Creating Thank You note in MS-Word
Creating a Thank You card in MS-Word
A hand written note can say a lot to the recipient about how much you care.
So, this productivity blog (and video) is about using MS-Word to make a Thank You note.
With MS-Word open at a blank document, the first thing to do is make the page an A5 size and change the margins:
1. Selecting [Page Layout] > [Size] > [A5]
2. Still working in the [Page Layout] tab, select [Margins] > [Narrow]
To assist in placing items (such as titles etc) on the card, I’m going to turn on the Gridline:
1. Selecting [View] > Gridlines
Now to place the tile of our card (“Thank you”) on the page, I’m going to use a Text Box and locate this towards the bottom of the page so when I print the page I can folder the page in half and write on the inside.
To insert a text box and position it:
1. Selecting [Insert] > [Text Box] > select an image to work with
2. Now drag the image (keep your cursor on the board of the image) to the bottom of the page
3. You might like to resize the image to take up the width of the page (work with your cursor on the edge of the image to re-size it)
Now to put the text in the box,
1. Click inside the box and type
2. You might like to adjust the text font and size you use. I often use Brush Script MT with 48 points.
When ready to print, I suggest folding an A4 page in half and cutting it into two A5 pieces of paper and place one piece in the printer then
1. Select [File] > [Print]
Now simply folder your card in half and write on the inside.
Short cut keys for selecting areas in Excel
Excel Tips
Today’s tip sheet explains some of the keyboard short cuts in MS-Excel.
These short cuts will assist you to select content in your worksheet rather than dragging your mouse around.
- You may already know and use this one. [Ctrl + A] to select the entire worksheet (16,384 columns x 1,048,576 rows).
- Trying to check for blank rows or blank columns in a table (or list)? Click on any cell in the table and press [Ctrl + Shift + *].
Tip: If the area selected is larger than what you can see on the screen try using the zoom feature (bottom right corner – “Fit selection”) to check the whole area you have selected. - To select an entire column in a worksheet, click on any cell in that column then press [Ctrl + Spacebar]
- Similarly, [Shift + Spacebar] will select an entire row in a worksheet.
- The keyboard combination of [Ctrl + Shift + End] is great for selecting everything from your current cell to the last cell in the worksheet.
Note: When I use the + symbol between keys, this means hold down the first (and sometimes second) key before pressing the last key.
All of these short cuts work in Excel 2007, 2010, 2013 and 2016. If you are using a Mac, replace the Ctrl key with the Command key.
If you are unsure of how any of these tips work, watch our video on how to use these short cut keys.
If you find these tips helpful, check our last tip sheet – Short cut keys for formatting documents in MS-Word.
Staying organised with Rules
Do you need assistance to keep your Inbox organised?
Outlook and Gmail offer you a feature called Rules / Filters respectively. Rules and Filters can help you by:
To assist you in Outlook, I have created a video which will show you how I file incoming messages from Tim Ferriss (author of “The 4-hour Workweek”) to a folder called Tim. To do this, I’m going to create the folder first and then create the Rule. If you already have a folder to place your messages into, then skip the “creating a folder” step. |
 Staying organised to have fun |
Step 1: To create my new folder
- Position your cursor. For example, I’m selecting the Inbox as I want the new folder to be placed below the Inbox;
- Then from the Ribbon, select Folder tab > New Folder icon;
- You will now be prompted for the folder name (Tip: keep your folder names succinct); then
- Click on [OK].
Step 2: To create the Rule:
- Working from where these messages will be located (in this example, my Inbox), I’m going to click on one of Tim’s messages.
- To have the Rule generator do all of the work, [Right Mouse] button on the message then select Rules.
- There are several options here and I’m going to select “Always move messages from …”
- Outlook will now ask you to “choose a folder” to where these message will be moved. So I’m going to select “Tim”.
- Now click on [OK].
Outlook will now run through your Inbox to pick up and move any other messages that match this Rule. This may take a few minutes if you have a large inbox.
I hope you find this feature helpful and that it assists you to organise your inbox a little better.
PS: Let me know if you would like a video to assist with filters in Gmail.
Technology – your travel partner
The Balance team, led by cruise director Deborah Hutton, is about to take off on an exciting river cruise through France. To help you get organised for this or any overseas trip, here are a couple of technology tips to help you travel safely.
