Word 2010: Style Sets and Ligatures

Let’s profile two of Word’s newer design features: Stylistic Sets and Ligatures. These features, introduced in Word 2010 and available to documents saved in .DOCX format, leverage the newer OpenType font standard. Using these features, you can enhance and embellish select text.

Stylistic Sets

Certain OpenType fonts (e.g., Calibri, Gabriola, Cambria, etc.) have additional embedded appearance options, called Stylistic Sets. These sets enable subtle (and not so subtle) appearance changes, based on Stylistic Set selection, character spacing and letter combination.

Gabriola font with differnt Stylistic Sets applied
Gabriola font with different Stylistic Sets applied

To apply a Stylistic Set

  1. Select text.
  2. On the Home tab of the Ribbon, in the Font group, click the Text Effects and Typography button. Alternatively, you can press CTRL + D to launch the Font dialog box, and then click the Advanced tab.
  3. Point to Stylistic Sets and select desired set.

Ligatures

metalligatures

A Ligature consists of two or more letters commonly joined together in written text. Back in the days of movable type, these characters where forged one a single printing press block, also known as ‘glyph’, to save time and space. Some common examples include  Æ, Œ , ƒƒ, and my personal favorite, Qu.

In Word, ligatures are categorized as:

  • Standard,  contains the ligatures that most typographers and font designers agree are appropriate for that language.
  • Contextual, ligatures that the font designer believed appropriate for use with that font.
  • Historical, ligatures for language that was once standard but is no longer commonly used (e.g., ‘ye olde theatre’)
  • Discretionary, ligatures that the font designer included for specific purposes.

Here’s a sentence using Calibri, with all ligature categories applied.

Calibri font 'All' Ligatures formatted
Calibri font with different ligature types selelcted

To apply a Ligature

  1. Select text.
  2. On the Home tab of the Ribbon, in the Font group, click the Text Effects and Typography button. Alternatively, you can press CTRL + D to launch the Font dialog box, and then click the Advanced tab.
  3. Point to Ligatures and select desired format.

Cheers!
hɔuᴉnb

Comments and questions are always welcome!

PivotTables & Slicers

Want a quick introduction to PivotTables? Watch this 10 minute video. I demonstrate the basic features of PivotTables and feature Slicers, new to Excel 2010. And for more, view the earlier post: PivotTable Intro, Step by Step.

Excel Speaks!

Here’s another cool feature of Excel: Speak Cells on Enter.

Speak Cells on Enter

This can prove valuable as a means to verify accurate data entry. The only setup required is to add a button to your Quick Action Toolbar (QAT).

To setup:

  1. RIGHT + CLICK on the QAT and select Customize Quick Access Toolbar.
  2. Set the Choose commands from drop-down to All commands, then scroll down and select Speak Cells on Enter.
  3. Click Add, then OK.

The button now appears on your QAT. Click button to toggle the feature on or off.

When active, each time you enter in a cell, the cell contents will be read back to you. Unlike other reader programs this voice is clear and rather pleasant (take note Acrobat).

Now if only you could select the voice,  I’d take something along the lines of a HAL 9000, or K.I.T.T. model.

Additional voice features of Excel include:

  • Speak Cells
  • Speak Cells – Stop Speaking Cells
  • Speak Cells by Columns
  • Speak Cells by Rows
  • Stop Listening to Voices in My Head*

*available only to select consumers. What, I am not one of them? I am so! You keep out of this.

Cheers!
hɔuᴉnb

Comments and questions are always welcome!

PivotTable Introduction: Step by Step

Concept

PivotTables are one of the most powerful tools in Excel’s data management arsenal. Surprisingly, it is also one of the most overlooked tools. A PivotTable enables the reviewer to statistically analyze data in various flexible formats. By pivoting bits of data into place you are able to create new views of worksheet data in seconds.

Figure 1 PivotTable report example

Preparation:

To create a PivotTable you must start with a database. For Excel’s purposes a database can be defined as:

A table, where the first row contains the column headings (field names), each row contains data, and is devoid of blank rows or columns.

First, review your data and, if necessary cleanup the data. This will include deleting unnecessary blank rows. It may also include inserting blank rows between titles and summaries.

Execution

Click here to open ‘PivotTable Intro.XLS ‘ and follow below instructions.

