You Are Invited

Microsoft Outlook: Using Tables to Format a Message

The first objective of an email campaign is to create brand awareness: “Who sent this message?” The design tools in Microsoft Outlook can generate effective messages. For example, your message can include pictures of products and Word documents that explain the features and benefits. The second objective is to invite the recipient to act: “Click here to get started! “

This lesson will show how to create an email message that invites someone to take an online course.

Before You Begin: Microsoft Outlook is open

The steps show Microsoft Outlook 2016. The steps are the same in Outlook 2010 and 2013.

1. Try it: Create a New E-mail
Go to Home-> New-> New Email.
Enter your E-mail Address.
Enter the Subject: You Are Invited

Try This, Too: Confirm the Format
Go to Format Text ->Format->HTML.

Keep going…

Insert a Table

Tables are used to organize web page layout and content. It is a basic design concept. In Microsoft Word we have several lessons that demonstrate how to insert and format Tables.

You can use the same Table Tools to create an E-mail in Outlook. Here we go.

2. Try it: Insert a Table
The Email Message is open.
Go to Insert ->Tables->Table.
Select the Cells: 3 Columns by 2 Rows.

Keep going…

Hello, Table Tools

Tables are used to organize web page layout and content. It is a basic design concept. Microsoft Word has a good set of web page design tools. You can use the same Table Tools in Outlook. Here is a simple example.

3. Try it: Edit the Table Layout
Select the first row of the Table.
Go to Table Tools ->Layout->Merge.
Click on Merge Cells.

What Do You See? Cells A1:A3 were merged (combined) into one Cell.
Keep going…

Insert SmartArt
The Table can hold illustrations, text and links. This example will use SmartArt.

4. Try it: Insert SmartArt
The cursor is in Cell A1 of the table.
Go to Insert ->Illustrations->SmartArt.

What Do You See? You will be prompted to choose a SmartArt Graphic. On the left side is a list of categories.

Go to the Picture category.
Select Titled Picture Accent List.
Click OK.

Keep going…

Hello, SmartArt

The SmartArt Graphic will be placed in Cell A1 of the table. There are two SmartArt Tools: Design and Format. There are also two Table Tools: Design and Layout.

5. Try it: Edit the SmartArt
Enter the following text in the SmartArt:
Shape 1: Welcome to Microsoft Excel
Shape 2: Watch Online
Shape 3: Download the Book (PDF)

Keep going…

Add a Picture to the SmartArt

6. Try it: Add a Picture to the SmartArt
Click on Picture Placeholder 1.
Browse to the Documents folder.
Select a picture: phone
Click Insert.
The picture should fill the Shape.

Click on Picture Placeholder 2.
Browse to the Documents folder.
Select a picture: excel_course
Click Insert.
The picture should fill the second Shape.

This is getting interesting. Keep going…

Choose a Message Theme

7. Try it: Choose a Message Theme
Go to Options ->Themes.
Select a Theme: Slice.

What Do You See? The Theme formatted everything in the message including the Colors, Fonts and Effects of the Table and the SmartArt.

Not done, yet. Keep going…

Change the SmartArt Colors

In addition to the message Theme Colors, you can edit the SmartArt Colors as well.

Before You Begin: Find the SmartArt Tools

Select the SmartArt. The SmartArt Tools should be available.
The Design Ribbon has:
Create Graphic
Layouts
SmartArt Styles
Reset

8. Try it: Edit the SmartArt Design
Go to SmartArt Tools ->Design.
Go to SmartArt Styles->Change Colors.
Select: Colorful Range-Accent Colors 5-6

Try This, Too: Edit the SmartArt Style
Go to SmartArt Tools ->Design->SmartArt Styles.
Select a SmartArt Style: Cartoon.

Keep going…

Edit the Table Layout

Please edit the Table layout as follows.

9. Try it: Merge Table Cells
Select Cells B2:C2
Go to Table Tools ->Layout->Merge.
Click on Merge Cells.

What Do You See? The two cells were merged. This “super cell” will hold a picture and our marketing message.

