106 th thut vi Microsoft Office - Phn 1 - 19/7/2005

17h:11

Microsoft rt c gng nhm hon thin v b sung thm nhiu tnh nng
mi tin dng hn cho b phn mm Microsoft Office. Nhng phn ln sc
mnh tim n ca MS Office - nhng la chn n, nhng tnh nng cha h
c bit n hay nhng shortcuts - u gn nh khng c bit n hay
khng c s dng.
Thng qua bi vit ny chng ti mong mun c gii thiu n bn nhng th
thut n gin v hiu qu cho Word, Excel, Outlook, v PowerPoint. C th ni
nhng th thut ny s gip bn s dng hiu qu hn b phn mm vn phng
ny, khai thc nhng kh nng tim tng hoc tu bin theo phong cch ring ca
mnh.
Tuy nhin chng ti cng xin ch bn l hu ht nhng th thut sau y s vn
hnh rt tt i vi phin bn Microsoft Office XP v 2003.
Th thut chung
Phng to hay thu nh
Nu bn ang s hu mt mouse (con chut my tnh) c thanh cun gia
(scroll button) th bn hon ton c th phng to hay thu nh vn bn ca mnh
trong ca s MS Office cc k nhanh chng bng cch gi phm Ctrl v xoay
thanh cun xoay ln pha trc l phng to v v pha sau l thu nh li.
nh dng nhanh chng
Mt trong nhng vin ngc n trong MS Office chnh l
Format Painter c hnh dng nh chic chi sn trn
thanh cng c chun (Standard toolbar). Nu cha c bn
c th vo Tool | Commands, tm n mc Format v ko
biu tng ca cng c th vo thanh cng c chun.
Khi bn nhp chut vo biu tng chic chi sn, cng c s copy li nh dng
vn bn ti ni con tr chut xut hin. Nu bn la chn c mt on (paragraph)
hay mt (cell) ri mi nhp chut vo biu tng cng c th nh dng ca on
hay s c sao chp li. Sau bn ch cn ko chut la chn on vn
bn bn mun dn nh dng ging nh on ngun l xong.
Bng cch nhp p chut ln biu tng ca Format Painter, bn c th p dng
nh dng c sao chp lin tc cho n khi bn n phm Esc.

Thm nhiu la chn hn

Nu bn gi nguyn phm Shift sau chn File trong ng
dng Word hoc trong ca s son e-mail mi ca Outlook,
bn s thy s thay i trong menu File. Vi Word v
Outlook bn s thy c thm la chn Save All v Close All
cn trong Excel bn s ch thy c Close All.
Xung dng khng to ch mc
Trong mt on c ch mc nu bn mun xung dng m khng mun dng
c ch mc th bn ch cn n t hp phm Shift-Enter. Ln ti bn n Enter
xung dng v tip tc theo danh sch ch mc.
Ring trong Excel xung dng trong mt bn hy n Alt-Enter.
Cc Smart Tags
Smart Tags - bt u xut hin trong phin bn Microsoft Office XP chnh l
nhng biu tng ng dng cng ngh XML nn c th xut hin ngay lp tc
trn hoc di cc d liu ph hp vi tnh nng ca Smart Tags. kch hot
cc Smart Tags bn hy vo Tools | AutoCorrect Options ri chuyn sang mc
Smart Tags v la chn nhng loi tags m bn mun kch hot.
Ly v d v Paste Options Smart Tags:
Paste options: Sau khi bn dn (paste) d liu trong bt k ng dng Office no
bn c th chn Smart Tag (xut hin ngay bn cnh on d liu va dn c hnh
ging nh mt clipboard) vi nhng la chn nh dng phong ph - Match
Destination Formatting (chuyn nh dng d liu va dn ging vi nh dng
ca c vn bn) v Keep Source Formatting (gi nguyn nh dng ca on d
liu va dn).

