Savvy’s Tips & Tricks: May 2021

Terry’s Tip of the Month (AKA: “Don’t Be Like Doug.”)

I have a friend (let’s call him “Doug”) who recently asked, “If I format a CSV file in Excel, doesn’t it retain my formatting when I save and close?” Sad to say, “No, Doug, it does not. Worksheets must be saved in Excel format to retain all of the lovely color-coding, column-sizing, etc. that you did.”

In fact, the more recent versions of Excel provide a big prompt across the top informing you of this.

But… what happens if you click on the “Don’t show again” button? Obviously, Excel won’t pester you with this info the next time you’re working in a .csv file.

However, you CAN get the link back. Trust me, it’s saved me more than a dozen times!

1. From the Backstage View (File tab), scroll down to Options.

2. Choose the Save category from the left.

3. Check the box: “Show data loss warning when editing comma delimited files (*.csv).

Electronic Signature as Quick Part: For Word and Outlook

Now, more than ever, we are signing things electronically instead of with pen and paper. Most likely, you’ve already scanned and saved your own or others’ signatures. If you find you continually need to locate these “images,” how about saving them as Quick Parts?

1. Click on the signature to select the image.

2. From the Insert tab, click on the Quick Parts drop-down.

3. Select Save Selection to Quick Part Gallery.

4. Provide a Name for the Quick Part and click on OK.

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Email Templates in Outlook

If you often type the same email message, you can create a template that contains your basic message. You can add formatting, insert graphic files, include addressees, and even attach a file to the template. Then, when you need to send the email, you retrieve the template instead of typing everything manually.

To Create an Email Template

1. Create a new email (or press Ctrl+N from the Mail view or Ctrl+Shift+M from any Outlook view).

2. Click on the File tab and choose Save As.

3. Enter a template name and select Outlook Template from the Save As Type list.

4. Click on Save.

To Use an Email Template

1. From the Home tab, click on the New Items drop-down.

2. Select More Items and then select Choose Form.

3. Click in the Look In drop-down.

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How to Embed Fonts in Your PowerPoint Presentation

If you are presenting your work on someone else’s computer and they don’t have the same fonts that you have used in your presentation, your slides may look off a bit. To prevent this issue, you can embed fonts within a PowerPoint file to ensure it looks right regardless of where you present it.

In recent years, Microsoft has moved many of the Office fonts to the cloud, so they are available to all Office subscribers with internet access and there is no need to embed them. However, font embedding is still useful when using non-standard fonts, or if you expect the presentation to be edited or viewed offline.

You can tell which fonts are in the Cloud by checking for the cloud icon displayed beside the font name in the Font dropdown list.

To embed the fonts within the presentation file:

1. From the Backstage View (File tab), scroll down to Options.

2. Choose the Save category from the left.

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