Posts Tagged ‘Outlook’

Certification

February 16th, 2010 - by Angela

ub_cs_graduationHave you ever thought about becoming Microsoft certified in Word, Excel, Access, Outlook or PowerPoint? I’m surprised at how many of the clients I train have not thought about adding a Microsoft Office Specialist certificate to their list of accomplishments.

How many times do people go to job interviews and say they know Excel at the expert level but are not able to deliver once they are hired?  I think it would be so important to be able to back up my skills with a world recognized certificate from Microsoft.  Not only would I be able to say that I knew the software but Microsoft would say that I knew the software.

I must note that Microsoft has not made it easy to understand the certifications.  The name of the certification has changed from MOUS (Microsoft Office User Specialist) in the 97 Office version to MOS (Microsoft Office Specialist) for 2000, XP, and 2003 versions to MCAS (Microsoft Certified Application Specialist) for 2007 version. Since I have been certified since the 97 version, I sometimes don’t know what to call myself.

Each certification, though, has definitely contributed to my career path. Having the certifications on my resume has helped me to succeed in reaching several of my goals. Not only have they contributed to my life, but I’ve watched many students build their confidence in their skills by studying for, taking and passing the tests.

Several times I’ve done one-on-one training sessions for clients that are studying to take a Microsoft certification test. The training is an investment that can have a big payoff if you are able to advance in your career with the new certification. 

If you are interested in taking one of the certification exams, start at the Certiport website. (http://www.certiport.com) They administer the Microsoft exams.  If you need some training to help study and get ready for the exam, let me know! At Versitas, we love helping you succeed!

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Office 2010 Preview (Part II)

January 5th, 2010 - by Angela

images1In last week’s blog, I looked at Microsoft Office 2010 beta version.  My focus was mainly on the overall changes across the whole suite of applications.  I wanted to look at the new updates to the individual applications, too.

Word 2010 was not changed radically between the 2007 and 2010 versions.  More styles and fonts were added, which will be very nice when I design handouts.  One of the new updates that I will really enjoy having available is the Paste Preview.  The Paste Preview lets you test out the different paste options before actually committing to the paste.  This means less use of the undo button if the paste does not look right in your document.  The main change in Word (also in PowerPoint and OneNote) is the co-authoring feature (through the use of SharePoint Server or Windows Live) which allows multiple people to work on same document or presentation simultaneously.  Whenever you save the document or presentation, it syncs with the other users’ changes.  For those of us who collaborate with others on documents and presentations, this will be of great benefit!

The most changed application for 2010 is Outlook.  In the 2007 version Outlook was a hybrid, keeping some of the menus from the 2003 version and adopting some of the ribbon from 2007.  Now it is all ribbon based like the other applications.  One of the ribbon items added is called Quick Steps, which helps you to create often used items, like team meetings, quickly.

Outlook now tracks your email and other history with each contact.  The Conversation View allows you to look at the email threads as a conversation to find attachments or emails quickly.  It also lets you ignore future messages in that thread if you do not need to be a part of that conversation.

I am most impressed with Outlook’s new Social Connector.  The Social Connector is not completely developed but has amazing possibilities for people like me who are trying to manage Facebook, Twitter, RSS feeds, LinkedIn and other social media.  The Social Connector pane appears near the bottom of the screen, below an email message that you are reading.  It will update your Facebook, LinkedIn, or other social media sites for that contact and store the information in Outlook.  Essentially, when all of the applications are developed for the connector, Outlook would be the repository for all of your social media sites.  Since all of the connector applications are not developed yet, I’ll have to wait and see how powerful this feature will really be for my day-to-day use.

Like Word, Excel had a few main updates, but was not completely overhauled.  I was happy to see that Conditional Formatting now has more icon and style options.  Additionally, Excel 2010 added Sparklines, which are small charts in a cell.  The cell-sized charts are right next to the data that they are based on, making it very quick to see a visual representation of the data.  I really like not having to look over at a separate chart to get a basic idea of the data trends. The other Excel new feature is the Slicer.  It allows PivotTables to have more layers, making them even more powerful!

