Microsoft PowerPoint Quick Shortcuts

 

We have discussed several Excel Tips and Shortcuts so far. Here comes the first post on Microsoft PowerPoint Shortcuts. I hope you would find them useful.

Purpose/Action	Key Sequence
Insert a new slide	[CTRL]+[M]
Start a slide show	[F5]
Apply superscript formatting	[CTRL] + [PLUS SIGN (+)]
Apply subscript formatting	[CTRL]+ [EQUAL SIGN (=)]
Bold	[CTRL]+[B]
Capitalize	[SHIFT]+[F3]
Copy	[CTRL]+[C]
Delete a word	[CTRL]+[BACKSPACE]
Demote a paragraph	[ALT]+[SHIFT]+[RIGHT ARROW]
Find	[CTRL]+[F]
Insert a hyperlink	[CTRL]+[K]
Italicize	[CTRL]+[I]
Make a duplicate of the current slide	[CTRL]+[D]
Open	[CTRL]+[O]
Open the Font dialog box	[CTRL]+[T]
Paste	[CTRL]+[V]
Print	[CTRL]+[P]
Promote a paragraph	[ALT]+[SHIFT]+[LEFT ARROW]
Repeat your last action	[F4] or [CTRL]+[Y]
Save	[CTRL]+[S]
Select all	[CTRL]+[A]
Switch to the next pane (clockwise)	[F6]
Switch to the previous pane	[SHIFT]+[F6]
Undo	[CTRL]+[Z]
View guides	[CTRL]+[G]

I hope you found the post useful and thank you for reading.

The Quick Find Next (Repeat Search without Dialogue Box) – Excel Tip

 

In order to search a text in an Excel File  we need to invoke the “Find and Replace” tool in Microsoft Excel by hitting [Ctrl]+[F] as shown in figure 1.1 below…

Figure 1.1

To search the next occurrence of the text one has to again invoke the same “Find and Replace” dialogue box.

However, not many of us really know that Excel provides a quick way to repeat the search without invoking the Find dialogue. The quick Find Next works as stepped out below…

1. Invoke the “Find and Replace” dialogue box by pressing [Ctrl]+[F] key combination
2. Type the text that you intend to search and click “Find Next” button in “Find and Replace” dialogue box.
3. Press [Esc] key to close the “Find and Replace” dialogue box.
4. Press [Shift] + [F4] key combination to repeat the search without invoking “Find and Replace” dialogue.

I hope you found the tip useful and thank you for reading.

Recover the Deleted Items in Outlook without a recovery tool – Outlook Trick

 

If you don't know what a Hex editor is, you probably shouldn't be hex editing anything, but if you want to try, Google for "hex editor" - UltraEdit is perhaps the best and easiest one to use. Before doing anything to the PST with a Hex Editor, make a copy of the PST, or you may end up losing all of your email.

1. Open the PST in the Hex editor.
2. Delete positions 7 through 13 with the spacebar. Since you're using hexadecimal numbering, this actually clears 13 characters in the following positions:
   00007, 00008, 00009, 0000a, 0000b, 0000c, 0000d
   0000e, 0000f, 00010, 00011, 00012, 00013
   As you clear the characters, the editor displays the code “20” in their position.
3. Save the PST, it is now corrupted.
4. Run the Inbox Repair Tool, SCANPST.exe, to recover the file. Use Windows Search utility to find it. For more information on the Inbox Repair Tool, see KB article 287497
5. The Inbox Repair Tool creates a backup and repairs the damage and recreates the PST.

Open the new PST in Outlook. The Deleted Items folder should now contain the deleted messages, unless Outlook has already deleted them for good by compacting the PST.

I have recovered lost folders and mails using this method several times. I hope you all would be able to recover your lost emails.

I hope you found the information useful and Thank you for reading.

How Outlook's Deleted Items folder works?

 

A PST is a database. Items are records within the database and there is an index that points to each item. When you empty the Deleted Items folder, Outlook doesn't actually delete the items, it just deletes the items' listings from the index. The item is still in the PST, but unrecoverable because Outlook has no idea where it is without the pointer in the index. The space the item takes up is called "whitespace".

When you Compact a PST, the item is finally removed permanently and the whitespace is recovered, often shrinking the PST by many megabytes. Once the PST has 20% "whitespace", Outlook begins compacting the PST. If the Deleted Items folder contained a lot of messages, Outlook may begin compacting the PST immediately and the items will be deleted forever within a few minutes.

To recover the items which are no longer in the index you need to force Outlook to rebuild the index by causing corruption. You can cause corruption by using a Hex editor to delete some characters from the beginning of the PST file. If you delete the wrong ones you'll cause corruption but not in the index and Outlook won't rebuild the index.

I hope you found the information useful and Thank you for reading.

Convert Formula into Value. The Magic F9 key.

You all might have come across a situation where you used a formula in a cell and wanted to replace the output/formula result with the cell contents (i.e. the formula itself). e.g. If a cell contains a formula =SUM(A1:A10) and while entering you wanted the output of the above formula to be entered into the cell instead of the formula then what would you do?

• Perhaps you would calculate the output and enter it manually in the requisite cell.  OR
• You would copy the cell and user paste special feature to paste as value and thus convert the formula output into value.

There is a third better and short cut way of achieving the same result. Following is quick steps…

1. Select the cell containing the formula
2. Press [F2] key to edit the cell (Figure 1.1)
3. Press [F9] key to convert formula into value. (Figure 1.2).
4. Hit [Enter] and you are done.

The figure 1.1 and Figure 1.2 shows the same graphically.

Figure 1.1 (Step 2 above when you press [F2] key)

Figure 1.2 (Step 3 above when you press [F9] key)

I hope you found the information useful and Thank you for reading.

Convert Formula into Value. The Magic F9 key.

You all might have come across a situation where you used a formula in a cell and wanted to replace the output/formula result with the cell contents (i.e. the formula itself). e.g. If a cell contains a formula =SUM(A1:A10) and while entering you wanted the output of the above formula to be entered into the cell instead of the formula then what would you do?

• Perhaps you would calculate the output and enter it manually in the requisite cell.  OR
• You would copy the cell and user paste special feature to paste as value and thus convert the formula output into value.

There is a third better and short cut way of achieving the same result. Following is quick steps…

1. Select the cell containing the formula
2. Press [F2] key to edit the cell (Figure 1.1)
3. Press [F9] key to convert formula into value. (Figure 1.2).
4. Hit [Enter] and you are done.

The figure 1.1 and Figure 1.2 shows the same graphically.

Figure 1.1 (Step 2 above when you press [F2] key)

Figure 1.2 (Step 3 above when you press [F9] key)

Auto Complete Functions in Excel 2007/2010

In Excel 2010 you must have noticed that while typing the formula in a cell excel displays a list of functions starting with the characters typed in the cell as shown in figure 1.1 below…

Figure 1.1

Excel 2007/2010 provides auto complete functionality to complete the function without the need to type it. To auto complete the desired function you can click the desired function name in the auto complete list or hit [TAB] key on the keyboard. The function name along with open parenthesis appears i the cell for you proceed with entering the function parameters as shown in figure 1.2 below.

Figure 1.2

Thus Auto complete makes life a bit easier for the power users.

I hope you found the information useful and Thank you for reading.