Workers' Edge

If I had a nickel for every time I've typed the word "Microsoft," and another two cents for each occasion I've had to enter "Windows," I just might own the dang company by now.

I'll bet you've got your own list of terms you've typed so often you can barely see the letters on their keys anymore. But there's no need for you to spell them out each time you need to use them. Just enter them once in the AutoCorrect dialog box in Microsoft Word, Excel, PowerPoint, and other Office apps along with the abbreviations of your choice. Then simply type the abbreviation to have the entire word (or words) displayed when you press the space bar.

Start by making a list of the longish terms you type repeatedly. (I'll use the 50 states as an example.) Then in Office 2003 apps, click Tools > AutoCorrect > AutoCorrect Options (or press Alt, T, A in succession). In Office 2007 programs, click the Office button, choose the options button on the bottom-right of the window, select Proofing, and choose the AutoCorrect Options button (or press Alt, F, I, press the down arrow to select Proofing, press Tab to select AutoCorrect Options, and press Enter).

In the Replace field near the middle of the window, enter the full term you want to create a shortcut for. In the With field, type the first two or three letters of the word or term (make sure it isn't itself a word you're likely to type, such as "to" or "of"). For example, I entered each state name in the Replace field, and its two-letter abbreviation in the With field, but I changed "me" to "mai" for "Maine" and "or" to "orn" for "Oregon."

Add the long words and phrases you type most often, along with a two- or three-letter abbreviation, in Office's AutoCorrect Options dialog box.

(Credit: Microsoft)

After your custom list of terms and shortcuts have been added to those built into Office, simply type the shortcut and press the spacebar to enter the full term.

Tomorrow: Transfer your custom AutoCorrect list to another PC.

At a report-planning meeting last week I volunteered to add a timeline to a Word document that would ultimately become a PDF file. I could've used Word or Excel to create a horizontal timeline with about a dozen events, each denoted by a text box big enough to accommodate five or six words.

Instead, I went to Microsoft's Office templates site and downloaded one of the free service's many timelines for Word. Enter "timeline" (or the term of your choice) in the site's search box to retrieve links to a couple dozen time-related diagrams available for download.

Simply create, reposition, and resize as many text boxes as the timeline requires, and then overwrite the template's text. Makes any changes you want to the format, background colors, and other aspects of the template, save the file with a unique name, and the project's done.

Find free Office templates of every description at Microsoft Office Online.

(Credit: Microsoft)

If you have created an Office template you would like to share with the world, use Microsoft's template-submission tool, which requires an Office Online login (a Hotmail or other Passport account will work). The template has to be less than 2MB in size and meet other restrictions. The submission tool scans the file and attempts to categorize it, but you can pick the category and describe your template. Accept Microsoft's terms of use, and then click the Upload button.

Other free and commercial Office templates
HP offers a great selection of Office templates for small businesses. Some of the site's Powerpoint templates are particularly eye-catching.

For a wider selection of business templates, check out OfficeReady Professional, a $70 collection of templates for Word, Excel, and PowerPoint (30-day free trial). The templates can be used to create e-mail and print newsletters, flyers, brochures, stationery, and reports. Sales and marketing plans, invoices, and other business forms are well represented in the package.

Tomorrow: delay sending messages in Microsoft Outlook.

Last week I was working with a group of people on a Microsoft Word document when I noticed that the printout being used by one of the group failed to show the contents of the file's tables. It turns out she uses OpenOffice.org rather than Office, and OpenOffice.org's Writer app missed the table data.

The week before that I had to resend a spreadsheet I had e-mailed to my brother because I inadvertently saved it in Excel 2007's new .xlsx format, and he's using an older version of Office.

Some people would say these minor inconveniences are part of the price of technological innovation, but if you multiply these time-sinks a million-fold they add up to a major loss of productivity. True PC-software standards aren't likely to arrive anytime soon, so it's up to us to ensure that the files we share with others look and work the way we intend them to.