106 th thut vi Microsoft Office - Phn 2 - 20/7/2005

15h:45

Microsoft Word
Truy cp nhanh n cc vn bn thng s dng
Cch nhanh nht v thng dng nht truy cp n cc tp tin vn bn thng
s dng trong Microsoft Word hin nay l vo File ri tm n vn bn cn m ra.

im bt li ca cch ny l s lng tp tin lu trong danh sch ny tng i

hn ch, cho d ngi s dng vo Tools | Options | General chnh thng s
Recent used file list ln mt con s ln hn.
Nhng MS Word li c mt tnh nng n khc cc k hu dng trong vic nhanh
chng tm n cc vn bn thng s dng. Bn hy s dng cch sau y.
Bn vo View | Toolbars | Customize hoc bn c th nhp
chut phi vo bt k u trn cc thanh cng c toolbars ri
chn Customize. Khi ca s Customize m ra bn chuyn
sang tab Commands.
Trong ca s Customize | Commands, bn mc Categories bn ko xung v chn
Built-in Menus v trong danh sch hin ra bn tay phi
(commands) chn Work. Nhp v gi nguyn chut tri v
ko Works ra th vo bt c thanh cng c no thun tin
vi bn. Vy l bn to ra c thanh cng c ring cho
mnh vi tn l Work. i tn menu ny bn hy m ca
s Customize ra ri nhp chut phi vo tn ca menu Work, trong Name bn g
tn vo .
By gi bn c th s dng menu mi ny lu tn v
ng dn n nhng tp tin vn bn bn thng s dng
bng cch sau y. Bn m nhng vn bn thng s dng
sau chn Work | Add to work menu. Th l tn vn bn
c trong sn sng cho bn truy cp n bt c lc no.
g b tn ca vn bn no trong danh sch trn menu Work bn hy n v
gi Ctrl-Alt-Minus (phm Minus l phm du tr (-) ngay cnh phm s 0). Lc
ny con tr s bin thnh du tr, bn hy click vo menu Work ri tm n tn
vn bn cn b i v nhp chut tri mt ln vo .
M vn bn c s dng ln cui cng
yu cu MS Word mi ln khi ng u m tp tin vn
bn m bn s dng ln cui cng trc khi tt Word bn
hy th dng cch sau y.
Bn hy tm n tp tin Winword.exe thng thng tp tin ny c ng dn
nh sau C:\Program Files\Microsoft Office v nm trong th mc Office 10 i
vi phin bn XP v Office 11 vi phin bn 2003. Tm c bn hy nhp chut

phi vo tp tin chn Send to | Desktop (create shortcut).

Hoc bn c th nhp chut phi ln desktop chn New | Shortcut ri tm n tp
tin Winword.exe theo ng dn nh trn.
Sau bn ra desktop v nhp chut phi vo shortcut va to ra v chn
Properties. Trong ca s Properties bn chuyn n mc Target v g vo
/mFile1 vo cui cng ng dn trong trng ny, click OK.
S dng lnh Paste Special
Khi bn copy vn bn trn web hoc t cc tp tin Word
khc v dn trc tip vo Word th ng dng s vn gi
nguyn nh dng gc - t font ch, mu sc, bng biu
gy phin phc rt nhiu trong vic chnh sa li nhng vn bn . trnh
nhng iu ny bn hy s dng lnh Paste Special. Cch s dng nh sau:
Sau khi copy vn bn t ngun, bn chuyn vo Word v chn Edit | Paste
Special. Trong ca s Paste Special bn hy chn Unformatted Text hoc
Unformatted Unicode Text.
Sp xp li cc on nhanh chng
Bn ang mun sp xp li v tr cc on trong vn bn ca mnh? trnh mt
thi gian ko th hay copy-paste bn hy s dng cch sau y.
La chn on vn bn m bn mun thay i v tr ln hoc xung, n v gi
phm Shift-Alt ri dng phm mi tn ln hoc xung iu chnh li v tr ca
on vn bn.
Xo thng tin c nhn
Cc tp tin vn bn ca MS Word c cha nhng thng tin n c th tit l thng
tin v bn. Microsoft cng cho ra cng c xo b nhng thng tin n ny
Remove Hidden Data trn trang web ca mnh. Tuy nhin cng c ny hi kh s
dng. Vy xo b nhng thng tin n ny bn hy lm theo cch sau y.
Trc khi ph bin tp tin vn bn, bn hy dng ng dng WordPad (Start | All
Programs | Accessories) m vn bn ra trc v lu li vn bn di dng
Rich Text Format (.rtf). Cui cng bn ch vic i phn m rng ca tp tin vn
bn tr li dng Word. Ly v d bn lu tp tin thnh test.rtf, i li sang
dng Word bn dng lnh rename chuyn li thnh test.doc.

