From our experience, businesses are rapidly moving over to Microsoft Office 2010, in some cases “leapfrogging” versions and going from 2003 or even earlier releases straight to 2010. I’ve already blogged about our “12 Top Tips for 2010” and “Upgrade Help”, but we’re getting other questions as people get over the immediate change and start using it day to day. I thought I’d post the Top 10 Frequently Asked Questions from attendees on our 2010 training courses, hopefully this will answer some of those common questions others have.
1. How Can I Stop Outlook Attachments Opening as Read-Only?
Whenever attachments are opened from Outlook, they open as read only. You can’t edit the attachment and save the changes back into the attachment in the email. Instead you have to save the attachment to your hard drive and reattach it.
However, if you open the email with the attachment and select Edit Message from the Actions icon, you can edit the attachment and then close and save it. Then close and save the email.
2. How do I Copy and Paste Outlook Items into the Same Folder?
In Outlook, you can’t copy an Outlook item in the same folder by doing a copy and paste or by holding down the Ctrl key and dragging on the email in the folder pane. For instance, you may use Draft emails as “templates” that need to be copied each time they are used. To copy an email into the same folder, you need to hold down the Ctrl key and drag the email to the folder in the navigation pane on the left. Or use the Move icon on the Home tab, select “Copy to Folder …” and then select the same folder.
3. Can I Display Appointment Start and End times in Outlook’s Calendar Week View?
Because the Outlook Calendar Week View has been re-designed, appointments no longer show start and end times. Instead, simply hover your mouse pointer over the appointment to see the start and end times.
4. Can I Change the Default “Snooze” Time for Outlook Reminders?
When a reminder appears in the Reminders Window, the default “snooze” time is now 5 minutes and not “5 minutes before start” as in previous versions. The default can’t be changed, but you can still select “5 minutes before start” from the dropdown displaying the snooze time intervals.
5. Can I Change the Way the Snooze Time “Sticks” for the Next Outlook Reminder?
If you change the default snooze time, by selecting another time from the dropdown, the time you select becomes the default for the next reminder rather than reverting back to 5 minutes (e.g. 10 minutes snooze selected for the first reminder is then displayed for the second reminder). The problem is that now you have to ensure you keep changing the snooze time to the interval you want for each reminder.
Even when all reminders have been snoozed, the last snooze time selected is usually retained when the reminder window next fires.
Microsoft promise to revert the behaviour of the snooze to how it worked in earlier versions in Office 2010 Service Pack 1, currently not due for release until the end of this year.
Meanwhile, if you accidentally snooze a reminder for longer than you intended, you can recall the reminder by clicking on the appointment and on the Appointment contextual tab, re-enter the reminder time.
6. Can I Use My Outlook 2003 Categories and Coloured Flags in Outlook 2010?
In Outlook 2003, you may have created descriptive categories e.g. “Business” or “Personal” for calendar and contact items. Or, you may have used different coloured flags to categorise your emails. These features no longer exist in Outlook 2010.
When upgraded to Outlook 2010, if you want to retain these descriptive and flag categories, you will need to upgrade your categories to 2010 colour categories.
To do this, open your Mailbox Properties (right click on Mailbox and select “Data File Properties…”) and then click on “Upgrade Color Categories”. Outlook will assign random colours to both your contact categories and your coloured flags. Unfortunately, this means that you may end up having yellow for your Business category and also a Yellow category.
7. How do I Print Evening Appointments in Outlook’s Weekly Calendar Style?
In Outlook 2010, the default in Weekly Calendar style is to print appointments only up to 19:00. To change this, on the Print area of Backstage View, click on Print Options, then select “Define Styles…” and then edit the Weekly Calendar style.
8. In Word or Excel, in BackStage View, Why is “Send As Link” Disabled in the Send & Save Category?
The “Send as Link” feature, available on the Save & Send part of Backstage View, only works if you are using a file you have opened using a UNC path and not via a mapped drive letter. When using a mapped drive, Send as Link is not available.
9. Why Can’t I Use the Mouse Wheel Scroll in the Excel Formula Bar?
In earlier versions of Excel, when you entered a formula, you could click into the formula bar to see the cells being referenced. If the cells being referenced were out of sight, you could use the mouse wheel to scroll down the sheet to see the values in the cells. In Excel 2010 you can’t click into the formula bar and use the mouse wheel to scroll. Instead, you must make sure that the backstage option to “Allow editing directly in cells” is checked on and then double click into the cell holding the formula. Or use the conventional vertical scroll bar.
10. In Word, How Do I Remove the Space Between Paragraphs?
This has annoyed countless users of Word 2007 and 2010 – the line space after each paragraph. In Word, on the Change Styles icon, you can now select “Paragraph Spacing” and choose No Paragraph Space.