Microsoft[R] tips and tricks.

If you're anything like me, you spend most of your day navigating between your e-mail, calendar, and contacts in Microsoft Outlook. And, as I do, you probably create documents and presentations in Microsoft Word and Microsoft PowerPoint. There seems to be a never-ending supply of e-mail requests for my time and resources. Still, I'm not sure I would want it otherwise.

E-mail allows me almost instant communication with coworkers, friends, and family. With the tools in Microsoft Word I can create documents, merge contact data, and send out great marketing materials. So the question then becomes, "How can I work smarter to make sure I have adequate time for myself and, more importantly, for my spouse?"

There are ways to use Microsoft products to help improve your speed and accuracy in Microsoft Outlook and Word and in creating a Microsoft PowerPoint presentation. I call these suggestions my "tips" for a more productive life. These tips are fun to learn and will save you enormous amounts of time each day. Well, enormous might be overkill, but they will help you get your work done faster.

This article will focus on tips that should help you work smarter while using Microsoft's Outlook, Word, and PowerPoint. I'm especially partial to my keyboard and love how the keyboard can be used to speed through e-mail, tasks, and contacts. Let's jump in and check out some great tips for Microsoft Outlook.

Tip #1. Use your control keys to work faster in Microsoft Outlook. There is nothing new about this tip; however, if you use your control keys, you'll work more efficiently and quickly. The accompanying box contains a listed reminder (Basic Maneuvers) of what the control keys can do for you while you're using Microsoft Outlook. The second part lists some shortcuts.

What About Microsoft Word 2003?

I create a lot of documents and review even more in the course of a day. Let me share my next few tips to cover Microsoft Word 2003.

Tip #2. Use your task pane. Without hiding the current document, task panes allow easy access to many features in Office. Go to View/Task Pane or Ctrl+F1 to display the task pane. Click on the drop-down arrow in the task pane to view a variety of options such as ClipArt, Clipboard, Styles, Formatting, etc.

Tip #3. Check folder size and the contents of any folder. In File Open Dialog, point at a folder for two seconds to see the folder size and a sample of its contents.

Tip #4. Keep your documents secure. Do you work with confidential information? If yes, File encryption is a must-use feature. To encrypt a file or a folder, go to File/Save As/ Tools/Security Options to set a password for opening and editing a document. Then crick on the Advance tab to open encryption. Select from 40-bit encryption to 128-bit encryption. A word to the wise: Don't forget your password, or you may not be able to access this Microsoft Word document again!

And one final tip for while you work in Microsoft PowerPoint:

Tip #5. Use the task pane for slide layout and design. The task pane allows one-click formatting of the slide layout. Choose from many layouts. The task pane appears with a new slide button from the toolbar. This one tip can help you create terrific presentations.

You'll be surprised at how efficient these tips can make you as you work with Microsoft Office products. (It may even save you enough time for one extra coffee break each day.)

If you would like more information on any of the Microsoft Office products, go online and visit www.microsoft.com/office. In the search pane type in "tips and tricks"; all available shortcuts appear for future reference. This site is updated regularly and can truly help you work smarter and faster.

Control Keys: Your New Best Friends

Basic Maneuvers

CTRL+1 directs you to your inbox.

CTRL+2 takes your to your calendar.

CTRL+3 takes you to your contacts.

CTRL+4 takes you to your contacts.

Cool Shortcuts

CTRL+SHIFT+A opens an appointment form.

CTRL+SHIFT+C opens your contacts form.

CTRL+SHIFT+K opens a non-titled task.

CTRL+SHIFT+Q opens an appointment form.

CTRL+SHIFT+J opens your journal entry form.

CTRL+SHIFT+M creates a new mail message.

CTRL+SHIFT+H opens other Microsoft Office products.

CTRL+SHIFT+U opens your task request forms.

CTRL+SHIFT+I switches you to your inbox.

CTRL+SHIFT+O takes you to your outbox.

Greg Randall is a Business Development manager at Microsoft Corporation and a member of the Microsoft Across America Team.