Microsoft Office 2010 Tips & Tricks - Ultimate Guide

Unlock the Full Potential of Microsoft Office 2010

Discover how to maximize your productivity with our complimentary guide to Microsoft Office 2010. This version introduces numerous enhancements compared to Office 2007.

However, as is typical with each Office release, these advancements aren't always immediately apparent to standard users.

Introducing "Office 2010: Ultimate Tips and Tricks"

This manual, authored by Matt Smith, highlights the most valuable new functionalities within Microsoft’s newest office suite.

It provides clear explanations, all consolidated into a single, accessible resource.

Navigating the Expansive Office 2010 Suite

While locating all features within individual programs is often achievable, Microsoft Office 2010’s breadth is substantial.

Even experienced users frequently realize they aren't proficient in a significant portion of the software’s total capabilities.

A wealth of knowledge awaits, so explore the guide today!

Microsoft Office 2010 offers a powerful set of tools, and this guide will help you master them.

• Learn about the improvements over Office 2007.
• Discover hidden features and functionalities.
• Enhance your productivity with Matt Smith’s expert advice.

Table of Contents

This document provides an overview of several key applications within the Microsoft Office suite.

We will examine the functionalities and core features of Backstage, Word, Excel, PowerPoint, and Outlook.

§1–Introduction

The Microsoft Office suite remains a cornerstone of productivity for individuals and businesses alike.

Its applications offer a comprehensive set of tools for document creation, data analysis, and communication.

§2–Exploring Backstage

Backstage, introduced in recent versions of Office, serves as the central hub for managing files.

From this interface, users can open, save, print, and share documents, as well as access account settings and options.

It streamlines common tasks and provides a unified experience across different Office applications.

§3–Word!

Microsoft Word is the industry standard for word processing.

It allows users to create, edit, and format text-based documents with ease.

Features include spell check, grammar check, various formatting options, and the ability to insert images and tables.

Templates are readily available for a wide range of document types, simplifying the creation process.

§4–Excel

Microsoft Excel is a powerful spreadsheet program used for data analysis and organization.

It enables users to perform calculations, create charts and graphs, and manage large datasets.

Key functionalities include formulas, functions, pivot tables, and data visualization tools.

Excel is invaluable for financial modeling, statistical analysis, and reporting.

§5–Power Up Powerpoint

Microsoft PowerPoint is the go-to application for creating presentations.

It offers a variety of tools for designing visually appealing slides with text, images, and multimedia elements.

Users can utilize pre-designed templates or create custom presentations from scratch.

Features like animations and transitions enhance the delivery of information.

§6–Looking Out for Outlook

Microsoft Outlook is a comprehensive email client and personal information manager.

It allows users to send and receive emails, manage calendars, contacts, and tasks.

Outlook integrates seamlessly with other Office applications, facilitating collaboration and organization.

Its features include rules for automated email management and robust search capabilities.

§7?–Conclusion

The Microsoft Office suite continues to evolve, offering a robust and versatile set of tools for modern productivity.

Each application – Backstage, Word, Excel, PowerPoint, and Outlook – plays a crucial role in streamlining workflows and enhancing efficiency.

Mastering these tools is essential for success in today’s digital landscape.

1. Introduction

1.1 Embracing Office 2010

Few software suites are as universally recognized as Microsoft Office. The term itself has become synonymous with productivity software, extending its reach beyond technical circles and into the daily vocabulary of professionals. It’s a tool consistently utilized for tasks ranging from email correspondence to the creation of impactful business presentations.

The release of Office 2007 represented a significant evolution for Microsoft’s productivity applications, comparable in scope to the changes seen between Windows XP and Vista. Despite some initial resistance – inherent in any substantial update to established software – the revision proved largely successful. A key component of this success was the introduction of the Ribbon, a new user interface that was implemented with relative ease.

Office 2010, in contrast, constitutes a more incremental update. While it incorporates new functionalities, many of which are highly beneficial, the core interface remains largely consistent. Users familiar with Office versions preceding 2007 may require a period of adjustment, but those comfortable with Office 2007 will find the transition to 2010 seamless.

