Category Archives: Word-Excel-PowerPoint

One Space Goes After Period, Not Two. Here’s How to Fix Your Document and Break the Habit (video)

Since the advent of computers and word processing software, one space goes after a period, not two.

Why? The simplest explanation is that in typesetting, software makes room for a wide letter such as W. (The Courier font is an exception. This is a monospace font (or non-proportional), which is a typewriter-like, fixed-width font, and each letter occupies the same amount of space. Other computer fonts are variable-width (or proportional), and the software adjusts the spacing automatically.

One space has been the norm since mid 20th Century. “The Complete Manual on Typography (2003) states that “The typewriter tradition of separating sentences with two word spaces after a period has no place in typesetting” and the single space is “standard typographic practice.” This is especially important in publishing and press releases you send to the media.

 

Here’s a quick video to show you how your Office software will find all instances of two spaces after a period and replace them with one space. Fixed before you can blink.

 

Note. When I was in publishing and had to fix documents from other people, I recorded a macro and created a toolbar button (and a keyboard shortcut) that fixed everything with one click. I’ll record a future video to show you how to do this.

Break the Habit

To break the habit of adding two spaces after the period, every time you do two spaces, stop right then. Delete the last few words, and try again, focusing on doing one space. It’ll soon become the norm for you.

PEACE.

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About SUITE TUESDAY: How-to video series produced by Peggy Duncan. Real quick video tutorials of tech tips that will help you finish work quicker so you can go home. Click to FOLLOW me here on LinkedIn Pulse. Explained in plain English without any fluff. Free to share.

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About the Author: Peggy Duncan is an award-winning, international personal productivity expert, conference speaker, consultant, and coach. She uses her skills as a professional organizer, project manager, and computer trainer to help busy professionals spend less time working but get more done.

Do you need training: seminar, workshop, Webinar, coaching, consulting? Click here

Full, pre-recorded lessons are on my membership Website DigitalBreakthroughs.com

Add One Space After a Period, Not Two. Here’s How to Fix Your Document and Break the Habit

Since the advent of computers and word processing software, one space goes after period, not two.

Why? The simplest explanation is that in typesetting, software makes room for a wide font such as W.

One space has been the norm since mid 20th Century. “The Complete Manual on Typography (2003) states that “The typewriter tradition of separating sentences with two word spaces after a period has no place in typesetting” and the single space is “standard typographic practice.”

Find and Replace Command

In Microsoft software, use the Find&Replace command.

  1. Press Ctrl+H.
  2. In the Find what box,  type a period and hit the spacebar twice.
  3. In the Replace with box, type a period, and hit the spacebar once.
  4. Click Replace All.

The software will find all instances of where you added two spaces after a period and replace them with a period with one space after. Fixed before you can blink.

When I was in publishing and had to fix documents from other people, I recorded a macro and created a shortcut and a toolbar button that made it even quicker.

Break the Habit

To break the habit of adding two spaces after the period, every time you do two spaces, stop right then. Delete that last word (or more) and try again, focusing on doing one space. It’ll soon become the norm for you.

PEACE.

How to Select, Collect, and Insert Multiple Items from the Office Clipboard

When you Ctrl+X to cut text or Ctrl+C to copy, you might think that you’ve lost the text once you cut or copy more text.

Actually, everything you’ve cut or copied is still on the Clipboard until you shut the computer down. Here’s how to view and use everything.

10 Shortcuts to Selecting Text in Microsoft Word (with video)

Here are 10 shortcuts I use almost every day when I need to select text in Word. As far as I can remember, these tips work the same in all versions.

There are more shortcuts to selecting text, but I rarely use them. Just wanted to share the most common ones.

Please share with your network.

PEACE.

Webinar: Mail Merge Customized Emails, Mailing Labels, Forms, and More

Learn how to use Word’s mail merge commands to personalize and customize mailing labels, email messages, and more!

Just in time for those holiday greetings!

Save time! Stop typing personalized correspondence one at a time. 

Did you know you can:

  • Create personalized email messages and include an attachment?
  • Separate documents or PDFs for each recipient during a single merge?
  • Filter your database and create mailing labels for select recipients?
  • Create a template once and use it as many times as you want?
  • Produce a directory of contacts you can print or format as a PDF?

Whether you’re using an Excel spreadsheet, a Word table, or Outlook contacts, I will show you step by step how to set up, filter, and perform a mail merge.

Click here for details on this Mail Merge Webinar!

Please share.

PEACE.

Print Your Postage and Schedule Pickups to Save Time Shipping

DYMO Label Writer 450 Twin Turbo label printer, 71 Labels Per Minute, Black/Silver (1752266)It’s so easy and convenient to ship letters and packages these days. I print my USPS postage using my Dymo LabelWriter. Then I schedule the pickup online at USPS.com. The letter carrier knocks on my door for the package the next day.

Need shipping labels? You can use this Dymo unit to print them. I also created my own shipping labels in Microsoft Word. Here is a video to show you how.

 

 

You can spend a little time now and set all this up and save so many hours later.

PEACE.

What Do You Know That Can Be Packaged and Sold?

You know a lot about something…might even be an expert. Have you considered packaging your knowledge in small bites and selling it? Booklets might be one of your answers.

When I don’t have enough info for a whole book, I create little booklets. I just sent Finding Your Way on a PC with Windows 8 to press this week. I’m a professional speaker and have to have physical books/booklets to sell when I speak. I’ll also format for Kindle. My printed booklets are from 10-40 pages, various sizes, and packed full of no fluff content.

