Ravi Shankar – Page 8 – Tweaking Apps

Repeat action keyboard shortcut in Microsoft Office

November 18, 2015 By Ravi Shankar Leave a Comment

Microsoft Office Applications such as Word and Excel, last action can be repeated using keyboard shortcuts. For example if you have formatted a word with specific style and you want to repeat/apply the same format for other words then you can press F4 or Ctrl + Y or Alt + Enter. This can be used for copying drawings or formatting excel cells thus reducing the steps and saves time.

Change the keyboard shortcut for Repeat Action

Microsoft Office users can change the keyboard shortcut associated for Repeat action using Settings. Let us see these steps in Word 2016 & 2013

Step 1: Click File menu then Options and navigate to Customize Ribbon

Step 2: In the Customize Ribbon screen, click Customize button available next to Keyboard shortcuts.

Step 3: In the Customize Keyboard window, select All Commands under Categories and pick EditRedoOrRepeat under Commands. You should be able to see the keys that are currently associated with Repeat action.

Step 4: Navigate to Press new shortcut key option and enter the keyboard shortcut.

Step 5: Click Assign to confirm and apply your changes.

How to recall email message in Outlook

November 17, 2015 By Ravi Shankar 7 Comments

Recall message in Outlook 2016, 2013 and Outlook 2010

Outlook has a feature that lets users to recall a sent message. This can be done by accessing the Recall This Message option available as part of Actions drop down. This feature is quite useful If you had sent an e-mail message to an user with incorrect information and you want to recall that message or resend the e-mail message with correct information.

Step 1: Open the email message which needs to be recalled from the Sent Mail items folder.

Step 2: Navigate to Move section and click Actions dropdown and select Recall This Message… from the menu list

Step 3: In the Recall This Message dialog, select whether you want to Delete unread copies of this message or Delete unread copies and replace with a new message.

If you want to receive any acknowledgement then you can tick the check box with caption as Tell me if recall succeeds or fails for each recipient

Demo Video – Recall message in Outlook 2010

Recall email message in Outlook 2007

In Outlook 2007, Recall This Message option is available as part of Other options. Open the email message that needs to be recalled. Click Other Options and select Recall This Message from the drop down menu list.

On selecting Recall This Message the following dialog box would be displayed

You can select the the following options depending on your requirement

Delete unread copies of this message
Delete unread copies and replace with a new message

And if you want to receive any acknowledge for deleting the unread copies then you select the checkbox Tell me if recall succeeds or fails for each recipient.

Also See: How to recall a message in Gmail

How to import text file in Excel

November 17, 2015 By Ravi Shankar Leave a Comment

This tutorial is provided step by step instruction to import a text file in to Worksheet in Excel 2016 and 2013. For this demo, let us take the following sample data with the columns separated from tabs and spaces.

Step 1: Launch Excel Workbook and click the Data menu. Then navigate to Get External Data section.

Step 2: Click the From Text option under Get External Data section.

Step 3: In the Import Text File window, select Text file and click Import button. This should display the following Text Import Wizard.

Step 4: The columns in the text file have been separated using the tabs. Hence we have selected Delimited option for “Choose the file type that best describes your data”.

Step 5: After selecting an appropriate value for Start import at row and File Origin, click the Next button.

Step 6: In Step 2 of Text Import Wizard, choose appropriate delimiter under Delimiters section. You can preview the selection using Data preview section.

I have selected “Treat consecutive delimiters as one” as the text file used for import has more than one consecutive delimiters. Now you can see the Data preview section display the of data as 2 columns.

Step 7: Click the Next button to access the data format screen in Text import Wizard.

Here you can set the data format for the columns to either General, Text or Date. Similarly if you do not want to import any column then highlight it under Data preview select and select Do not import.

Step 8: Click Finish button on Text Import Wizard for completion.

Step 9: Now you will be show the above dialog box to choose “Where do you want to put the data”. You can either specify range on existing worksheet or New worksheet.

Step 10: After selecting the appropriate option under Import Data screen, click OK button to insert data from the text file.

How to insert numeric symbols in Word

November 17, 2015 By Ravi Shankar Leave a Comment

In this tutorial, we are going to see the steps to required for inserting numeric symbols such as

?, ? in Word 2016 and Word 2013. This is in addition to earlier topic related with inserting symbol in a word document.

