Category Archives: Word-Excel-PowerPoint

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.

How to Embed a Video into Slideshare Presentations

Slideshare.net is an integral part of my SEO (search engine optimization) arsenal. My PowerPoint slides that I upload to this site are indexed extremely well by the major search engines. I’ve known for awhile that I could insert videos into my Slideshare presentations, but I hadn’t tried it. I’ve recorded this video that shows you how.

And, by the way, an account at Slideshare.net is free.

Video: Click Play on the Slideshow Player

You’ll see where I had a time trying to figure out the URL I’d need from YouTube for the video I wanted to embed. The Share link didn’t work. To get the correct URL, right-click anywhere on the video in YouTube.com, and click Copy video URL. It’ll look like this when you paste it:

http://Youtube.com/watch?v=yourvideoIDhere

Let me know what you think by leaving a comment.

Update: Lavada Thompson of Gems-Shine Consulting suggested I add a border around this video. Not only did she make the suggestion, she sent me the corrected code. Thanks, Lavada!

PEACE.

How to Add the Windows Media Player to Your PowerPoint Slide

You can insert the Windows Media Player onto a slide and assign a movie to it. During your slide show, you’ll be able to adjust the movie volume, stop it, etc. (the free player must be installed on your computer).

1. Add the Developer tab to the ribbon (click the Office button, PowerPoint Options, Popular, tick Show Developer tab in the Ribbon, OK).

2. Click the Developer tab, More Controls. Scroll to and click Windows Media Player, OK, click and drag on the slide to draw it. Resize from the corners if you need to.

3. Add the movie (RIGHT-click on the player, Properties. You should be on the Alphabetic tab. Double-click (Custom), Browse to find the file, and double-click it.)

4. Close the Properties dialog box, and launch your slide show, OK.

Learn everything you’ve wondered about PowerPoint in my new book, Just Show Me Which Button to Click! in PowerPoint 2007. No fluff. Beginning to advanced in about 100 pages. In plain English.

Use Software You Already Have Instead of Buying More

I wanted to create a postcard-size announcement about my new book, Conquer Email Overload with Better Habits, Etiquette, and Outlook 2007. As usual, PowerPoint was the answer. I first resized the PowerPoint slide, changed the background, and added my art elements and text. Then with one of my favorite applications, ImageExport, I was able to save the slide in a higher resolution jpg than native PowerPoint can produce.

Once the announcement was in jpg format , I popped over to iContact, created a new message, and inserted the jpg. Then I hyperlinked it to the Webpage I want you to click to.

Note: Below are links to other articles in my blog that will help you do something like this (with videos).

The moral of this story is that you can use software you already have to get the job done with ease. All you have to do is learn how to use it.

PEACE.

 

Interview: Shameless Self Promotion

I was recently interviewed by Geetesh Bajaj, a Microsoft PowerPoint MVP and administrator of the popular Website, Indezine. We reconnected at a recent PowerPoint conference and he was there during my keynote, Shameless Self Promotion. This interview is a result of that and I thought you might enjoy it.

The Interview

In this discussion, Peggy discusses her Shameless Self Promotion concept, and how it has a  PowerPoint angle.

Geetesh: Tell us more about what you mean by Shameless Self Promotion, and how it helps?

Peggy: At first glance, you might think I mean boasting to everyone who will listen about how wonderful you think you are. But I’m referring to promoting what you know, and doing it online, to boost your search engine rankings.

This whole notion started when I …read more here.

PEACE.


Create a Twitter Background Using PowerPoint (with Video Instructions)

In a previous post, I explained how I use PowerPoint for all of my graphics projects. A designer will laugh at this because they probably use software such as PhotoShop to handle complex projects. Well, I don’t know PhotoShop well enough to whip out something fast, but I know just about everything that PowerPoint can do. And for the types of projects I have, I’ve figured out how to get them done fast using this software I already have.

My latest project consisted of changing my Twitter background for my main account, and another one here @ digitalbreaks. PowerPoint gives me total control of customization.

Here’s how I did it (links to YouTube videos included below).

UPDATE: All the videos on YouTube show you how to do this in PowerPoint versions 2003 and 2007.

Ready PowerPoint for Your Design

  1. Decide on your color scheme, matching your Website, blog, etc. (or not), and sketch out a rough design. (Here are some charts that show you Web colors that match.)
  2. In PowerPoint, resize a landscape slide to 20” Width and 12.5 inches Height (click the File menu, Page Setup). Depending on your monitor and resolution, you may have to reduce the Zoom level in order to see more of your slide. Both monitors are set at resolution 1280 by 720 pixels.
  3. Either from Slide Master view or directly on the slide, change the color of your background. Make it more interesting by using two colors and experimenting with Shading styles (click the Format menu, Background, down arrow to Fill Effects, Two colors (then click the down arrow and choose colors). Try the different Shading styles. My @peggyduncan Twitter background is a dark blue and white with the Shading style, From title.

