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Just like Exporting, the ability to pull in information such as e-mail addresses from other formats into Outlook can be a real timesaver.

Note: If you’re importing from Microsoft Excel, be sure to name the range in the worksheet that you want Outlook to import.

1. Choose File: Import and Export from the Menu Bar

2. Choose Import from another program or file

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Earlier in this course, we talked about deleting slides in Outline View, but here, in addition to talking about deleting slides in both Normal View and Slide Sorter View, we’re also going to look duplicating slides.

Duplicating Slides
I know you know how to copy & paste text and you probably even know how to copy and paste entire slides. But, what we’re talking about is a QUICK way to duplicate an entire slide.

Duplicating Slides Using the Shortcut Menu
1. Right-click the slide (or object) you want to duplicate in Normal View
2. Choose Duplicate Slide from the Shortcut Menu

Duplicating Slides Using the Keyboard
1. Select the slide (or object) you want to duplicate
(You can be in Normal View or Slide Sorter View)
2. Press [CTRL]+D

REMEMBER – this technique works for more than just slides AND it works on all kinds of graphics in every Office program.

Deleting Slides
Just as with the previous topic – duplicating slides – there are several ways to delete slides. And, you can pick whichever is easiest for you. There is not “best” way to accomplish this task.

Deleting Slides Using the Ribbon
1. Select the slide (or object) you want to delete in Normal View
2. Choose the Delete Slide command in the Slides group on the Home tab

Deleting Slides Using the Shortcut Menu
1. Right-click the slide (or object) you want to duplicate
(You can be in Normal View or Slide Sorter View)
2. Choose Delete Slide from the Shortcut Menu

Deleting Slides Using the Keyboard
1. Select the slide (or object) you want to delete
(You can be in Normal View or Slide Sorter View)
2. Press [Delete]

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Serdar Yequlalp (InformationWeek) posted a great step-by-step guide with screenshots to demonstrate how to migrate from Windows XP to Windows 7 without loosing your settings.

While Windows Vista to Windows 7 Migration can be achieved through the normal direct upgrade path, there are extra steps required for Windows XP to Windows 7 Migration.

In summary, you cannot run Windows 7 installer in an existing Windows XP installation and upgrade that copy of XP to 7 with your installed programs and data intact. However, you do have some options. If you install the copy of Windows 7 on the same computer and replace your existing XP install, you will loose all programs and data saved on that computer. If you wish to keep your programs and data intact, you can either install a copy of Windows 7 on the same computer in parallel with your existing XP install, or migrate your XP data and application settings to a new computer that has Windows 7 installed. See screenshots and detailed instructions here

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While it may sound like a difficult task, inserting slides from other presentations is really as easy as copy & paste or even drag and drop. You just need to know how to arrange your windows for optimum performance.
After all, if you’ve created something similar for one presentation, there’s no reason to re-create it just for another.

Arranging your PowerPoint Windows
1. Open the presentation that contains the slide(s) you want to copy
2. Choose Slide Sorter view in the Presentation Views group on the View tab
3. Open the presentation that you will be copying to
4. Choose Slide Sorter view in the Presentation Views group on the View tab
5. Choose the Arrange All command in the Window group on the View tab

Inserting Slides Using the Ribbon
1. Follow the steps above for arranging your PowerPoint Windows
2. Select any slides in the presentation that contains the slide(s) you want to copy
(You can select multiple slides by holding the [SHIFT] key while selecting slides)
3. Choose the Copy command in the Clipboard group on the Home tab
4. Click the Title Bar of the presentation that you will be copying to
5. Choose the Paste command in the Clipboard group on the Home tab

Inserting Slides Using the Shortcut Menu
1. Follow the steps above for arranging your PowerPoint Windows
2. Select any slides in the presentation that contains the slide(s) you want to copy
(You can select multiple slides by holding the [SHIFT] key while selecting slides)
3. Right-click any of the selected slides
4. Choose Copy from the Shortcut Menu
5. Click the Title Bar of the presentation that you will be copying to
6. Right-click anywhere in Slide Sorter view
7. Choose Paste from the Shortcut Menu

Inserting Slides Using Drag & Drop
1. Follow the steps above for arranging your PowerPoint Windows
2. Select any slides in the presentation that contains the slide(s) you want to copy
(You can select multiple slides by holding the [SHIFT] key while selecting slides)
3. Using your left mouse button, drag and drop the slides from one presentation to the other

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Using the Organize Pane, you can apply conditional formatting to messages in your Inbox (and other mail folders). You can also access the Rules and Alerts Dialog Box from the Organize Pane.

