pc support newsletter Systems Development The University of North Carolina at Charlotte April 2006

Contents Excel: Let Excel help you proofread a worksheet Office: File dialog box shortcuts Excel: Opening multiple files at once Outlook: Sending distribution lists to other users Outlook: Using Group Schedules

Excel: Need to Proofread a Worksheet? Let Excel Help!

Proofreading an Excel worksheet can be simplified by using the Text to Speech feature. When you use the Text to Speech feature, Excel reads you the contents of each cell, so you can compare it to the original document.

1. From the menu, select Tools, Speech, Show Text to Speech Toolbar.
2. In the worksheet, select the cells you wish to have Excel read back to you.
3. On the Text to Speech toolbar, indicate whether you want Excel to read the data by columns or by rows.
4. Click the Speak Cells button to have Excel begin to read the cell contents back to you.
5. If you find an error, you can click Stop Speaking to correct the error. Correct the error, press Enter, then click in the corrected cell, and click Speak Cells to resume.

Office: File Dialog Box Shortcuts

The following keyboard shortcuts can be used in the File, Open or File, Save dialog box:

Alt+1	Access previoulsly opened folder
Alt+2	Go up one level in folder list
Alt+3	Open a web search window
Alt+4 (or Delete key)	Delete selected file
Alt+5	Create a new folder
Alt+6	Change the way you are viewing the folder contents (tiles, details, thumbnails, etc.)
Alt+7	Access the Tools menu

Excel: Opening more than one worksheet at the same time

To open more than one workbook at the same time in Excel, in the File Open dialog box, select the first file you want to open, then, while holding down the CTRL key, select each additional file.

Outlook: Sending Distribution Lists to Another User

There might be times when you want to share a distribution list with another user. You can do this by emailing the distribution list.

1. Open your Contacts and click one time on the distribution list (or contact) that you want to send. To select multiple distribution lists/contacts, hold down the Ctrl key while clicking.
2. Press Ctrl+F
3. The distribution list displays in an email message.
4. Complete and send the email message.

All the recipient has to do is open the email message, then drag the distribution list icon to his or her Contacts folder.

Outlook: Using Group Schedules

Outlook allows you to create group schedules for different groups of individuals, so that meetings with the different groups can be easily arranged. Click here for more information.

Questions or comments? Contact jtfreed@email.uncc.edu