University of Alberta Technology Training Centre www.ttc.ualberta.ca Phone: 780 492-1397 Email: training@ualberta.ca

1

TTC Courses

February/March 2011

Create unplug USB icon on your desktop P.2

Replicating Data Excel P.3

Selecting Blank Cells P.4

Boilerplate Outlook Messages P.6

Instructor Profile P.7 Word

Excel

PowerPoint

Outlook

Access

OneNote

Publisher

SharePoint

Visio

VBA

InfoPath

Movie Maker

Dreamweaver

HTML

Flash

Acrobat

Photoshop

InDesign

Illustrator

Sitecore

Blackberry

Mac OS

SPSS

Gmail

Live Meeting

Time Management

Project Management

Visual Design

Social Media

Digital Photography

Electronic Forms

Writing Effective Emails

February/March Newsletter 2011 Welcome to our February/March 2011 Newsletter. In this issue we explore some tips and tricks

with Excel, Word and Outlook. We also show how you can add a shortcut for removing flash

drives. Remember to check out the website for videos related to the tips discussed in this

newsletter.

Social Media Has Become An Integral Part of Business and Promotion

If you are an entrepreneur, a small business owner, a professional or you work for an

organization or non-profit… you know opportunities are passing you by every day if you don’t

have a real plan for dealing with social media.

It’s not too late to jump into the social media game – especially with a leading social media

expert to show you exactly how it’s done.

We are pleased to offer you two new social media workshops.

4 Week Social Media For Beginner’s Workshop

In this workshop you’ll learn the basics of the top 4 social media networks; Facebook, Twitter,

LinkedIn and YouTube. Through a series of hands-on exercises you’ll setup and create profiles,

learn the basic functionality of each network, and learn how to connect and communicate with

people.

4 Week Social Media Marketing Workshop

In this intermediate workshop, you’ll learn the fundamental principles of how to use social

media for marketing and promotion. Building upon a basic knowledge of how to use the top 4

social media networks, you’ll discover:

How to build a large and loyal following on Facebook

How to attract a tribe of raving fans on Twitter

How to build dynamic business connections on LinkedIn

How to get your video content to millions using YouTube

The outcomes of this intermediate workshop are you will have the knowledge, skills and tools

to position yourself as an authority in your market. You’ll walk away with a plan to effectively

grow your business in the coming year.

Social Marketing Dates

Each course is four 3 hour

sessions and there is an

afternoon and evening

session running each date

Afternoon course 1-4

Evening course 6-9

Beginner Workshop dates:

April 13,20,27 and May 4

Marketing Workshop

dates:

May 11,18,25, and June 1

Call for more details

University of Alberta Technology Training Centre www.ttc.ualberta.ca Phone: 780 492-1397 Email: training@ualberta.ca

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Do a search without

going to Google first

In most browsers you

can type your search

terms into the address

bar (where you

normally type in the

web address) and press

enter. Your default

search engine will

return results.

Move between web

links

Use Tab and Shift+Tab

to move between links

on a web page and

press Enter to follow

the selected link.

Take a screen snapshot

Press Print Screen to

take a snapshot of the

whole screen or ALT

and Print Screen for

just the current

window, then paste it

into any program.

Office 2010 included a

screen snapshot button

on the Insert tab that

lets you take a screen

shot of a whole window

or a clipping of part of

one.

It is important that you properly disconnect your USB peripheral gadgets ( usb , memory sticks ,

ipods ..... ect ). The System Tray in the bottom right portion of your window has this but it is not

always visible. This tip will have you create a shortcut to allow you to quickly disconnect these

devices properly while securing the safety of your usb and its content.

1. Click with the right hand button of the mouse on an empty space on your desktop .

2. Select New, Shortcut

3. After one or two seconds a small window will pop up asking you to type the location of the

item. Copy and paste the following text :

Rundll32 shell32.dll,Control_RunDLL HotPlug.dll

then you click Next.

4. Give a name to this shortcut, for example: Unplug USB Securely (or whatever name you want),

then click Finish .

Note: The following steps are optional

To change the icon of the shortcut::

1. Click with your right hand button of the mouse on the newly created shortcut and select

properties

2. Click on the button change icon

3. Click on the button browse

4. Select the file named Shell32.dll then click open

5. Choose the icon you would like to have to represent your shortcut on your desktop and click

OK .

6. You can drag this icon into your start menu to have it appear there.

Now you have an icon name renamed to your specification on your desktop so whenever you are

finished working on a USB (or whatever it is) and before you unplug it double click on that icon then

a small window will show up asking you to select the device you want to unplug or eject , you

choose which device you want to unplug and you click Stop.