Using Folders
Using Folders in the Organize Pane is an easy way to move messages from the selected folder to another existing folder.

1. Select a message in your Inbox (or another folder)
2. Choose Tools from the Menu Bar
3. Choose Organize (to open the Organize Pane)
4. Select the folder to move the selected message to
5. Click Move
6. When finished, click the Close button to hide the Organize Pane

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Occasionally, you may have slides in your presentation that you won't show to certain groups, but you need to have in there for other groups. Or, you may want to be prepared for “unexpected” questions. Hiding slides is a good solution for this type of situation. When using hidden slides, you can choose mid-presentation if you'd like to display a particular slide. If not, your presentation runs as if a hidden slide doesn't even exist in your presentation.

Hiding a Slide
1. Right-click the slide you want to hide (You can be in Normal View or Slide Sorter View)
2. Choose Hide Slide from the Shortcut menu

Unhiding a Slide
1. Right-click a hidden slide (You can be in Normal View or Slide Sorter View)
2. Choose Hide Slide from the Shortcut menu

Displaying a Hidden Slide During a Presentation
1. In Slide Show View, right-click any slide
2. Choose Go to slide
3. Choose the slide you want to view from the list

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You can choose to sort your tables by one or more columns in either Ascending or Descending order. This command also works for sorting text not contained in a table.

1. Select the table
2. Click the Sort command in the Data group on the Table Tools Layout Contextual Tab

3. Set your sort options
4. Click OK

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I don’t think it’s a stretch to assume that you know what a hyperlink is. If you’re not sure…think Internet, web pages and blue text with a blue underline. See? You use hyperlinks all the time – you just may not have known the term.
In PowerPoint 2007, you can create internal hyperlinks that allow you to jump from one slide to another and external hyperlinks that jump to other presentations, documents, or a web site. You can even create a hyperlink that addresses an e-mail.
What’s more, you can create hyperlinks on text and graphics. Which means, you can create a hyperlink, for example, from a company logo that displays the company web page when clicked. And, you don’t even have to be a web designer to do it!

Creating a Hyperlink to an Internal Slide
1. Select the text or object that you are using as a hyperlink
2. Choose the Hyperlink command in the Links group on the Insert tab

3. Click Place in This Document
4. Choose a slide
5. Click OK

Creating a Hyperlink to an External Slide
1. Select the text or object that you are using as a hyperlink
2. Choose the Hyperlink command in the Links group on the Insert tab
3. Click Existing File or Web Page
4. Choose a file
5. Click Bookmark

6. Select a Slide
7. Click OK
8. Click OK

Creating a Hyperlink to an E-Mail Address
1. Select the text or object that you are using as a hyperlink
2. Choose the Hyperlink command in the Links group on the Insert tab
3. Click E-mail Address

4. Enter the E-mail address
5. Enter a Subject (if desired)
6. Click OK

Creating a Hyperlink to a Web Page
1. Select the text or object that you are using as a hyperlink
2. Choose the Hyperlink command in the Links group on the Insert tab
3. Click Existing File or Web Page
4. Type the web page in the Address box
5. Click OK

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Data Validation rules enable you, as the owner of the workbook, to set rules on what entries are allowed inside individual cells.

For instance, you can set one Validation Rule that only allows whole numbers between 1 and 100 to be entered into a cell. And, on another cell in the same workbook, you can specify that only entries from a drop-down list that you’ve created can be entered into a cell.

The possibilities are almost endless.