Keep going…

Edit the Table Design

10. Try it: Format the Borders
Select the Table.
Go to Table Tools ->Design->Table Styles.
Go to Borders->No Border.

What Do You See? The Table is still there–holding the pictures, text and graphics–however the Table is hidden.

Add a Hyperlink

Try it: Select the SmartArt
Go to Insert->Links->Hyperlink
Enter the Address: www.thecomputermama.com
Click OK.

So, Did it Work? Send the email to yourself and see.

The email arrived in the Inbox. The message is colorful and inviting. The hyperlink takes someone to your website.

This email can be saved as Template and used as part of a Mail Merge with Microsoft Word. You can also program the Rules in Outlook to send this email automatically based on your key words or criteria.

I hope that I answered your question. I had fun writing this post.

eBeth

Elizabeth Nofs, the Computer Mama

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How Do You Compare Two Documents?

Microsoft Word: Review and Compare Documents

When many people work together, there may be problems with different versions of the same document as it is edited in different offices. How do you compare two documents? How do you combine different versions?

Before You Begin : Create Two Similar Files

This lesson works if you have two versions of the same document: the one you changed and the original report that you started with. In this example, several changes were made to the original report. The version with the changes is open.

Do This, First: Save the Changed File
Go to File-> Save As
Type a new file name: Charlotte Quarterly Report EAN, where EAN are your initials.

Do This: Open a Copy of the Original File
Go to File->Open.
Browse to the Documents folder.
Select: Charlotte Quarterly Report 2013.docx

1. Try it: Compare two documents
Go to Review ->Compare.
Click on Compare.

Keep going…

Compare and Merge

2. Try This: Select Two Documents

The process begins by selecting the two documents that you want to compare. Click on the yellow folder icon to browse and open the similar documents.

The original document is on the left. The revised document is on the right. You can label the changes with the name of the author if you wish.

Comparison Settings: You can Show or Hide the Comparison settings by clicking on the button that says: More or Less.

What Do You See? You have the option to show the changes in the Original document, a Revised document or a New document.

Select New Document.

Click OK. Keep going…

The Reviewer’s Desktop

3. Try This: Review the New Document
There should be a New document. It may have the name Compare Result 1.

What Do You See? On the left side of the screen is a summary of the revisions. There are 18 revisions in this example.

The Revisions Task Pane is similar to the Navigation Pane when you use Styles. You can use the items listed in the Revisions Pane to go to the matching sections in the new Compared Document.

The revisions are also linked to the same material in the Source documents on the right, so that you can see the information in context of the rest of the document.

Keep going…

Show Source Documents

At first, the screen may appear very busy. On the left you should see the Reviewing pane. You should see the original Source documents in little windows on the right side.

4. Try This: Show Source Documents
Go to Review->Compare.
Click on Show Source Documents.

What Do You See? You can Show or Hide the Source Documents as you compare the original and the revisions.

The options include:
Hide Source Document
Show Original
Show Revised
Show Both

Select: Hide Source Documents.

Keep going…

Track Changes

You can Track the changes in the new comparison document, “Compare Results,” if you wish. Here are the steps.

5. Try This: Track Changes
Go to Review-> Tracking.
Click on Track Changes.

What Do You See? In this example, the text has been deleted and new text added.

What Else Do You See? At the top of the Revisions Pane, there is an Update button. When you click on Update Revision Count, Word scans your document and counts the new revisions.

Keep going….

Review the Comments

6. Try This: Review the Comments
Go to Review-> Comments-> Next.

What Do You See? Everyone’s Comments are also listed in the Revisions Pane. You can use the Next and Previous Comments to skip to a specific part of the document.

Keep going…

Save the Revisions

Before You Begin: Accept (or Reject) the sample changes that you Tracked. Review the Comments and delete them.

When the review is done, please save a copy of this revised document.

7. Try This: Save Your Revisions
Go to File->Save.
Location: Documents
Name: Charlotte’s Quarterly Report Revised EAN, where EAN are your initials.