I cannot wait to get my hands on the new PowerPoint 2010 official release!  In the 2010 version, Microsoft has updated the video editing features.  Now, you can edit videos from within PowerPoint.  For example, you can add fade and transition effect and shorten or trim videos without needing an additional video editor.  I was disappointed to find out that they have not increased the number of video formats accepted.  PowerPoint 2010 is still limited to .avi and .wmv video formats unless you want to installation third-party codecs or applications.

PowerPoint 2010 also added more Photoshop-style photo editing.  You have more control over contrast and sharpening plus added picture effects and background removal options.  There are also more options for publishing your presentation to the Web.  I was excited to see that PowerPoint 2010 added 3D transitions, too!

It looks like the new Office 2010 has many user-friendly updates.  The Ribbon that we all had to get used to in Office 2007 will initially require some getting used to for those upgrading from Office 2003.  Overall, I’m really happy with the design in Office 2010 and the productivity increase potential that I can see from the new improvements.

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Budgeting for 2010

November 30th, 2009 - by Angela

happy_2010_new_years_2010_greeting_cards-p137059697326968539q6k5_400As 2009 is rapidly coming to a close, I know many companies are evaluating 2009 and planning their budgets for 2010.  This year has been a rough one in terms of the economy.  However, it looks like we are having some good indicators that we are at least beginning the recovery process.  Some companies cut back on training budgets for 2009.  As a proponent for training (as if you can’t tell from my blog posts) I have been thinking lately about how to encourage organizations to add that training component back to their budgets for 2010.

A favorite quote of mine is:  “If you always do, what you always did, you will always get, what you always got!”  I think that quote applies here for companies that want better productivity and effectiveness from their employees but haven’t been willing to change how they do training. I think that it is vital that companies look at their training “return on investment”.   How have the current training practices translated into increased production, engagement and employee development? 

In a recession environment, more is required of every employee.  Training is even more crucial in this setting.  As just one example, I think about how Versitas Outlook training classes that I have done have helped employees process their email, schedule, and other items more efficiently.  Many people are self-taught Outlook users and so may not know about some helpful practices to manage their electronic inboxes and schedules.

After the Outlook training sessions, I’ve received feedback from many students about how the tips and tricks they learned would help them feel less overwhelmed in their jobs.  Many of these classes were 1/2 day training sessions, so only required 3 hours!  Having a feeling of empowerment over the huge number of emails received daily can make a big difference in how productive a person is in their job.

Obviously, corporations working on their training budgets want to develop their priorities and align those with the training classes they need.  I think it is important to make sure the training provider is able to customize and focus the training sessions to be efficient and effective.  I think they should ask how they can get the best value for their clients and stakeholders.  The recession has caused all of us to look at how to work smarter. I think training deserves to be considered a key component of that thought process.

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Setting Up A Software Training Room

November 9th, 2009 - by Angela

training_roomWhen some organizations think about providing training for their employees, they sometimes worry about the logistics of having the training on-site.  What they usually find out is that they needn’t have worried at all.  You don’t need to have a dedicated training room to have a successful training class on-site.  The training room setup can prove to be very simple.

Over the years I’ve seen numerous different approaches to training room setup. Usually, the first step to find out is how many participants will be attending the training.  After that number is set, the training room size can be determined.

Depending on the size of the training event, many companies simply use a conference room.  If the participants have their own laptops, the set up is usually very quick and easy.  Just make sure there are enough power cords to provide for the laptop battery plug-ins. Then, set up an instructor computer and projector. Generally, it is best to provide the instructor computer with an overhead projector so that the participants can see the demonstration by the instructor.  If possible, it is best to set the projector so that the students don’t have to strain or turn around to see the projected image. 

I remember one time a corporation had flown in their field sales personnel from all over the country for a three-day long workshop.  While they were all together, they scheduled a training class at the hotel where everyone was staying.  Since it was near the airport the salespeople could attend the class and still have time to make it to the airport to catch their flights.  It worked out to be a very convenient location and a great class!  

If laptops are not available for all participants, an organization could use desktop computers relocated to their conference room.  One time I did training in an open lobby area on-site where they had set up tables to accommodate everyone.  We projected my instructor computer onto a large wall.  I received several comments from students about how much they learned from the class and how glad they were that they did not have to attend a class off-site. 