Setting Data Validation Rules
1. Select the cells on which you want to enable Data Validation
2. Click the Data Validation command in the Data Tools group on the Data tab
3. Choose Data Validation

4. On the Settings tab, choose the value type that you will allow
5. Click the Input Message tab

6. Enter the title and Message to help your user understand what is required for input

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Three Dimensional Formulas are, by far, the most flexible of the three methods of data consolidation that we’re discussing in this post. With Three Dimensional Formulas, the placement of the data your are summarizing, or consolidating, has no bearing on the final outcome. Moreover, it doesn’t matter in which worksheet or workbook file the detail data is stored.

And, you probably already know how to create formulas. Creating a Three Dimensional Formula is as simple as being able to point and click on the data you want to summarize.

Let’s look at an example.

I have a workbook that tracks the sales of Widgets, Ball Bearings and Hammers for each of four Regions (East, West, North & South). I already have the detail data by Region for each of the three products broken down by quarter. Each product already has their own worksheet tab (see sample below).

Here’s what my formula might look like in Excel:

=SUM ( Widgets!B6+‘Ball Bearings’!B6+Hammers!B6 )

In other words, on my summary tab, the above formula would total the sum for cell B6 on the Widgets worksheet, cell B6 on the Ball Bearings Worksheeet and cell B6 on the Hammers worksheet. The reason that the worksheet name “Ball Bearings” is surrounded by apostrophes is that there is a space in the worksheet name.

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DSUM is a great function when working with large lists of data. It works a little like Automatic Subtotals except that you get to pick and choose which columns you want to calculate based on an entry in another column

For instance, on a worksheet tracking sales people and their deals, DSUM would allow you to calculate only certain Region’s totals.

DSUM (database, field, criteria)

The sample above reflects a DSUM Function. Now, let’s break this down:

DSUM = Name of the Function
database = Your list range
field = The name of the column that contains the data you are looking for
criteria = The criteria range that contains the value you are matching

Now, let’s put that into action using our Sales by Region example. I’d like Excel to look at my list of sales. And, if it says “West” in the Region field, take the numbers in the Sales field and add them together.

Here’s what my formula would look like in Excel:

=DSUM

So, my listis stored in cells A1:G34 (including the header row) and I’m totaling the value found in the Sales field (column) when Excel finds a match with my criteria stored in A43:A44.

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Now that you know proper list guidelines and advanced sorting, you’re ready for automatic subtotals.

I love this feature!

With automatic subtotals, you can quickly total groups of sorted data. And, what’s more, automatic subtotals create three levels of outlining so you can quickly switch between viewing all of your data, just the subtotals and just the grand total.

Creating Automatic Subtotals
1. Sort your list according to where you want your subtotals
2. Click Subtotal in the Outline group on the Data tab
3. Change the field under At each change in
4. Choose your function
5. Choose which field(s) to which you want to add subtotals
6. Click OK

Removing Automatic Subtotals
1. Click anywhere inside your subtotaled list
2. Click Subtotal in the Outline group on the Data tab
3. Click Remove All

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Most of us know about PowerPoint and thanks to the great templates that are available, making a polished presentation deck has become much quicker. In that vain, we found a great article about adding a little extra polish to your next presentation that we wanted to share.

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Filtering your list with multiple criteria really isn’t a whole lot different from using single criteria.
Here’s what you need to remember:

- To create an AND criteria, put your criteria on the SAME row

- To create an OR criteria, put your criteria on SEPARATE rows

Using the Advanced Filter with Multiple Criteria
1. Create your criteria field in an area well to the right of or below your existing list
2. Click anywhere inside your list
3. Click the Advanced command in the Sort & Filter group on the Data tab
4. Choose to Filter the list, in-place or Copy to another location
5. Verify the List range
6. Enter the Criteria range
7. If you are copying the data to another location, enter the starting cell of the copied list location
8. Click OK

Clearing Filter Criteria
1. Click anywhere inside a filtered list
2. Click the Clear command in the Sort & Filter group on the Data tab

Turning Off the Advanced Filter
1. Click anywhere inside a filtered list
2. Click the Filter command in the Sort & Filter group on the Data tab

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Not only is the Microsoft Translator a very cool way of working with colleagues across the world, it also works in both Office 2003 and Office 2007. With a quick install, you’ll be able to do translations between about 25 different languages right within Office. Need more info? Here you go.

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