you see how nicely the ones on the left stay on there okay so that's called freeze pains gonna hit undo another another nice feature get out of that another nice feature that let's see if I can find it here a lot of times I may want to just work with this portion of my sheet maybe I just want to print that portion or whatever this is considered to be a range because I have this blank row underneath so instead of having to drag across this whole area if I click anywhere in the range and click on select current region it's going to select just the region that is surrounded by blank rows and blank columns so I click in the region click on that and it will excuse me click on that and it'll only select that current region okay this next one is called select visible cells if you've ever done something like this you've ever said you know what I don't want um whomever it is I don't want them to see all the individual data so I'm going to highlight those columns I'm going to right click and I'm going to say hide okay so I only want to copy and paste this and send it to you okay I don't want you to see what I did each month so I copy it go to a news sheet and I paste it well gosh what good did that do I went to all the trouble of hiding it and everything is still showing so what happens when you hide if you copy it doesn't it doesn't care that you've hidden it so what you need to do is hide like we did then select the region and that's what this tool does it says select visible cells so it's going to select that first column and you can even see there's this light white line here showing you that it's going to just select this column and this column and nothing in between then when you do a copy and you go to a new sheet it's only going to bring in that first and the last column okay so that's what select visible allows you to do that's this one here this one allows you to see your formulas let me go ahead and highlight this and unhide if I want to see what formulas in here I certainly can click on it and I can look up here right but if I click on this it'll show me every single one so that if this one were accidentally wrong like maybe instead of eight it had a nine in there or something like that look at that e8 f9 whoops shouldn't have touched my screen g8 it makes it so easy to see where the error is because I'm looking at all of them at once okay so this is showing and hiding formulas this one is clearing formats so if I want to clear just the look but I want to keep because if I just press delete do you see how it leaves the formatting but clearing formats says no get rid of the formats get rid of the look okay this just allows me to it's just the summation tool this one is super cool and probably though well I really like this because have you ever had a sheet of data that you've wanted to enter but you have to be really careful that it's right so you look at your sheet of data and let's say the first number is 1500 or maybe it's longer than that it's something like this and now you're so you look at your sheet then you look back here to make sure that it's right then you look back at your sheet you type in the next number and you keep going back and forth like that that is incredibly time-consuming wouldn't it be nice if as you typed or as you hit enter it would read back whatever you just put in so that you would hear whether or not you type something incorrectly and you could keep your eyes focused on the paper you're typing from well that's what Speak Cells on Enter allows you to do so you click on Speak Cells on Enter and now no matter what I type can you hear that so yes I'm trying to figure out where it's coming from where it's coming from it's coming from my computer oh okay got it yeah yes I can barely hear it yes yes oh okay I don't know if I can turn that up or not okay let's see if I can if you put your mic closer to the speaker oh that makes sense okay hang on just one second let me take it off my head did that help can you guys did you hear it okay well it may be quiet because just because our technical you know just because I'm wearing a headset here but it won't be quiet if you turn up your speaker however if you are sharing office space with another person and you like that other person then please wear a headset when you do this because it may drive them crazy but that Speak Cells on Enter I think it's a wonderful tool and I just turned it off just by clicking on it again okay this is just sorting a disease z to ace or sorting ascending sorting descending filtering so if you want to just let's say you want to only see rows that have ice cream in them or whatever allows you to filter take off the filter these are some programs that have nothing to do with anything you'd want to know about but then set print area if I only want to print let's say this area I can click on set print area and it will only print that area and then print preview and print so they're all explained in the handout um and we're sort of coming to the end of the time so I wanted to respect that but I also wanted to show you one other thing if you're going to create um a quick access toolbar in outlook there is one quick access toolbar here okay you can see and if you click on new email you'll notice it's completely different one here okay and then if you read an existing email it's a different one here why because depending on where you are there are different things that you can do and so I just wanted to make you aware that where in excel and publisher powerpoint all of those have just one toolbar in outlook you have three different quick access toolbars and it's just dependent on what screen you're currently in so no matter what application you're in I find quick access toolbars one note is another application I use my quick access toolbars I just take absolutely everything that I use a lot or everything that's difficult to get to or I have a difficult time remembering and I put it on the quick access toolbar and it is just incredibly helpful and some of them you can't find anywhere else like speak cells on enter you're not going to find that on any menu in excel so and there's another one in word called calculate which is a cool tool that allows you to calculate numbers so it also gives you access to commands that really aren't accessible in any other way so in my opinion the quick access toolbar is a huge productivity enhancement if you use it so now I'd like to for the last few minutes open up to any questions anybody has is it that easy that everybody understood it completely it really is easy I mean that's another really cool thing about the quick access toolbar is it's so easy to use to learn to modify everything well if there are no questions I want to thank you so much for coming today and hopefully this will enhance your productivity significantly