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## Administrative Professional Day at UGA

April  28, 2017…The University of Georgia Center for Continuing Education celebrates the office professionals who make offices work. Come join Chris Menard and other great presenters for a day of exceptional professional development activities!

## Chris Menard’s Presentation

Chris Menard

Videos and instructions are provided from Chris Menard’s presentation on Friday, April 28, 2017. This page will not go away so feel free to reference it in the future.

UGA’s web page for Administrative Professional Day

Microsoft Word topics include:

• Working with odd and even headers and footers.
• Using Styles.
• Creating an index in MS Word.
• Using the format painter.
• Setting up templates in Word.

Microsoft Excel topics include:

• Creating a chart in Excel in two minutes.
• Working with filters.
• Creating advanced filters in Excel.
• Using subtotals in Excel.
• Creating a data validation in MS Excel.

## Excel – create a 3D Reference

Shown in the video are how to create a 3D reference in MS Excel.

Steps to make a 3D reference:

1. Click the empty cell where you want to total the other worksheets.
2. Click AutoSum.
3. Click the first worksheet. Hold down Shift and click the last worksheet.
4. Let go of Shift and now click the cell you want to add and press ENTER.
5. AutoFill the cells across and select AutoFill Options.

## Excel – Countif and Named Ranges

The Countif function is one of the most popular functions in Excel. It has two arguments. The cell range and the criteria. If you were trying to find out how many customers are in Atlanta, your function would be =Countif(range,”Atlanta”

If you wanted to know, how many customers are not in Atlanta, you would use =Countif(range,”<>Atlanta”

## Password Protect Microsoft Office Files

Applies to: Excel, Word, and PowerPoint 2010, 2013, and 2016

1. Click the File tab.
2. Click Info.
3. Click Protect Document, and then click Encrypt with Password.
4. In the Encrypt Document box, type a password, and then click OK.
5. In the Confirm Password box, type the password again, and then click OK.

## MS Word – Odd and Even headers and footers

1. Double-click the header or footer area (near the top or bottom of the page) to open the Header & Footer Tools.
2. Select the Different Odd & Even Pages check box.
4. On one of the odd pages, click the header or footer area you want to change and add page numbers right aligned.
5. On one of the even pages, click the header or footers area and make the page numbers left align.

#### Excel - Keyboard Shortcuts

Download a one page PDF of Chris Menard’s favorite Excel keyboard shortcuts.

#### Word - Keyboard Shortcuts

Download a one page PDF of Chris Menard’s favorite Word keyboard shortcuts.

## Excel – Create a data validation

1. Select one or more cells to validate.
2. On the Data tab, in the Data Tools group, click Data Validation.
3. On the Settings tab, in the Allow box, select List.
4. In the Source box, type your list values, separated by commas. For example:
1. To limit an answer to two choices (“Do you have children?” for example), type Yes,No.
2. To limit a vendor’s quality reputation to three ratings, type Low,Average,High.

## MS Word – find and replace text

Keyboard Shortcuts:

• CTRL + F is find.
• CTRL + H is replace.
1. On the Home tab, in the Editing group, choose Replace. Or press Ctrl+H on your keyboard.
2. In the Find what box, type the text that you want to search for and replace.
3. In the Replace with box, type the replacement text.
4. Choose Find Next, and then do one of the following:
• To replace the highlighted text, click Replace.
• To replace all instances of the text in your document, click Replace All.
• To skip this instance of the text and proceed to the next instance, click Find Next.

# Word Videos

#### Outlook Tip from Chris - Reply-To-All

Do you need to send out an email to multiple recipients and want to make sure no one does a Reply-To-All? Just simply put them on the BCC line of the email. If anyone accidentally does a Reply-To-All, only you will get the reply…The More You Know

To turn on BCC, start a new mail message, click on the Options tab, and then click on BCC from Show Fields. Chris Menard

# Excel Intermediate Training class available online

Enjoy Chris Menard’s Excel level 2 class online. As part of signing up for this year’s Administrative Professional Day Conference in Athens, GA, you can request a 100% off coupon for Menard’s Excel 2 class using the form on the left. Please note, you have to be registered for the Administrative Professional Day Conference to receive the 100% off coupon.

You can follow along in the exercises, just around from unit to unit, and view the course as many times as you want. The course is \$199, but you get it for free!

## Home Users – send a text messages from your computer

If you simply want to send any Short Message Service (SMS) to any mobile phone, there’s no need to use third-party services. You can do it right from your email client like Outlook or Gmail. Instead of using a service you don’t know or trust, you can
deliver a short email in the form of a text message by using an email to SMS gateway. Use this to contact people in your civic organization, clubs, etc…