Removing Table Borders in Word 2010

Many time when you create tables, you do not want the borders to show.  If you want to remove table borders, complete the following:

1. Under TABLE TOOLS, click LAYOUT, SELECT, SELECT TABLE.
2. Under TABLE TOOLS, click DESIGN, BORDERS, click NO BORDER to remove all your borders.

In some tables, you will want to leave some borders and remove others.  You can also remove top, bottom, left, and right borders along with other options shown below.  Once you remove all borders, you can also go to Step 2 to view your gridlines which allows you to see your invisible borders and makes it much easier to move in the table.

HIPAA Violations

According to Christine Meyers' article, Most Common HIPAA Violation? Small-Scale Snooping dated August 14, 2012:

"Small-scale snooping is actually far more common than large scale theft or dramatic losses of equipment containing PHI. In fact, in the 2011 Survey of Patient Privacy Breaches*, about 70% of the survey respondents reported that they had experienced a HIPAA breach of some level—with the majority of those violations occurring as a result of snooping activity. Insiders were responsible for the majority of breaches, with 35 percent snooping into medical records of fellow employees and 27 percent accessing records of friends and relatives. More than half of the respondents stated that they lacked the appropriate tools for monitoring inappropriate access to PHI."

Since OFA 205 is currently working on medical documents, I thought I would post the civil violations and enforcements from the AMA website.  After reviewing these, you can see that your curiosity at work is not worth the consequences.  Medical offices have employees log in each day.  Based on your login, your employer can see how many records you access each day and who they were.  If you have no business lurking in a patient's file, you will eventually be caught.  You are given a great amount of responsibility with patient health information.  Please don't abuse it.

HIPAA Violation	Minimum Penalty	Maximum Penalty
Individual did not know (and by exercising reasonable diligence would not have known) that he/she violated HIPAA	$100 per violation, with an annual maximum of $25,000 for repeat violations (Note: maximum that can be imposed by State Attorneys General regardless of the type of violation)	$50,000 per violation, with an annual maximum of $1.5 million
HIPAA violation due to reasonable cause and not due to willful neglect	$1,000 per violation, with an annual maximum of $100,000 for repeat violations	$50,000 per violation, with an annual maximum of $1.5 million
HIPAA violation due to willful neglect but violation is corrected within the required time period	$10,000 per violation, with an annual maximum of $250,000 for repeat violations	$50,000 per violation, with an annual maximum of $1.5 million
HIPAA violation is due to willful neglect and is not corrected	$50,000 per violation, with an annual maximum of $1.5 million	$50,000 per violation, with an annual maximum of $1.5 million

Selecting Text in Word

There are a few shortcuts you have in Word that make selecting text very easy.  The ones I use most are:

To select a word, double-click the word.

To select a sentence, press CTRL and click anywhere in the sentence.

To select an entire paragraph, triple click anywhere in the paragraph.

To select your entire document, press CTRL + A.

International Addresses

Unfortunately, there is not one international format for addressing correspondence.  Each country differs in the layout, hierarchical alignment, and items to include.  So, how will we know how to send three identical letters to three different countries?  Anything I don't know (and if you know me well, that's quite a bit), I always go and ask using my search engine of choice (and if you have ever sat through one of my classes you know that my favorite is Google).  There are several good sites that will help you with the layout, alignment, and items.  Those sites are:

• http://www.addressdoctor.com/en/countries-data/address-formats.html
• http://bitboost.com/ref/international-address-formats.html#Formats
• https://www.usps.com/send/international-addressing-tips.htm

You may even be wondering why we are learning how to address letters with the popularity of electronic correspondence.  For some situations, nothing can replace snail mail/formal correspondence.  

1. Formal correspondence (snail mail) will earn more respect and time from the addressee.  How many times have you deleted an e-mail without looking at it just based on who the sender is where letters addressed to you (that aren't junk mail) usually are opened and at least skimmed because you believe that few people will spend the time and money to send an item through the mail unless there is an important reason.
2. E-mail correspondence is referred to as informal correspondence.  We tend to use abbreviations, texting slang, etc. when writing them.  E-mail does not carry the same clout as formally written letters on paper.