To insert a PivotTable report

  1. Place cursor on one of the data values of the table.
  2. On the Insert tab, click PivotTable. The Create PivotTable dialog appears.
  3. Confirm the settings and click OK. A new sheet is displayed, and the PivotTable Field List pane appears at right.
  4. Drag the fields in the pane into the appropriate area at bottom.
  • Row: Region, Product
  • Column: Market
  • Value: Quantity

To update the PivotTable

After editing the original database, you must manually update the PivotTable to reflect those editions.

  1. Click on one of the values in the PivotTable.
  2. On the Analyze tab, in the Data group, click Refresh.

Tip Double + Click on a PivotTable value to Quick query the data. Excel will copy the supporting records onto a new sheet for your review. This data is not dynamic. To prevent unintentional editing it is recommended that you delete this sheet, following your review.

Slicers

Slicers, new to version 2010,  enable you to filter select records to display. In earlier versions of Excel, this is accomplished using Filters. 

To Filter the PivotTable report using Slicers

  1. Click on one of the values in the PivotTable, to display the PivotTable Ribbon tools.
  2. On the Analyze tab, in the Filter group, click Insert Slicer. The Insert Slicers dialog appears.
  3. Check the field(s) you wish to create filters for and click OK. The Slicer pane(s) is added to the worksheet.
  4. Click on item(s) in the Slicer pane to display only those records.

Review

  • When generating a PivotTable, the source data must be in a ‘clean’ table.
  • Slicers can be used to enhance the report layout.
  • Double + Click a data point to quickly query the data.

Windows Shortcut: Lock Keyboard

computer_key_Windows

Here’s a quick way to gain more personal and work security (in so far as your computer is concerned). It involves the underutilized Windows Key (pictured above in its version 7 variation).

To Lock the Screen and Keyboard

  • Hold the Windows Key and press ‘L‘.

The screen and keyboard will lock. Any running  processes will continue to function in the background. If your system is password protected (and why wouldn’t it be) you will be required to re-enter your password to unlock your system.

Note: Applies to Windows XP, Windows Vista,  Windows 7, and Windows 8

Cheers!
hɔuᴉnb

Comments and questions are always welcome!

Word: Move Rows in a Table Shortcut

Microsoft_Word_2013_Icon

Here is an old favorite* Word Tip.

Looking for an easy method to move a table row up?

  1. Place cursor on the row.
  2. Press ALT + SHIFT + Up Arrow.

Repeat as necessary until the cursor is elevated to desired position. As you probably guessed, pressing ALT + SHIFT + Down Arrow moves the selected row down.

This trick is not just limited to tables.  It also works with:

  • Bulleted text
  • Numbered lists
  • Outline text
  • Non-numbered paragraphs
  • IQ points

Okay, admittedly that last one was just wishful thinking :).

* Tip applies to Word versions 2003, 2007, 2010, and 2013. This tip may be relevant in  earlier Word versions, but to confirm this I would have to pull out my old PC from its resting spot, on a shelf, under a pair of  acid-wash jeans, wedged between an un-seeded Chia Pet and my Commodore VIC 20.

Cheers!
hɔuᴉnb

Comments and questions are always welcome!

Office 2010: Mark as Final

Here’s a quick Office tip that applies to Word, Excel and PowerPoint.

MarkAsFinal

The Mark as Final feature enables you to protect a document to discourage editing. This simple seal of protection can easily be removed by the reader, should it be determined editing is necessary.

Note, this option is not designed to prevent edits, only to ward against unintentional editing. To render the document un-editable use other alternatives (for example, saving the file password protected or distributing a PDF version of the file).

To Apply Mark as Final

  1. On the File tab, scroll down to Info, click Protect and select Mark as Final. A dialog will appear indicating “the file will be marked as final and saved.”
  2. Click OK to confirm.

When backstage view is active, a notice appears in the status bar, indicating, “An author has marked this … as final to discourage editing.”  The Application title bar also indicates that the file is Read-only.  Reading, printing, and viewing options continue to function, but all editing features are disabled.

To remove the Mark as Final setting and restore edit functions repeat step 1, above. Alternatively, you can click the Edit Anyway button displayed on the info bar in the backstage view .

Cheers!
hɔuᴉnb

Comments and questions are always welcome!