When we refer to Microsoft Office we are referring to the most popular and important office suite worldwide. It has a wide variety of well-known programs that will help you carry out different activities, be it create spreadsheets, reports, slides , among others.
Therefore, knowing each of the tricks available in the suite is essential to enjoy and make the most of each of these programs. Keep in mind that this will help you to work more quickly and comfortably .
Taking into account the importance of these tricks, here we will explain which are the most important so you can start to become an expert and increase your productivity in each of the programs of the Microsoft Office package .
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Is Microsoft Office the best digital office suite? Main benefits
Nowadays the Office package is considered as the best digital office suite in the world, this is because it is composed of very popular and successful programs such as Word, Excel, PowerPoint , among others. Where each one offers very advanced and professional functions and tools , ideal to be used by both large companies, businesses, and for personal use .
In addition, it stands out for offering a great amount of benefits and advantages to each of its users, which we show them below:
- It is a package of completely free programs and that help to improve the productivity of a company.
- Each of these softwares have automatic updates to the latest version, which allows you to save time on maintenance and configurations.
- It is a universal program that covers all or almost the entire industry in regards to desktop publishing.
- It has a ease of use , each program has essential features that make its operation the most optimal and simple . They are ideal for both personal and business use.
- Microsoft Office allows you to execute and edit documents simultaneously , which helps you to have better performance and efficiency when it comes to create multiple reports.
- Offers an automatic save system for those occasions where the program closes due to a system error or problem.
- It allows you insert content from PDF directly into Microsoft Word .
- It has a cloud storage service through OneDrive, where you can host all the information that you want and then enter it from any place and device. It stands out for offering excellent security to your data .
List of the best tricks to make the most of Microsoft Office programs
Given the importance of this package and each of its benefits, it is important to know what are its main tricks in order to get the best possible performance and become an expert in each of these softwares.
In this way, here we explain what are the best tricks you can start using in the Microsoft Office package:
Move items from side to side in Word
If you are using Microsoft Word and have a list listed , but realize that this is messy you can start sort it move each item without the need to use the copy and paste options.
Therefore, a faster way to sort all this data is by placing the cursor on top of the element that you want to move and pressing the “Alt + Shift” keys > Simultaneously, you can move the element up or down until it is in its correct position .
Synonyms dictionary
Usually, when you write a fairly long text and it is related to a constant theme, it can be a bit difficult to get enough synonyms that allow to enrich the text and in that way avoid the crutches and expressive monotony.
In the case of Word there is a very good trick that will help you get the necessary synonyms so you can make a very professional text . To do this you simply have to place the cursor over the word you want and right click, there will appear several options where we will select “Synonyms”, there will appear different words where you choose the most suitable for your text.
Restriction of data entered
In the case of Microsoft Excel, the user has the possibility of setting a restriction on the data entered. This allows working with a certain data format , preventing these values from being infinite which makes the job more difficult.
In order to use this property, the user must select the cells to which he wants to apply this restriction . Once selected, the following will be to enter the “Data” tab, there we select the option of “Data validation”. By selecting this tool we can start set the restrictions in each of the previously selected cells.
Mathematical equations
Another of the great advantages offered by the Office suite programs is that it gives you the ability to insert mathematical equations into your spreadsheet or text document. Keep in mind that here you can insert basic and advanced formulas in a very simple way.
It is also important to mention that these softwares by default already include some basic formulas that are widely used in mathematical operations . In the case that you add a formula you can store it for the next time you need it.
To do this you must click on the option of What do you want to do? And there you write “Equation”, then you will see the option “Insert equation” which we select. Finally a window appears with the equations that come by default , as well as the possibility of writing yours .
Insert sources in a PowerPoint file
One of the most common user problems when using PowerPoint is when inserting fonts into a file , since fonts are usually used that are not available on all devices . Therefore, when opening the file on another computer, design errors are generated that impair the reader’s view .
However, there is a way to avoid this failure in PowerPoint , for this the system includes a tool that allows to embed the sources used in the document within the file itself >. This allows that when opening the document on another computer they can be displayed without problems.
To activate this tool you must go to “File”> “Options”> “Save”. There we select the “Embed file sources” box, this will include all the fonts that have been used in that project.
Use graphical forecasts
In the case of people and professionals who are constantly working with graphics and data, Microsoft Office has a function that allows to make historical data forecasts . In this case an exponential smoothing algorithm is used which is available in Excel. This allows you to work with greater comfort and safety.
