In her regular series for Cambridge Network members - now in its 15th year! - software training expert Karen Roem offers handy tips to help you 'Tame your computer'. This week she describes how to save and insert frequently used tables (Word and Outlook).
Tame your computer - bring Quick Parts to the table
Preparing a new Word training module (more about that later), I fell in love all over again with “Quick Parts”. If only Microsoft had given it a different name, I’m sure it wouldn’t be such an underutilised feature.
I’ve already written tips about how to use it for text and graphics in Word and Outlook, but did you know you can also save tables or part of a table as a “building block” (another unintuitive term, given by Microsoft)?
If you regularly use tables with particular text and formatting you probably copy and paste them from somewhere else. But why not save time and add it to the Quick Tables gallery in Word or Outlook for quick retrieval?
1. Select (part of) the formatted table.
2. Click on the Table button on the Insert tab.
3. Hover over Quick Tables and click on Save Selection to Quick Tables Gallery at the bottom of the dialogue box.
4. Type a name to identify the reusable table. This name can also be used for shortcut purposes, so keep it short and memorable.
5. Click OK or press ENTER.
6. If the name you typed in step 4 already exists and you do not want to overwrite the existing table, click on No.
To reuse the table simply type the name you identified in step 4 and press F3. If you prefer or cannot remember what you called the table, click on the Table button on the Insert tab and scroll down the list of Built-In Quick Tables to find yours.
NOTE: When you have added or modified building blocks and you close down Microsoft Word you will be asked whether or not you want to save them for future use. (I cannot see a reason why you wouldn’t click on Save.)
Finally, as mentioned at the start of the tip, I’ve added a new Microsoft Word module to our course portfolio, handpicking the most popular topics from the Intermediate and Advanced training.
You probably think "I have been using Word for years and I can make it work to meet my day-to-day tasks." If you are a "stuck in a rut" user you might want to work smarter rather than harder. But if you don’t have the time to sift through the fast amount of information that’s out there, this new module is for you! Come along on 17 April and discover overlooked and underused tools that can help you save time and streamline your workday. (Team discounts are available and training can also take place at your premises.)
Create, store and insert frequently used text and graphics (Microsoft Word and Outlook)
Create and insert frequently used text and graphics (Outlook 2007)
Our current course schedule can be found online. Book more than one person from your organisation on the same course, on the same date, and you get 10% off.
2 March 2020