Your favorite commands can be just a click away. The Quick Access toolbar in Microsoft Office offers you an effortless way to access different features and commands. The Quick Access toolbar (which we’ll call QAT through the rest of this article) is always there and always available no matter where you are or what you’re doing in any Office application. By default, the QAT comes with just a few icons, so you may not find it very useful at the start. However, by adding icons you need to the toolbar and removing the ones you don’t need, you can customize it to your own tastes. You can pack it with a couple of dozen icons, which means all your favorite commands are just a click away. And once you know how to modify the QAT in one Office program, you can do the same in your other Office programs. Let’s look at how to tweak the Quick Access Toolbar. Note: As always, I’m using Office 2016 as my test subject, but the steps apply equally to the past few versions of Office. I’ll use Word as my guinea pig though the process of tweaking the QAT is the same across the … Read More
You can quickly create entire documents using Word’s built-in templates. Do you sometimes struggle to format your Word documents a certain way? Maybe you’re trying to create a resume or a report or a brochure but are having trouble with the design. Well, here comes Word to your rescue. The software offers one key feature that can help you in your goal, namely templates. Templates give your documents a certain look and layout right from the get-go. By using a preformatted template, all you need do is add your text. Let’s check out templates to see how they can enhance your documents. I’m using Word 2016 as my test base, but the steps I cover in using templates also apply to the past few versions of Word. The purpose of a template is to provide you with the necessary layout and design so you can more quickly and easily create a specific type of document. Word comes with several templates, including ones for resumes, cover letters, blog posts, reports, flyers, brochures, and thank-you cards. Each template contains certain design and layout elements already created. You can leave the existing elements in place or tweak them to your own preferences. You … Read More
Here’s how you can set up and work with one or more calendars in Outlook. You use Microsoft Outlook for your email. But do you also use it for its calendar? Perhaps you do, perhaps you don’t. Either way, you can take full advantage of the calendar feature in Outlook to manage your scheduled appointments and events. You can add an event to the calendar and share it with other people. You can invite people to meetings and other events. You can juggle more than one calendar. You can share your calendar with others. And you can tweak your Calendar settings. Let’s look at the process for creating and maintaining calendars in Outlook. For this article, I’m using Outlook 2016 via my Office 365 subscription, but the process works virtually the same in the prior few versions of Outlook. Launch Outlook. Click on the calendar icon at the bottom of the pane to switch to calendar view. You can now manually add an event. This article is part of our premium content. Join Now.Already a paid subscriber? Click here to login.
You should take steps to reduce the size your Outlook mail file if it’s ballooned too large. Do you use Microsoft Outlook and find that your mail file, aka the PST file, keeps getting larger and larger? Yep, that happens as you accumulate more and more email. With lots of mail, your PST file can easily grow to become many gigabytes in size. And why is that a problem? A larger PST file can slow down Outlook. PST files can also become corrupted, a potentiality that increases if the file grows too big. Fortunately, there are ways you can reduce the size of your PST file. Microsoft Outlook uses a PST (personal storage table) file to store not just your email but also your calendar events, tasks, and other items. The PST file is a convenient way to house such information as you can move the file to a different drive or computer, back it up as one single entity, and export items from one PST file to another. The major drawback with a PST file is that the file can easily get very large very fast, especially if you have a habit of not deleting your incoming messages. Overtime, … Read More
You can get a better handle on the amount of spam invading your Outlook inbox. Do you receive annoying spam messages in Microsoft Outlook? Junk mail has been a persistent problem for years. And although progress has been made in the fight against spam, we continue to get unwanted and potentially dangerous junk mail. Your email provider should already have a junk mail filter to block out spam, but some of it is still going to reach your inbox. How can you combat and manage the spam you get in Outlook? Microsoft’s email program offers its own junk mail filter, which you can customize to help stop spam while allowing legitimate mail to come through. You can click on a spam message to mark it as spam or click on a legitimate message falsely labeled as spam. You can also add email addresses and domains to your Safe Senders list and your Blocked Senders list. Let’s look at how you can manage your spam in Outlook. For the purposes of this article, I’m using Microsoft Outlook 2016. But the steps apply equally to the past few versions of Outlook. Before you even open Outlook, sign in to your email provider’s … Read More