1.2 Guidance Ahead

Given that Office 2010 doesn’t introduce changes as extensive as those found in Office 2007, the need for comprehensive introductory instruction is lessened. Individuals transitioning from Office 2003 will still need to familiarize themselves with the Ribbon interface, though much of the guidance applicable to the 2007 version will remain relevant. However, specific details will naturally differ.

Instead, Office 2010 focuses on refinement and improvement. This guide aims to empower users of Office 2010 to maximize the program’s potential and leverage its full range of features. While discovering all functionalities within Office is generally achievable, its expansive nature often means even experienced users aren’t proficient in all its capabilities.

The tips presented here are intended for regular Office 2010 users. The focus is on providing practical, yet often overlooked, information to enhance productivity and streamline workflows, ultimately reducing stress and improving efficiency.

1.3 Compatibility Considerations

The advice detailed within this guide is specifically tailored to Office 2010. While some tips may have partial or complete applicability to Office 2007, many focus on features newly introduced in Microsoft Office 2010.

Users of Microsoft Office for Mac 2008 – a common configuration for Apple computer users – will likely find limited value in this content. The absence of the Ribbon interface in Office for Mac 2008 creates significant differences. Those utilizing the more recent Microsoft Office for Mac 2011 may find some overlap, but keyboard shortcuts and menu structures will often vary.

2. Exploring Backstage

A significant alteration to the Office 2010 user interface is the introduction of Backstage. The traditional File menu, along with the Office button from Office 2007, have been removed. In their place, a File tab is now present.

However, selecting this tab doesn’t open a conventional menu; instead, it launches a completely new section of the interface.

Despite this interface change, the majority of tasks performed within Backstage remain straightforward. Users can open, save, and print files, access recently used documents, and create new ones.

2.1 Customizing the Ribbon

The Microsoft Office ribbon is expected to remain a core component – at least until a major Office overhaul, which is unlikely before the end of the current decade.

This doesn’t mean the initial Office experience is fixed. The interface of Office 2010 can be customized in several ways, though the process isn’t immediately apparent during normal use. Interface modifications require navigating to the Options menu through Backstage, then selecting Customize Ribbon.

The ribbon interface, by default, appears somewhat cluttered. However, it doesn’t encompass the full range of commands available within Office applications. The Ribbon’s design aimed to reduce complexity by eliminating deep menu structures and infrequently used command buttons.

Commands considered rarely used are not necessarily unused. These commands are still accessible, located within the Commands section, not directly on the Ribbon.

For instance, if I wished to add a quick access button for Borders and Shading within the Insert tab, I would need to highlight the Insert tab and then click New Group. After creating a custom group, I could then select that group and add the Borders and Shading command. This would then display Borders and Shading in my Insert tab.

Further customization is possible. New tabs can also be created, allowing for a completely personalized interface with custom groups and commands. While this level of customization may not appeal to everyone, the tools are available.

2.2 Collaborate Backstage

The Save command, as found in earlier Office versions, has been replaced by a Backstage section titled Save and Send. This section allows for document saving, but also serves as a hub for Office’s collaborative features.

Several methods exist for sharing documents, beyond traditional email. The Save to Web option saves documents to your Windows Live Skydrive account. This free account provides document storage and sharing capabilities. Skydrive is accessible through a web interface at skydrive.live.com.

From Skydrive, documents can be shared with others by sending a link or granting file permissions via email address. Permissioned users can then edit the documents, enabling true collaboration without requiring a Sharepoint server – although Sharepoint remains integrated within the Office ecosystem and can be accessed directly below Save to Web.

2.3 Fix Those Annoying File Blocks

Unfortunately, security enhancements often introduce user inconveniences. Increased protection against malware inevitably leads to additional hurdles for users. I would gladly forgo firewalls and antivirus software if malware were nonexistent, but its presence necessitates these extra layers of security.

