Word 2010 - Navigation Pane

Word 2010 - Navigation Pane

A new feature of Word 2010 is the Navigation Pane which has a series of functions to let you move, with no trouble, around the document. Basically it is the Document Map and Thumbnails Pane combined with search and find options. To open the Navigation Pane go to View > Show > Navigation Pane.

Headings

The first Tab is Headings and lets you browse the headings within the document. One click on the Heading will take you to an insertion point at the beginning of that heading. Whenever a new heading is entered it will show automatically in the Pane and, although the Tabs themselves cannot be edited, they remain synchronised with the rest of the document.

Dragging a Heading up or down will move it, and the contents associated with it, to its new location including any subheadings. Content cannot be dropped onto a Headings Tab though if you drag the content over the Headings it will scroll to that Heading and can be dropped into the document.

When a document has multiple authors a small icon will appear on the right of the Heading to indicate that the document is being edited by a different user. After saving changes in a multi-user document the Headings where the changes have been made will be highlighted the next time the document is reopened. Using the Search Document feature at the top of the Navigation Pane will highlight any of the Headings where the search term has been found.

Browse

The second Tab on the Navigation Pane is ‘Browse the pages in your document’ more or less the same has the Thumbnails Pane of old. The only real difference from the Thumbnails Pane is that it now shows all layout views, Web Layout, Outline, Draft, Etc. Also new to the Thumbnail/Browse is really useful feature whereby the pages are filtered to show only pages containing the terms from a search.

Search

The third and final Tab is ‘Browse results from your current search’ which shows a list of boxes each giving a bit of context to the term.

Access 2010 - Database II

Creating a new table

Regardless of what experience you have using Access 2010 or earlier versions there are certain concepts to a database that you need to understand though it must be said that the levels to which you can take that understanding are endless.

When we open Access 2010 the program starts on the Office Button New tab with ‘Blank Database’ selected. Click ‘Create’. Access creates a new database (Table1 : Table) listed in the Navigation Pane on the left. In the main window is the Datasheet.

The Datasheet is not a database object though it is one of the numerous ways of viewing the data contained within the database, for now it is empty and ready for data to be added.

Fields, Records & Values

The data, when added, is displayed in rows and columns much as you would see data in an Excel spreadsheet. The column headings are called ‘Fields’ and the contents of the rows ‘Records’. A row in a database is a single Record consisting of different Fields.

A Field has many properties that can define the specific types of data contained within it, or which can and can’t be added to it. If for example you have a Field called ‘Year’ and its properties have been set to only accept numeric data then it will not accept words, letters or symbols.

The Value is the actual data where the Record meets Field. For example under the Field ‘Year’ on the first Record the Value could be ‘2009’ and, although there will be many instances of 2009, this Value is specific to this Record.

Naming Names

Whilst a database is small in size the names of objects might not seem to have much importance but once it starts to grow it will have. It is important to determine a convention for naming objects in a database even the tables themselves. If you create Reports, Forms, Queries, Etc. Based on a table, changing the name of the table will break the link between the table and the objects that use its information.

Tables and Queries share the same namespace within a database accordingly they need to have different names. Tables, Forms, Macros and Reports may share the same name. My own preference is to precede the name of an object with a shortened description, underscore and its name:

• tbl_Name
• qry_Name
• rpt_Name
• frm_Name
• mcr_Name
• mod_Name

It is always a good idea to give both Fields and Objects clear and descriptive names when you create them, regardless of the fact that most work done using Access 2010 or any other version is usually done on an existing database. The point being that, although AutoCorrect will accept changes, it will not update the name changes in the properties nor in any VBA code or Macros.

Access 2010 - Database

Microsoft Office Access 2010

Access 1.0, based on the Jet Database Engine was released at the end of 1992 and was intended to be Jet-compatible through its scripting language Access Basic. It became a full member of the Office line-up as Access 95 abandoning Access Basic for VBA (Visual Basic for Applications).

Although Access 2010 will probably be known as Access 14 (Office 13 having been skipped for superstitious reasons) it is actually the tenth full release of the program.

A database is a table based on a filing system that contains data in columns and rows (similar to Excel) and each table constitutes a single entity which enables the data to be manipulated in a logical manner. You can think of it as an automated version of an archive of files that can be retrieved and help turn even large amounts of date into useful information.

Access 14, 10 or 2010 is a relational database management system (RDBMS) and is the overall container for the data associated with it. Some of the more commonly used objects in Access are Tables, Forms, Reports, Queries and Macros. It is my intention to look at all five, if not more, in the following days, weeks.

Outlook 2010 - Add-Ins

Add-Ins for Outlook 2010

Never having been a big fan of Add-ins, Add-ons, Extensions, Plugins, Etc. It is not surprising that I don’t have many to mention. I was going to look at the two that I do have but one of them (Snagit) added its add-in when I installed the program without asking if I wanted an Outlook 2010 Add-In during the installation.

