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The Productivity Hub
Office for Mac 2011
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The Productivity Hub
Formula Watch - Convert numbers to and from Roman numerals
Once you get past 20 or so, converting Roman numerals to Arabic (or vice versa) can be tricky. But you can save time and improve accuracy with a pair of Excel functions. To convert an Arabic number to its classic Roman numeral, use: =ROMAN(A1) Naturally, you can place a number directly into the parentheses...
1 Mar 2011
Add impact to your Word documents with Text Effects
Have you ever noticed that glowing button on your ribbon in Word 2010? It’s the gateway to a number of Text Effects that you can use to dress up your documents: Let’s say you’re making a flier for the company picnic. A nice bright sunny theme might brighten things up! Select a suitable style (like the...
21 Jan 2011
Restrict data entry in Excel with lists
I recently shared how you can restrict data input in Excel to certain number ranges , such as whole number percentages. But what if you're dealing with a strict set of values, like product names, and you don't want users to be able to create any new variations when entering data? That's easy to do too...
9 Jun 2011
Print Excel table headers on every page
If you're printing a long spreadsheet in Excel and want to have the same header row across the top of each page, you're in luck. There's a little-known feature tucked away in Excel 2007 and Excel 2010 to do just that. If you're using Excel 2007, go to File , Page Setup and then open the last tab. In...
10 Nov 2010
Move paragraphs up and down quickly in Word
The numbered sort technique is useful when you need to carefully plot the restructuring of a long, complex document. But what if you just want to quickly move a paragraph or two up or down? No problem. First select any paragraphs you want to move, hold down both the Shift and Alt keys and then tap either...
14 Dec 2010
Link your PowerPoint presentations to improve flow
You know that awkward pause during team presentations when one team member hands off to another, and there is much squabbling to bring up the correct presentation? That's because most people don't realize you can easily link slide decks to each other - as long as they're locked down at least a little...
10 Feb 2011
Remove formatting, hyperlinks, and comments in Excel
Clearing out cells of font mismatches, fill colors, hyperlinks, comments, and conditional formatting doesn't have to be tedious. There's a much easier way. First select the cells you want to clear. In Excel 2007, you need to go to the Edit menu and select the Clear command to access Clear Formats . In...
18 Nov 2010
Make your Excel rows and columns consistent
As you enter data into cells in your Excel worksheet, you may notice that your rows change height - which can lead to a sloppy presentation if you're sharing the data. Likewise, you may want to adjust your column widths to make them more consistent. There's a quick way to do this. Simply select and right...
17 Feb 2011
Casual Friday: Make PowerPoint the life of the party
Whether you're throwing a company party, wedding, shower, or birthday bash, PowerPoint can add life to the event. Fill a slide deck with photos culled from a year of work events or a lifetime of memorable activities and creatively arrange them in a slide deck. You can even add movies: Just go to the...
8 Oct 2010
Formula Watch: Working with week numbers
There are plenty of scenarios where you'd want to know the week number within a year. Say you are developing a schedule with a time budget, and you need to know how many hours you can commit per week over the course of a project or fiscal year. Or maybe you just want to know how many weeks are left until...
28 Sep 2010
Get the new Outlook Hotmail Connector
If you use the Outlook Hotmail Connector, you may have already been prompted to update to the new version: This version 14.2 update corrects a number of sync issues, improves performance, and turns off the junk mail filter in Outlook in favor or Hotmail's own filtering system. If you've made entries...
16 May 2011
Casual Friday - Track World Cup soccer in Excel
This week, I'm introducing a new occasional feature: Casual Friday. In it, I'll share uses for the Office applications that we've all put to such good use being productive at work to enrich our personal lives as well. I recently found just such a use over at the Microsoft Excel blog, where they've released...
