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Below are the 20 most recent journal entries recorded in Administrative Professionals' LiveJournal:

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Tuesday, October 4th, 2011
12:24 am
PowerPoint question
Does anyone know if it is possible to save the audio from a PowerPoint slide show so that it can be listened to separately from the slide show itself? I'm trying to transcribe the audio narration from a PowerPoint, and the creator of the slide show didn't provide any play/pause/rewind/fast forward type of buttons, so every time I stop the audio, I have to start over again from the beginning of the slide. (Not the entire slide show, just each individual slide.) I've tried doing a Google search, but all it comes up with is how to add audio to a slide show, not how to download it.
Wednesday, April 27th, 2011
2:20 pm
Happy Administrative Professionals Day!
To all my administrative professional penpals out there, I just want to wish you a merry and well-earned Administrative Professionals Day! I hope your office is treating you right, expressing their gratitude and appreciation kindly.


Current Mood: cheerful
Thursday, January 27th, 2011
12:11 am
Possibly stupid MS Word 2010 question
When I was taught to use Word at college, I was taught on Word 2000. When my workplace upgraded to Word 2007, we got a very small amount of teaching about it, mainly on how to deal with "the ribbon." I recently bought my own copy of Office 2010 and was looking forward to using a brand spanking new version of Word...

...only to discover I can't make heads or tails of it.

Right now every time I open Word I get a page with a bunch of little boxes on it that make it look like graph paper. I've tried everything I can think of under "page setup" but cannot get a plain blank page. Everything has these little boxes. How do I get rid of them?
Monday, January 24th, 2011
12:29 pm
MS Word 2010 Windows styles -- headings in text boxes?!?
I have been handed a problem and I don't know enough about Office 2010 to solve it.

Someone created a document with Headings and Cross-References. However, for some reason I can't quite fathom, MS Word 2010 style for a Level 1 Heading puts the text in a text box and attaches it to the page, rather than to the following text.

So, for example, if the text "Appendix A" is created as a Level 1 heading on page 48, MS Word puts a text box on page 48 with "Appendix A" in the text box. If, then, someone goes in and types more material on a previous page, the actual text of Appendix A moves down, but the Heading does not.

I can't figure out (a) why Word thinks putting a heading in a text box anchored to a page is a good idea, (b) how to modify the heading style so the text *isn't* in a text box, or (c) in lieu of modifying the style, how to anchor the text box to the following information rather than to the page.

Any suggestions?

ETA: I'm sure that it's a Heading, not a Header. I tried typing in some new text, highlighting it, and selecting "Heading Level 1" from the styles; it immediately put the highlighted text in a text box.

I'm now wondering a couple of things: (a) did the person who created or modified the document change the Heading style, and (b) could it be an artifact of the document being edited in 2003 / 2007 / 2010.
Wednesday, December 29th, 2010
12:37 pm
Cenabo eases burden of figuring out what everyone wants for lunch
Neat article on Life Hacker about an application that eases the burden of figuring out everyone's lunch choices when you have to order in:



Current Mood: amused
Thursday, December 2nd, 2010
11:05 am
Excel 2007 Autofit Row Height
I realize that I'm probably the last one to know this, and this is old news to all of you! ;) The formerly simply process of getting Excel to autofit the Row Height in Excel 2007 just brought my productivity, and that of the CEO's executive assistant who helped me, to a crashing halt for 10 minutes! Argh! Here's how you do it in Excel 2007, for the record:

  • Home tab
  • Cells group
  • Format
  • Autofit Row Height

Yes, it seems like this should be filed under D for Duh -- however, like I said, I spent 10 minutes just trying to figure out where Excel put this function in 2007!

Oh, Office 97, how I miss you....