Using this shortcut Icon you can withdraw your device with complete security .

Create unplug USB icon on your desktop

University of Alberta Technology Training Centre www.ttc.ualberta.ca Phone: 780 492-1397 Email: training@ualberta.ca

3

TTC Specializations

The TTC specializes in

Microsoft Office rollouts

and deployments. We

have provided training

for Office 2007 and 2010

upgrades to :

UofA Human Resource

Alberta Agriculture

Alberta Energy

Legal Aid Society of

Alberta

Alberta Teachers

Association

Alberta Finance

Alberta Justice and

Attorney General

AIMCO

Fountain Tire

City of St. Albert

College of Physician and

Surgeons

If you are planning on

upgrading to Microsoft

Office 2007 or 2010

contact our training

consultants to discuss

options to aide in the

success of your rollout.

Have you ever had the need to copy data? Of course you have! Did you know that you can copy

data upon entering, instead of entering first, then copying and pasting? It’s called replicating upon

data entry.

Try these steps:

Select a range of cells Enter data (in the active cell) *Ctrl++*Enter+

All cells that are selected now contain the data original in the active cell

Example 1

before

after

Example 2

before

after

Replicating Data upon Entering

University of Alberta Technology Training Centre www.ttc.ualberta.ca Phone: 780 492-1397 Email: training@ualberta.ca

4

Track Changes Toggle

Button for Status Bar

On the Review tab, in

the Tracking group,

click the Track Changes

image.

If you customized the

status bar to include a

track changes indicator,

clicking Track Changes

in the Tracking group

will also turn off the

indicator in the status

bar.

To customize the status

bar:

1. right click on the

status bar at the

bottom of your

Word document.

2. Turn on the Track

Changes toggle

option.

Note Turning off

change tracking does

not eliminate the

tracked changes in your

document. To ensure

that there are no more

tracked changes in your

document, be sure that

all changes are

showing, and then use

the Accept or Reject

commands for each

change in the

document.

Do you know how many blank cells are within a range? And do you know how to select them

all at the same time? It’s quite the hunt to locate them, never mind selecting them if you do

it manually. This trick is especially useful when you need to unlock some blank cells so that

they are accessible once a sheet is protected.

Here’s how to do it:

Select the range (or make a cell active cell within that range) Press F5 (Go To) Choose Special Select Blanks radio button All cells that are blank are now selected

Example 1

before

after

Selecting Blank Cells

You can now navigate to them or enter

data into them using the enter or tab

keys.

University of Alberta Technology Training Centre www.ttc.ualberta.ca Phone: 780 492-1397 Email: training@ualberta.ca

5

Training Specials

Free Course

Sign up for 4 MS Office

or Adobe courses in

April, May or June and

receive a 5th course

free.

See our website for

details.

Bring a friend to

training

Sign up with a friend

and you both receive

25% off each of your

courses in April, May or

June.

See our website for

details.

What is different about

Training with the TTC

All MS Office and Adobe

courses at the TTC

include follow up

support for 6 months

and the option to re-sit

the course within 6

months at no charge.

10 Hot MS Excel Keyboard Shortcuts

1 Esc Cancel

2 Ctrl+` Reveal formulas (toggle)

3 Ctrl+Z Undo

4 Ctrl+- Delete

5 Ctrl++ Insert

6 Ctrl+Home First cell (A1)

7 Ctrl+Spacebar Select active cell’s column

8 Shift+Spacebar Select active cell’s row

9 Ctrl+; Today’s date

10 Ctrl+’ Repeat entry from above cell

Sync Outlook's Calendar with Google Calendar

Do you use the Outlook calendar at work, but also keep your own personal Google Calendar?

Checking two calendars throughout the day and manually keeping them in sync can sometimes

feel like a full-time chore. However, free software from Google can automatically keep them in

sync.

Downloading, installing and setting up Google Calendar Sync is straightforward. The only real decision you'll face is what kind of sync to perform. You can perform: two-way sync, in which all events in both calendars are synced with each other; a one-way sync from Outlook to Google; or a one-way sync from Google to Outlook.

If you want to change the type of sync the program performs at any point, right-click the Google

Calendar Sync icon in the System Tray, select Options, and make the change from the screen that

appears.