106 th thut vi Microsoft Office - Phn 3 - 22/7/2005 8h:15

Microsoft Word
V mt ng thng
Bn hon ton c th d dng k mt ng thng ngang vn bn ca mnh mt
cch rt n gin nh sau
- Bn g lin tip 3 du gch ngang (-) ri n Enter bn s c mt ng k n.
- Bn g lin tip 3 du gch di (_) ri n Enter bn s c mt ng k m
- Bn g lin tip 3 du bng (=) ri n Enter bn s c mt ng k i.
My tnh c sn trong Word
Bn c bit l bn hon ton c th b sung thm mt my tnh vo trong Word
khng? ng hon ton c th v s gip bn thm phn thun li trong cng vic
hn rt nhiu.
Trong MS Word vo View | Toolbars | Customize hoc bn c th nhp chut phi
ln bt k thanh cng c (toolbar) no ri chn Customize. Trong ca s
Customize - bn c c hi lm quen vi ca s ny trong phn trc ca bi
vit - bn hy chn Tools bn khung Categories bn tay tri v chn biu tng
Tool Calculate trong khung Commands bn tay phi. Bn nhp v gi chut tri
ln biu tng ca Tools Calculate ri ko v th ln bt k thanh cng c no m
bn thch.
By gi bn c d dng thc hin cc php tnh trong Word bng cch g vo php
tnh ca ri la chn ton b php tnh, nhp chut vo Tools Calculate ri n
Ctrl-V dn kt qu vo.
Tun ho Smart Tags v Spelling, Track changes
Bn bao gi b cc dng gch chn long ngong mu xanh mu lm phin
cha? Bn cha bit l n t u xut hin? N chnh l tnh nng kim tra li
chnh t v kim tra li ng php trong MS Word. Tnh nng ny ch c hiu qu
i vi cc vn bn ting Anh cn i vi cc vn bn ting Vit th tht l mt
iu v cng phin phc. loi b phin phc ny bn hy vo Tools | Options
ri chuyn sang mc Spelling & Gammar. Trong mc ny bn b du kim trc
Check spelling as you type v Check grammar as you type, sau l Ok l xong.
Smart Tags c th ni l mt trong nhng tnh nng mi tng i hiu qu trong

