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Stuff I Learned This Year: Short Cut Edition

Speaking of stuff I learned from Cath, at the same time that I got her to sign my copy of her book, I also learned that you can create a calendar event from an email in Microsoft Outlook by dragging the email into your calendar, like this:

Possibly everyone else already knows this, but it was new to me!

When I told a colleague about this, she was like “yeah, I knew that” and I said, “I knew about creating a Google Calendar event from an email in Gmail, but I didn’t know that shortcut in Outlook. To which she replied “you can?” (In Gmail, if you have an email with a date and/or time in it, you can click  on it to create a Google Calendar event. Or if there isn’t a date, you can just select “More” and then “Create Event”.) It’s funny how we all learn various shortcuts with software, but then don’t learn others. From that same colleague, I learned that in Excel, if you cell is set to date format, you can just type the numerical month-numerical day and it will fill it out as the current year (e.g., you can type 01-11 and it will fill it in as Jan 11, 2017.1. This may not seem like a big deal, but when you are doing 300 chart audits that require you to record as many as 100 dates per chart, that’s a huge time saver! You know, as a completely hypothetical example. But then I taught her that you can type CTRL+; in an Excel cell and it enters the current date (and do the same thing but with CTRL+SHIFT+; and it enters the current time).

This reminds of the time that I learned my favourite ever computer shortcut: Format Painter. It was many years ago and I was working on a document with a group and we were writing it as a group, which is quite possibly my least favourite thing to do2. Anyway, we were sitting watching someone type and she wasn’t using any of the normal short cuts – like, instead of hitting “CTRL-C” to copy something and then “CTRL-V” to paste it, she would go up to the menu bar at the top of the screen, click “Edit”, then “Copy”, and then put her cursor where we wanted to paste and go back up to the menu bar, click “Edit”, then “Paste”. I would have even taken her using the “copy” and “paste” buttons on the toolbar which, while not as efficient as the keyboard short cuts, is at least better than using the menu bar! Anyhoo, we are sitting there trying to co-write this thing while watching the excruciatingly slow typing and then all of a sudden, when the person typing wanted to change the formatting of something, she did something I’d never seen before. She clicked the button with the picture of the paint brush on it (which I’d honestly never paid attention to before) and it magically changed the formatting of the text she highlighted. I (and another colleague) were both “wtf was that???” And that was how I learned about Format Painter, which is now  my most favourite things in Word:

If you already knew about Format Painter, my apologies for boring you to tears. If you didn’t, you’re welcome!

  1. And then I was playing around with it some more and found that you can type 11Jan and it will do the same thing! []
  2. I would much rather draft something up and have people respond – or have someone else draft something up for me to respond to – than sit in a group and watch someone type while we try to co-write something. Excruciating! []

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