Equations in Word

Hello, Equation Tools! At long last, Word has a whole Ribbon of Tools for writing and editing Equations. This post will introduce the new Ribbon.

Before You Begin: A new, blank document is open.

Insert Equations: Creating math symbols as you type is very useful. You can also insert and edit equations in Microsoft Word 2013.

1. Try This: Find the Equations
Go to Insert-> Symbols->Equation. Click on the drop-down arrow on the right.

What Do You See? There should be a list of equations including the Area of a Circle, Binomial Theorem and, yes indeed, it is the Pythagorean Theorem for triangles.

2. Try This, Too: Insert A New Equation
Go to Insert-> Symbols->Equation.
Click on Insert New Equation.
Click OK.

3. What Do You See? There should be a new Equation Block that you can edit.

What Else Do You See?The Equation Tools include: Tools Symbols Structures

4. Try This: Review the Equation Ribbon
Go to Equation Tools-> Design->Structures.

What Do You See? Many of the math and business symbols can be found in the Symbols.  The Structures enable you to document Fractions, Script, Radicals, Integrals, Bracket, Function, Accent, Limit and Log, Operator, and Matrix. Way cool new Ribbon.

Math AutoCorrect Options

Earlier, we reviewed the Math Equations. Many professions use mathematical symbols in reports and documentation. Prior to Microsoft Office 2007, you had to Insert a Symbol and select a letter from a set of Fonts named Dingbats or Symbols.

How Did We Get Here?

The Word Options are open. Proofing is selected. Go to the top of the Proofing page. Click AutoCorrect Options… Try it: Find the Math AutoCorrect Options  When the AutoCorrect window opens, select the Math AutoCorrect Tab.

 

Math AutoCorrect has an extensive list of text for math, chemistry and engineering. This list is adaptable, too. You can add or edit your own entries, same as with AutoCorrect.

Look for the check box to Use Math AutoCorrect outside of the math regions. This is an important option if you wish to type formulas and equations.

Extra Points if you can identify this math calculation tool, above

That’ll work. Good question. Thanks for asking.

eBeth

Elizabeth Nofs, the Computer Mama

New Subscribers Welcome: https://thecomputermama.us 

Buy the books at Amazon: https://thecomputermama.us/books-page/ 

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Working with Block Quotes in Word

 

There are two ways of handing Paragraphs in Microsoft Word:
Home->Paragraphs
Layout->Paragraphs

The Paragraph options on the Home Ribbon format the Text. This Group has Bullets, Numbers, Indents and Line Spacing.

The Paragraph options on the Layout Ribbon format the margins and adjusts the space between the paragraphs.

Block formatting is used in business letters to call out important information. The APA also requires Block Quote formatting for any quote greater than 40 words.

Here is the formatting on a Block paragraph:

  • Text is aligned left. The Line Spacing is single.
  • The Spacing between paragraphs is double.
  • The Block paragraph is indented 1” from the page margin

There is an excellent explanation at this link:
http://asklibrary.com.edu/faq/58549

Create a Block Quote

Here are the steps to create a Block Quote in Microsoft Word.
A sample document is open.

Try it: Format the Paragraph.

Select a Paragraph.
Go to Home->Paragraph->Line Spacing.
Select 1.0 (This means single spaced).

Go to Home->Paragraph->Align Left.
Confirm the Alignment is Left.

Go to Home->Paragraph->Line Spacing.
Confirm the Line Spacing is 1.0
(Single spacing between all of the lines in the paragraph)
Do not add any extra Spacing, please.

2. Now, Try This: Edit the Spacing Between Paragraphs
The paragraph is still selected.
Go to Layout->Paragraph-> Spacing.
After: 12 pt (Double spaced between the paragraphs)

Finally, Try This: Create a Block Quote
Go to Layout->Paragraph-> Indent.
Edit the Left Indent: 1.0 “.

What Do You See? The paragraph is formatted as a Block.