Here are a couple sample pages. I use Word for everything…it’s a powerful desktop publishing program. I can do everything myself so I always have the latest version of my stuff.

I use Word Styles for ease of formatting. The page size is changed to fit whatever size I want, plus .25 more for the trim. My Windows 8 booklet is sized at 3.75 x 8.75 with a finished size of 3.5 x 8.5.

Microsoft has always done a lousy job showing people just how powerful their software is in the real world. Table of contents, mirror margins, cross references, index…Word can do it all and keep up as page numbers change.

I create my booklet covers in PowerPoint. You’ll have to use special software, ImageExport, to bump up the dpi when you save as a picture (I have a video on YouTube about it and how to use it ImageExport (Part 1 of 3): Create High Resolution Graphics and Slides in PowerPoint?).

For printing, I use Smartpress.com. I love the prices, quality, the efficiency of their Website (no phone calls needed), fast work, paper choices, and they keep you posted every step of the way. I create high res PDF of inside pages and high res .jpg of covers, upload separate files, and they take it from there.? I always order an online proof.

So don’t let the fact that you don’t have enough information on a topic to write a book. Create a booklet instead.

Note: I might create an online course on using Word to create booklets. Join my private email list to stay connected.

PEACE.

Get Rid of Paragraph Marks After Pasting Text in a Word Document (video)

When you copy and paste text from a PDF or some other technology into a Word document, you sometimes end up with way too many paragraphs…at the end of every line of text. This video shows you a quick way to clean that up instead of deleting the paragraph marks line by line.

This is one of those things I take for granted that everybody knows. Then I saw someone deleting these paragraph marks one line at a time. If you find yourself inside a Microsoft Office document and wondering if there’s a better way to get something done, there probably is.

Here’s a much quicker way to clean up your document.

 

 

PEACE.

How to Email a Single Excel Worksheet in a Workbook (with video demo)

If you’ve needed to email a single worksheet out of a workbook, here’s a quicker way to do it instead of saving a copy and deleting what you don’t want to send. This tip works the same in Excel 2010. (I’ve recorded a video demo below.)

1) RIGHT-click on the tab of the worksheet you want to email (if you want to send more than one worksheet, hold down the Ctrl key and click each one).
2) Click Move or Copy
3) Change the To book drop-down to (new book), then tick the Create a copy box, OK.
 
The desired worksheet(s) will now be in a separate workbook. Save (or not) and send via email.
To finish work quicker, you have to learn which button to click! I schedule regular training and will also come to you in person and on the Web. 

Video Demo

ggy Duncan, Personal Productivity Expert

Is Your eBook or Booklet Ugly?

Take your ebook (or booklet) to another level. I’ve seen so many that are downright tacky. If you’re going to do this, do it right. Make your ebook or booklet easy on the eyes…a pleasure to read.

Here are some ideas (I use Microsoft Word for my publications, but you can use whatever software you choose as long as it’s designed for book formatting):

Before You Create the PDF (Adobe Acrobat full version has the most functionality and is worth every penny).

  1. Use Word’s powerful desktop publishing features to produce a more professional ebook or booklet.
  2. Resize the document to fit the finished size of your publication, adding about 1/8 inch all around for bleeds and your printer’s machinery. For example, the finished size of my book (the size it is when closed) is 5.5 x 8.5, but the Word document size and the final PDF is sized at 5.75 x 8.75.
  3. Create a stylesheet to make it easy to format everything (I use Word’s built-in styles and tweak them to fit my needs).
  4. Consider the font (I like Book Antigua for the body and Century Gothic for the headings); font size (I use 12 or 13, especially when it’s a computer book); paragraph alignment (I justify my books and avoid amateurish gaps in text using this tip).
  5. Include a table of contents with Word keeping up with the page numbers as they change.
  6. Improve the look of headers and footers, changing them for odd and even pages.
  7. Create an index with Word keeping up with the page numbers as they change.
  8. Insert pictures with figure captions with Word keeping up as figure numbers change. Pictures will break up the text and make your publication more pleasing to read.
  9. Insert cross references to other pages with Word keeping up as page numbers change.
  10. Insert your actual signature if you add a welcome letter…never a typed one.
  11. Paste information that is updated often as a link to the original so every time you change the original, the information in the publication changes too (e.g., your bio).
  12. Make all URLs look live (ebooks only, not for booklets). Change text color and underline it. You’ll see why below. (Do not underline any text if it’s not going to become a hyperlink later.
  13. Add the front and back covers in.jpegs or PDF format. Be sure to add a blank page behind the front cover and in front of the back cover.

After You Create the PDF (ebook)

  1. Check the PDF properties to make sure you created and used the right sizing (see item #2 above).
  2. Add attachments to the file (e.g., freebies sent as bonuses).
  3. Create live URLS throughout the document (they’ll also look live if you changed text color and underlined them before you made the PDF).
  4. Create bookmarks to certain pages for easier navigation and display them by default.
  5. Create live hyperlinks from table of contents to pages.
  6. Change the options – how it’s viewed by default.
  7. Set security and protect your document from changes.

After You Create the PDF (booklet)

  1. Add the front and back covers in.jpegs or PDF format. Be sure to add a blank page behind the front cover and in front of the back cover.
  2. Check the PDF properties to make sure you created and used the right sizing (see item #2 above).
  3. Set security and protect your document from changes.

For information on how to self-publish a book or booklet, see this post. For information on selling your ebook, check out this post Sell Digital Products Online While You Sleep.

If you’re going to do this thing, do it right, giving an expert impression with the look and feel of your book. 

PEACE.