Spell Check in Word

You have spell checking options to choose from when using Word.  By default in Word 2010, the program is set to not spell check words that are in uppercase.  That means when you type a word incorrectly and it is in all caps, Word will not flag it as incorrect.  If you want Word to recognize uppercase words that may be spelled incorrectly, do the following:

1. Click FILE.
2. Click OPTIONS.
3. Click PROOFING.
4. Choose what you want Word to ignore or flag.

Aligning Dollar Signs in 68-70

Lesson 68-70 is a block style business letter with a table in the body.  The table lists stationery types and the cost of each. 

When you look at the numbers you will want the dollar signs aligned perfectly.  Turn on your show/hide button to see your spacing, and perform these steps:

1.    Right-align numbers using the right-align button or highlight your numbers and press CTRL+R.
2.    For each number space 2x and for each comma, space 1x.  So, it will need to look like the following graphic.  Since we only have one number longer than the first number we would space 2x between the dollar sign and the 8.

Make sure you center the table horizontally and double space above and below the table in the letter.

Page Numbering

When you type a multipage letter, you need to insert a page number on all pages AFTER the first one.  To insert page numbering, click Insert-Page Number-Top of Page-Plain Number 3. (See below)

To have a page number not print on the first page, click Different First Page under Header and Footer Tools tab. (See Below)

When you close a tab accidentally . . .

When you are surfing the Internet and accidentally close a tab, press CTRL + SHIFT + T to reopen the tab.

Tabs in Tables

If you have a tab set in a table and press the TAB key, your cursor will move to your next cell, not your next tab stop.  So, to use tabs in a table, press CTRL+TAB to move the cursor to your tab stop.

Balancing Uneven Columns in Word

Placing your Word file into columns is very easy in Word.  Just click PAGE LAYOUT and choose COLUMNS.  Once your file is placed in columns, who knows how those columns will align.  If you want your columns to align at the top and the bottom of the page, you just need to know which break to insert.  I want the last column (shown in the picture below) to equal out on the page.

To equal out the column into two columns, position your cursor at the end of the column on the last page, click PAGE LAYOUT-BREAKS-CONTINUOUS.  Your column will now look like the photo below.

Creating a Logo in Publisher

1. Open a blank Publisher document.
2. I went to INSERT-WORDART and chose something I liked for the words in my logo, changing the line and fill colors.  I then went to INSERT-CLIPART and chose a piece of clipart I liked.  Now we will put these together.

3.  Drag your two items together so we can make the two work as one.  Once you place one item on the other, you may have to play with your send backward, bring forward, as shown below on the right side of the screen, to make them work as you want (my York Dental was originally behind the giraffe and was not showing, so I clicked the giraffe and clicked the SEND BACKWARD button).

4. Now let's combine them as one by taking your mouse (hold down the left mouse key and drag the dotted marquee around the items) and surrounding the two items.  It will resemble the photo below as you draw around it before you let off the left mouse key.

5. Once you let off the mouse, it will look like the photo below. Both items should now be selected.  Notice how both have sizing handles shown indicating they are both active.

6. Right-mouse click on the two and click GROUP.

7. Now when you move your picture around, the two items will move as one.  Right-click your new clipart and click SAVE AS PICTURE.  Save as whatever you wish.  Now you can insert your picture into a Word file, Publisher file, or use it in any way that you use it as any clip art file.  Try inserting this file into a Word document by clicking INSERT-FILE once you open Word.  If it works, you are ready to place the item in the dropbox.

No PRTSC button on your keyboard?

Some of you may not have a PRTSC (print screen) button on your laptop, and you're asking why you really need one.  Well, since our 205 class is now blogging for the semester, screen shots that demonstrate what you are writing about will be helpful (a picture is worth a thousand words).  If you don't have a PRTSC button, screen shots may be difficult to capture.  In Windows 7, you can use an on-screen keyboard (screen shot below).  You may need to size it or move it around to capture the shot you want, but it's a simple way to obtain your screen  shot.  The steps are:

1. Click your office button from your desktop (lower left screen for most of us)
2.  Type on-screen keyboard in the box that says SEARCH PROGRAMS AND FILES
3. Click the on-screen keyboard when it appears in the list
4. Once you have the screen shot you want (you may have to move the on-screen keyboard around or make it smaller to get the screen shot you want), press the PRT SCN button then go to Word or another program and paste (CTRL+V) it there.  You can right-mouse click on the screen shot and choose SAVE AS PICTURE.  You can then upload that picture into your blog.