University of Alberta Technology Training Centre www.ttc.ualberta.ca Phone: 780 492-1397 Email: training@ualberta.ca

6

Turn an Email into an

Appointment

To turn an email into an

appointment in MS

Outlook 2007/2010:

1. Select the email and

hold down the

mouse

2. Drag the email to

the date on the

date navigator

3. Release the mouse

A new calendar

appointment will be

created on the date

with all the details from

the email in it.

4. Select the time for

the meeting

5. Choose Save and

Close

Boilerplate Outlook Messages

Do you have boilerplate text -- such as a description of your business, FOIPP paragraph or privacy

statement -- that you insert often into e-mail messages, but not every time like a signature? Or do

you send the same email as a standard reply? Many currently do this by copying content from an

old email and pasting it into the new one. If so, you'll welcome one of Outlook 2007/2010’s

lesser-known features -- Quick Parts, which is also included in Word 2007/2010. You can use

Quick Parts to insert images, text or a combination of the two.

To use it, do the following:

1. Create a new e-mail message.

2. Write the boilerplate text or insert the boilerplate graphic you want to reuse (or both).

3. Select the text and/or graphic, click the Insert tab on the Ribbon, and select Quick Parts -->

Save Selection to Quick Part Gallery.

4. In the screen that appears, type in a descriptive name for the text or graphic in the Name field.

Type in a description of the Quick Part in the Description field. Don't change any other fields. Click

OK.

5. When you want to insert the Quick Part into an e-mail message, click Insert from the Ribbon,

click Quick Parts, scroll to the Quick Part you want to insert, and click it.

Note: Quick Parts are not shared between Word and Outlook, so you have to create separate

ones for each application. (Outlook Quick Parts are stored in NormalE-mail.dotm, while those for

Word are stored in Normal.dotm.)

University of Alberta Technology Training Centre www.ttc.ualberta.ca Phone: 780 492-1397 Email: training@ualberta.ca

7

Loretta Friedrich

Instructor

19 years Computer Instruction Experience

30 years Experience in the computer industry

Courses currently taught:

Tip from Loretta

MS Excel’s Name Box

The Name Box is located

directly above column ‘A’.

The cell reference name

in this box – ie ‘A1’ – tells

you what cell is active on

the spreadsheet, but did

you know it has other

purposes?

Go to: to quickly navigate

to a specific cell (named

range), click in the Name

Box then enter a cell

reference – ie ‘B26’ – and

follow through with

*Enter+. You are advanced

to that cell!

Range name – to

“bookmark” a specific

location on a

spreadsheet, define a

range name: select, say

four cells, then click in the

Name Box and enter a

name (try ‘Sample1’ –

using no spaces); press

*Enter+. This selected

range is now named. To

test, go back to ‘A1’ then

click on the down arrow

located on the right side

of the Name Box. You’ll

see the range name

there. Click on it and

those cells will be

selected.

Instructor Profile

Word

Excel

PowerPoint

Outlook

Access

Publisher

Office Tips and Tricks

Loretta has been in the computer industry for almost 30 years with 19 years as a training

consultant. She transitioned from computer programmer to educator because of her love of

people and teaching. She has shared her knowledge with private, government and corporate

clients. She recalls with pride a specific project where she assisted provincial employees

transitioning from one word processing application to another. It led her not only to the

Premier’s Office but the Lieutenant Governor’s Office as well.

She started at the TTC in the fall of 2000 and has recently returned after being away for a few

years. She is excited to be back on the team! Loretta particularly enjoys sharing applications

tips and working with those who are new to a program. She does not consider herself a

computer geek, though -- just an “average guy” who likes to learn about technology.

Loretta is also a volunteer women’s director, health nut, tea granny, and hobby photographer

in her off hours. Currently she is pursuing a holistic certificate in Advanced Symptomatology

from the Canadian School of Natural Nutrition. She was honoured to walk 60 km for the

Weekend to End Women’s Cancers in August 2010 and is looking forward to continuing on

with the “Butterfly of Hope” team in many more fundraising efforts.

Her greatest achievement by far is being a wife and mom.

Lab Rentals

The TTC has 4 state of the art labs that can be customized for your use.

Our office provides complimentary coffee, tea, hot chocolate, and water. Starbucks and 2 Tim

Hortons are located in the adjoining building. A full cafeteria is in the connected building and

catering can be arranged.

Check out our website for images and booking details.

http://www.ttc.ualberta.ca/LabRentals.aspx

Lab A Lab B Lab C Lab D Portable Lab 1 Portable Lab 2

24 Stations 15 Stations 12 Stations 16 Stations 14 Stations 12 Stations