Make Office Better Expert tips for every program

OUTLOOK

Create templates for different email types

Outlook has a useful tool
that lets you create
templates for specific
types of email, thereby saving
you from having to type similar
text time and time again.
For example, you can
create templates for emails
congratulating people on special
occasions – say, birthdays and
anniversaries. Simply create your
template then include a standard
message that you can then
personalise for each recipient.
To create a template, click New
Email at the top left in Outlook,
then enter your subject and
your message text (for example,
a birthday greeting). Next,
click File at the top left of the
message window, click Save As,
name the file, then click the
‘Save as type’ dropdown menu
and select Outlook Template
(see screenshot). Finally, select
where you want to save this
template on your PC, then
click Save.
In future, whenever you want
to use a template, simply open it,
type any additional text you want,
then send it.

WORD EXCEL ONENOTE

Wrap text around pictures
By default, whenever you insert a
picture into a document with
text, that text will only appear
above and below it. However, there’s an
easy way to flow your text around the
side of your picture if you prefer.
To insert a picture, click in your
document to select where you want to
add it. Next, click the Insert tab, then
Pictures (in the Illustrations section),
navigate to and select your picture on
your PC, then click Insert.
To wrap text around your picture, click
it, then click the small icon that appears
at its top right (see screenshot below). By
default, you’ll see the ‘In Line with Text’
option selected, but you can select any of
the options in the With Text Wrapping
section. Try each to see which works best
for you. Once you’ve decided, you can
click and move your picture to reposition
it within your document – now all your
text will flow around it.
Automatically
calculate
column totals
Excel has
a useful
formula
that lets you
automatically
calculate the
sum total of cells
within a column.
Whenever you
change any of the
values in the column, the total will
automatically change to reflect that.
To create the formula, first click the
cell where you want to display the total
for all cells in a column (E7, in our
screenshot above). Next, click the
Function field at the top, then type
=SUM. Select all the cells in the column
whose values you want to include.
The first and last cell value will
automatically appear in Function field,
separated by a colon (E1 and
E6 in our example above).
Now type ) (closed bracket) to
complete the formula, then
press Enter to see the total
values of cells in that column
in cell E7. To make sure the
formula works, change any
values within one of the cells
(E1 to E6) in the column. The
number in cell E7 should
automatically change to show
this new total.
Use keyboard shortcuts
to tag your items
Tags are a useful
way to add context
to items in your
OneNote lists. For example,
you can add tick boxes to
to-do lists, stars to
important items, and
question marks to anything
you’re not sure about. If
you’re using the OneNote
PC program, highlight the
list of items you want to add tags to and
select the tag you want in the Tags section
of the Home tab. If you’re using the
online version of OneNote, you’ll need to
click the Home tab to see the Tags section.
An easier way to add these tags is to use
keyboard shortcuts. To add tick boxes,
select your items, then press Ctrl+1.
Press it again to add ticks to your boxes.
Similarly, press Ctrl+2 to add star tags to
selected items, and Ctrl+3 to add question
marks. Using these shortcuts, you can
quickly add multiple tags to each item in
your list (see screenshot below).

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