That’ll work. Good question. Thanks for asking.
eBeth

Elizabeth Nofs, the Computer Mama

You are invited to evaluate my NEW COURSE: Top Ten Tools in Microsoft Word.

Here are the steps: Sign into the school. Then enroll in the course.
(Two clicks, two emails.)
FREE Our promise: No Cost. No ankle biters.

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Take a Break!

Footers, Page Numbers, and Breaks

How do you create different Headers and Footers in a Word document? Say you wanted to have each Chapter in a report have a different Header (Chapter I, Chapter 2, etc.). Say that the page numbering in each chapter restarted at Page 1. This little post will show the steps.

(footers!)

Before You Begin

This example uses a sample file. You can practice with your own document if you wish.
Sample Windows Deployment Text 2013 Complete.docx

Headers and Footers
Try This: Insert a Footer
Go to page 2: Business Organization
Go to Insert ->Header & Footer.
Click on Footer.

Select: Blank (Three columns) This Footer sets up three Tab Stops.

What Do You See? A new text box will open on the bottom of your document. At the top of the document are the Header and Footer Tools. The rest of your document text will appear dim, and cannot be edited while you work with the Headers and Footers.

What Else Do You See? This Footer has three little Quick Parts that you can edit.

1. Try This: Insert the Page Number
Page numbers are usually placed in the footer. Here are the steps.

Before You Begin: Place your cursor in the Quick Part on the far right of the Footer, where it says [Type here].

2. Try This: Insert the Page Number
Go to Header and Footer Tools->Design.
Go to Header & Footer.
Go to Page Number ->Current Position.
Select: Accent Bar 2.

What Do You See? A new page number should be displayed in the bottom right corner of the Footer. What page number is it showing? You can format the numbering if you wish.

3. Try This, Too: Format the Page Number

Before You Begin: Select the page number. It is a Merge field, so it will be highlighted light grey when you select it.

3. Try This: Format Page Numbers
Go to the Header and Footer Tools.
Go to Header & Footer.
Go to Page Number.
Click on Format Page Numbers.

4. Try This, Too: Edit the Number

By Default, the Number Format is whole numbers: 1, 2, 3. You can choose letters or Roman numerals. The Page numbering can continue from the previous section, or start with a different number.

Where Have You Seen This Before? The first pages in a book are often numbered with i, ii, iii. The first chapter then begins on the right hand page with the number 1.

Click OK to close this window. Keep going…

More Headers and Footers

Did you know that you can have different Headers and Footers for each part of your document? Start with the first page. Usually the first page is different than the rest of the pages.

Try it: Create a Different First Page

Please go to Page 1.
Go to the Header and Footer Tools.
Click on the Design tab.
Check Different First Page.

Add this text: CONFIDENTIAL: Prepared for Charlotte’s Web Site.
You can format this text Bold and Red.

Different Sections

Say you had three Sections in your document and you wanted each section to have a different Header or Footer. To do this, you need to insert a Break and choose a Continuous Section Break. There are four kinds of Section Breaks: Next Page, Continuous, Even and Odd.

1. Try it: Insert a Section Break
Begin on page 3.
Place your cursor before the headline: Issues of Concern.
Go to Page Layout.
Find the Page Setup Group.
Select Breaks.

Choose Section Breaks ->Continuous.

Add a Continuous Section Break to:
Issues of Concern
Phase One
Phase Two
Phase Three

Different Headers and Footers

Working with the sections requires some thought. The key to making this option work is the Link to Previous command. When that link is turned off, you can make each Section have unique Headers and Footers.

Try it: Remove Link to Previous
Go to page 3, Issues of Concern.
Double click the Header to open it.
Type: Computer Upgrade.
Tab to the center of the Header.
Type: Issues of Concern.

Use the Navigation buttons to go to the Next Section, Phase 1.

Do NOT Link to Previous. (Click it off)
Type in the Header: Phase 1.
Try it with Phase 2 and Phase 3, too.

What Do You See? The Next and Previous Sections should be different.

