Is that missing Word document gone for good or is there a way to recover it? Let’s find out. Uh, oh. That Word document you spent the past few hours writing has mysteriously vanished. Do you have to start it from scratch? Not necessarily. Your Word documents can sometimes go kerflooey, either disappearing completely or losing the latest changes. Those scenarios can occur if a document crashes or freezes or just doesn’t save properly. That recently happened to me even though I had been saving a now-lost document regularly. So how can you find the document? You have a few options. You can scour the Recycle Bin. Depending on your settings in Word, you may be able to dig up a backup or an AutoRecovered version of your document. If those searches come up empty, you can look for temp files and files with the tilde (~) character. Let’s check out the different ways to recover a lost Word document. As always, I’m using Word 2016 via my Office 365 subscription, but the steps I cover here work with the prior few versions of Word as well. Let’s start by assuming that you’d been working on a document and now … Read More
How often do you receive an email in your Outlook inbox only to decide that you’ll deal with it another time? And how often do you forget to return to that email? Yep, that’s not unusual. Many of us get so much email that we often leave our inboxes filled to the brim with messages that go unattended and unanswered. There must be a way to categorize and flag certain emails so they remain on your radar. And there is, if you’re using Outlook. Microsoft’s desktop email program offers different ways to handle an email that you don’t want to face right away but still need to keep alive. You can tag a message with a name and color category so you can easily spot it and know how to respond to it. You can flag a follow-up to an email to nudge you to look at it on a specific day. And you can set a reminder on a message so you’re alerted about it at a specific date and time. The goal of these actions is to highlight important emails in some way so your attention is drawn or redrawn to them. Let’s check out how to set … Read More
You can automate a host of time-consuming tasks via macros. Do you find yourself running the same laborious and repetitive commands and tasks in Microsoft Word or Excel? There must be a better way, you say to yourself. And there is: With macros. Through a macro, you can record or create a series of commands and tasks in a Microsoft Office application. Then, whenever you want to run those commands, you just trigger the macro. You can create macros to automate just about anything in a program like Word or Excel — apply special formatting, change the layout, insert objects. Macros can sound intimidating if you’ve never ventured into their territory. They’re stored as mini programs using the Visual Basic for Applications (VBA) language. But you don’t need to be a programmer to use macros. You can record the macro by performing the various commands step by step. You can then edit the macro to make any changes. Let’s check out how to use macros to save time in Microsoft Office. Macros are available in Word, Excel, and PowerPoint. The process for creating a macro is the same across all three applications. So once you master macros in one program, … Read More
You can often best proofread your documents by hearing them spoken. You try your best to proofread your Microsoft Word documents, even tapping into the Grammar and Spelling checker to look for typos or other mistakes. But mistakes invariably sneak through. What is a good way to move beyond reading and re-reading? One handy trick is by hearing your document read aloud to you. Hearing a document often catches mistakes that the eye misses. And if you’re writing an article, a paper, a speech, or another document that needs to be just right, listening to that document can help you better refine and revise it. To hear your documents read aloud, you can call on the built-in Windows Text-to-Speech (TTS) feature. This feature lets you change the voice, control the volume, and select what you want to hear. Open a document in Microsoft Word that you want to hear read aloud. Click on the Review tab to display the Review Ribbon. Position your cursor at the top of your document or a specific spot where you want the speech to start. Click on the Read Aloud icon on the Ribbon. The Speech feature begins reading your document aloud, highlight each … Read More
Distribution lists can help you connect with multiple people in one shot. You’ve set up a list of contacts in Microsoft Outlook. Now you want to work with several of them instead of each one separately. Perhaps you have an email you want to send to them all. Or maybe you want to invite them to a meeting or other event. How can you cover multiple contacts without having to manually add each one to your email or meeting invite? That’s where a distribution list (now known in Outlook as a contact group) comes in handy. You can add several or even all of your contacts to a single distribution list. You can create multiple lists, each one for different people — one for friends and another for colleagues. You can even forward your lists to other people to incorporate into their email program. Let’s look at how to create and use distribution lists in Outlook. This article is part of our premium content. Join Now.Already a paid subscriber? Click here to login.
Rules can keep your inbox better organized by overseeing each new message. Your Microsoft Outlook inbox may keep growing with dozens or hundreds of emails going unattended and unanswered. Perhaps you get so many emails that they’re hard to handle. And maybe you sometimes miss important emails because so many messages are cluttering your inbox. If only you had a way to manage all your incoming mails! In Outlook, you do: Creating a rule. A rule automatically handles an incoming message based on certain criteria, such as the sender, recipient, or subject line. The rule can delete the message, put it in your spam folder, or send it to a specific folder based on the criteria. For example, emails from a mailing list can be sent to a folder dedicated to that list. Junk mail with a certain subject line can be banished to the spam folder. And email from your boss or an important client can be sent to a folder for emails of high importance. By using rules, you cut down on the clutter of your inbox so you can focus on and respond to the most critical messages. Let’s check out how to create and use rules … Read More
Track Changes can help you modify a document while preserving the original. Maybe you’ve played around with Track Changes in Microsoft Word but bumped into difficulty with it. Or perhaps you’ve never used the feature but could benefit from it. Either way, you can tap into Track Changes to keep track of any modifications in your documents, whether you’re working on them by yourself or collaborating on them with other people. The feature comes in handy if you want to edit a document without losing the initial version of it. But sometimes Track Changes can be confusing. The trick is to enable Track Changes at the right time and then bounce back and forth between your original and revised document. You can also tweak what you see and what you don’t see when you enable Track Changes. How can you benefit from Track Changes in Word? I’m using Word 2016 on my end, but the process is the same for any of the past few versions of the program. Launch Word and open a document you want to revise. Click on the Review menu to display the Review ribbon. From there, either click on the top half of the Track … Read More
You can create and add contacts in Outlook using a few different methods. Here’s how. You may already have a few contacts in Outlook or you might have an empty list. Either way, using a contact list is a helpful resource for keeping track of all the people who send or receive your email. With a contact list you can easily email someone by typing or selecting that person’s name. You can also refer to the contact list if you need someone’s mailing address, phone number, or other information. But how can you effectively and easily create and add new contacts to Outlook? You have a number of options. You can manually create a contact with all the necessary details. You can sync your contact list with a list from Gmail or another online service so you don’t have to manually add all your contacts. And you can select someone’s email address to add that person as a contact. Let’s check out the ways to set up your contacts in Outlook. I’m using Outlook 2016 via my Office 365 subscription, but the steps are the same for Outlook 2013 and similar for the previous couple of versions of Outlook. Open … Read More