Get Microsoft's Office Compatibility Pack
The greatest challenge in switching from Office 2003 to Office 2007 isn't trying to find the ribbon equivalent of the old toolbar options, it's remembering to save files in the .doc, .xls, and .ppt formats rather than their new XML equivalents. In a way it's a shame not to be able to use the XML formats because they save storage space by allowing files to be much smaller, and they offer other advantages. But there will be people using Office 2003, Office XP, and Office 2000 for many years to come, and not all of them will bother downloading Microsoft's Office Compatibility Pack.

If you intend to share files using Office's XML formats with people who don't have Office 2007 installed on their systems, send them a link to the compatibility-pack download along with the files. Unfortunately, they'll need to visit the Microsoft Update site before they install the pack, and if that entails downloading and installing an Office or Windows update, they may need to restart their system before they can install the compatibility pack and subsequently open the file. Talk about jumping through hoops!

Roll back the file-format clock
Now you see why it's usually easier to use the older .doc, .xls, and .ppt formats. Nearly all modern PC programs accommodate these files, but that's not to say the proprietary Microsoft formats are trouble-free. Microsoft owns another "standard" for word-processing documents that is supported by all versions of Word and designed for interoperability: the Rich Text Format (.rtf). One big advantage of .rtf files is that they can be opened in OpenOffice.org's Writer word processor, as well as AbiWord, KWord, and other open-source word processors.

Unfortunately, there's no .rtf equivalent for spreadsheets. The simplest, most universal format for spreadsheet data is Comma-Separated Values (CSV), which all versions of Excel--and all other spreadsheet programs--accommodate without a problem. Excel also supports the old WK1 Lotus 1-2-3 format, which lets you perform calculations but is much simpler than Excel. Software developer Joel Spolsky offers an in-depth look at your Office-format options. Most of the information is from a programmer's perspective, but it's useful for your average, everyday user as well.

Save the file as a PDF
If the person you're sharing a file with needs only to view and perhaps comment on it rather than editing or otherwise altering it, send them a PDF version of the file. I described how to add PDF-creation capability to any PC for free in a previous post. The upcoming version 3 of OpenOffice.org is expected to allow you to import PDF files, but I haven't found a free program that lets you open and edit PDFs the way you can using Adobe's Acrobat or other commercial PDF apps.

Tomorrow: easy ways to find system information in Windows.

I was thinking about upgrading to a wide-screen display, but then I realized that the programs I use most often are up-and-down, not side-to-side.

So instead of shelling out a couple hundred dollars for a new monitor, I maximized my available screen space by tweaking the full-screen views in Word, Excel, and other Office apps.

Access menu options in full-screen view
To get the big-picture view of your documents, worksheets, and other Office files, there's no substitute for the full screen. You may think Office's full-screen option is an all-or-nothing affair: Either you see no menus or toolbars, or you see all of them.

In fact you can access just the standard menus (File, Edit, View, etc.) in Office 2003's full-screen mode by pressing F10 or Alt, and then pressing the underlined letters to access that menu's options or simply moving the mouse pointer to the top of the screen. The menu disappears once you've selected an option, or you can remove it manually by pressing F10 or Alt again, or Esc.

You can access other toolbars from full-screen view in Office 2003 apps by right-clicking the Close Full Screen button and choosing the one you want from the pop-up menu. Then press the Alt key to toggle between the toolbar you selected and the standard menu. Close the toolbar by right-clicking the Close Full Screen button again and unchecking it. Press Esc to exit full-screen view.

Open any toolbar in Office 2003's full-screen mode by right-clicking the Close Full Screen button and choosing it from the pop-up menu.

(Credit: Microsoft)

There's no reason to leave the toolbar you need at the top of the screen. Move it to either side of the screen, the bottom of the window, or float it anywhere by dragging the "handle" on the left edge to your desired location.