The grammar checker tries to be helpful but sometimes falls down on the job. Here’s how you can use and tweak it to make it more effective. Microsoft Office comes with a grammar checker to help you proofread your documents and correct any mistakes and typos. But sometimes the grammar checker gets in your way. The grammar checker may be set to automatically flag words and sentences it thinks are flawed, a visual style that can become obtrusive. At times, the grammar checker seems off-base, trying to fix things that don’t need fixing. Thankfully, Office includes a variety of settings and options for the grammar checker so you’re the one in the driver’s seat. You can turn the automatic checker on or off, tell the checker to always ignore certain items, and add words to Office’s dictionary so it won’t flag them in the future. Let’s look at the Office grammar checker to see how you can control it instead of the other way around. The main features of the Microsoft Office grammar checker are shared across all the individual applications. So, you’ll find most of the same capabilities, options, and limitations whether you run the checker in Word, Excel, … Read More
You can hunt down and often resolve glitches in Office, either by repairing it or by running a special Microsoft utility. Is one of your Microsoft Office applications giving you trouble? Maybe certain features aren’t working properly, or the application itself is freezing or crashing. What can you do to find and fix the problem? One option is to run a repair of Office, which you can do through the Programs and Features screen in Control Panel. If that doesn’t work, then reinstalling Office may be necessary. But Microsoft might also be able to help in the form of a free program called the Microsoft Office Configuration Analyzer Tool. This utility can scan your Office configuration and list any known problems along with links to Microsoft Knowledge Base articles on how to fix those problems. Let’s go through the different ways to resolve problems in Office. I recently bumped into trouble with Microsoft Outlook in which the search index wasn’t working. At another time, I ran into a problem with Word in which the program would randomly freeze or crash. So, like any piece of software, Microsoft Office can misbehave for one reason or another. In the event of a … Read More
You can check out Office for free to help you decide if you want to buy it. Interested in using Microsoft Office — either the one-time purchase Office 2016 or the subscription-based Office 365, but not yet sure you want to shell out the money? Well, don’t open your wallet just yet. There are ways you can check out Microsoft Office for free to see if you like it before you spend your hard-earned cash. Here’s how to get started: try out the free Office Online version, which offers Word, Excel, PowerPoint, and more. Though this version lacks the set of features of the desktop edition, it will at least give you a taste of the full suite. You can check out a free 30-day trial of Office 365 to see what you think of it. Alternately, At Microsoft’s TechNet Evaluation Center, you can access and use an eval version of Office 365 for up to 30 days. And if you’re a student or teacher at a qualifying school, you may be able to snag Office 365 for free. Let’s look at the different ways you can take Office for a free spin. A Look at the free Office Online … Read More
You can beef up Microsoft Word with the right add-ins. Microsoft Word packs a lot of features and functionality into one single application. But there’s always room for more. Perhaps you wish Word included a built-in dictation feature that converted your speech into text. Or maybe you’d like a Word feature that reads your documents aloud to you. Or perhaps you’d like a built-in translator that can translate your text from one language to another. Well, Word may not include these items, but you can tap into them by installing an add-in. Add-ins provide greater functionality and flexibility to an Office application so you can do so much more with the program. You’ll find an array of Word add-ins through Microsoft’s online Office Store, but I’m going to highlight what I think are some of the top and most interesting add-ins to give you a head start. We’ll look at Dictate, an add-in that lets you dictate your documents directly into Word; TextAloud, an add-in that reads your text aloud to you; Read My Document; another add-in that reads your text to you; Translator, an add-in that can translate text in your document between different languages; Collins Dictionary; an add-in … Read More
Outlook Updates Are Causing Multiple Issues I’m tracking several issues with the June Outlook updates that were released last week. Unfortunately I don’t have a fix for these issues, just a lot of recommended workarounds from Microsoft. The known issues have been documented in a web page showcasing the Office known issues, which also showcases that there will be an update expected on June 27th fixing the issue. If you are impacted by the issues noted, try any of the below solutions. Issues opening attachments: When you open an attachment in an email, contact, or task formatted as Rich Text you get the following error: “The program used to create this object is Outlook. That program is either not installed on your computer or it is not responding. To edit this object, install Outlook or ensure that any dialog boxes in Outlook are closed”. To work around the issue, save the attachment to your local drive and open it from there. This article is part of our premium content. Join Now.Already a paid subscriber? Click here to login.