Current Mood: frustrated
Friday, November 5th, 2010
10:51 am
Signature Block in Replies in Outlook 2007
Learned a cool trick today that I want to share. This is how you get your email signature block to appear in replies in Outlook 2007:

  • Go to Tools
  • Options
  • Mail Format tab at the top
  • Signatures button in the middle
  • In the Signatures window, look in the upper-right corner, and you'll see the dropdown menu where you can select which signature to add to all your replies

Additionally, I learned another cool trick. This one is helpful if you often send emails on behalf of your boss or others, and keep their signature block stored in your email. If you want to use a special signature block for one particular email, do this:

  • Open a new email
  • (Erase your existing signature block if necessary.)
  • Insert
  • Click on Signature under the Include menu
  • Choose one of your saved signatures (your boss', and so forth) from the dropdown menu

This latter choice might also be a "cheater" way to easily apply something of an email template if you send the same message often. For example, I send out a lot of emails that conclude with the same couple of lines of instruction at the end, and formal closure. This Insert Signature option is an easy and quick way for me to effectively make a poor man's macro out of the standard language I need.

Hope that's helpful to some of you!

Wednesday, August 18th, 2010
10:25 am
SharePoint 2010
Hi everyone, long time no see! :)

I've just started a new project coordinating a SharePoint database of legal contracts, and some ancillary documents like emails associated with the contracts. The office is just about to switch from SharePoint 2007 to 2010. I'm really interested in the new Document Sets feature in SharePoint 2010.

What I'd like to know is if any of you out there use SharePoint for something similar (especially in the context of legal documents), and has anyone checked out the Document Sets feature in 2010 yet?


Current Mood: chipper
Friday, July 9th, 2010
12:27 pm
AKICILJ: Skillpath Administrative Assistants Conference
My manager has asked me to research the Administrative Professionals Conference ( http://www.skillpath.com/seminfo.html/st/CONAA ) offered by Skillpath to see if it would be a good training opportunity for the admins in my division. I've had mixed results, personally, with Skillpath -- some very good sessions and one very odd one, and I haven't attended this particular set of workshops.

Have you, or someone you know, taken it? What was your experience?

(Crossposted: my journal and admin_prof )
Saturday, August 29th, 2009
10:50 pm
Heavy lifting
Is it reasonable to require an office admin person to be able to do heavy lifting? There's a job that I am otherwise qualified for, but one of the requirements is the ability to lift 40 pounds, which I cannot do because I'm disabled. The job is for a publisher, and I wonder if they expect their office person to lift boxes of books.
Tuesday, August 25th, 2009
1:12 pm
Have you used moderated calendars in MS Outlook?
My director wants me to set up a number of moderated calendars to track planned leave (vacation, sick, etc.) in the groups that report to her.

The current idea is that each individual would post to the calendar with his or her proposed leave.

The entry would go to the manager for moderation; it wouldn't appear on the calendar until the moderator-manager approved it.

I can see how to set up a moderated calendar, but not how to approve items once they go to the manager. I've tried the Outlook help and the MS Office site, but haven't found any useful information. They both explain how to set up a moderated folder, but not how to approve the items.

Alternatively, is it possible to set up a calendar so that people can request time, but the entry doesn't appear on the calendar until the owner approves it?
Tuesday, July 28th, 2009
11:53 am
Old Templates: "Ahm in yer companee emalz, ruinin yer repz"
Good morning folks,

My company has a serious institutional problem. We use PowerPoint religiously, and our Operations team has made a point of keeping our slides up-to-date and error-free. Unfortunately, most people aren't in the habit of using those slides - they're in the habit of looking through their old emails, finding an old PowerPoint presentation from two years ago, and using it as a starting template. This is causing hideous problems, not just in obvious spelling and grammar errors and inconsistencies but in the potential for flat-out mistakes; e.g. suggesting we have clients that are no longer clients. It's clearly a problem, but no one outside our team and the highest leadership seems to care enough to stop doing it.

Have you dealt with this problem? Did you find a solution? Would you lean toward a social solution (finding a way to change the behavior) or a technological one (causing documents to expire, or something like that)?
Tuesday, July 7th, 2009
11:43 am
Wireless headset
Can anyone recommend an awesome wireless headset that is easy to set up and can answer a multi line phone? My boss is in dire need of one.... here is the best I could find


but I'd rather hear a recommendation from someone. Thanks.

Current Mood: busy
Wednesday, June 24th, 2009
5:28 pm
Form Creation - MS Word
Hi Admin Profz!

