Using tables in Word to align your text

While typing which requires alignment other than in a running sentence, it is a good idea to use tables (without borders). The table should be created in the usual style after deciding on the number of rows and columns required, the information or data may then be entered.

Look at the top left corner, just below the Menu, you will see an icon with just an “L”- this is the tab mark. This provides for left alignment of the contents (of each row and column, or even of a paragraph in a regular Word Document). Clicking on this icon will change it to an inverted “T” which aligns along the centre, a reverse “L” which aligns on the right, and best of all an inverted “T” with a dot which aligns on the full stop mark. This is absolutely wonderful when working with numbers as you can then align along the decimal point. So just select the row(s) or column(s) where you want to align the text or numbers and then click on the Tab mark till you reach the type you want.  

And just so the table is not really visible, select the entire table, click on the borders icon and  select the option of 'No Border'. 

This works well while working with data, forms etc. and can also be used for the address of letters, or even the salutation.

General Tips - Use the Quick Launch Toolbar for files or programs you open regularly

There are many files or programs that are opened frequently. Rather than having to look for them repeatedly, it is quite easy to create shortcuts to them – simply go to the folder that has the file, then right click on the file and select Send to and then  Desktop (create shortcut).  This of course requires going to the Desktop each time. An easier method is to use the Quick Launch toolbar which appears on the bottom of your Desktop. Just drag the file to the toolbar and a shortcut is created there. This will add an icon of the file to the toolbar and you can more easily open the file. A suggestion – do remember to change the icon for this so that you can identify the file immediately.

If you have too many shortcuts on the toolbar, either increase its width or create another toolbar by right clicking on the taskbar.

(Tip by Vibha:
re the use of toolbar for opening files that are very regularly used. i am sending to u my way of doing things.

if u dont want your toolbar to be very big, but you have too many icons on it, just drag the dotted lines over the icons, the files are compressed, and two arrows appear, you can click on them and one can see the files on the toolbar, and access those that u want. this way the screen isnt occupied. also, even if you dont change the icon, point the cursor on the icon and you know which file it is.)

Excel - Entering long text in a Cell

While entering text in any cell, the existing space frequently proves inadequate. If there is nothing in the adjacent cell, the contents just spill over, otherwise the text is hidden. The simplest option is to extend the width of the column – Go to the column head (depicted by an alphabet), go to the right edge and watch the cursor change shape. Click and Drag to as wide as you would like; double click to allow the software to automatically go to the maximum required.

However you may like the contents to fit onto the width selected by you. If so, Format the Cell and select the option Wrap Text.

Having typed a lot, you might want to split it into another paragraph – just press Alt and Enter together at the required place.

And if you have already moved onto another cell but want to add some more text go back to the cell, click anywhere and then press End to reach the last word. Or simply press F2 to add at the end while on the spreadsheet itself - this works directly on the keyboard without even using the mouse so is quite fast.

Keeping your privacy while working on the computer

Are you working on a Computer or Laptop which is used by many people, and would like to ensure that others cannot see some content which is private to you? There are two options available:

1. When Windows starts, it asks you to login. Individual login ids can be created with individual passwords.Once you login with your id and password there are many benefits available - you can customise the whole set of wall paper and icons, on your desktop. Another major advantage is that if you use Outlook or Windows Mail, no one else has access to your mails. the downside is that whenever anyone else has to work, you would need to log off and for the other person to log on. This can tend to get irritating if there are frequent changes in the person who is on the PC.
2. You can easily password protect your document by creating a password, in the Options, Save.

Decide your requirements and go ahead

Word - Change from small letters to capitals etc.

Having typed something, a need may be felt to change say capitals into small eg. Caps Lock erroneously remained pressed etc. There is no need to retype the whole thing. Word treats change of capital letter(s) to small and vice-versa as Change Case, and provides a really fast and easy method to do this. This option is available in in the Format menu.  The options available are:

• Change all to Capitals - Known as Upper Case
• Change all to small letters - Known as Lower Case.
• Change the first letter of the first word only to capital - Sentence case
• Change the first letter of each word to Capitals - Capitalise each word or Title case
• Change each Capital letter to small and each small letter to Capital - Toggle case.

All you need to do is select the word, sentence(s), paragraph or even page, go to Change Case and then pick the option you require. 

General Tips - Give design to your Folders

In one of my earlier posts, I had given tips on creating folders. All these folders created manually have a similar look – they are yellow in colour and are shaped like a file folder, but have different names. They can also be given different looks to identify them more easily – or to make them more interesting. Right click on the mouse, select Properties, then Customise, then Change Icon and pick any that you select. Make sure that you do not pick one that has already been selected by the system and is on your desktop e.g. that for the Recycle Bin, or Internet Explorer etc.  Now just Apply and it’s done.

You can keep changing the image / icon or go back to the earlier one by reaching Change Icon again and then selecting the Restore Defaults. Try it. It’s simple and fun.

General Tips – Settings for the Mouse

It is a good idea to set up how your mouse works. Click on Start, then on Control Panel and double click on Mouse. The settings I definitely recommend are:

1. If you are a left hander, alternate the left and right clicks.
2. Check your speed of double click to adjust how quick or slow you would like it to work – practice on the folder or ‘jack-in-the box’ icon and make it faster or slower depending on the speed that you want.
3. In pointer options also you can adjust the speed that you are comfortable with.
4. Again in pointer options, an absolute must, I feel, is checking the Snap to option. You will be amazed at how comfortable this makes working on the computer.
5. If you are working on the laptop you would have a track pad. These options can also be changed. An essential here I recommend is the scroll option on the edge of the track pad.

Do try to play around with all of this – after all you can only go wrong – and it is so easy to re-adjust.