Snagit 9 is a screen capture application with many useful tools and an excellent image editing program. Unfortunately, for Snagit, the Outlook Add-in is for taking a single screen capture and inserting it into a new Outlook message. The reason it is unfortunate is that Outlook 2010 has that capacity itself.

With the New E-mail window open Insert > Illustrations > Screenshot > Screen Clipping and drag a rectangle/square around the area to capture. If you want to capture a specific window a preview of available widows will appear in the Screenshot dropdown. The tool is most useful for adding webclips and images but in this case I’ve just added my desktop clock to a message!

Twitter on Outlook 2010

The second Add-In I have on Outlook 2010 is TwInBox. It is basically Twitter on Outlook 2010 and has a few useful features including; the mandatory 140 character update, direct message, @, ReTweet. If you intend using the Search/Track/Group feature it’s a good idea to create a separate folder for the results (for example searching/tracking Office 2010 gave 600+ feeds in two days).

After installing you’ll need to create a new folder in the Navigation Pane, before logging into your Twitter account, into which will go your updates.

TinyUrl

If you wish to post links in your updates then the tinyurl creator is a useful tool to have on the Compose Update dialogue box. Although tinyurls are useful in a limited space (140 characters) I would make the point that they are being over used and unless I know and trust the person posting them I wouldn’t touch them. If you have an URL that isn’t that long to begin with then don’t shorten it. An example would be this site is http://officetwoten.blogspot.com and its shortened version is http://tinyurl.com/mt37j9 which would save a full seven characters!

Office 2010 - Calendar Templates

Calendar Templates 2010

New Calendar Templates are now available for download from Office Online. The link is here. Here are a few examples.

Word

Excel

OneNote

Publisher

Outlook 2010 - Import Contacts II

Outlook 2010 - Import Contacts (the Movie)

Office 2010 - Office Tools

Office Tools 2010

• Digital Certificate for VBA Projects
• Microsoft Clip Organiser
• Microsoft Office Language Preferences
• Microsoft Office Picture Manager
• Microsoft Office Send-a-Smile
• Microsoft Office Synchronisation Center

Digital Certificate for VBA Projects

“Microsoft® maintains a list of trusted third-party commercial certificate authorities to enable secure and usable e-commerce for Microsoft® Windows® users. These certificate authorities validate the identity and entitlement of an applicant, and as an output of this process, issue the applicant a digital certificate.

Digital certificates can be used to prove the identity of a remote person or resource, since not all certificate authorities follow the same operational practices. Microsoft uses an independent third-party audit (WebTrust for Certificate Authorities) along with other technical requirements to ensure our customers are have access to trustworthy CAs.

For information on Microsoft Root Certificate Program requirements, see the Microsoft TechNet Web site.”

Microsoft Office Language Preferences

Microsoft Clip Organiser

Microsoft Office Picture Manager

Microsoft Office Send-a-Smile

Microsoft Office Send-a-Frown

Feedback is always a great thing to have though I’m not sure where the Send-a-Smile & Send-a-Frown are leading. I mean imagine being assigned to the Send-a-Frown desk! I suppose our first ‘Frown’ to Microsoft will be; if MS-Paint and Word Pad (in Windows 7) can have Ribbons then why not the Clip Organiser and Picture Manager in Office 2010? As for sending a ‘Smile’ I think I’ll reserve judgment until I see the pricing of Office 2010.

Microsoft Office Synchronisation Center

Thanks to Gleanie for letting me use her photo.

Office InfoPath 2010 – Designer/Editor

InfoPath 2010

InfoPath 2010 is a XML-based (XML, Extensible Markup Language, is the specification for creating custom markup languages, allowing users to define the ‘mark-up’ components) form creating and data gathering application that first appeared in 2003. The purpose of InfoPath is to create/edit XML-based entry forms and transfer data between applications and in some cases even between organisations.

Once a form has been filled-in the data will be incorporated into the ‘back-end’ procedures that understand the particular structure of that form. Yes, it has to be said, that you can build forms with Word and Excel and they both have the capacity for interaction with XML data, though you will need at least some understanding of Visual Basic.Net to do so. Neither Word nor Excel can offer the structural XML editing that InfoPath offers.

The swift adoption of XML technologies in recent years has uncovered the need for an application that allows users (non-developers, anyone using Word or Excel can create a form in InfoPath) to share and interrelate with XML data.

The InfoPath Ribbon Tabs & Groups are:

Home:

• Clipboard
• Format Text
• Font Styles
• Controls
• Rules
• From

Insert:

• Page Layouts
• Section Layouts
• Tables
• Illustrations
• Links
• Page Format
• Symbols

Page Design:

• Views
• Layout Styles
• Background
• Header & Footer

Data:

• Form Data
• Get External Data
• Submit Actions
• Rules
• Roles

View:

• Show

Developer:

• Code
• Events
• Control Events

Contextual Tabs;

Control Tools

Properties:

• Properties
• Modify
• Display Text
• Control Size
• Rules

Table Tools

Layout:

• Table
• Rows & Columns
• Merge
• Cell
• Alignment
• Borders & Shading
• Draw

Picture Tools

Format:

• Adjust
• Borders & Shading

The Office (InfoPath) Button

Info

Recent

New

Print

Share

InfoPath Options

InfoPath Options

General:

General

• Top options for working with InfoPath
• Personalise your copy of Microsoft Office

Language:

Set the Office Language Preferences.