Office 2010 incorporates its own security improvements, and the associated annoyances primarily relate to file trust. Older Microsoft file types have been analyzed by hackers, revealing security vulnerabilities. Malware, such as macro viruses hidden within Excel spreadsheets, exploits legitimate Office documents for propagation.

By default, Office 2010 blocks certain file types, opening them in Protected View, which prevents editing. To modify this behavior, open Options in Backstage, then navigate to Trust Center, and subsequently Trust Center Options. Finally, access File Block settings. Here, you’ll find a list of file types and checkboxes to enable or disable handling those files in Protected View.

While there, also review the Protected View menu, which controls how Protected View handles files from specific sources, such as those downloaded from the Internet. Remember that disabling Protected View, while convenient, could expose you to malware threats. Microsoft didn’t implement this feature without careful consideration!

3. Word!

Microsoft Word is undeniably one of the most widely utilized software applications globally. It serves as the primary word processor for businesses, educational institutions, governmental bodies, and a vast majority of individual users. Despite its seemingly simple function, Word offers a surprising level of complexity.

It has evolved significantly over time, expanding from a basic tool into a comprehensive program capable of producing sophisticated materials, such as the .PDF guide you are currently reading.

3.1 Streamlining Repetitive Tasks

Word documents are rarely entirely original; a significant portion of content created within the software involves repetition of previously established information. Consider the frequent use of a company’s address, employee names, or standardized clauses within business documentation.

To enhance efficiency in such scenarios, leverage the Quick Part feature. Select the text or content you intend to reuse frequently, then navigate to the Insert tab.

Locate and click the Quick Parts button to reveal a drop-down menu. Select “Save Selection to Quick Part Gallery.” A dialog box will appear, prompting you to name the quick part. Creating a dedicated category is advisable if you anticipate numerous quick parts, though the default Save In and Options settings are generally sufficient.

Once a Quick Part is created, it can be inserted by clicking the Quick Parts button and selecting it from the menu. This can significantly reduce time and effort when dealing with frequently used information, like a company address.

3.2 Expanding on Building Blocks

The Quick Part functionality is part of a broader suite of Microsoft Word tools known as Building Blocks. A Building Block represents any reusable content segment within a document, distinct from the document itself. It’s stored within the Word interface, allowing for repeated use of complex design elements without constant reformatting.

We’ve already discussed creating Quick Parts, one type of Building Block. However, Building Blocks also apply to Headers and Footers, enabling automatic insertion into one or all document pages.

For instance, consider creating a business header:

To all document experts – this is merely an example header! It serves illustrative purposes only.

As the advertising manager for Acme Services, I want to save this header for future use. This is easily accomplished by selecting the header, clicking the Header button in the Insert tab, and choosing “Save Selection to Header Gallery.” Similar to the Quick Part example, the custom header will now be accessible whenever the Header button is clicked.

The process for creating a custom footer mirrors that of a header. Additionally, the Equation and Cover Page buttons on the Insert tab offer similar functionality.

As you become more proficient with Building Blocks, you may need to reorganize, delete, or modify existing ones. The Building Blocks Organizer can be accessed through the Quick Parts menu, or by adding it as a button to the Insert tab via the Ribbon customization options (detailed in Chapter 2).

The organizer is straightforward. It displays a list of Building Blocks on the left and a preview on the right. The Edit Properties button allows modification of category and other settings. The Insert button places the Building Block into your document, while the Delete button removes it entirely.

3.3 Enhanced Document Search Capabilities

Document search has long been a feature of Office, but its usability has evolved. Previously, it involved a separate menu requiring manual input and sequential review of search results. While functional, this method was often slow and cumbersome.

Microsoft has improved this in Office 2010, adopting a search function more akin to online search engines. Activating search (using the shortcut Ctrl-F) expands a sidebar on the left, where you can enter your query. Crucially, the sidebar now displays a contextual excerpt from your document, providing a preview of the search result.