What If It Doesn’t Work? Please start again from page 1 and make sure the sections are NOT linked. Then add the text.

Odd and Even Headers

Open any book and you will see that the Headers and Footers are different on the Odd and Even Pages. The Odd pages usually have the name of the chapter. The Even pages may have the name of the section or the name of the book.

Try This: Create Odd and Even Pages
Go to Page 3.
Go to the Header and Footer Tools.
Go to Design-> Options.
Click Different Odd and Even Pages.

The Header for Section 1 will have an Odd Page Header. You may need to use the Page Up and Page Down buttons to navigate to odd and even pages.

Memo to Self: The Odd pages are on the right side, the Even pages are on the left side. That’s the way books have been made for a couple hundred years.

That’ll work. Please let me know if I answered your question.

Thanks, eBeth

Elizabeth Nofs, the Computer Mama

These steps are taught in my NEW COURSE: Top Ten Tools in Microsoft Word.

Here are the steps: Sign into the school. Then enroll in the course.
(Two clicks, two emails.)
FREE Our promise: No Cost. No ankle biters.

New Subscribers Welcome: https://thecomputermama.us

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Where Does the Outlook Archive Go?

Archiving Data in Microsoft Outlook

Microsoft Outlook is a database. So, where is the data file? This lesson will review the Account Setting, Find the Data Files (PST) and edit the AutoArchive settings.

Before You Begin: Review the Account Settings

You can edit your E-mail Account if you wish. You can add or remove E-mail Accounts as well. Here is the pathway back to the Account Settings.

1. Try it: Review the Account Settings
Go to File ->Info->Account Settings.

What Do You See? The E-mail Accounts are listed by Name and Type.
The options include:
New
Repair
Change
Set as Default (if you have more that one)
Remove

Find the Data Files

2. Try it: Review the Data File Options
Go to the Data Files tab, please.

What Do You See? The options are similar to the ones on the E-mail tab:
Add
Settings
Set as Default (if you have more than one)
Remove
Open File Location

3. Try it: Find the Data File

The Account Settings are open. The Data File tab is selected.
Click on Open File Location.

What Do You See? The POP3 Data file is a *.pst file. You can confirm that it is the *real* database by looking at the file properties. The Date modified should be recent (perhaps today) and the File size may get rather large if you save pictures and attachments.

Do This: Copy the Data File
This is the actual database…and this is the file you want to backup.

AutoArchive

You can program Microsoft Outlook to archive old items from the database. The archived items can be saved to a different data file, archive.pst.

1. Try it: Find the AutoArchive Settings
Go to File ->Options-> Advanced.

Click on AutoArchive Settings.

Edit the AutoArchive Settings

2. Try it: Edit the AutoArchive Settings
Click on Run AutoArchive every…

All of the options will become available.

The AutoArchive will run every 14 days. You can change the timing if you wish. You will be prompted before the AutoArchive runs.

The AutoArchive can do the following:
Delete expired E-mails
Show the Archive Folder

You can choose how to handle the old items:
Move them to an archive.pst folder
Permanently Delete.

You do not need to run the AutoArchive now. Uncheck Run AutoArchive every…

That’ll work. Please close this window and return to the Inbox.

Good question, Thanks for asking,
eBeth

Elizabeth Nofs, the Computer Mama

Here is a YouTube video tha shows the steps that you can watch if you wish:

Microsoft Outlook 2013: Accounts

You are invited to evaluate my NEW COURSE: Top Ten Tools in Microsoft Excel.

Here are the steps: Sign into the school. Then enroll in the course.
(Two clicks, two emails.)
FREE Our promise: No Cost. No ankle biters.

New Subscribers Welcome: https://thecomputermama.us
Visit our school at: https://thecomputermama.teachable.com/

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What Are the Differences Between Microsoft Office 2010 and 2016?

What Changed for Me
The big difference was the switch from desktop computers to devices: Phones, Tablets and iPads. Almost 60% of all computing is now done on a hand-held device, not a desktop PC. Microsoft bought Nokia, the phone company, and all of the Touch Screen patents that Nokia owned.

