Before I start I should mention that this current post has nothing to do with former ties to Microsoft, nor is it meant as a promo for Microsoft Office products. With that said, it’s been twenty years since the advent of this software onto the business scene and its transformed the way in which we correspond, analyze data and drive decisions. However, I’m finding more and more as I work with various companies that there are still vast amounts of people that haven’t completely harnessed the basic power that this suite of software can hold.

I’m not just talking about generations past who remember typewriters in the office place and a day in age when the mimeograph machine was how you distributed the corporate newsletter. Surprisingly this is an observation of recent high school and college graduates who have only a very basic knowledge of Microsoft Office and even that is limited.

I won’t question the educational institutions because I know far too well that the courses are offered and undoubtedly highly under utilized. Students and veteran workers alike need to own the decision to become familiar and learn these tools. There are countless community education classes on the subject and more than enough ways to dive in and become exposed to these tools.

Bottom line, it’s difficult to get ahead without the tools to get you there. You want to make an impression and affect the momentum of your organization? Get into everything MS Office and similar solutions have to offer. Know how to format impressive business correspondence. Learn how to manipulate data with formulas that will cut your work time in half or more by automating many of the calculations you may be doing by hand now. Land that new big client with a sales presentation that shows without a doubt that you’re the top show in town.

With time saving functions across all of these solutions you’ll discover you have more time for enjoying life out of the office while being far more productive in the office.

Here are some basic tips to get you started:

Outlook for email

1. Treat your inbox as your to-do list. If you have a message that has an action that’s already been completed? File it away.
2. Use flags to color code and prioritize your work.  You can also view these flagged items sorted by color in your “Follow Up” folder.
3. Sort email into folders. Create folders for the various types of tasks you work on each day or perhaps by business divisions and departments.  This makes finding that vital email proof you need in a bind MUCH easier.
4. Set up “rules” to help manage the flow of email. This is especially helpful when you have your flagging system down. Do you have a similar email that comes in that perhaps is just a reference? Or maybe you need to make sure to flag it as a high priority? By right clicking your email – you can select numerous parameters to automatically flag, file and even respond to your incoming mail.

Word

1. Track Changes is an excellent review tool when passing strategies and other documents around for comment and input.  This feature illustrates what edits were made by whom along with showing comments. The ability for the final reviewer to accept or decline changes as needed.
2. The Forms tool is an excellent way to format standard letters and correspondence that need a consistent look and feel without altering the boilerplate text.
3. Mail Merge for your larger mailings. This feature ties in with a list created in Excel and can be used to produce labels for office supplies as well as the standard mailing.

Excel

1. Auto Filter can help you short through your data quickly and get to exactly what you need fast.
2. Formulas, Formulas, Formulas…with this one notion in mind you can save time and make more effective decisions. The nice thing about Excel is that by clicking on the formula button the wizards will walk you step by step through how to use the function.

PowerPoint

1. Keep your presentation on track by using your notes slide.  This is a great place to put speaker notes and your outline for what you plan to talk about.
2. Keep your slides simple. Don’t fall into the typical habit of reading your slides – your audience will feel like they are back in elementary school reading the text book aloud. Slides are a visual support to your speech and presentation.

Time to get back to work – I hope these basics help simplify your workday and save you time.