Done and Done. Please Close all documents.

Here is a video on YouTube that shows these steps and more:

https://youtu.be/sMmSLCXMV_A

So, Did it Work? These tools should be very useful as you compare and review your documents. Please let me know if I answered your question.

eBeth

Elizabeth Nofs, the Computer Mama

New Subscribers Welcome: https://thecomputermama.us
Buy the books at Amazon: https://thecomputermama.us/books-page/

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Lights, Camera, Action!

Microsoft Access Action Queries

Action Queries can change the data in the Tables. For example, an Update Query can find any movie released before the year 2000 and set the rental price (RentalPriceID). The other Action Queries include Append (add more Records), Delete (subtract Records), and Make Table (Copy the Records from a Query into a new Table.)

Deleting Data: Consider This!

1. Consider This: Should You Delete Data?

Deleting data is not a good idea in a relational database. When you create a Receipt in our database, you need information from five Tables. Consider this scenario.

Say you deleted the Movie, “Brave” from tblMovies. Say the Primary Key, MovieID, for this Movie was 407.

Now, you want to run a Report that looks up all of the Receipts. Any Receipt that had MovieID 407 will be incomplete. There is no data because that Key is missing.

This is not good.

2. The preferred method is to Archive a Record by marking it as Archived, Done or Obsolete.

Create a Make Table Query
The Archived Movies will be selected and copied into a new Table.

Create a Delete Query
The last Action Query deletes the Archived Movies from tblMovies.

Before You Begin: A sample database is open. This “Front Row Video” database has the following eight Tables: tblCustomers, tblGenre, tblMovieRented, tblMovies, tblMovieSearch, tblRating, tblReceipt and tblRentalPrices.

Select the Oldies

Create a Make Table Query that will mark all of the Movies released before 1990 as “Archived.” The best place to start is to make a Select Query and see if it finds the right Movies. When it works we’ll save the Select Query as an Make Table Query.

1. Try it: Create a Select Query

Go to Create ->Queries ->Query Design.
You will be prompted by the Show Table.
Select a Table: tblMovies.
Click Add and Close the Show/Table Window.

Try This, Too: Add Fields
Add these Fields to the QBE Grid:
MovieID, Movie, Year, Archived, Rating, Genre, Stars and RentalPriceID.

And This: Add a Criteria
Select a Field: Year.
Enter a Criteria: <1990

When you Run this Query you should find 73 movies that have our Criteria.

Keep going…

Copy to a New Table
A Make Table Query selects the Records that match the Criteria and copies those Records into a new Table.

4. Try it: Create a Make Table Query
The Query is still open.
Go to Query Tools ->Design->Query Type.
Select a Query Type: Make Table.

What Do You See? You will be prompted to name the new Table.
Enter the Table Name: tblArchiveMovies.
Click OK to Run the Make Table Query.

Do This, Now: Save the Make Table Query
Go to File->Save Object As.
Enter the name: ArchiveMovieMT,
where MT means this is a Make Table Query.
Keep going…

Review the Data
Did all of the Records get copied to the new Table when we ran the Make Table Query?

5. Try it: Review the Data
Go to All Access Objects->Tables.
Open a Table: tblArchivedMovies.

What Do You See? There should be 73 Records in tblArchivedMovies.
OK. Save and Close ArchiveMovieMT.

The Last Action Query

A Delete Query does exactly what the name spells out: It deletes data. As mentioned earlier, deleting data is not the best practice for a database administrator. However, this option may be better than marking bad records as archived.

The following example will use a copy of the Movie Table to test the Delete Query.

1. Try it: Create a New Select Query
Go to Create ->Queries ->Query Design.
You will be prompted by the Show Table.
Select a Table: Copy of tblMovies 04-16-2014.
Click Add and Close the Show/Table Window.

Try This, Too: Add Fields
Add these Fields to the QBE Grid: MovieID, Movie, Year, Rating, Genre, Stars and RentalPriceID.