11 Jun 2010
Set your own default reminder alert time in Outlook
If you're like me, you like to be prepared for your meetings. This can mean extra time for reviewing documents, brainstorming ideas, and printing handouts - not to mention travel time. If you're frequently late or unprepared for your appointments, simply change the default reminder. Go into File , Options...
17 May 2011
Writing a good Out of Office message (and how to set it)
When you're on vacation or holiday, it's wise to set an Out of Office message (abbreviated as OOF). Here are some tips to writing a good one: Provide the dates that you are unavailable. If it's only a partial day, provide the time you expect to be back on mail. Describe whether you will have limited...
27 Dec 2010
Save all open Word documents at once
The Save All command used to be a hidden feature of Microsoft Word, unlocked by holding the Shift key while selecting the File menu. But this won't work in recent versions of Word. Fortunately, it's easy to add to your Quick Access Toolbar. Go to Word Options ( under the File menu in Word 2010 and the...
24 Mar 2011
Changing case in Excel
If you had to choose a program to use for changing case (UPPERCASE, lowercase, Sentence case, etc.) Microsoft Word works best in most cases. It has several options available, and the changes you make are retained if you copy and paste them. But Excel can be useful at this task too, if you understand...
21 Dec 2010
Prepare draft messages for someone else to send
If you ever write Microsoft Outlook messages for someone else (say, weekly team reports for a manager to review and then send), just write the message normally. But be sure to only save it (don't send it), and a copy will appear in your Drafts folder. Drag your finished draft into a new message addressed...
3 Jun 2010
Create a pull quote in Word
If your Word document looks like a wall of text and you have no pictures, tables, or diagrams to break up all of the gray, try adding some pull quotes. Find short statements to emphasize that will draw your readers deeper in to the document. Once you have your quote in mind, go to the Insert tab and...
28 Jun 2011
Copy all highlighted text in your Word document
You probably already use the highlighter pen tool to mark up favorite phrases or passages needing work in your Microsoft Word documents. But did you know that you can quickly select and copy all of your highlighted text to a new document? In Word 2010, click the small arrow next to the Find button on...
24 Feb 2011
Participate in 'Clean Out Your Inbox Week'
Taking control of your Inbox is a perennial topic, one that we’ve addressed several times with our Inbox bootcamp and New Year’s clean-up resolution . MSNBC has a fresh take on how to deal with your overflowing inbox and calls for workers to take part in "Clean Out Your Inbox Week." Productivity...
27 Jan 2011
Customize your work week in Outlook
Not everyone works 9 to 5 or Monday through Friday. If your schedule is different from the norm, simply change your work week calendar view in Outlook to match. In Outlook 2010, go to File , Options , and select the Calendar tab: Here you can adjust start and end times, which days you work, and even...
28 Apr 2011
Quickly add a cover page in Word
If you're working on a report and want to add a cover page before printing or sharing it, just go to the Insert tab in Word 2007 or Word 2010 and click the Cover Page button: There are a number of designs built in, or you can download more from Office.com. Once you've selected a page design you like...
22 Mar 2011
New Year's resolutions you can resolve with Office and Windows
It's 2011, and if you're like me, you know there are some things you should have mastered last year that you didn't get to - so you resolve to tackle them when the calendar rolls over. Here are 65 popular tasks we frequently hear that customers want to learn - and which Productivity Hub can help you...
4 Jan 2011
Add a watermark to your Word documents
If you have documents that you want to mark as DRAFT or CONFIDENTIAL before printing, you can quickly add a watermark in Word 2007 or Word 2010. Just go to the Page Layout tab and click the Watermark button: This offers an array of default choices such as DO NOT COPY and, if you scroll down, you'll find...
2 Nov 2010
Word to the wise: Punch up your documents with clip art
Today, we have a guest blogger. Elyssa is an editor and project manager at Brainstorm, a leading provider of online and onsite software training and one of our partners that provides customized content for your Productivity Hub. ---- In my job, I produce a lot of written documents, and I always want...
13 Aug 2010
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