Clicking the preview in the sidebar navigates directly to the corresponding location within the document. This new search feature is significantly faster than its predecessor. The older menu remains accessible via the arrow next to the search magnifying glass, offering Advanced Find, Find and Replace, and the Go To function for navigating to specific pages or elements. You can also search for graphics, tables, and equations through the drop-down menu.

3.4 .Doc and .Docx File Compatibility

Before transitioning to Excel, it’s important to clarify the difference between .doc, the older Microsoft document format, and .docx, the newer format. Microsoft introduced .docx with Office 2007, a change that continues to cause confusion for users upgrading from older versions.

.docx is now the standard format for Microsoft Word. All versions of Word released after Office 2007 utilize this format. However, older versions of Word cannot natively open .docx files.

A compatibility pack can be downloaded to address this issue. However, opening a .docx file in an older version of Word may result in the loss of certain features. For example, Bibliography and Citation text will be converted to standard text. A comprehensive list of lost features is available on the Microsoft website.

4. Excel

For over two decades, Excel has remained a favored application for those involved in data organization and analysis. Microsoft has consistently integrated new functionalities over time, ensuring the software remains competitive and relevant. Currently, Microsoft Excel stands as the leading spreadsheet program, with few rivals offering comparable capabilities.

4.1 Present Data Concisely with Sparklines

Introduced in Excel 2010, Sparklines represent a novel feature for data visualization. Individuals unfamiliar with charting terminology may not recognize the name, yet they have likely encountered them on websites or in publications.

A Sparkline is a compact graph designed to deliver information in a condensed format. Unlike traditional graphs featuring visible X and Y axes, Sparklines function independently. While they may not provide the same level of detail as standard graphs, their space-saving design allows for easy integration into confined areas, such as cells within an Excel spreadsheet.

Three distinct types of Sparklines are available: line, column, and win/loss. The line and column variations will be familiar to anyone with experience in chart creation. Line charts plot data points and connect them with lines, while column charts represent each data point as a column of corresponding height. The win/loss type, however, presents data as a binary indicator of positive or negative trends.

Inserting Sparklines is a straightforward process. Simply select the desired Sparkline type from the Insert tab and then specify the data range to be graphed. The software handles the remaining steps automatically. Further customization is possible via the Sparkline Tools tab, allowing adjustments to features like markers and colors.

For instance, line graphs are initially smooth, but enabling the Markers checkbox adds a square symbol for each data point. Color schemes can also be modified; a common practice is to use green to highlight positive data and red to indicate negative values.

4.2 Groups Enhance Efficiency

Excel spreadsheets often begin as manageable documents, but can rapidly expand in complexity. Creating a personal budget may seem simple initially, but detailed itemization, precise reconciliation, and visual charting can quickly lead to a surprisingly intricate undertaking. This complexity is amplified within organizations, where spreadsheets may span dozens or even hundreds of pages.

Effectively managing large spreadsheets can be challenging. Utilizing sheet grouping offers a valuable time-saving solution by enabling the automatic replication of formatting across multiple pages. Consider a scenario involving a year-long monthly budget; creating a twelve-page spreadsheet and grouping the sheets allows for consistent formatting with minimal effort.

There are two methods for editing pages collectively. To modify all open pages simultaneously, right-click any Sheet tab and select “Select All Sheets.” All tabs will be highlighted to confirm their inclusion. Alternatively, select specific sheets by clicking on them while holding down the Ctrl key. In either case, the term “[Group]” will appear in the sheet’s title bar.

5. Enhancing Presentations with PowerPoint

Microsoft PowerPoint serves as a valuable tool for professionals, enabling the creation of presentations to accompany speeches or facilitate meetings. However, it has also gained a reputation for overuse of dated and visually unappealing elements, such as pixelated clipart.

Recognizing areas for improvement, the developers at Microsoft have focused on modernizing PowerPoint, particularly with the release of PowerPoint 2010. This chapter will primarily explore the enhanced features of PowerPoint 2010, including the integration of videos and animations, to help users create more engaging and sophisticated presentations.