Bigger Ribbons
The Ribbons definitely changed from Microsoft Office 2007 to 2013. The Ribbon is almost twice as big, so that I can click with my fingers, instead of my mouse.

Word 2007 Home Ribbon

Word 2013 Home Ribbon

New Quick Clicks
The Quick Clicks provide rich options right next to whatever I am editing-Picture, Chart, Text-without having to scroll up to the top of a very little screen.

Excel 2013 Chart Style

Excel 2016 Quick Analysis

If you look at the bottom of Microsoft Excel, you can see the plus (+) sign by the Tabs. Doesn’t that remind you of the (+) that you use on your SmartPhone to add a new Contact? Hello, New Tab

Consume or Create?
In class I make a distinction between consuming information:
I read it on my SmartPhone.

…And creating knowledge:
I analyze the data and publish the findings professionally.

The Computer Mama’s Work Stations

My Humble Opinion
I believe that Microsoft is seeking the right pathway with their flagship product Microsoft Office. The options in Office 2016 are integrated with the business version of Microsoft Office 365. Being part of a server, especially an Exchange server, puts a lot of business savvy into the hands of a small business. These tools were very expensive to deploy and maintain in my own office: hardware, setup, support.

I am looking forward to the next steps.

Good question. Thanks for asking.
eBeth

Elizabeth Nofs, the Computer Mama

Please consider my FREE COURSE: Top Ten Tools in Microsoft Excel.
Here are the steps: Sign into the school. Then enroll in the course. (Two steps, two emails)
Our promise: No Cost. No ankle biters.

New Subscribers Welcome: https://thecomputermama.us
Buy the books at Amazon: https://thecomputermama.us/books-page/

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The Dynamic Duo: vLookUp and IF

Microsoft Office is most effective when the tasks are strung together in a sequence. It is how we process our work: many little steps one after the other. Today’s post presents the Dynamic Duo: vLook and the Logical Function IF. This will be fun.

My Approach

As a database designer, I think of Excel as a “Prequel” to Access. The data in Excel and Access is the same, they can be linked. So the data should be normalized in both. There should be a Table for each type of information. In this example, there will be a Table for the Bonus (VLOOKUP). Then we can look up the right answer in the Tables.


Create the Lookup Table in Excel

Here is a YouTube video that demonstrates all of these steps that you can watch if you wish:
Intermediate Excel: Using Lookup Tables

The Lookup Function

Say your company offers a bonus for meeting sales goals. The bonus will be calculated as a percent of the sales. The best way to calculate the bonus is to look up the answer in a Table. Excel calls this the Lookup function. A vertical, or VLookup uses the values in the columns. A horizontal, or HLookup, uses the data in rows.

Before You Begin: Set up the Spreadsheet

Open a new spreadsheet in Microsoft Excel.

Add the following labels:
In cell C1, type Commission
In cell D1, type Bonus
In cell F1, type Sales
In cell G1, type Percent

Format the Labels Bold.
Format Column F for Accounting.
Format Column G for Percentage.

Enter the following sample data…

1. Try it: Create a VLookup Table

This Lookup table has two columns: Sales and Percent. Sales, Column F, is formatted for Accounting ($) and Percent, Column G, is formatted for Percentage (%).

2. Try it: Add data to the table

Enter the following values:

Keep going, please…

Name That Tune

In Excel, you can name a cell, or a range of cells. Using names makes it easy to go to a particular place. It also simplifies cell references when you create equations.

3. Try it: Name the Range

Select Cells F1 through G5.
Go to Formula->Defined Names.
Select Define Name.

What Do You See? The New Name screen will pop up. The Name, Sales, came from the label in Cell F1.

Refers to: Show the name of the spreadsheet, Bonus. The Range of data can be found in cell F1 through G5.

Click OK and continue…

4. Try This: Insert a VLookup Function

Select Cell C2.
Go to Formula -> Function Library.
Go to Lookup & Reference.
Select VLookup from the function list.