• Choose editing languages
• Choose display and Help languages

Customise Ribbon:

Customise the Ribbon.

• Choose commands from:
• Customise the Ribbon:
• New Tab
• Restore Defaults
• Import/Export

Quick Access Toolbar:

Customise the Quick Access Toolbar.

• Choose commands from:
• Customise Quick Access Toolbar:
• Restore Defaults
• Import/Export

Add-Ins:

View and manage Microsoft Office add-ins.

• Add-ins

Trust Center:

Help keep your documents safe and your computer secure and healthy.

• Protecting your privacy
• Security & more
• InfoPath Editor Trust Center
• Trust Center Settings

Controls & Fields

Get the best Office Software deals Here...

Pre-order Windows 7. Offer ends midnight on 9th August 2009

Microsoft Windows 7 Home Premium

Microsoft Windows 7 Professional E

Office 2000

Office 2000 loses its extended support

In the countdown to the launch of Office 2010 Microsoft has ended its support for Office 2000. Launched in 1999 it lasted with full support until 2004 when it entered its extended support period which ended yesterday, ten years after it first appeared. Office 2000 was the successor to Microsoft Office 97 and its longevity will have been some compensation for those who forked out the modest sum of £500 (about $800) for the original package.

Office 2010 - News

Technical Preview

The ‘official’ Technical Preview is here

Yesterday, Microsoft began its ‘invitation only’, but none the less impressive, Technical Preview of the Office 2010 package. Still no mention of that underestimated little word, price. The price will be a major concern for anyone who already owns Office 2007 especially considering that it doesn’t do anything fundamentally different and there is also the less glamorous but still functional OpenOffice Suite for free.

Online Office

Office 2010 will also be available in an online version, albeit reduced. The programs that will be available are Word, Excel, PowerPoint and OneNote. Use of the remote Office will also be compatible with Safari and Firefox. The fact that they were not really highlighting of the online version of Office 2010 is more a response to Google docs rather than a shift in emphasis from the software package. As I understand it you will need a Windows Live account to access it but there’s no cost involved even for non-Office users, though one if its main attractions is the ability to collaborate with other Office 2010 licence owners.

The Office 2010 web applications will have a restricted functionality but more than enough to make adjustments to existing documents including using formulas in Excel and adding web clips and the like to OneNote. We will have to wait for the full release of Office 2010 to try out the web-based features which are not available in the Technical Preview though, apparently they will be available later this year. You can read more about it from their site, here.

Next, SharePoint Workspace...

Excel 2010 - Basics

A Few Basics

Before moving onto the more advanced features of Excel it is always good practice to run through a few basics to see if there are any changes in the general function of the program. I will do a few simple calculations and produce a chart in the same worksheet to show the results.

Having opened Excel I will type January in the cell A2 (I will use the convention of showing cells and formulas in bold i.e. =Sum(A1:A2)). Hit Return and the cell below will be selected. Click on January/A2 again, place the cursor in the bottom right corner of the thick border and drag it down to December, Excel will fill in the months. The same principle applies to any logical sequence, if I type A1; Return, and drag, it will fill in A2, A3, Etc. It also works laterally in rows but not with whole numbers.

Click B2, and type in the formula bar, ‘2005 and hit Return. The apostrophe before the year 2005 will mark the date as a ‘number stored as text’ and not as a number. Otherwise, 2005 as a number at the top of a list of numeric values would be included in any calculations later.

With B2 selected, drag it across to E1 ending in 2008. Three of the last four months in the A column exceed the standard size width of the columns. This can be adjusted manually but, to save time and be more precise, double click the line at the top of the columns separating A & B.

After keying in the numbers shown with B14 selected, click Auto Sum in the Editing Group. Excel will try to determine, in this case rightly, what sum you’re trying to do. It came up with the obvious formula =SUM(B2:B13). Which are B2+B3+B4 Etc.

Drag the bottom right corner of B14 across to E14 and the missing three totals will be added. Check the totals by clicking on them individually and look at the formula bar i.e. with D14 selected it reads =SUM(D2:D13).

With all four totals selected, right click and open Format Cells. On the Number Tab select Currency, 2 Decimal places and the Symbol £.

Select the four headings 2005 to 2008 and, holding the Ctrl key, select the four totals, on the Insert Tab Click Column from the Charts Group. From the Type Group change the chart type to suit your preference.

With the chart selected from Chart Tools > Design > Chart Styles choose one of the styles. In the table click, to select, the Vertical (Value) Axis, right click and open Format Axis. On the Axis Options change the Minimum setting from Auto 0.0 to Fixed 3000.0 and the Maximum from Auto to Fixed 6500.0 (charts will be covered in depth later)