Office files are ZIP files

Did you know that Office 2007 (and newer) files are actually ZIP archives? Say you want to get some of the pictures out of a PowerPoint presentation. How do you do that? Simply rename the file “presentation.pptx” to “” and double click it. Windows Explorer will open a window showing everything within the presentation. Click File > Extract and you will get a another new window showing you those files & folders, including those pictures you wanted to save.

Working with e-mail attachments

A big mistake people often making in working with Outlook e-mail attachments is, working directly on the attachment instead of saving it first. Yes, it’s a few more steps, but I have actually had clients lose hours of work by making this one mistake. If you have the attachment open, then click off of it onto another e-mail task, you will get a warning message. Ignore that warning at your own peril! The correct procedure is as follows:

1. Save the attachment into a folder, i.e., “Documents”
2. Open it separately and make your changes.
3. Re-attach it to your reply e-mail or to a new e-mail.

If this happens to you, it’s possible to recover your changes, but it’s not guaranteed. Be safe: work on your attached documents separately and save yourself a big headache!

Edit a Word document from within Print Preview

This is one I did not know – you can actually edit a Word document while in Print Preview! If you click the Magnifier icon in the Print Preview toolbar, it will change back to the I-beam for editing. Any edits you make will be retained when you go back to the regular view. Just click the Magnifier icon again to get the Zoom function back.

Pin a fave to your Recent Documents list in Office 2007

This applies to any Microsoft Office 2007 “recent document” list. You do, of course, know that by hitting the Office Button (the “marble,” the magic button, the round logo at the top left), you can view many useful menus including the Recent Documents list? (In previous versions, it was under the File menu.) This is a very handy shortcut to pull up the last few documents you’ve viewed in Word, Excel, Powerpoint, etc.

Office 2007 has really improved this little feature with the ability to “pin” something there permanently. If there is a document you don’t want pushed down to the bottom or dropping off of this list, you can click on the little pushpin icon to the right of each document title. This will keep the document on the list permanently, thus providing you a quick and handy shortcut to your most-used documents.