Please keep going…

VLookup Arguments

5. What Do You See? Excel will prompt you to fill in the Function Arguments.

Here are some answers.

Lookup_Value: The first argument asks, “Where is the data?” In our example, Alex’s total is in cell B2. Click on cell B2.

Table_array: The second argument wants to know, “Where is the lookup table?” You can type the name, sales, for the range or use the red, white and blue lookup button to go to highlight cells F1 through G5.

Col_index_num: The third argument needs to identify where the answers are. In our two column Sales array, the percents are located in Column 2.

Click OK.

Working with Logical Formulas

The previous steps demonstrated how to create, name and use Lookup tables. Another useful set of Functions are the Logical formulas.

A Logical formula is binary. There are only two answers: True/False, Yes/No, Above/Below. It begins with a Logical Test. Say you wanted to calculate if the goals were met? For example, did sales exceed our goal of 15% ? You could use a Logical equation here.

1. Try it: Create a Logical Formula

Select Cell D1 and type: Goals
Select Cell D1 and format the label BOLD.

Select Cell D2.
Go to Formulas->Function Library ->Logical.
Click on IF

What Do You See? Microsoft Excel will prompt you to fill in the Arguments.

Logical Test: C2>0.10
Value_if_true: Well Done
Value_if_false: Needs Work

Please click OK.

OK, Have Fun with Conditional Formatting!

You can use Conditional Formatting to Highlight the results, based on TEXT:

If the text is Well Done: Green is good
If the test is Needs Work: Yellow mean caution.

Can these formulas be used with the other Logical Options: And, Or, Not? Absolutely. But that is new story for another day.

Good question. Thank you to the people who invited me to post an answer. Please let me know if I answered your question.

eBeth

Elizabeth Nofs, the Computer Mama

You are invited to evaluate my NEW COURSE: Top Ten Tools in Microsoft Excel.

Here are the steps: Sign into the school. Then enroll in the course.
(Two clicks, two emails.)
FREE Our promise: No Cost. No ankle biters.

New Subscribers Welcome: https://thecomputermama.us
Buy the books at Amazon: https://thecomputermama.us/books-page/
Visit our school at: https://thecomputermama.teachable.com/

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Enhancing Photos in PowerPoint

What Can Be Done With This Picture in PowerPoint? It’s Ugly. 

PowerPoint is a visual program that speaks to a big audience. According to Temple Grandin, many people think in Pictures, while others think in Words. There are some excellent Picture Tools in PowerPoint. Here is the Computer Mama’s favorite: Brightness and Contrast.

In this example, there is a picture of the pumpkin field in Gregory, Michigan. It was taken on a bright summer day late in the afternoon, so there are strong shadows. The picture was taken with a digital camera using the automatic setting. The picture is good, but it could be better.

Adjust the Brightness and Contrast

Brightness is the amount of light on the subject. Contrast is the difference between absolute white and absolute black. Changing the Brightness can make an image much more alive and colorful.

Try it: Adjust the Brightness and Contrast

The picture on Slide 1 is selected. The Picture Tools should be available.

Go to Picture Tools->Format-> Adjust.
Go to Corrections->Brightness and Contrast.
Select: Brightness: 0% (Normal) Contrast: +40%.

What Do You See? There are three different Picture Correction options:
Sharpen and Soften
Brightness and Contrast
Picture Corrections Options.

Each little square in the library is a different percentage of Brightness or Contrast. When you run your cursor over the Correction, you should see a Live Preview.

Lots of Picture Tools

There are many other Picture Tools that you can use to make adjustments, recolor the image, or crop to shape.

Here is a YouTube video that you can watch if you wish.

Microsoft PowerPoint 2013 Beginning: Every Picture Tells a Story

One More Thought: Compression

By default, Microsoft Office compresses all pictures to a very low resolution. In one way it makes sense: We have to consider Size and Resolution if this image is going to be viewed on the Internet. An image at full resolution (say 8MB) can take a loooooong time to download.