- On a note app (I recommend Evernote) create a separate note (or photo) for each of these items:
a. Your passport
b. Your travel insurance
c. Emergency numbers
d. List of your travel items – clothes, shoes, hats (I also recommend taking a photo of these items arranged on your bed before you pack them).
e. Your travel itinerary/tickets
I recommend Evernote as it will synchronise these notes with your tablet and your computer. If an unfortunate event happens you will have a copy at your finger tips (also available via the internet) as well as on your home computer so family and friends can help you if necessary. - Record a “missed called message” on all devices that doesn’t quite tell the world you are on holidays but says something like “I will be in and out of range for the next couple of weeks. If urgent please send an email message to me@playtime.aaa or call nnn nnn nnn”. It’s important not to advertise that you are way from your home if no-one is there to protect it.
- When you arrive at your departure airport, turn all your devices (phone and tablet) to airplane mode. This will save battery and ensure you aren’t hit with roaming charges when you land.
- Calling home – don’t even consider it from your mobile phone unless you have:
a. visited your mobile phone provider and purchased an overseas travel package;
b. gone to Australia Post to get one of their mobile travel cards;
c. purchased a SIM card when you land in France/Europe; or
d. set-up a chatting app (such as FaceTime, Skype) when in WiFi range.
For options (b) and (c) check before you leave that your phone is unlocked (this means you can place another SIM card in it). If it is not you will need to pay your phone provider to unlock it.
Lastly, place all your cables and a power adapter in a pencil case. I also suggest putting a tag on the zip with a number clearly marked on it so you know how many cables you have to collect when packing each time.
What do you do?
At a business women’s lunch yesterday both key speakers opened with the comment “it is important to know your customers’ needs and wants”. After the presentation someone asked me “What do you do?”.
Now, I’m in a reflective period at the moment, so my answer to the question was not as polished as my usual 10 second elevator response that starts “I…”. Instead, I talked about technology and training, and stumbled my way through to a reasonable reply.
So here is the thing: I’ve always been in technology. My initial university study was in technology. I graduated and worked with punch cards and mainframes, then moved into Personal Computers (yes, I was around when the first PC was introduced!), and my focus has always been helping customers to learn how to get the best out of their technology investment.
So I have always, and still answer with “I …”, as in “I’m a technology trainer”. But when people hear this now, they look at me and walk away. Thus I have to question – is it my deodorant? Bad breath? Or, is the potential customer not interested in what I do? But the realisation suddenly came to me that people may not understand what I am saying, or what I do.
So here is the tip: a colleague (Tim Eldridge) suggested that I go to Pinterest and type in what I think I am and see what the audience thinks of this.
This was an eye opener:
| Search on “Technology” | Search on “Productivity” |
 Lexus Hover Board |
 Productivity Excel |
| I don’t think so! | More like it! |
What I learnt was that I’m about productivity. So here is my new elevator pitch (thanks to Pinterest) “I do productivity training with apps”.
Let me know what you think!
They have an app for everything
It is interesting to see how nifty apps are changing how we interact at events.
Last evening I went to our local “Give me 5 for Kids” annual art auction which hosted both live and silent auctions.
Give Me 5 for Kids
When this event started about 8 years ago, we would wander around writing our names and dollar amount bids on sheets of paper. Then it moved to gadgets that you inserted your credit card into and entered your bid. This time, I needed my phone, an internet connection and yes, my credit card.
When we arrived, I asked how to make a bid as I had four favourites and I wanted to be in with a chance.
The lady asked me for my phone, from which she sent a text message to GM5ART (which was registered to the auction team). I then received a response with a website link and my password and I was in business!
What app did they use? Galabid. Check out their website at www.galabid.com. It was easy to use and made bidding fun (which is half of the game).
PS. I did buy 2 pieces and here is one of them.
Word Formatting shortcut keys
Short cut keys can sometimes save you a second (or two) when you are navigating around MS‑Word. Here are five of my favourite short cut keys for formatting a document.
- Trying to make some text stand out? After selecting your text, try pressing [Ctrl + Shift + K] to give you small caps text. [Ctrl + Z] will undo this if you don’t like it).
- [Shift + Enter] will create a soft return. Great for when you need an extra blank line between bullets points or numbered lists.
- Need to centre your text? Try pressing [Ctrl + E]. Note: [Ctrl + L] will left align, and [Ctrl + R] will right align your text.
- Need to have a date in a document that changes to the current date when you re-open the document? Try [Shift + Alt + D]. This will insert the current date and you can update it by clicking on the update tag that is displayed when you next open the document.
- A quick way to indent a paragraph is to press [Ctrl + M]. You can do this multiple times to increase the indent, and when you want to cancel the indent press [Shift + Ctrl + M].
When I use the + symbol between keys, this means to hold down the first (and sometimes second) key before pressing the last key.