Here’s a Video – Part 1

(Rate and Comment please. Subscribe to my channel for updates.)

Place Your Graphics and Customize Your Design

  1. Display the ruler (click the View menu, Ruler).
  2. To place graphics on your slide, first set your Zoom level at 50%. The zero (0) marks the center of your slide. Using the ruler as your guide, to the left, place your graphics between 0-8.5. On the right, place them between 4.5 and 6.5.
  3. Use guides and a grid to help you line everything up (View, Grids and Guides, Display drawing guides on screen, Display grid on screen.
  4. Create more guides by hovering your mouse over one and dragging while holding down the  Ctrl key. When you’re finished and don’t need as many guides, click and drag some of them off the screen.
  5. Add any other drawing elements and graphics you want (the higher the resolution the better). Add text using a text box so it will be easier to move around (located on the Drawing toolbar. Click the Tools menu, Toolbars, Drawing).
  6. Save the slide as a PNG (click the File menu and change Save as type to PNG Portable Network Graphics Format, Current Slide Only). The final filesize can not be larger than 800k for Twitter. If you need to resize any photos (but maintain the quality), read my previous post, Resize a Bunch of Photos by the Batch.

It’s important to note that when you save your slide as a graphic, it’ll only be 96dpi. This might be good enough for your design but if it’s not as sharp as you want, check out Image Exporter from the PPTools Website. This is the software I use when I need to save my PowerPoint slides in higher resolution (about $30.00 and worth every dime), especially when I need to print them.

Here’s a Video – Part 2
Here’s a Video – Part 2.5

Add Design to Twitter as Background

Once you’re satisfied with your PowerPoint design, sign into your Twitter account.

  1. Click Settings, Design tab.
  2. Under the default theme, click Change background image, Browse to find your graphic, double-click it.
  3. Untick the tile background box (so design won’t repeat itself when viewing using different monitor resolutions), Save changes.

Tweaking It Until It’s Right

You will probably have to tweak your PowerPoint design several times and resave until you get it just the way you want it. I use two monitors: one on my laptop and a second 22?, with both set at resolution 1280 by 720 pixels. The designs looked different on both so I tweaked it as much as I could so it would look great both ways. You have no control over other people’s monitor resolutions so just do this to your satisfaction. A huge advantage of doing this in PowerPoint is that tweaking is so easy.

Now change the default colors in Twitter such as the sidebar background color, text, and links.

  1. Go back into Settings, Design tab, Change design colors.
  2. You may want to change the text, links, sidebar, and sidebar border, keeping everything color-coordinated with your new design.
  3. Click the sidebar block to select it. Now use your mouse to click desired color in the box and use the sliding bar next to it to hone in on the exact color you want. When you’re satisfied, click Done.
  4. Repeat Step 3 for each color block until you’re satisfied and click Save Changes.

Here’s a Video – Part 3

After you’ve created your new background, leave a comment and link so I can check it out.

How Do You Remember Due Dates, Commitments, and Promises?

Use your brain for thinking; not for remembering
– Peggy Duncan

As you go through the day acknowledging due dates or making commitments and promises, always ask yourself: “How am I going to remember this?” Then put some type of external cues in place that will trigger the action.

You probably already use a to do list, tickler file, calendar or task reminders in Outlook, sticky note, etc. I use all of these plus a lot of checklists. But when it’s something I need to remember that I will look pretty foolish if I forget (such as a Webinar, radio interview, etc.), I use a free download, the Talking Alarm Clock from Cinnamon Software. If I’m going to be away from my computer, I set alarms on my BlackBerry.

The Talking Alarm Clock lets your computer remind you of important deadlines. Each reminder pops up in a separate box with either a talking character or other sound. You’ll also discover these other features.

  • An alarm can be set to go off once, daily, weekly, monthly or annually, with very flexible scheduling.  Each alarm can have multiple schedules.

  • You can configure an alarm to open files, run programs, send email, and open Web pages.

  • An icon in the Windows® system tray gives quick access to the alarm clock.  The New Alarm Wizard makes adding an alarm fast and easy.

UPDATE: Now that I have an iPhone, I use an app, Alarmed, that was created with me and time management in mind.

So the next time you need to remember something important, set the reminder and forget about it. Let me know about the first time it saves you! Visit my Website and find out about my popular time management training.

PEACE.