One way to handle this compromise is to use a small, compressed version of the image in the article or online publication. This thumbnail can link to the original, high resolution image.

More Information: Word Compresses My Pictures: Make it Stop!

Good question. Thank you for asking.

eBeth

Elizabeth Nofs, the Computer Mama

You are invited to evaluate my NEW COURSE: Top Ten Tools in Microsoft Excel.

Here are the steps: Sign into the school.
Then enroll in the course.(Two clicks, two emails)
FREE! Our promise: No Cost. No ankle biters.

New Subscribers Welcome: https://thecomputermama.us
Buy the books at Amazon: https://thecomputermama.us/books-page/
Visit our school at: https://thecomputermama.teachable.com/

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Manage Outlook Meeting Requests

Is It Possible to Schedule Meeting Invitations in Microsoft Office?

Yes, you can schedule when an Appointment and it’s Meeting Request are emailed.

Create a Meeting

Meetings and messages go together like donuts and coffee. If you want someone to attend a meeting, then you need to invite them….if that doesn’t work, offer them ice cream.

In this lesson the Meeting Organizer is the one who invites folks to the Meeting (and brings donuts) and the Attendees are the ones who respond to the Meeting Request.


The Calendar is open in Microsoft Outlook.

Try it: Create a New Appointment
Go to Home ->New-> New Appointment.
Enter the Subject: Team Meeting
Select the Start Time: 11:00 AM
Select the End Time: 1:00 PM
Type the Location: The Yum Yum Tree, Brighton

Go to Appointment->Options.
Show As: Out of the Office.

Try This, Too: Add a Hyperlink to the Meeting
Type the following, please.
Here is a link: http://www.yumyumtreebrighton.com/ .

Use the Forward Option to Create an Email Invitation
Try This: Forward this Appointment

Go to Meeting->Actions->Forward.


What Do You See?
The email Header will open at the top of this appointment. You can add the Meeting Attendees, now.

What Else Do You See? All of the Email Options are now available.
So, you can choose to Delay Sending this email.

Try This: Delay the Delivery
Go to Meeting->Options->More Options.
Click on Delay Delivery.

Try This: Delay the Delivery
OK, here are the options that you can edit: When it is delivered, what email should be used for replies, and when the email will self-delete.

Good Questions! Thanks for asking.

eBeth

Elizabeth Nofs, the Computer Mama

Please consider my FREE EVULATION COURSE: Top Ten Tools in Microsoft Excel.
Here are the steps: Sign into the school. Then enroll in the course. (Two steps, two emails)
Our promise: No Cost. No ankle biters.

New Subscribers Welcome: https://thecomputermama.us
Buy the books at Amazon: https://thecomputermama.us/books-page/

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Word Compresses My Pictures: Make it Stop!

Certainly, you can change the default options in Microsoft Word 2016. Word automatically compresses the pictures. Say you have a document with a picture of your new products.

Try This: Find the Default Setting for Compression
Select the Picture. The Picture Tools should be available.
Go to Picture Tools->Adjust->Compress Picture.


What Do You See? The default settings are very low resolution. The option to High Resolution are not available. <sad face>

Now, Try This: Change the Options.
Go to File->Options->Advanced.
Scroll down to the Image Size and Quality.

Select: Do not compress images in file.
Choose the Deafult Resolution: High fidelity.

What Else Do You See? You can choose whether to make this setting the default for this one document, or all of the documents that you edit in Microsoft Word.

Here is a link from Microsoft that explains the options as well:
Turn off picture compression
Applies To: Excel 2016 Word 2016 Outlook 2016 PowerPoint 2016 Excel 2013 More…

Good question! Thanks for asking,
eBeth

Elizabeth Nofs, the Computer Mama

New Subscribers Welcome: https://thecomputermama.us
Buy the books at Amazon: https://thecomputermama.us/books-page/
Visit our school at: https://thecomputermama.teachable.com/

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