Hints and How-Tos 

Outlook Signature Setup | Outlook Field Chooser | Excel Recover Unsaved Workbook | Excel Shortcuts | Word Hints

This page contains helpful hints and how-tos.


Signature Setup in Outlook

Setting up a signature in Outlook is a great way to send your contact information along with your emails. Not to be confused with your handwritten signature, an email signature is just a short text message that is automatically added to all of your outgoing emails. You type the information once and it will always appear at the bottom of your emails.

Signatures are great for your name, title, phone numbers, email address, and of course, your website address such as, http://www.webstercountyia.org.

Please follow these simple instructions.

Open Outlook.

From the Menu Bar, Click Tools, then Options...

The Options dialog box opens.

Click on the Mail Format tag as seen below.

example of dialog screen

Click on the Signature Picker... button.

The Signature Picker dialog box opens.
You can edit or remove multiple signatures from this box in the future.

Click on the New... button.

example of dialog screen

The Create New Signature dialog box opens.

In the text box, type in default as the name of your new signature.

example of dialog screen

Click on the Next > button.

The Edit Signature dialog box will open.

In the text field, type your contact information as you would like it to appear on your outgoing email. Other than name, title, and website, you may also want to include phone number, address, email address, fax, or cell phone. Some people also attach interesting quotes or jokes. A general rule is to keep it short and relevant.

When typing in the website address, please use the http:// as shown below. Some email clients need this to convert this line to a hyperlink.

example of dialog screen

If you choose, this is also the spot where you can attach your vCard information.

When done, click the OK button.

You return to the Signature Picker dialog box. You can also preview your signature here. Make sure the default signature is selected.

Click the OK button.

You return to the Options dialog box. You may want to unchecked the option that reads "Don't use when replying or forwarding". That is your preference however.

Click the OK button.

You're set! Every time you compose a new message, your signature will appear at the bottom of your message.

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Get the view you want by using the Field Chooser in Microsoft Outlook

Table views in the Inbox show you a lot of information about your messages. However, the fields (col­umns) in a specific view may not provide the right data for you. If you open your Inbox to Messages view, you'll see that the Flag Status Importance field is the default first column, and there is no column at all for the Sent field. What if you'd rather know when you sent something instead of a message's importance?

Field Chooser to the rescue
The Field Chooser makes it easy to add existing fields to a view. It also lets you remove fields and create new ones. Right-click on the row of column headings and choose Field Chooser.

The default field set is Frequently-used Fields. Click on the dropdown arrow and select All Mail Fields.
Scroll through the list of 30 fields, then click on Sent and drag it to the column headings row. Red arrows display to indicate where the field will go when you release the mouse. Now Sent is a column heading and is no longer listed in the Field Chooser.

Suppose you change your mind. With the Field Chooser open, drag the Sent heading off of the heading row until an X appears on it. Then release the mouse to have Sent rejoin the Field Chooser.

Finally, close the Field Chooser. By the way, you don't need to open the Field Chooser to remove a field—just drag it off the heading bar at any time.

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Excel - Recover unsaved workbooks (2010)
We've all done it before—either you forget to save a workbook, you accidentally save it when you should have saved it as a different name, or maybe you lose work because of that rare power outage. Whatever the cause, there's no need to panic when you think you've lost your work in Excel 2010. You can quickly and easily recover older (unsaved) versions of your workbook.

Excel 2010 saves your unsaved versions of files in a specific folder on your hard drive. Remember that these are new, unsaved files or temporary files, such as those you might open from an email or file transfer. Here's how you can recover one of these unsaved files.

To recover an unsaved version of a file:

  1. Open Excel 2010 and click on the File tab.
  2. Click Recent on the left, and then click the Recover Unsaved Workbooks button.
  3. In the Open dialog box, you'll see the contents of your UnsavedFiles folder. For Windows Vista/7, this location is: C:\Users\User_Name\AppData\Local \Microsoft\Office\UnsavedFiles. For Windows XP, the location is: C:\Documents and Settings\User_Name\Local Settings\Application Data\Microsoft\Office\UnsavedFiles.

Note that the files saved in your Unsaved Files folder will no longer be available after four days from the file's creation or modification.

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Eight time-saving Excel shortcuts

Excel has lots of useful shortcut keys that perform various actions. The more you know, the more time you can save. Here are seven shortcuts we hope you find useful:

To enter the current date into the active cell, press [Ctrl];.

To enter the current time, press [Ctrl][Shift];.

To enter or edit a cell comment in the active cell, press [Shift][F2].

To quickly copy an entry into a cell directly to the right, select that cell, then press [Ctrl]R.

To quickly copy an entry into a cell directly below it, select that cell, then press [Ctrl]D.

To copy an entry from a cell directly above the active cell, you can press [Ctrl]'. If the entry is a formula, this shortcut makes an identical copy of that formula, rather than adjusting the cell reference relatively.

Pressing [Ctrl][Shift]' also copies an entry from the cell directly above the active cell. However, if the entry is a formula, this shortcut copies the result of the formula only rather than the formula itself.

An easy way to view all formulas in a worksheet without having to select the cell containing it is to press [Ctrl]~. Press the shortcut again to switch back to the normal view.

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Word - Use the Ruler to Set or Change Tabs

1. View > Ruler.
2. Click in text (or select text) where you want tab set.
3. Show tab in the tab box on the ruler.
4. Click the mouse on the lower half of the ruler where you want the tab set.
5. See Page Layout Tab > Paragraph command group > Launcher button > Tab button for full dialog
tab commands. You can also double-click on a tab. The default setting can be changed at this
location.

Deleting a Tab

1. Select text.
2. Drag the tab marker icon off the ruler, and drop it.

Moving a Tab

1. Select text.
2. Drag the tab marker to the new position on the ruler. Clear All Tabs.
3. Select text.
4. Double-click on a tab to view the Tab dialog.
5. Click the Clear or Clear All button.

Creating Tab Leaders

1. Select text.
2. Format > Tabs.
3. Click on tab set on ruler you want the leaders to lead up to.
4. Click on the type of leader.
5. Click on OK.

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