I am a Silicon Valley Venture Capital Executive Assistant writing about Executive Assistants / Admin Assistants. © Bhavana Kumar

Posts Tagged: MS Excel

Quick Access Toolbar in MS Office

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3 months ago    |   Tags: MS Outlook MS Office MS Excel  

I am constantly trying to find helpful shortcuts that can make me a more productive Executive Assistant. One thing I use is the Quick Access Toolbar which allows me to add the commands I use more frequently to the toolbar highlighted below. This in turn helps me eliminate a few extra clicks and save time. There are two possible locations to display this: above or below the Ribbon. I currently have it set at below. 

The Quick Access Toolbar is independent of all the commands you have in the Ribbon. If you look at the image you will see small icons of commands I use more than others. The More Commands option let’s you add additional commands and customize the toolbar further. The Quick Access Toolbar is available in all the MS Office products (MS Outlook, MS Excel, MS PowerPoint, MS Word and MS Access). 

I work on MS Office a ton as an Executive Assistant. But I am think this will help Admin Assistants or anyone who uses MS office. Play around with this a little and see if it helps! :)

Sort Data in Excel 2007

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3 months ago    |   Tags: MS Excel  

As an Executive Assistant I work on MS Excel a lot. I am constantly doing something on it. Here I mention how to sort data in Excel 2007. I have listed some methods I personally use to sort, filter or format data in Excel.

  • Ascending order (A-Z) or descending order (Z-A).
  • Multiple Columns. 
  • Auto filter.
  • Custom sort using cell color.

To sort data click on the DATA tab in the ribbon. Now you can choose what method you’d like to use. 

I have to create and edit large spreadsheets, so I prefer using the below method. Here I can rank the sort order of the columns. For example, if I am working on a contact list I can sort by “First Name”, “Last Name”, “Company”, “Country of Residence”, “Email”, etc. Try and see what works for you. 

Export Contacts From Outlook To Excel

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1 year ago    |   Tags: Contacts MS Excel MS Outlook  

If you work as an Executive Assistant or Administrative Assistant, knowing how to export contacts from Outlook to a Excel spreadsheet is very important. It is extremely easy and as always I try to include as many screenshots as possible to make it that more easier.  

  • Open outlook click file and then click on import and export.
  • Click the option export to a file when the dialog box opens ant then click next.
  • Select Microsoft Excel 97-2003 option and then click next.
  • Select the contacts folder you wish to export and then save where you generally like to save stuff.
  • After you type in the name of the excel sheet, click save and then hit finish!