PowerPoint Presentation Tips

My Top Tips for Creating a PowerPoint Presentation:

1. 7 x 7 rule.  That means no more than seven words per line with no more than seven lines per page.  If you are presenting with your PowerPoint, every word you say shouldn't be on the slide.  
2. Do not type in complete sentences.  Use keywords only.
3. No flashy designs.  It's distracting.  Watch your colors.  Pink words on a yellow background do not work!  PowerPoint has preset colors and designs for a reason.  There are also numerous designs online for free.
4. Be consistent.  Use the same font and sizes throughout.  
5. Watch your animations and sounds.  If viewers have PTSD from the noise in your PowerPoint presentation, that is not a good thing!  If you have things flying in from all directions, that distracts from you and the PowerPoint has replaced you.  Not good!
6. If you are presenting to a group, practice, practice, practice. 

Week 10 Assignments

99-73:  Line numbering.  Click PAGE LAYOUT tab and then LINE NUMBERS.
99-93:  Review Memo R-4, Letter D in the front of your book.  When you see dots under a proofreading symbol, that means ignore that symbol and let it stand.  Review proofreader's marks on R-14.
99-53:  The colors you use do not matter to me.  Make sure you right-justify numbers in the last column.

Facebook Settings

I am teaching BUS 120 this semester.  One thing we do in that class is create a LinkedIn profile and view our other social networking sites to ensure our privacy settings are set so anyone who is not a friend cannot view our information.  Employment opportunities have been lost due to what possible future employers have found online about an applicant.  I have even gone so far as to recommend that you have your friends list set so that no one can view your list.  Many of us have "friends" or family that are not the most upstanding individuals in our community.  You do not want to lose a position because of "guilt by association."  To close your friends list, perform the following steps:

1. Click your name in the upper-left corner.
2. Click the blue FRIENDS link under the picture of six of your friends.
3. Click EDIT at the top.
4. Click the down arrow.
5. Choose ONLY ME.  The only thing your other friends will be able to see is who you have in common as friends.  No one will be able to view your entire friends list.

Have a great fall break!

Aligning Dollar Signs in a Table

Exercise 80-40

The column titled "Interior" has $599 at the top and $1,299 at the bottom.  When you look at the numbers you will want the dollar signs aligned perfectly.  Turn on your show/hide button to see your spacing, and perform these steps:

1.    Right-align numbers using the right-align button or highlight your numbers and press CTRL+R.

2.    For each number space 2x and for each comma, space 1x.  So, it will need to look like this:

How to Use Columns in Word 2010

If you want your entire document to be placed into columns, it is very easy.  Just click the PAGE LAYOUT tab, click the down arrow under COLUMNS, and choose how many columns you want.

If you don't want your entire document in columns, you want different column widths, a line between your columns, etc., you will need to click MORE COLUMNS when you click the down arrow under the word COLUMNS.  After reviewing the photo below, you can see that you can manually change your column widths, the spacing between them, and if you don't want your entire document in columns (like a title for a magazine or newsletter), you would click THIS POINT FORWARD next to APPLY TO (just make sure you know where your cursor is when you do this--this point forward begins your columns wherever the cursor is located at that time).  There is also a box to check if you want a line between your columns to better divide them.

You can also put just sections of information in a document into columns.  To do this, highlight what you would like to put in columns, go to PAGE LAYOUT, click the down arrow under COLUMNS, and click MORE COLUMNS.  Your screen should look like the one below.  Next to APPLY TO you will see SELECTED TEXT.  Also, notice the preview on the right side of the dialog box that shows you what the document will resemble.

Tables

Tables sort data to make that data easier to read, perform calculations using formulas, and make your work look great with a minimum of effort.  Let's get started:

1.  Click INSERT, TABLE, and choose what size you want your table.  Don't worry if your size is incorrect. It's super easy to add or delete rows and columns.  Go to your LAYOUT tab and add rows and columns above and below or delete above or below.

2.  You will notice that when your table is active (you have clicked anywhere in it or clicked the blue four-sided arrow in the upper-left corner of your table), two other tabs named DESIGN and LAYOUT will appear in Word under TABLE TOOLS.  These two tabs will allow you to really dress up your table.