If no single toolbar has the options you use most often, create your own by right-clicking any toolbar and choosing Customize > Toolbars > New. Give the toolbar a name, select a template (choosing Normal.dot makes it available to all documents), and click OK. Fill your new toolbar by clicking the Commands tab, selecting an entry in the Categories window, and dragging the desired command to the toolbar. When all your options are in place, click Close.

Add items to your custom toolbar by dragging them out of the Commands list and placing them onto the toolbar.

(Credit: Microsoft)

Bonus tip: Access items on Windows' Start menu from full-screen view by pressing the Windows key, or Ctrl-Esc if your keyboard lacks such a key.

Keyboard shortcuts for moving around big Excel worksheets
Most of the worksheets you create in Excel will be deeper and wider than you can view in full-screen mode. The fastest way to navigate a monster worksheet is to use keyboard shortcuts: Ctrl-right arrow moves you to the last cell containing data in the selected row; Ctrl-left arrow to the first such cell in the row; Ctrl-down arrow to the last cell with data in the selected column; Ctrl-up arrow to the first such cell in the column; Ctrl-Home to the top-left cell of the worksheet; Ctrl-End to the bottom-right cell; Ctrl-Page Up moves you to the next worksheet; Ctrl-Page Down to the previous one; Alt-Page Up moves you one screen to the left; and Alt-Page Down one screen to the right. Microsoft provides a complete list of Excel keyboard shortcuts.

What about Office 2007?
While Word 2007 and Excel 2007 retain the Full Screen views of their predecessors (press Alt-V, U), you can't access the main menus (File, Edit, etc.) the way you can in Office 2003 apps, nor is the mini-Full Screen toolbar visible for accessing other toolbars, though you can view standard formatting options by right-clicking anywhere in the document or worksheet. Word 2007 adds the Full Screen Reading view, which preserves your Quick Access toolbar and View Options at the top of the screen, while also showing two pages of the document side by side. You can scroll to other pages two at a time by clicking the hand icon that appears in the bottom-right corner of the window, and the bottom-left and -right corners of subsequent pages of the document. You also get a jump menu at the top of the window for moving to specific sections or pages of the file.

Unfortunately, while you can add comments to the document in this mode, you can't make changes to the file itself. That's why I'm glad you can still work in full-screen mode, though you lose easy access to toolbars. Perhaps there's a way to return toolbar access in this mode in Office 2007's ribbon apps that I don't know about. Or maybe somebody has written an add-on that returns this functionality. I'll keep looking and let you know what I find.

Tomorrow: take a look under Windows' hood with Process Explorer and Event Viewer/Windows Event Log.

You trust Microsoft Office with your most important documents, spreadsheets, e-mail, and presentations. Unfortunately, many of the default security settings in Office applications may not provide a sufficient level of protection for your data, your system, and your reputation. Follow these steps to fine-tune the security settings in Office 2003; tomorrow I'll cover the new security options in Office 2007's Trust Center and elsewhere.

Office 2003 lets you encrypt files so that you need a password to read or edit them. In Word 2003, open the document and click Tools > Protect Document. To restrict the styles that can be applied to the file, check Limit formatting to a selection of styles, and click Settings. Uncheck the styles you don't want to allow, or choose one of the other style-restriction options, and click OK. To make the document read-only, check Allow only this type of editing in the document, and select one of the options in the drop-down menu: Tracked changes, Comments, Filling in forms, or No changes (Read only).

Choose an option in Word 2003's Protect Document dialog box to restrict access to the document.

You can also designate the people who can access the file by clicking More users, entering their user names or e-mail addresses, and clicking OK. When you're done, click Yes, Start Enforcing Protection. In the resulting dialog box, choose either Password and enter the password twice that will decrypt the file, or select User authentication, which allows the people you designate to remove the file's protection.

The User authentication option requires Microsoft's Information Rights management, which requires the Windows Rights Management client. This in turn requires a .NET Passport account, and your agreement to the "free trial," though there's no indication if or when the trial will end. Microsoft promises to maintain the privacy of your files, and to make them available for three months after the trial ends, if you maintain the .NET Passport account. There may be a good reason to go this route, but to keep things simple, I stick with the password option. To remove these settings, click Tools > Unprotect document, and enter the password (if you chose this method of protection).