All of these short cuts work in Word 2007, 2010, 2013 and 2016. If you are using a Mac, replace the Ctrl key with the Command key.
Watch our video on how to use these short cut keys.
Who moved my mouse?
Seeing small fast moving objects is difficult at the best of times. Add the complication of working on a high resolution laptop and if you have anything less than 20/20 vision you can have trouble finding your mouse – I know I do!
There is an easy way to solve this problem.
Windows 7
- Click on the Windows button (bottom left corner) and select Control Panel from the right hand options
- Select Mouse
- You will now be presented with lots of mouse options. I suggest only changing one thing at a time and make a note of what you change (so you can undo the feature if you don’t like the result)
- To make your mouse stand out, select the tab Pointers and you might like to change the scheme from “Windows Aero (system scheme)” to “Magnified (system scheme)”
- Click on Apply and then on OK
- To change this back, simply repeat the steps and select another option.
PS: Some other options you might like to experiment with are on the Pointer Options tab. You can choose to “Display pointer trails”, which will help you see the pointer more easily as it moves. And at the bottom of that same tab, you can check the box that says “Show location of pointer when I press the CTRL key”.
Windows 10
- Click on the Windows image (bottom left corner) and select Settings
- Now you can type “mouse” into the Find a setting field, or select Devices
- Select Mouse & touchpad then Additional mouse options
- You can now follow from step 4 above
And while we’re on the subject of vision – don’t forget our earlier tip around eye strain. You can use an app to monitor your time on the computer or tablet and ensure you take breaks and/or do eye exercises to help you reduce fatigue.
Concentrate…part 5
In this final article on ways to improve your concentration, we look at a mixed bag of tips and techniques that might help you.
- Prioritise – having too much to do can be distracting, and this often leads to procrastination. Do you jump quickly from task to task, creating an illusion of work but in reality, not achieving much? Try starting your day (or ending the day before) with 10 or 15 minutes to prioritise your to-do list. There are many articles you can read on ways of overcoming procrastination – see if you can find one that suits you.
- Take on your hardest tasks when you are most alert and fresh – this will help you maximise your concentration. For most of us this will be first thing in the morning but everyone is different and you will know what time of day you are at your best, so use it wisely.
- If you have a headset for your phone, consider using it for a few hours each day. If colleagues think that you are on the phone, they will be less likely to interrupt you.
- Promise yourself a reward – this can be great if you work alone or for yourself and don’t have the support of a team to help keep you motivated. For example, I promise myself a trip to the local florist which is also a great coffee shop. Small self-rewards can be great motivators.
- Turn off email notifications or better still have email down-time. It can be very distracting to have emails pinging into your inbox every few minutes – you’re tempted to stop what you’re doing and answer them. In Outlook to turn off the email notification, select File > Options > Mail and under the Message arrival banner un-check the “Play a sound” option. Better yet, turn off your email altogether and jot your notes into Word and copy and paste them into Outlook when you are online next.
Many of the suggestions covered in this five-part series on improving concentration and focus may be obvious and some you probably already know. But when you are absorbed in problems and trying to get focussed, it can be all too easy not to consider what you already know, so hopefully these reminders will be useful. If you just try one or two of the techniques you might find you get enough of a boost to your concentration to try more!
Concentrate…part 4
This week we will consider your mindset and how it affects your productivity and ability to concentrate on what you have to do. Most of us have so much on our minds it is easy to be distracted from what we should be doing. Try some of these techniques:
- Set aside time to deal with worries – if you are constantly worrying about other things, you won’t be able to focus on the task in hand. Maybe you have an approaching deadline for a project you haven’t started, a new colleague causing problems, or just too much work on your plate. If you find yourself distracted by worries, note them down (for example, in Evernote) so that you can let them go, then schedule time to deal with them properly.
- Focus on finishing one task at a time – 15 to 30 seconds can be all it takes to answer an email, send a text or take a quick phone call, but it disrupts your focus. Some researchers say it can take up to 15 minutes to regain complete focus after even the smallest disruption.
- Limit distractions – close your email and any chat programs, put your mobile phone on flight mo
de and let your voice mail do its job. If your office allows it, close your door or put up a “Do Not Disturb” sign to let colleagues know you need to focus. If you’re a manager and you want to operate an open door policy, then consider working from home or in another room. If you work from home, set boundaries with family and friends to set aside particular time slots for undisturbed work. - Switch between high- and low-attention tasks – this can give your brain a rest after heavy concentration. For instance, if you spend two hours working on your budget, you’ll probably feel tired afterward. Recharge your energy by working on a low-attention task, like filing, for 15 minutes before going back to your budget.