cc phin bn Word mi y. Tuy nhin nhiu lc ngi s dng cng thy kh

chu v cc tag ngy, s in thoi, copy-paste lin tc hin ra. Nu bn khng
a Smart Tags hy vo Tools | AutoCorrect Options v chuyn sang mc Smart
Tags trong ca s AutoCorrect Options v b du kim trong nhng loi Smart
Tag bn khng mun hin ra.
Cn mt tnh nng na trong Word cng c nhng dng k mu long ngong
gy kh chu rt nhiu l Track changes. Tnh nng ny thc s c hiu qu khi
bn ngi khc sa vn bn ca bn. Nhng thay i s c Track changes
ghi nhn v lit k ngay trong vn bn. b i bn hy vo View ri b nh du
trc Markup l xong.
Status Bar c g cho bn?
Bn bao gi n thanh trng thi (Status bar) trong Word cha? N
cng c kh nhiu iu th v . Nhng nu Word ca bn cha h c Status
bar th bn hy vo Tools | Options chuyn sang mc View. Trong mc ny
bn n phn Show v nh du kim vo Status bar l xong.
Thanh trng thi ng nh tn gi ca n cho bn thy thng tin v vn bn ca
bn, th t trang hin thi ca bn, phn, dng, to con tr chut . Nhp p
chut ln S th t ca trang bn s gi c menu Go to.
Bn cnh , trn thanh trng thy bn cn thy c REC TRK EXT OVR.
Nhp p chut ln bt c mc no bn s bt tnh nng ln. Nhp p chut
ln REC bn s bt tnh nng ghi macro hay cn gi l thao tc t ng, TRK s
gip bn theo di ghi nhn mi thay i m bn sa ln vn bn gc, EXT cho
php bn c th la chn vn bn m ch cn dng phm mi tn ln xung sang
phi sang tri v OVR s bt tnh nng ghi tc l mi k t bn g vo s thay
th cho k t lin k n thay v xut hin ngay bn cnh.
Tu bin AutoText
Chc hn l bn thy nhiu khi Word t ng thay th v gi gip bn
nhng cm t kiu nh "Best Wishes", Best regardsy chnh l tnh nng
AutoText ca Word. Bn hon ton c th t mnh tu bin danh sch cc t MS
Word t ng thay th gip bn. Bn hy vo Tools | AutoCorrect Options ri
chuyn sang mc AutoText. Trong ca s AutoText bn hy g cm t m bn
mun Word t ng gip bn chn vo mc Enter autotext entries here ri nhp
chut vo Add. Mun g b bt c autotext no bn hy chn n ri nhp chut
vo Delete.

106 th thut vi Microsoft Office - Phn 4 - 25/7/2005

16h:57

(Bi ny c cp nht cch y 2 gi )

Microsoft Word
Track changes - So snh cc vn bn
Bn c 2 vn bn ging ht nhau v bn mun so snh xem chng ging v khc
nhau im no? Thay v phi ngi so snh tng dng mt, th thut sau y c
th s gip bn thc hin cng vic ny mt cch nhanh chng.
Nu bn bit s dng tnh nng Track changes trong Word th tht l tin dng.
Tnh nng ny s gip bn theo di v ghi li r rng mi s thay i trong vn
bn ca bn. bt tnh nng Track changes bn hy vo Tool | Track Changes
hoc s dng phm tt Ctrl-Shift-E.
Cn nu bn khng bt Track changes t trc th lm th no c th tm ra
mi thay i khc bit trong 2 vn bn y. Vn c cch, vn l Trach changes
gip bn gii quyt mi vic.
Trong Word 2000, bn hy vo Tools | Track changes | Compare documents. Khi
hp thoi bt ra bn hy la chn vn bn bn cn em ra so snh vi vn bn hin
thi ca bn. Word s gip bn b sung nhng g c thay i vo trong vn
bn ca bn.
Trong Word XP v 2003 th c khc hn mt cht, bn vo Tools | Compare and
Merge Documents. Trong hp thoi bt ra bn hy nh du vo Legal blackline
(ngay cnh trng File name) kch hot tnh nng so snh vn bn; nu khng
Word s gip bn hp nht 2 vn bn. Qu trnh cn li l ging vi Word 2000.
Split So snh nhiu phn ca vn bn
Vn bn ca bn di hng chc hng trm trang m bn li mun so snh nhiu
phn ca trong vn bn vi nhau - chng hn phn m u vi phn kt lun?
Split s gip bn gii quyt kh khn ny.
Bn vo Windows | Split. Ngay lp tc con tr s bin thnh mt ng k ngang
cho php bn ch nh khong cch chia i mn hnh trong Word. Hy t sao
cho tht d nhn ri nhp chut tri 1 ln. Word b chia lm 2 ca s ring bit
v bn c th duyt vn bn d dng hn. b tnh nng ny bn li vo
Windows v chn Remove Split.