3.  To move to the next cell in a table, press TAB.  Press SHIFT+TAB to move back a cell.  Pressing the ENTER key will only add a line to the cell you are currently in.

4.  Remember that numbers are right-aligned in tables.  This is easy to do.  Highlight your numbers, press the LAYOUT tab, and choose one of the align right options.

5.  To adjust table column width, hover your cursor between the two columns until you get a double-sided arrow and double click.  The width will automatically adjust.

6.  To perform calculations in a Word table, type in your numbers and click LAYOUT and FORMULA (on right side of screen).  You can use positional words such as LEFT, RIGHT, ABOVE, and BELOW with AVERAGE, COUNT, MAX, MIN, PRODUCT, SUM functions.  Examples:  =SUM(ABOVE) or =AVERAGE(BELOW).  These will perform functions on your rows or columns.

7.  Dressing these tables up is also really easy.  You just click the DESIGN tab and choose a design you like. You can also customize a design to fit a specific look you need on a table.

Tables are a real time-saver and make your work look polished and professional.  The more you practice with them, the more you realize how much you can do with them.

Week 3 Homework Tips

66-65:

Remember to return 5x from the top to begin your letter.  Numbers and bulleted items have a double space above and below them with no extra spaces between the individual numbers or bullets.  urs should be your reference initials (wy will be mine and show that I typed the letter).  To insert page numbering please review the photo below:

67-68

When you have two letter addresses, double space between them.  

Week 2 Assignments due Sept 9

64-25 Table

Don't forget to center tables vertically and horizontally.  To center horizontally, move your cursor around the top left corner of the table and click the blue, four-sided arrow to highlight the entire table.  Then click your HOME tab and click the CENTER button.  It is now centered horizontally.

To center vertically, click the PAGE LAYOUT tab, launch the PAGE SETUP dialog box (see below), click the LAYOUT tab, and choose CENTER for VERTICAL ALIGNMENT.

Sparklines in Excel

I am veering off my normal course of Word postings and posting about Excel this week.  Specifically, I want to talk about sparklines.  When I think of sparklines, I see my 10-year old with his Razor Spark Scooter going down the driveway (after dark because what good are sparks in the daylight).  Sparklines in Excel are great during the day or at night!  So, what are sparklines?  Sparklines are small line charts embedded into the data you are describing.  This is a great link (with pictures) that show you exactly what sparklines are.  http://blogs.office.com/b/microsoft-excel/archive/2009/07/17/sparklines-in-excel.aspx  Instead of one large chart on your Excel worksheet, you can now have many smaller "charts" that will indicate the rise and fall of data over time.

Centering Tables Vertically and Horizontally in Word 2010

To center your table horizontally, move your cursor to the upper left corner of table until you receive the four-sided arrow. Click the blue arrow which selects your table and then click your center button on the HOME tab or press CTRL + E. To center your table vertically, go to the PAGE LAYOUT tab, launch the PAGE SETUP dialog box (click the arrow by Page Setup), click the LAYOUT tab, and for vertical alignment, click CENTER.

Different First Page Number or Header

When you write your report and insert your page numbering, you may not want your header or page number to appear on your first page.  If you don't want that header or page number to show on the first page, it is very easy to remove.

1. Make sure your header is active.
2. On the DESIGN tab under HEADER & FOOTER TOOLS in the OPTIONS group, click the DIFFERENT FIRST PAGE box.

Your header and/or page number will disappear from page 1 but appears on all other pages.

International Formatting

Some foreign languages use diacritical marks to show phonetic marks.  So, what are diacritical marks?  Diacritical marks are individual marks that add to the meaning of what is written.  The Symbol dialog box has many of the characters needed to type words with special accents.  Click INSERT-SYMBOLS-MORE SYMBOLS-and look under NORMAL TEXT-then in the subset box, click LATIN-1 SUPPLEMENT.  There are also several short-cuts to the most commonly used symbols.  They are listed below:

Symbol	Name	Example	Shortcut
á	a acute	Yucatán	ALT+160
é	e acute	Querétaro	ATL+130
í	i acute	García	ALT+161
ń	n tilde	Seńor	ALT+164

Repeat a Table Heading on Page 2

Sometimes we have tables that are just looooonnnnng.  So, they go to more than one page.  If you would like to keep your table heading rows on other pages, it's really easy in Word.  Just follow these directions:

1. Select the rows you want to repeat.
2. Click the Layout tab, Data group, and click Repeat Header Rows. 

The headings are now repeated on each page!