And Try This: Add a Criteria
Select a Field: Year.
Enter a Criteria: <1990

Do This, Now: Run the Select Query
Did this Select Query select 73 Records?

Create the Delete Query
So the Select Query works. Now, you can change it into a Delete Query.

Before You Begin: Change the View
Go to Home ->Views->View.
Select a View: Design View.

2. Try it: Create a Delete Query
Go to Query Tools ->Design->Query Type.
Select a Query Type: Delete.

Try This, Too: Run the Delete Query
Go to Query Tools ->Design->Results-> Run.

What Do You See? You will be prompted that you are about to delete 73 Rows. You are also reminded that there is no UNDO. This is permanent data heaven.

Click Yes to delete the data from the Copy of tblMovies 4-16-2014, Table.
So, let’s go see what’s left in this Table.

Review the Data
3. Try it: Review the Data
Go to All Access Objects->Tables.
Open a Table:Copy of tblMovies 4-16-2014.

Try This, Too: Sort the Records
Select a Field
: Year.
Go to Home ->Sort & Filter->Ascending.

What Do You See? There were 420 Records in Copy of tblMovies 4-16-2014. The Delete Query deleted 73 movies, leaving 347.

The 73 movies were effectively deleted as promised.
Close the Copy of the Movies Table.

Do This, Now: Save the Delete Query
Go to File->Save.
Enter a name: DeleteArchiveMoviesDQ.
Close the Delete Query.

SUMMARY: We also created several Action Queries to simplify the task of archiving the old movies. The Action Queries included a Make Table Query, ArchiveMovieMT, to copy the Archived Records into a new Table: tblArchiveMovies. We also designed and tested a Delete Query: ArchiveMovieMT

I have a video on YouTube that shows these steps: https://youtu.be/BLwn4IxSoTo

You done good! Go get the cookies!

Please let me know if I answered your question.

eBeth
Elizabeth Nofs, the Computer Mama

New Subscribers Welcome: https://thecomputermama.us
Buy the books at Amazon: https://thecomputermama.us/books-page/

Please consider my course on UDEMY, The Beginning Guide to Microsoft Access. This course is free.

The Beginning Guide to Microsoft Access 2013 – Udemy

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Equations in Word

Hello, Equation Tools! At long last, Word has a whole Ribbon of Tools for writing and editing Equations. This post will introduce the new Ribbon.

Before You Begin: A new, blank document is open.

Insert Equations: Creating math symbols as you type is very useful. You can also insert and edit equations in Microsoft Word 2013.

1. Try This: Find the Equations
Go to Insert-> Symbols->Equation. Click on the drop-down arrow on the right.

What Do You See? There should be a list of equations including the Area of a Circle, Binomial Theorem and, yes indeed, it is the Pythagorean Theorem for triangles.

2. Try This, Too: Insert A New Equation
Go to Insert-> Symbols->Equation.
Click on Insert New Equation.
Click OK.

3. What Do You See? There should be a new Equation Block that you can edit.

What Else Do You See?The Equation Tools include: Tools Symbols Structures

4. Try This: Review the Equation Ribbon
Go to Equation Tools-> Design->Structures.

What Do You See? Many of the math and business symbols can be found in the Symbols.  The Structures enable you to document Fractions, Script, Radicals, Integrals, Bracket, Function, Accent, Limit and Log, Operator, and Matrix. Way cool new Ribbon.

Math AutoCorrect Options

Earlier, we reviewed the Math Equations. Many professions use mathematical symbols in reports and documentation. Prior to Microsoft Office 2007, you had to Insert a Symbol and select a letter from a set of Fonts named Dingbats or Symbols.

How Did We Get Here?

The Word Options are open. Proofing is selected. Go to the top of the Proofing page. Click AutoCorrect Options… Try it: Find the Math AutoCorrect Options  When the AutoCorrect window opens, select the Math AutoCorrect Tab.

 

Math AutoCorrect has an extensive list of text for math, chemistry and engineering. This list is adaptable, too. You can add or edit your own entries, same as with AutoCorrect.