5.1 The Redesigned Transitions Tab

PowerPoint animations have undergone significant improvements, becoming increasingly sophisticated. PowerPoint 2010 dedicates two separate tabs to animations, with the first being the Transitions tab. Prior to Office 2007, these functions were combined within the Animations tab, but the separation now provides more detailed control over each feature.

Transitions function similarly to those found in video editing software like iMovie or Windows Live Movie Maker. The tab presents a gallery of transition effects, offering a diverse range of options. Users can also adjust the duration of transitions, incorporate accompanying sounds, and apply effects to all slides simultaneously. Selecting a transition is as simple as a single click.

5.2 Streamlined Animation Application and Duplication

The Animations tab in Office 2010 offers a more comprehensive set of tools than its predecessor, despite existing in Office 2007. With transitions now housed in their own tab, the Animations tab boasts new content and improved usability. For instance, Motion Paths are now organized within a gallery, making them easier to implement.

However, the most valuable new features related to animations are often the least conspicuous. These features focus on manipulating and replicating animations efficiently. The Animation Painter is a prime example. Located to the right of the animation gallery, this tool allows for the quick copying of an animation to multiple objects. First, select an object with an applied animation, then click Animation Painter. Clicking another object will then apply the same animation. This process can be repeated for further objects.

The Animation Pane is also a powerful asset. Found above the Animation Painter, it enables users to control the playback order of animations within a presentation. When a slide containing animations is selected, the animations appear in the sequence they will be displayed. They can be reordered through drag-and-drop functionality. Animations don’t have to play sequentially; right-clicking an animation within the Animation Pane allows for simultaneous playback with preceding or following animations. Precise timing adjustments can be made by dragging the rectangles adjacent to each animation’s text, controlling both the start time and speed.

5.3 Expanding Beyond Animations with Video Integration

Animations can enhance presentations, adding flair or strategically revealing information. However, they are inherently limited by the available options within PowerPoint. Integrating video offers a more versatile solution.

PowerPoint 2010 has significantly improved its video handling capabilities. Users can now seamlessly embed videos from both local files and online sources, with access to a range of editing options. The Video button, located on the far right of the Insert tab, provides direct access to adding local files. Clicking the arrow beneath the button reveals additional options, including importing files from websites.

Once a video is added, a player appears alongside it on the slide, allowing for pause and play functionality. By default, video playback requires a click when the slide appears. However, the Animation Pane can be utilized to modify the timing of videos, enabling automatic playback at the beginning of a slide or in conjunction with other objects.

Right-clicking on a video and selecting "Trim Video" opens a small editing menu, allowing users to adjust the video’s length and remove unnecessary segments. Further modifications are available through the "Format Video" option, enabling adjustments to brightness, cropping, and other visual parameters.

5.4 Live Presentation Broadcasting

PowerPoint 2010 has moved beyond outdated video handling and introduced a modern feature: live broadcasting. This functionality allows users to share their PowerPoint presentations with an audience over the internet.

To access this feature, navigate to the Slide Show tab and click the "Broadcast Slide Show" option. A window for the PowerPoint Broadcast Service will appear. Utilizing this feature requires a Windows Live ID, similar to other features like SkyDrive file sharing. After entering your Windows Live ID, a unique link will be generated. Anyone with this link can view the slideshow.

The process is remarkably straightforward. You can even paste the link into your own web browser to preview the broadcast.

6. Looking Out for Outlook

Despite substantial updates to Windows in 2007, Microsoft Outlook did not receive the same level of revision, particularly regarding the introduction of the Ribbon interface. Outlook maintained its traditional menu-tree structure. While this wasn't universally disliked, it created a sense of inconsistency within the Office suite.

Office 2010 addresses this by integrating the Ribbon interface, aligning Outlook with other Office applications. However, this update extends far beyond a mere interface change, introducing a wealth of new features worthy of exploration.