Bo v vn bn ca bn
C nhiu cch bo v vn bn ca bn ngn chn ngi khc m vn bn ca
bn hoc ngn chn ngi khc sa i vn bn ca bn.
C nhng cch sau y bo v vn bn ca bn.
Bn vo Tools | Options ri chuyn sang mc Security - Bn nhp mt khu vo
mc Password to open t mt khu ngn chn ngi khc m vn bn ca bn.
Nhp mt khu vo mc Password to modify ngn chn ngi khc sa i vn
bn ca bn.
Bn vo Tools | Protect Document c thm tnh nng bo mt vn bn. Trong
ca s Protect Document bn s thy 3 la chn Track changes (chng mi thay
i vi Track changes, ngi khc vn c th c v sa vn bn ca bn nhng
mi thay i s c ghi li v menu Tools | Track Changes s b v hiu ho),
Comment (ch cho php ngi khc c c vn bn ca bn v b sung thm
nhng nhn xt gi comment vo ch khng c thay i vn bn) v Form
(ngn chn mi thay i trong vn bn ch cho php thay i trong nhng phn
vn bn khng c bo v hoc trong cc form hoc trng)
t ng dn mc nh lu v m vn bn
Thng thng Word lun chn th mc My Documents l th mc mc nh
lu v m cc vn bn ca ngi s dng. Tuy nhin, Word cng cho php ngi
s dng c th thay i mc nh.
Bn vo Tools | Options ri chuyn sang mc File locations. Trong ca s ny bn
nhp chut vo mc cn thay i. V d y l thay i ng dn m v lu
vn bn mc nh th bn nhp chut vo mc Documents sau nhp chut vo
Modify v ch n th mc ring ca bn. Nhp ok l xong.
t font ch mc nh
Bn quen s dng mt loi font ch nht nh v mun ln no m Word ra th
sn sng font ch cho bn ri. Rt n gin, bn hy th th thut sau y.
Bn m bt k mt vn bn no cng c, vo Format | Font. Trong ca s Font
hin ra bn hy chn la ng kiu font ch bn quen dng ri nhp chut vo
Default gc cui bn tay tri ca ca s font, Word hi bn c mun t font ch
mc nh khng, chn Yes l xong.

Gn phm tt cho cc biu tng trong Microsoft

Word thao tc nhanh hn - 25/7/2005 8h:52
(Bi ny c cp nht cch y 10 gi )
Khi son tho vn bn vi Microsoft Word, nhiu khi bn phi cn thm vo
vn bn cc biu tng (symbol) hoc nhng k t c bit (special
character) trang tr thm cho vn bn. Vi cc k t c bit th c
gn sn cc phm tt v bn c th dng nhng phm tt chn cc k t
c bit vo vn bn.
Cn vi cc biu tng th cha c gn sn cc phm tt. Do , bn c th to
cc phm tt cho cc biu tng m bn thng s dng c th nhanh chng
chn cc biu tng cn thit vo vn bn.
Cch to cc t hp phm tt cho cc biu tng nh sau:
- Trong ca s lm vic ca Microsoft Word, bn bm vo menu Insert ri chn
Symbol....
- Hp thoi Symbol c m ra, trong tab Symbols, bn bm chn biu tng
cn thit gn phm tt.
- Bn bm vo nt Shortcut Key... m ra hp thoi Customize Keyboard.
- Trong hp thoi Customize Keyboard, bn bm chn vo Press new
shortcut key. Sau , bn bm t hp phm m bn mun dng lm phm tt cho
biu tng ny.
- Tip theo, bn bm nt Assign. Bm nt Close.
- Vi cch lm tng t, bn c th gn cc phm tt cho cc biu tng khc.
Sau ny, nu bn khng mun s dng phm tt cho biu tng no na th bn
lm nh sau:
- Trong ca s lm vic ca Microsoft Word, bn bm chn vo menu Insert >
Symbol... m ra ca s Symbol.
- Tip theo, bn bm chn biu tng m bn mun loi b phm tt tab
Symbols.
- Sau , bn bm nt Shortcut Key... m ra hp thoi Customize
Keyboard.

- Trong hp thoi Customize Keyboard, bn bm chn t hp phm tt trong

Current keys. Sau cng, bn bm nt Remove. T hp phm tt m bn
chn cho biu tng ny khng cn tc dng na.
- Bn lm tng t xo cc phm tt cho cc biu tng khc.
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