Look for the check box to Use Math AutoCorrect outside of the math regions. This is an important option if you wish to type formulas and equations.

Extra Points if you can identify this math calculation tool, above

That’ll work. Good question. Thanks for asking.

eBeth

Elizabeth Nofs, the Computer Mama

New Subscribers Welcome: https://thecomputermama.us 

Buy the books at Amazon: https://thecomputermama.us/books-page/ 

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Working with Block Quotes in Word

 

There are two ways of handing Paragraphs in Microsoft Word:
Home->Paragraphs
Layout->Paragraphs

The Paragraph options on the Home Ribbon format the Text. This Group has Bullets, Numbers, Indents and Line Spacing.

The Paragraph options on the Layout Ribbon format the margins and adjusts the space between the paragraphs.

Block formatting is used in business letters to call out important information. The APA also requires Block Quote formatting for any quote greater than 40 words.

Here is the formatting on a Block paragraph:

  • Text is aligned left. The Line Spacing is single.
  • The Spacing between paragraphs is double.
  • The Block paragraph is indented 1” from the page margin

There is an excellent explanation at this link:
http://asklibrary.com.edu/faq/58549

Create a Block Quote

Here are the steps to create a Block Quote in Microsoft Word.
A sample document is open.

Try it: Format the Paragraph.

Select a Paragraph.
Go to Home->Paragraph->Line Spacing.
Select 1.0 (This means single spaced).

Go to Home->Paragraph->Align Left.
Confirm the Alignment is Left.

Go to Home->Paragraph->Line Spacing.
Confirm the Line Spacing is 1.0
(Single spacing between all of the lines in the paragraph)
Do not add any extra Spacing, please.

2. Now, Try This: Edit the Spacing Between Paragraphs
The paragraph is still selected.
Go to Layout->Paragraph-> Spacing.
After: 12 pt (Double spaced between the paragraphs)

Finally, Try This: Create a Block Quote
Go to Layout->Paragraph-> Indent.
Edit the Left Indent: 1.0 “.

What Do You See? The paragraph is formatted as a Block.

That’ll work. Good question. Thanks for asking.
eBeth

Elizabeth Nofs, the Computer Mama

You are invited to evaluate my NEW COURSE: Top Ten Tools in Microsoft Word.

Here are the steps: Sign into the school. Then enroll in the course.
(Two clicks, two emails.)
FREE Our promise: No Cost. No ankle biters.

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Take a Break!

Footers, Page Numbers, and Breaks

How do you create different Headers and Footers in a Word document? Say you wanted to have each Chapter in a report have a different Header (Chapter I, Chapter 2, etc.). Say that the page numbering in each chapter restarted at Page 1. This little post will show the steps.

(footers!)

Before You Begin

This example uses a sample file. You can practice with your own document if you wish.
Sample Windows Deployment Text 2013 Complete.docx

Headers and Footers
Try This: Insert a Footer
Go to page 2: Business Organization
Go to Insert ->Header & Footer.
Click on Footer.

Select: Blank (Three columns) This Footer sets up three Tab Stops.

What Do You See? A new text box will open on the bottom of your document. At the top of the document are the Header and Footer Tools. The rest of your document text will appear dim, and cannot be edited while you work with the Headers and Footers.

What Else Do You See? This Footer has three little Quick Parts that you can edit.

1. Try This: Insert the Page Number
Page numbers are usually placed in the footer. Here are the steps.

Before You Begin: Place your cursor in the Quick Part on the far right of the Footer, where it says [Type here].

2. Try This: Insert the Page Number
Go to Header and Footer Tools->Design.
Go to Header & Footer.
Go to Page Number ->Current Position.
Select: Accent Bar 2.

What Do You See? A new page number should be displayed in the bottom right corner of the Footer. What page number is it showing? You can format the numbering if you wish.

3. Try This, Too: Format the Page Number

Before You Begin: Select the page number. It is a Merge field, so it will be highlighted light grey when you select it.

