|Discover hidden features of Microsoft Office- hacks that will help SLPs get work done faster!|
I was so excited when I figured out these time-saving hacks!
Of course, the first thing I wanted to do was share it with you. If you use Microsoft Word and Office at work, you’ll love this.
Do you find yourself typing certain things over and over each time you do an email notice or write a report?
Repetitive tasks are such a time-waster. And boring.
Eureka! I found these fast and easy hacks to speed up those repetitive tasks.
1. Do you know you can create an email template in Microsoft Outlook?
If your email doesn’t change much each time you send it, this is for you. If you’re using Office 2010 or newer, here’s how:
- Go to your Home tab.
- Find New group and click New E-mail. OR try the keyboard shortcut CTRL+SHIFT+M
- Type the message you want.
- Click File, then Save As
- In the Save as Type list, click Outlook Template
- Type a name for your template in the File Name box and Save.
- Click New Items–More Items–Choose Form
- Click Look In- click User Templates in File System. This opens the default template location. If you saved to another location, just browse for it by your template name.
- Find your template and open it.
- Go to File-Options-Proofing
- Click AutoCorrect Options
- A box will pop up. Check the box that says Replace Text as you type
- Under Replace, type the text you want to trigger the autocorrect feature. (You may want to make this something that you wouldn’t ordinarily type for other reasons such as “Hello Parent” or DNQ1, so it doesn’t autocorrect when you don’t need it to.)
- In the box that says With, type the text that you want to appear in your document when the autocorrect is triggered.
- Select Add, OK and OK again.
What can you use autocorrect for?
- Your official title
- Your school name
- Your email address
- Your signature
- Blurbs in Reports
- Repetitive instructions
- Format of IEP goals (For instance, I start my goals with “Within 36 instructional weeks.” I’m going to autocorrect the text “Within 36” to type out the whole blurb super fast!
- And how about those typos/ misspellings that you are frequently guilty of? Add ’em to autocorrect!
This feature is super-handy too. Automatically insert a text snippet you define in documents or emails. This feature goes beyond Autocorrect because you can store your formatting, line breaks, and even graphics. It’s autocorrect supercharged!
This works for Word for Office 365, and Microsoft Word versions 2007, 2010, 2013, 2016, and 2019.
- Type out the text you want to re-use for your snippet (or you can even insert a graphic)
- Press Alt+F3 and a Create New Building Block dialogue box will open. (Who knew this was there? Not me.)
- You can use the defaults, but you may want to add a name and description to make it easier for you to find. (I’d keep the name short but meaningful to you.)
- To use your new auto-text snippet, Go to Insert-Quick Parts-Autotext and choose your snippet
- OR even faster: Put your cursor where you want your autotext, then type the name of your autotext. Press F3.
This is seriously amazing. You might want to keep a list of your autotext names handy if you create a lot of them, so you don’t forget them.
What can SLPs use Auto text for?
- Blurbs in reports
- Repetitive instructions
- Email reminders: meetings, paperwork due, items needed from staff for evals, parent updates.
- Including your photo or school mascot in signatures