Insert numeric symbols in Microsoft Word

Step 1: From Home menu, navigate to the Insert menu.

Step 2: Then click the arrow pointing downwards under Symbol option and select More Symbols.

Step 3: In the Symbol window, click Font dropdown and select Yu Mincho from the list.

Also See: How to insert math symbol in Microsoft Word

Step 4: Scroll down the Yu Mincho symbol list and select numeric symbol that needs to be inserted in the document.

You can also note down the shortcut key, if you are repeatedly going to use the symbol.

Also See: How to insert check mark symbol in Microsoft Word

Remove author name from file properties in Word

November 11, 2015 By Ravi Shankar Leave a Comment

Word 2016 & 2013 users have an option to remove the author name that is displayed as part of File Properties. If you have created a word document, right click on the file and selecting properties > Details tab should display the author’s name.

Similarly if you navigate to File > Info, the Related People section should display the following information.

How to remove author’s name from document properties

Listed below are the steps for removing the author’s name from document properties.

Step 1: After Creating/Editing the document, click File menu then Info menu.

Step 2: In the Info screen, navigate to Inspect Document section and select Inspect Document from Check for Issues dropdown.

Step 3: Click the Inspect button in Document Inspector window.

This would start inspecting your document.

Step 4: If your document contains Personal Information like Author then the following warning message will be displayed. Click Remove All button to clear the Document Properties and Author details.

You should see the following “Document properties and personal information were successfully removed” message.

Now if you navigate to Related People section in the Info screen, you will not find Author details.

And the same for the File Properties > Details tab as well (after saving the document with these changes).

Also See: Change the author name for Tracking Changes in Word 2010

Disable sending a read receipt in Outlook

November 9, 2015 By Ravi Shankar 5 Comments

Microsoft Outlook will send a read receipt when a new message requests for read receipt. Sending read receipt option is by default enabled in Outlook. And if you do not want to send a read receipt request then you can disable using the options available as part of Outlook settings. Listed below are the steps to disable sending read receipt in Outlook 2016, 2013 and Outlook 2010

Step 1: Click File menu and select Options from the menu list.

Step 2: In the Options window, click to Mail tab and screen down to Tracking section.

Step 3: Select the radio option “Never send a read receipt” under “For any message received that includes a read receipt request”

Step 4: Click OK to confirm and save the changes.

Demo Video – Disable sending read receipt in Outlook 2010

Also See: Request for delivery message and receipt message in Outlook

How to disable auto fill feature in Excel

November 9, 2015 By Ravi Shankar Leave a Comment

Auto fill in excel is quite handy feature, using this you can fill series of cells based on the entries of other excel cells. But if you want to turn off or disable auto fill feature then you can use Excel options for doing this. Listed below are the steps to turn off auto fill in Excel 2013, Excel 2010 and Excel 2007

Excel 2016, 2013 and 2010

Click on the File menu –> Options link and navigate to Advanced tab on the left hand side.

Under Editing options, un tick the check box with label as Enable fill handle and cell drag-and-drop. This will turn off the auto fill feature in Excel 2010.

Excel 2007

In Excel 2007, this feature can be turned on or off using the Excel Advanced Options.

Click on the Office button –> Excel Options

Under Excel Options select Advanced section

By checking or un checking “Enable fill handle and cell drag-and-drop”, you can turn on or off the Auto fill feature in Excel 2007.

Also See: How to disable autocomplete suggestion feature in Excel 2010

Export presentation handout notes to Word

November 2, 2015 By Ravi Shankar Leave a Comment

PowerPoint 2016 & 2013 users can use the export feature to create handout notes for their presentation in Word. This is quite useful when you want to quickly take print out of your presentation notes for all your audience.

Step 1: Open the presentation in PowerPoint 2013, click File menu and select Export option from the menu list.

Step 2: Click Create Handouts under Create Handouts in Microsoft Word (Export Screen)

This should display the following Send to Microsoft Word window.

Step 3: Now choose the Page layout in Microsoft Word and specify whether you want to add slides to Microsoft Word document and just link to the slides.

Since I want only the text, I have gone with Outline only option.

Step 4: Click OK button to start exporting the presentation from PowerPoint to Microsoft Word.

This should launch a new word document with content from PowerPoint Presentation.

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