3. Try This: Format Page Numbers
Go to the Header and Footer Tools.
Go to Header & Footer.
Go to Page Number.
Click on Format Page Numbers.

4. Try This, Too: Edit the Number

By Default, the Number Format is whole numbers: 1, 2, 3. You can choose letters or Roman numerals. The Page numbering can continue from the previous section, or start with a different number.

Where Have You Seen This Before? The first pages in a book are often numbered with i, ii, iii. The first chapter then begins on the right hand page with the number 1.

Click OK to close this window. Keep going…

More Headers and Footers

Did you know that you can have different Headers and Footers for each part of your document? Start with the first page. Usually the first page is different than the rest of the pages.

Try it: Create a Different First Page

Please go to Page 1.
Go to the Header and Footer Tools.
Click on the Design tab.
Check Different First Page.

Add this text: CONFIDENTIAL: Prepared for Charlotte’s Web Site.
You can format this text Bold and Red.

Different Sections

Say you had three Sections in your document and you wanted each section to have a different Header or Footer. To do this, you need to insert a Break and choose a Continuous Section Break. There are four kinds of Section Breaks: Next Page, Continuous, Even and Odd.

1. Try it: Insert a Section Break
Begin on page 3.
Place your cursor before the headline: Issues of Concern.
Go to Page Layout.
Find the Page Setup Group.
Select Breaks.

Choose Section Breaks ->Continuous.

Add a Continuous Section Break to:
Issues of Concern
Phase One
Phase Two
Phase Three

Different Headers and Footers

Working with the sections requires some thought. The key to making this option work is the Link to Previous command. When that link is turned off, you can make each Section have unique Headers and Footers.

Try it: Remove Link to Previous
Go to page 3, Issues of Concern.
Double click the Header to open it.
Type: Computer Upgrade.
Tab to the center of the Header.
Type: Issues of Concern.

Use the Navigation buttons to go to the Next Section, Phase 1.

Do NOT Link to Previous. (Click it off)
Type in the Header: Phase 1.
Try it with Phase 2 and Phase 3, too.

What Do You See? The Next and Previous Sections should be different.

What If It Doesn’t Work? Please start again from page 1 and make sure the sections are NOT linked. Then add the text.

Odd and Even Headers

Open any book and you will see that the Headers and Footers are different on the Odd and Even Pages. The Odd pages usually have the name of the chapter. The Even pages may have the name of the section or the name of the book.

Try This: Create Odd and Even Pages
Go to Page 3.
Go to the Header and Footer Tools.
Go to Design-> Options.
Click Different Odd and Even Pages.

The Header for Section 1 will have an Odd Page Header. You may need to use the Page Up and Page Down buttons to navigate to odd and even pages.

Memo to Self: The Odd pages are on the right side, the Even pages are on the left side. That’s the way books have been made for a couple hundred years.

That’ll work. Please let me know if I answered your question.

Thanks, eBeth

Elizabeth Nofs, the Computer Mama

These steps are taught in my NEW COURSE: Top Ten Tools in Microsoft Word.

Here are the steps: Sign into the school. Then enroll in the course.
(Two clicks, two emails.)
FREE Our promise: No Cost. No ankle biters.

New Subscribers Welcome: https://thecomputermama.us

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Where Does the Outlook Archive Go?

Archiving Data in Microsoft Outlook

Microsoft Outlook is a database. So, where is the data file? This lesson will review the Account Setting, Find the Data Files (PST) and edit the AutoArchive settings.

Before You Begin: Review the Account Settings

You can edit your E-mail Account if you wish. You can add or remove E-mail Accounts as well. Here is the pathway back to the Account Settings.

1. Try it: Review the Account Settings
Go to File ->Info->Account Settings.

What Do You See? The E-mail Accounts are listed by Name and Type.
The options include:
New
Repair
Change
Set as Default (if you have more that one)
Remove

Find the Data Files

2. Try it: Review the Data File Options
Go to the Data Files tab, please.

What Do You See? The options are similar to the ones on the E-mail tab:
Add
Settings
Set as Default (if you have more than one)
Remove
Open File Location

3. Try it: Find the Data File

The Account Settings are open. The Data File tab is selected.
Click on Open File Location.