After considering the physical logistics of a training room setup, the software for each computer should be double-checked. It is important that all students have the right software version for the class being taught.  Most software can be checked for version by opening the software and click on the Help menu.  On the Help menu will usually be an item beginning with “About” and the name of the software.  It is especially important to check with the participants if they are going to use their own laptops to make sure they have the correct version of the software. 

Other software considerations include networking and Internet connectivity, if needed.  While most MS Office applications do not require any special setup, the setup for Outlook or other software that require networked computers may require the use of a organization’s Information Technology group.  If the training requires access to files on a network or shared drive, that should also be set up and tested ahead of time . In some of my Versitas training classes, we use exercise files for the lessons.  In that case, those files can be sent and loaded ahead of time.  If that is not possible, then I have loaded the files before the training class begins. 

Having a training class on-site can be a great experience!  And, if you have any questions, the staff at Versitas, can help you through the process.

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Upgrading from Office 2003 to Office 2007

August 18th, 2009 - by Angela

Early last year I made the jump from Office 2003 to Office 2007.  I had heard and read about how different the new user interface was and had even seen it demonstrated at a conference.  Even so, I still get a little concerned when I make the move to a new software version.  I don’t think I was completely prepared for how dramatic the changes were. 

In order to even install the upgrade, I had to double the memory on my laptop.  (There have been many times that I wish it were that easy to upgrade our brains.  Why can’t I just double my memory from time to time?)  Then, after reading several articles on upgrading hints/tips, I adjusted several other settings to make the best use of the software on my computer.  Whew…I was already worn out and had not even started playing around with the software yet!

Fortunately, I had a week long series of Microsoft Office 2007 training classes coming up in the next month.   I was glad to have that scheduled so that I would feel the pressure to really digest the new software quickly and not procrastinate and learn it as I went along..  Once the training started, it was good that my upgrade experience was fresh in my memory so I could answer questions from students about upgrading their home computers to match their work computers.

Here are some things that I learned that might help you if you are upgrading to Microsoft Office 2007.

1)  Be patient with yourself.  The new user interface uses tabs, wide toolbars, and drop-down groups of items (officially called ribbons and galleries).  After using the menu for File -> Page Setup, it is difficult when there is no longer a menu at all.  Initially, I spent most of my time looking for each item’s new location.  It took me about a month of solid use to get used to all the new tabs and buttons. 

2)  Really take time to examine each tab and button group.  Just like when you learn a new language, you have to understand the structure of sentences and grammar, so you have to learn the structure of the new interface.  Microsoft did a good job in creating the new interface.  For the most part, it does make sense where most items have been placed.  I think the new interface is much more user friendly than previous versions.

3)  Try out some of the new features, like Smart Art and Live Preview.  I am so addicted to having Live Preview!   When I do training in Office 2003, I get frustrated when I remember that I don’t have that feature.   I also like the ability in Excel to be able to type a long formula and not cover up the column headings!  The color schemes are really amazing, too. 
 
5)  The one piece of the software suite that was not changed much is Outlook.  It had a dramatic overhaul in a previous version, so you will still see the regular menu like you had before in combination with some new ribbons and galleries.  Also, you can use the launcher button in many of the groups of buttons on the tabs to get to the dialog box that looks like the 2003 version.
 
6)  If you look at the tabs on 2007, you’ll see the buttons grouped together.  In the bottom right corner of each of these groups, there is a button that looks like the right and bottom side of a square.  This launcher button will open a dialog box that relates to that group of buttons.  So, if you are in Word 2007, on the Home tab in the Font group, click the launcher button.  It will open the Font dialog box that you remember from version 2003.

7)  If you are struggling initially, most of the old shortcuts will still work.  Because my last name has a tilde symbol (~) over the “n”, I use the Alt+I, S, shortcut to get to the symbol dialog box.  That still works in the new Office 2007 version.  You can always go to the good old Help button and search for the shortcut list for more of these. 

Of course, just about the time you’ve mastered Office 2007, Microsoft will release their newest offering Office 2010….here we go again!

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