Tech It Out Tips

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December 3, 2014
by Rachael Inake
0 comments

Edit MS Office files with Google Office Editor

Google Drive can store non-Google file types like MS Office files, let you preview them, and let you convert them to an editable Google Doc format. But did you know that now you can edit MS Office files (without converting them to a Google Doc) using the Google Office Editor extension in Google Chrome? Read on…

Google Office Editor

  1. Download and install the Google Chrome browser (if you don’t already have it).
  2. Launch the Google Chrome browser. (Make sure you’re not in incognito mode.) Click on this link to access the Google Office Editor Chrome extension in the Chrome store. Click the button to add the extension to your Chrome browser.
  3. With the extension installed, log into your Google Drive account. (Click to access your Google Drive or Google@UH Drive account.)
  4. If you’re not already in the “new” Google Drive interface, go to your settings and switch to the new Drive.
    new-google-drive
  5. Now that you’re in the new Drive interface, double-click your MS Office file to open it. (If you need to upload a MS Office file, first, click on the “New” button in the left menu to upload your file.)
  6. The MS Office file should open in Google Docs using the Google Office Editor extension, but now you’ll see a formatting toolbar which indicates you can edit the document.
    editable-word-doc-in-google-drive
  7. Make necessary edits. Google Docs automatically saves your changes as you’ll see at the top of the formatting toolbar. It will say “Saving…” and then say “All changes saved in Drive”.
  8. Since your MS Office file is in your Google Drive, you can share the file with others (to preview and download) by clicking the blue “Share” button in the top-right area of the doc. However, others shared on it with edit access won’t be able to edit the MS Office file in Google Docs unless they use Google Chrome and have the extension installed too. (Or they can convert the file to a Google version to edit in Google Docs.)

More…

If you right-click on your file listed in Drive, there are a bunch of other things you can do with it such as: share, move to a folder, preview, make a copy, download, etc. (Note: There are icons that indicate the file type. “W” is for a Word doc vs. the blue square icon is for a Google Document. “X” is an Excel file vs. the green square icon is for a Google Sheet, etc.)

  • If you wish to download the MS Office file from Drive, go to your Drive, right-click on the file and click on “Download”. Save it to your desired location.
    download-file-drive
  • If you want to just preview the MS Office file and not open it to edit, right-click on the file listed in Drive and click on “Preview”.
    preview-file-drive
  • If you want to share and have others edit/collaborate on a MS Office file, it is recommended to convert it to an editable Google version. (You can always download it as a MS Office file type later (see above) if you need it in that format or want to do additional things in MS Office.) To create a Google Doc copy/version of the MS Office file, right-click on the file listed in Drive and click on “Open with” and click on the appropriate Google file type. For instance, if it’s a Word file, open with Google Docs. If it’s a PowerPoint file, open with Google Slides, etc. Doing so will keep your original MS Office file and create a Google-version copy of the file which you can then edit, share, and collaborate on with others.
    convert-to-google-docs

 

February 26, 2014
by Leanne Riseley
0 comments

Apply or remove highlighting in a document

Highlighting text in a document can be done easily and quickly, saving you time in finding important sentences or passages. The following are step-by-step instructions on applying and removing highlighting in both MS Word and Google Docs.

MS Word

Apply Highlighting

  1. Select the text that you want to highlight.
  2. On the Home tab, in the Font group, click the arrow next to Text Highlight Color.
  3. Click the color that you want.

ZA010153906

Removing Highlighting

  1. Select the text that you want to remove highlighting from, or press CTRL+A to select all of the text in the document.
  2. On the Home tab, in the Font group, click the arrow next to Text Highlight Color.
  3. Click No Color.

Google Docs

Apply Highlighting

  1. Select the text that you want to highlight.
  2. Click the Text Color icon.
  3. Click Highlight.
  4. Click the color that you want.

highlight

 

 

 

 

 

 

Removing Highlighting

  1. Select the text that you want to remove highlighting from, or press CTRL+A to select all of the text in the document.
  2. Click the Text Color icon.
  3. Click Highlight.
  4. Click None.

February 12, 2014
by Leanne Riseley
1 Comment

Timesaver: Save Commonly Used Documents as Templates

clock_partIf you frequently create similar documents, such as memos, rubrics, or chapter reviews, it’s tempting to  open an earlier file of that type, edit key sections, then save it with a new name. But there’s a better way to go about it that will prevent you from accidentally leaving parts of your original file in the new version.

Simply save your base document as a template. This lets you reuse the parts you want quickly, while protecting the original and preventing you from accidentally leaving parts of the original behind.

To save a document (or any Office file) as a template, start with any document you have already created or build a brand new one.

  1. Click File –> Save As.
  2. Type a name for your template in the File name box.
  3. For a basic template, click Word Template in the Save as type list.  If your document contains macros, click Word Macro-Enabled Template.
  4. Click Save.

Now, if you want to use your template, when you start a new document, click File –> New –> Personal, select your template and the new document will be based on that template.

Modified from Microsoft Word Help

 

 

 

January 28, 2014
by Leanne Riseley
0 comments

Use Format Painter in MS Office to Replicate Formatting

Do you have formatting in one part of your document that you want to apply elsewhere? You can “copy” one or multiple characteristics of text (bold, color, font size, etc.) by using the Format Painter which copies formatting to another selection of text.

To do this:

  1. Select the text you like the look of by highlighting it. Click Format Painter, and then highlight the text you want to change.

FormatPainter2. If you want to copy the formatting to more than one selection of text, double-click instead of single-clicking Format Painter.  It keeps the Format Painter “active” which allows you to repeat it in multiple locations. To exit the Format Painter, press Esc. or click on the Format Painter icon again.

In addition to text, Format Painter also works on shapes, cells, or picture borders, and applies it to the second. You can easily apply the same formatting wherever you want in your document with a couple of clicks. This applies to all MS Office Applications.

Video Tutorial (2 min) on using Format Painter

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