OK, so I have a problem. I have a long list (about 75 items) I would like to have available from a drop down list. Then, depending on which item was selected a specific string of text would appear in another spot. So, I'm thinking VBA, of course. I just don't know where to start... combo box? I tried the drop down box (forms) but it has a limit on the number of characters for each item in the list which turned out to be insufficient for what I have.

Any tips would be super mega appreciated!

Current Mood: hopeful
Tuesday, June 23rd, 2009
3:16 pm
A haiku for June's end
Frantic scheduling,
Filing still goes undone
Fiscal year end blues.

(Happy summer, y'all :)
Wednesday, May 6th, 2009
10:23 am
Broadcasting email with colored subject line in Outlook
I have a request from someone on how to send an email through Outlook that will appear in red in everyone's mailbox. Not the content of the email, but red text in the Inbox.

Any ideas how to do this?

Friday, May 1st, 2009
9:12 am
Happy Birthday, Admin_Prof - You're 4!
May 2 is the fourth anniversary for this community. Just wanted to issue a general thanks to everyone here for consistently keeping this community active, growing, and positive!

Thanks for sticking with us here, and don't forget to get a slice of cake in the breakroom. :)


Current Mood: chipper
Thursday, April 30th, 2009
5:01 pm
Someday, I will come here without a problem...
I really don't want this to be my MS Office support community, but y'all are so good at it :(

So...Office Publisher 2007. Somehow, my copy has gotten it into its tiny little wee brain that it will only print in black and white. I've checked through the print preferences and can't find anything. Worse, it will only print in Black OR White, and it's very keen to print in black. So, since I'm working on designing a postcard with blue text on a black background, means it won't print anything except a large, unsexy black rectangle :(

Not only will it not print in color--the print preview is black rectangles, and the export to PDF is black rectangles.

Since the majority of the time I'm printing in BW or greyscale, I'm sure I've clicked some toggle somewhere. I'd appreciate any help that can be given me :(
9:50 am
Subdiving PowerPoint
Hi folks! I just started a new job about two weeks ago (yes, it's true, some people are still hiring), and this company is IN LOVE with PowerPoint. Now my Office experience is pretty broad, and I certainly know my PowerPoint, but they seem to do everything in slides. So I've had to give myself a crash course.

One thing I can't seem to figure out how to do: subdivide a Powerpoint. It would be really helpful if I could divide an entire presentation into sections, like Chapters in Word, so that I could work on them individually, extract them, move them around, etc. Does PowerPoint have a method of grouping slides like this?

Thanks in advance for your advice!
Tuesday, April 21st, 2009
4:32 pm
Word -> PDF yields problems with hyperlinks - help!
I've just run into a problem converting a Word doc to an Acrobat PDF.

The trouble is with several email addresses that appear in the text of the letter. The text reads (roughly)
For more information, contact Jane Doe (jane.doe@company.com or 510-555-1212).
When I convert the letter to PDF this gets turned into a hyperlink pointing to
The problem happens regardless of conversion method (Method A: File -> Print -> choose Adobe PDF as destination printer; Method B: Adobe PDF menu -> Convert to Adobe PDF). I unchecked the "add links to Adobe PDF" in the Conversion Settings box, but that didn't help. And the Link tool in Acrobat doesn't recognize that there's a link present and so doesn't allow it to be edited or deleted.

Technical details: Word 2003, Acrobat Professional 8, running on Windows XP Pro.

Help! How can I make it NOT concatenate the excess text into the mailto: like it keeps doing?

Edited 4/22 with more info:
This happens regardless of whether — or how — there's a hyperlink coded in the original Word doc. They were originally just plain text, not hyperlinks (which is why I was surprised that the conversion process added the links).

When I realized that wasn't working, I edited the Word doc and added a link to the email address text only — so it would look about like so:
For more information, contact Jane Doe (jane.doe@company.com or 510-555-1212).
This seemed to have zero effect — it still yielded
I'd rather not have them as links in the PDF at all, if possible. Surely there must be a way to turn this off. The Acrobat help file was... not very helpful.

Current Mood: frustrated
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