6.1 Social Gatherings

Microsoft, often perceived as a conservative organization, actively incorporates social networking features into its newer products. Outlook is no exception, featuring a component known as Social Connector. This tool imports contacts from social networks directly into Outlook, making that information readily accessible when composing emails.

Office 2010 provides support for four social platforms – Facebook, LinkedIn, MySpace, and Windows Live Messenger. The necessary connectivity isn’t installed automatically; users must download it from the Microsoft website. Fortunately, the installer is relatively small, at approximately 12 megabytes, ensuring a swift download process.

Following the installation of the Social Connector Provider for your preferred network, navigate to the People Pane within the View Tab and select Account Settings. A window will appear, displaying all downloaded and installed connectors. If the software wasn’t installed from the website, only the My Site option will be visible. Selecting a social network’s checkbox will initiate a login prompt.

Once completed, contact information will be displayed below the reading pane. This pane may initially be minimized; simply open an email for reading to reveal the contact listing, demarcated by a movable white bar at the bottom.

This functionality retrieves information for any contact. Regularly communicating with someone via email may prompt you to add them as a friend, achievable by clicking the small green plus symbol.

6.2 Follow Conversations

The concept of email “conversations” has become a defining feature of modern email clients, with Gmail users particularly reliant on it. Logically, emails belonging to the same exchange should be grouped together for easy viewing, a functionality absent for much of email’s history.

Office 2007 lacked this capability, and Outlook users had to await Office 2010 for its implementation. The resulting feature is a well-executed rendition of the conversation view, despite its late arrival.

The conversation feature isn’t enabled by default, but can be activated by selecting the checkbox labeled Show as Conversations in the View tab.

Upon enabling conversations, several customization options become available through the Conversation Settings button. By default, only Show Messages From Other Folders is selected, allowing conversations to span multiple folders. Other options include:

• Show Senders Above the Subject: Reverses the order of sender and subject lines.

• Always Expand Conversations: Automatically expands conversations to display all participants when clicked.

• Use Classic Indented View: Disables the graphical representation of conversation threads, opting for a traditional indented format.

6.3 Find Emails Easily with Search

As previously discussed in chapter 3, the Word navigation pane replaced the older Find window. This updated search functionality extends to Outlook in Office 2010, offering even greater detail and precision.

Initiate a search by typing into the text box positioned above your email previews. As expected, your input will filter the results to display only matching emails. The enhanced capabilities are accessible through the Search tab that appears in the Ribbon interface.

The Search tab allows for significant refinement of your queries. You can limit searches to emails from specific contacts, focus on the subject line, include only emails with attachments, specify a date range, filter by read/unread status, categorize by flags, and more. Access to recent searches is also provided.

7. Conclusion

The techniques and shortcuts detailed within this guide have been selected to enhance your efficiency when utilizing Office 2010. The intention was to bypass complex technical details and uninteresting functionalities, focusing instead on genuinely useful and time-saving features.

While mastering an Office suite may not appeal to everyone, those who rely on Office as heavily as I do will find value in learning how to personalize the interface or create compelling visualizations – even if it's a somewhat specialized interest.

However, even this comprehensive guide cannot encompass every single Office tip and trick available. Our team at MakeUseOf consistently explores innovative ways to leverage software.

We have produced numerous articles covering various facets of Office 2010 and its associated applications. Below are some of the most noteworthy resources:

• 15 Useful Excel Templates for Project Management and Tracking
• How to Embed Live Web Pages into a Microsoft PowerPoint Slide
• A Guide to Building a Mind Map in Microsoft Word
• Instructions for Creating a Website Header Image Using PowerPoint
• Utilizing Track Changes in Microsoft Word for Collaboration
• Seamlessly Integrating Google Docs with Microsoft Outlook
• Employing Drop Caps to Improve Textual Presentation in Microsoft Word
• An Evaluation of Microsoft Office 2010 – An Improvement Over Office 2007?
• The Best Websites for Downloading Microsoft Word Templates
• Accessing Microsoft Office for Free via Microsoft Web Apps

Guide Published: June 2011