You can activate this option by clicking on “Data”, there we select the option of “Forecast sheet”. In this way you can start using this functionality for what is data analysis and processing .
Perform smart searches
Another of the great advantages that Word offers us is to be able to perform intelligent searches and in that way define a word within the document without the need to abandon it. To do this, the application is responsible for opening a window and in it start the web browser window. This allows you to save time and work while creating your text document.
To be able to carry out this trick you simply have to right click on the word you want to search. Among the options we select “Smart Search” and on the right side of your work screen you will see a panel with that search.
Align PowerPoint elements automatically
There are different ways to add new elements to the PowerPoint work slide. However, the easiest and fastest is dragging that element and dropping it over the content Where we want to insert it. But one of the drawbacks we find is that these elements are rarely properly aligned . Bearing in mind that if these do not line up they can give the reader a bad impression.
One of the ways to solve this problem is by activating the alignment option automatically , this will avoid wasting time aligning the objects or elements manually. To do this you must enter “Format”> “Align”> “Align selected objects”, after this the software will do everything for you.
Activate the autosave
One of the most common problems for users when working with some of the programs in this package is saved , since many times we forget to save the information that we have been doing from time to time, taking into account that can produce unexpected closures of the software and lose information.
Therefore, there is an option for the program to save for you from time to time. To activate the “Autosave” tool, you have to go to “File”> “Options”> “Save”, there check the box for “Save information AutoRecover ” in this way the system will save the information for you.
Edit a PDF file in Word
Usually, files saved in PDF are not editable, especially since they are write protected . Although this is no longer such a problem thanks to the large number of programs that currently exist that allow you to skip this step. However, Word is not a program created or specialized to perform this activity , so this will depend on the person who created the PDF document .
If the person who creates the document allows editing authorization , then you have the possibility to edit it with Word in a very easy and fast way. To do this you must go to “File” and select “Open”, in the “File Explorer” search the PDF that you want to edit and click on “Open.” This way you can start editing it from this Office software .
Retrieve a PowerPoint presentation that you did not save
There are many reasons why you can close the software and lose all the information that was created , this can be somewhat tedious and difficult to accept, especially if it is slides that They have taken a lot of work to develop it. But luckily, in the case of Microsoft Office software it has a default backup tool .
Therefore, thanks to this tool you have the opportunity to recover your file and continue working on it. To do this you must open PowerPoint and go to “File” > “Open”. There is an option for “Recover presentations not saved ”, select it and then choose the presentation we want to recover.
Dictate a text to Microsoft Word
It is possible that on many occasions you have wondered if there is a way to add text to the document without the need to write it, since it is possible to mention that this is possible. This is how this program has the option to dictate text which will help you save time .
This is a plugin for Office , and which works in Spanish. To activate it you simply have to install it and in the top options bar, the “Dictate” tab will appear, you just have to click on it and start talking while Word copies everything you say.
Add the current date to one of the Excel boxes
Keyboard shortcuts in Excel can help you work much faster and thus save time and many more hours of work. Therefore, at the time of editing the different cells of the spreadsheet, you can work them with greater comfort, that is why you can in include the current date to the selected cell in a very fast way. You just have to press “Ctrl +;” so that the date appears automatically.
Schedule emails in Outlook for shipment >
This is one of the best tricks we can find in the Office package, especially if you are one of the people who are constantly using email. This is how you will have the possibility of programs emails in Outlook through a simple trick .
In the case of Gmail , to be able to do this it is necessary to install an extension in the browser, but this does not happen with Outlook. In this case you simply have to enter the message you want to send , select the “Options” section, and then click on “Delay delivery”. Here a new window will open where you have to enter both the date and time in which you want to schedule the shipment and finally select “Send” .
Remove all text formatting in Word
When we use this program and we copy sources from one website and another , as a result we get a mess in the text format . Therefore, it is best to remove the format of all the text and thus be able to establish a new one and be the same for everything. This will allow you to have only one typeface and a more orderly project.
To do this you simply have to go to “Format”> “Clear format”. Please note that everything will automatically delete everything , be it italics, bold, bullets, links, and any other items that have been added previously.
Synchronize the notes on your Android and iOS devices
One of the most recent products that were added to the Microsoft Office package has been OneNote, a program that allows you to take notes very quickly and easily on the topic you want Initially this program was created only for computers , however, it is currently also used on Android and iOS mobile devices.
This way you can start installing your application on your smartphone and accessing your Outlook account, there you will have to synchronize your account manually or automatically with all the notes between your devices.