A quick way to add items to 2007's Quick Access Toolbar

Microsoft Office

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A quick way to add items to 2007's Quick Access Toolbar

If an Office 2007 or 2010 command that you use a lot is buried under too many groups and tabs, add that command to the Quick Access Toolbar (QAT). It's one of the features users learn to appreciate right away.
Fortunately, there's more than one way to add items to the QAT. Choosing More Commands from the QAT dropdown list is probably the most intuitive. This route displays a list of commands and an interface for adding commands to the QAT. It's easy, but finding the right command can be troublesome--there are so many!
I think the quickest method for adding a command to the QAT is actually the least known:

1. Right-click a group's title bar.
2. Choose the Add To Quick Access Toolbar option. Doing so adds the entire group to the QAT.

Use this same technique to add an individual command or option to the QAT. Simply right-click the individual tool, option, or command instead of clicking a group's title bar.

Microsoft Word

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Finding Overtype in Word 2007

Love it or hate it, Overtype mode was easy to use and it didn't take long for people to catch on. By default, Word's in insert or normal mode. That means that what you type pushes text to the right (or left, depending on your language setting). Overtype mode let you replace existing text. Simply press [Insert] to enable Overtype mode and start typing.
If you suddenly start replacing text, a quick glance at the Status bar reveals what's wrong--the OVR indicator is turned on because you pressed [Insert] when you (probably) hadn't meant to. You see, in earlier versions, you press [Insert] to toggle Overtype mode. It's easy to use when you need it--that's why people love it. It's also easy to inadvertently enable it--that's why people hate it.
That's all changed in Word 2007. By default, the [Insert] key does not toggle Overtype mode. That change is probably confusing to people who are use to that routine. You can still use [Insert], but you have to flag a setting, as follows:

1. Click the Office button.
2. Click the Word Options button.
3. Choose Advanced in the left pane.
4. In the Editing Options section, check the Use The Insert Key To Control Overtype Mode option.
5. Click OK.

If you want to work in Overtype mode solely, check the Use Overtype Mode (step 4). I'm still uncertain as to why Word uses this particular hierarchy. Usually, a sub option is available only if the main option is checked, but not so with these two.
Perhaps it's best to just forget the old ways. Don't even bother with [Insert]. Instead, right-click the Status bar and check Overtype. Doing so displays the Overtype/Insert indicator. Then, simply click the indicator to switch between the two modes. It's definitely a change for the better... if you can find it!

Microsoft Excel

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Two built-in features for reducing data entry in Excel

Excel comes with a variety of tools that reduce data entry tasks. Most of you probably know about the AutoComplete feature, but do your users? This feature starts working as soon as you enter data that closely matches a previous entry. In this case, previous entry means an existing value in a contiguous single-column range. In addition, closely means uniquely repeated characters.
For example, if you enter the character H in cell A7 (see below), AutoComplete will do nothing, as there's more than one existing value that begins with H. If you enter HR6, AutoComplete kicks in and suggests HR6-12 because there's only one value that matches your input.
Once AutoComplete makes a suggestion, you can press [Enter] to accept it or continue typing another value. (To disable AutoComplete, choose Options from the Tools menu, uncheck the Enable AutoComplete For Cell Values option, and click OK.)

That feature's great, but there's more. When entering data in a contiguous single-column range, Excel can automatically create a pick list of unique values. All your users have to do is display the pick list by pressing [Alt]+Down Arrow or right-clicking the cell and choosing Pick From Drop-down List. Simply select a value from the resulting pick list. This feature is even more efficient than AutoComplete, as there's no need to type even a single character.

Neither feature will keep a user from entering an invalid data, but reducing data input is the first step to reducing errors. In addition, your users will appreciate the respite!