What Do You See? The POP3 Data file is a *.pst file. You can confirm that it is the *real* database by looking at the file properties. The Date modified should be recent (perhaps today) and the File size may get rather large if you save pictures and attachments.

Do This: Copy the Data File
This is the actual database…and this is the file you want to backup.

AutoArchive

You can program Microsoft Outlook to archive old items from the database. The archived items can be saved to a different data file, archive.pst.

1. Try it: Find the AutoArchive Settings
Go to File ->Options-> Advanced.

Click on AutoArchive Settings.

Edit the AutoArchive Settings

2. Try it: Edit the AutoArchive Settings
Click on Run AutoArchive every…

All of the options will become available.

The AutoArchive will run every 14 days. You can change the timing if you wish. You will be prompted before the AutoArchive runs.

The AutoArchive can do the following:
Delete expired E-mails
Show the Archive Folder

You can choose how to handle the old items:
Move them to an archive.pst folder
Permanently Delete.

You do not need to run the AutoArchive now. Uncheck Run AutoArchive every…

That’ll work. Please close this window and return to the Inbox.

Good question, Thanks for asking,
eBeth

Elizabeth Nofs, the Computer Mama

Here is a YouTube video tha shows the steps that you can watch if you wish:

Microsoft Outlook 2013: Accounts

You are invited to evaluate my NEW COURSE: Top Ten Tools in Microsoft Excel.

Here are the steps: Sign into the school. Then enroll in the course.
(Two clicks, two emails.)
FREE Our promise: No Cost. No ankle biters.

New Subscribers Welcome: https://thecomputermama.us
Visit our school at: https://thecomputermama.teachable.com/

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What Are the Differences Between Microsoft Office 2010 and 2016?

What Changed for Me
The big difference was the switch from desktop computers to devices: Phones, Tablets and iPads. Almost 60% of all computing is now done on a hand-held device, not a desktop PC. Microsoft bought Nokia, the phone company, and all of the Touch Screen patents that Nokia owned.

Bigger Ribbons
The Ribbons definitely changed from Microsoft Office 2007 to 2013. The Ribbon is almost twice as big, so that I can click with my fingers, instead of my mouse.

Word 2007 Home Ribbon

Word 2013 Home Ribbon

New Quick Clicks
The Quick Clicks provide rich options right next to whatever I am editing-Picture, Chart, Text-without having to scroll up to the top of a very little screen.

Excel 2013 Chart Style

Excel 2016 Quick Analysis

If you look at the bottom of Microsoft Excel, you can see the plus (+) sign by the Tabs. Doesn’t that remind you of the (+) that you use on your SmartPhone to add a new Contact? Hello, New Tab

Consume or Create?
In class I make a distinction between consuming information:
I read it on my SmartPhone.

…And creating knowledge:
I analyze the data and publish the findings professionally.

The Computer Mama’s Work Stations

My Humble Opinion
I believe that Microsoft is seeking the right pathway with their flagship product Microsoft Office. The options in Office 2016 are integrated with the business version of Microsoft Office 365. Being part of a server, especially an Exchange server, puts a lot of business savvy into the hands of a small business. These tools were very expensive to deploy and maintain in my own office: hardware, setup, support.

I am looking forward to the next steps.

Good question. Thanks for asking.
eBeth

Elizabeth Nofs, the Computer Mama

Please consider my FREE COURSE: Top Ten Tools in Microsoft Excel.
Here are the steps: Sign into the school. Then enroll in the course. (Two steps, two emails)
Our promise: No Cost. No ankle biters.