Choose Password and enter the password that will open the file, or select User authentication to allow the people you designate to read, edit, and/or comment on the document.

To protect a worksheet or file in Excel 2003, click Tools > Protection, and choose your preferred protection method: Protect Sheet, Allow Users to Edit Ranges, Protect Workbook, or Protect and Share Workbook. If you choose the first option, you're prompted to enter a password to unlock the sheet, and you can limit the actions people can take when working on the sheet. The second selection opens a dialog box in which you can specify the ranges that will be unlocked by a password by clicking New and entering the ranges. You can allow specific people to edit, or list the users who can't edit the range without a password by clicking Permissions and entering their user or group names. The third and fourth options are similar to the first, but apply to the entire workbook rather than a specific worksheet.

In PowerPoint 2003, click Tools > Options > Security, enter a password that will let the presentation be opened or modified, and click the Advanced button to select an encryption type. This dialog box also lets you remove hidden data from the file, and adjust your macro security settings (the default allows only signed macros from trusted sources, though this is of questionable value since "trusted sources" is pretty meaningless).

Outlook 2003's security options let you encrypt outgoing attachments, restrict the sites that can send you scripts and active content (the same list that's in your Internet Options), and limit the receipt of images and file downloads. But two of the most important things you can do to protect yourself from malware in Outlook are to turn off the Reading Pane (aka Preview Pane), and to view your mail as plain text. To deactivate the Reading Pane, click View > Reading Pane > Off. And to switch from HTML mail to the safer plain text, click Tools > Options > E-mail Options, check Read all standard mail in plain text, and click OK. When you want to view a message in its original HTML format, click the beige message bar across the top of the message window and select Display as HTML.

Protect yourself from malicious messages in Outlook 2003 by selecting "Read all standard mail in plain text" in the program's E-mail Options.

Protect your reputation with the Remove Hidden Data tool: Maybe you're one of the many Office users who have suffered the embarrassment of sending someone (or a lot of someones) a file that hadn't had its revisions and comments deleted. To minimize the chances of the public seeing more of your files than you intend, download Microsoft's free Remove Hidden Data tool. (I described this program and four other great Office freebies in an earlier post.)

Tomorrow: get more out of the new security options in Office 2007.

On Tuesday I reported on Microsoft Outlook 2007's unexcused absence from my Vista PC. I thought the problem might due to Outlook 2003 being installed on the same machine. When I upgraded to Office 2007, the older versions of the apps remained on my system, even though I never used them. This didn't appear to be a problem until Outlook 2007 took a hike.

My second surprise was my inability to uninstall Office 2003. Vista's Programs and Features Control Panel applet (which XP calls Add or Remove Programs) would pop up this error message: "This patch package could not be opened. Contact the application vendor to verify that this is a valid Windows Installer patch package." You'll find more information about this and similar Windows error messages in this Microsoft knowledgebase article.

The fix entails downloading and running Microsoft's Windows Installer CleanUp Utility (this link starts the download automatically). The program also helps cure problems you encounter when trying to install Office and other apps that rely on the Windows Installer, including Adobe Acrobat. After you download and install the program, open it by clicking its shortcut on the Start menu, select the app from the list, and click Remove > OK > Exit.

Microsoft's Windows Installer CleanUp Utility can fix programs that refuse to install or be removed from your system.

Pay attention to Microsoft's warnings about this tool: It changes your Registry, an activity that's always fraught with peril. Also, if you reinstall the program, make sure you use the same directory as the previous installation to avoid placing duplicate copies of files on your hard drive.

I'm happy to report that Outlook 2007 has remained in place since I removed my old Office apps using the installer cleanup tool. I can't say for sure that the two problems are related, but a fix is a fix.

Monday: Clear space on your hard drive by manually deleting the unnecessary files that auto-cleanup tools leave behind.