Saving Word Files in Different Formats

Microsoft has a great way of forcing you to purchase an upgraded Word version.  It's called "lacking backward compatibility."  What that means is that when Word 2007 came out and someone saved a file the default way and then tried to open it in Word 2003, it wouldn't open.  So, this forced us to purchase the new version instead of calling and asking others to please save in a different format before sending us a file.  To save a Word 2007 or Word 2010 file so it can be used in Word 2003, you can click SAVE AS, in the SAVE AS TYPE box, click the down arrow and choose WORD 97-2003 DOCUMENT.  This will allow those users to open that file.

You can also save Word documents in many other formats.  Examples are below:

• PDF:  Great for users who don't have Word.  Adobe Acrobat Reader is a free download.  This format is great if you just want to share information and not have the reader change anything about the file.
• Web Page:  Believe it or not, you can create a Web page in Word.  It's not for those who want to make an eye-catching page; however, Word will do the basics.
• Rich-Text Format (RTF):  This is a great way to save and open in other word processing programs and leave much of the formatting intact.
• Plain Text:  This is probably used most often for those uploading resumes.  Many organizations now require that you upload your resume in plain text.  This strips most of your higher-end formatting, and you will be shocked with how plain it looks.  You may need to readjust some items before you upload a resume.  Http://www.about.com gives a few plain-text resume hints at this site:   http://careerplanning.about.com/cs/resumewriting/a/ascii_resume.htm.

AutoCorrect . . . you'll love it!

I am HORRIBLE about misspelling certain words.  GASP!  And so you ask, “Aren’t you a keyboarding teacher?”  I absolutely am a flawed keyboarding teacher who has realized that “interest” will be the death of me!  Why that word?  I am currently designing a Business Calculations course for the community college where I teach.  There is an entire chapter dedicated to that word.  As I have been typing handouts, assignments, etc. for this class, it is glaringly obvious that I CANNOT type that word correctly!  So, what’s a keyboarding teacher to do?  Why use the AutoCorrect Option of course!  If you have never used it before and you have that certain word that drives you crazy, I think you should use it now!

Directions in Word 2010:

1.       Click FILE-OPTIONS-PROOFING-AUTOCORRECT OPTIONS

2.       Under REPLACE TEXT AS YOU TYPE, complete the following:

               type “interst” in the REPLACE BOX and “interest” in the WITH box and click ADD

3.       Voila!  No more spellchecking for that word!!

T A B S

Tabs are the jumps your cursor makes from one position to another.  They are great at aligning text.  To view your tabs on your ruler, click the VIEW tab and check the box by the word RULER.  There are five different types of tabs that can help align your text:

1.  Left:  this is your default tab.  In the upper left corner beside your ruler, you will see an icon that looks like an L.  If you click anywhere on your ruler, you will see an L pop onto the ruler and that will set a left tab stop.  

2.  Center:  to obtain a center tab, click the L in the photo.  You will receive an upside down T.  When you point to it, it will say “Center Tab.”  Please see picture. 

3.  Right:  when you click the center tab icon, you will receive a right tab or a backward L.  A right tab will align data on the right side and not the left.  

4.  Decimal:  when you click the right tab, you will receive an upside down T with a period.  This is great for aligning numbers with decimals.  

5.  Bar:  when you click the decimal tab, you will receive a bar tab which looks like a lowercase l.  This will place bars/lines on your page. 

How to efficiently select text in a Microsoft document

To Select	Do This
Word	Double-click the word
Sentence	CTRL + click anywhere in the sentence
Paragraph	Triple click anywhere in paragraph
Entire Document	CTRL + A
Consecutive Paragraphs	SHIFT + CTRL + up or down arrow keys
Consecutive Lines	SHIFT + up or down arrow keys
String of Words	SHIFT + CTRL + left or right arrow
One character at a time	SHIFT + arrows
Line	Move pointer to left of line until white arrow displays and click