New Subscribers Welcome: https://thecomputermama.us
Buy the books at Amazon: https://thecomputermama.us/books-page/

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The Dynamic Duo: vLookUp and IF

Microsoft Office is most effective when the tasks are strung together in a sequence. It is how we process our work: many little steps one after the other. Today’s post presents the Dynamic Duo: vLook and the Logical Function IF. This will be fun.

My Approach

As a database designer, I think of Excel as a “Prequel” to Access. The data in Excel and Access is the same, they can be linked. So the data should be normalized in both. There should be a Table for each type of information. In this example, there will be a Table for the Bonus (VLOOKUP). Then we can look up the right answer in the Tables.


Create the Lookup Table in Excel

Here is a YouTube video that demonstrates all of these steps that you can watch if you wish:
Intermediate Excel: Using Lookup Tables

The Lookup Function

Say your company offers a bonus for meeting sales goals. The bonus will be calculated as a percent of the sales. The best way to calculate the bonus is to look up the answer in a Table. Excel calls this the Lookup function. A vertical, or VLookup uses the values in the columns. A horizontal, or HLookup, uses the data in rows.

Before You Begin: Set up the Spreadsheet

Open a new spreadsheet in Microsoft Excel.

Add the following labels:
In cell C1, type Commission
In cell D1, type Bonus
In cell F1, type Sales
In cell G1, type Percent

Format the Labels Bold.
Format Column F for Accounting.
Format Column G for Percentage.

Enter the following sample data…

1. Try it: Create a VLookup Table

This Lookup table has two columns: Sales and Percent. Sales, Column F, is formatted for Accounting ($) and Percent, Column G, is formatted for Percentage (%).

2. Try it: Add data to the table

Enter the following values:

Keep going, please…

Name That Tune

In Excel, you can name a cell, or a range of cells. Using names makes it easy to go to a particular place. It also simplifies cell references when you create equations.

3. Try it: Name the Range

Select Cells F1 through G5.
Go to Formula->Defined Names.
Select Define Name.

What Do You See? The New Name screen will pop up. The Name, Sales, came from the label in Cell F1.

Refers to: Show the name of the spreadsheet, Bonus. The Range of data can be found in cell F1 through G5.

Click OK and continue…

4. Try This: Insert a VLookup Function

Select Cell C2.
Go to Formula -> Function Library.
Go to Lookup & Reference.
Select VLookup from the function list.

Please keep going…

VLookup Arguments

5. What Do You See? Excel will prompt you to fill in the Function Arguments.

Here are some answers.

Lookup_Value: The first argument asks, “Where is the data?” In our example, Alex’s total is in cell B2. Click on cell B2.

Table_array: The second argument wants to know, “Where is the lookup table?” You can type the name, sales, for the range or use the red, white and blue lookup button to go to highlight cells F1 through G5.

Col_index_num: The third argument needs to identify where the answers are. In our two column Sales array, the percents are located in Column 2.

Click OK.

Working with Logical Formulas

The previous steps demonstrated how to create, name and use Lookup tables. Another useful set of Functions are the Logical formulas.

A Logical formula is binary. There are only two answers: True/False, Yes/No, Above/Below. It begins with a Logical Test. Say you wanted to calculate if the goals were met? For example, did sales exceed our goal of 15% ? You could use a Logical equation here.

1. Try it: Create a Logical Formula

Select Cell D1 and type: Goals
Select Cell D1 and format the label BOLD.

Select Cell D2.
Go to Formulas->Function Library ->Logical.
Click on IF

What Do You See? Microsoft Excel will prompt you to fill in the Arguments.

Logical Test: C2>0.10
Value_if_true: Well Done
Value_if_false: Needs Work

Please click OK.

OK, Have Fun with Conditional Formatting!

You can use Conditional Formatting to Highlight the results, based on TEXT:

If the text is Well Done: Green is good
If the test is Needs Work: Yellow mean caution.

Can these formulas be used with the other Logical Options: And, Or, Not? Absolutely. But that is new story for another day.

Good question. Thank you to the people who invited me to post an answer. Please let me know if I answered your question.

eBeth

Elizabeth Nofs, the Computer Mama

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