Administrative Articles

I just found several articles that could be of use to Administrative Assistants. They are on the MS Office website under Work Essentials. There are sixty four articles to browse through. There are also several other articles on a host of other topics.

Copy Copy Copy

Ever need to copy and paste a lot of different stuff but know you’ll lose the last thing you copied to the clipboard as soon as you copy the next item? Yeah I hate that. Get this nifty little program, 3D Clipboard. It’s a lifesaver.

Another thing you can do is use the scraps feature in MS Word. Helpful if you need to copy and paste the same word, sentence, or paragraph over and over again. Just size the Word window so you can see part of the desktop. Select the text you want to copy, then hold down your left mouse button and drag it to the desktop. That will create a “Scrap” on your desktop. To insert it somewhere else within the document just size the window again and drag the scrap to the insertion point.

Simple Admin Tips

I’m all about making life easier. Sometimes the quick way is the better way! I have a few tips/tricks that I’ve been using for so long and to me, are simple, so I assume that everyone knows them. Alas, sometimes I’m wrong. So just to share them:

• Running multiple programs? Dumb question, when are we not? If you hold down the ALT key and tap TAB then you can cycle through your open programs. Just keep hitting TAB until you find the program you’re looking for.
• In Windows you can open up the Windows Explorer easily by pressing the flag key (looks like a flying MS logo) and M. Pressing the flag key on it’s own opens up the start menu.
• You can insert the current date in an Excel spreadsheet by holding down CTRL and pressing the ; key.
• In Word if you need to go back to a section you were just editing, press Shift F5.
• Change your outgoing VM message every day. Coworkers and clients will know you’re in the office and not have to wonder. If you have a long meeting or training, mention that too.
• If you use Lotus Notes double clicking your right mouse button closes documents. (If you have it turned on, File > Preferences > User Preferences > Basics > Additional Options)

Getting Things Done

Most folks have (or should have) a system of keeping track of what needs to be done and what already has been done. Even if you’ve got such a great memory that you never have to write stuff down, it’s still a system.
If you keep it all in your head though that sort of thing makes it difficult for me to write about. If it works for you and you’re not forgetting stuff, then great. If that’s not working for you, then that’s what this post is all about.
You see, I have a terrible memory. I’ve forgotten how many times I’ve said “Oh, sorry, I forgot” and honestly, as an admin, that’s a very very very bad thing. We’re not supposed to forget stuff. And yet, I do. I blame my hypothyroidism. Sure it makes me fat, but it also makes me forget that I’m fat. Not the point of this post. Moving on.

• Many folks use the built in functions of Outlook or Lotus Notes. These are handy because if you get work emailed to you it can be easily copied to the in-house task function. Co-workers can also send tasks to each other. There are downsides though. If you copy the email into a new task, then you’re creating a copy of the email. Did you delete the old email? No? Now you have two. Do you have unlimited space in your inbox? Didn’t think so. So either you delete the email, which is a hassle because you may need to respond to it, or you delete the task when it’s finished which somewhat defeats the purpose. Additionally, in reference to sending tasks to each other, not everyone may be using this feature. Someone may get a task and be annoyed by having to use a feature they don’t like or understand.
• There are a multitude of task management websites out there. One of the more popular is RememberTheMilk.com which can be accessed by any computer, on your personalized Google homepage, a mobile device, and you can have SMS or email reminders sent to you. Other sites include Ta-Da Lists, Voo2Do.com, MyTodos.com, and ZenList which is powered by Tracks.
• So, what, you’re not into the online thing? Maybe you’ve decided that online stuff is so cool it’s now dorky again? There’s offline systems for you too. There’s Bill Westerman’s Getting Sh-t Done, which I’ve read through a bit and looks interesting. Another system using index cards, PocketMod.com, DIY Planner, and the Hipster PDA.

Basically there’s a ton of “systems” out there to help you get your work done. Maybe you need one or maybe you need a new one. Maybe you should stop reading this blog and get back to work.

Welcome to The Admin Blog

Welcome to The Admin Blog. I’ll be hopefully posting news, tips, tricks, and other stuff important to Administrative and Executive Assistants, Secretaries, and other Administrative Professionals. Feel free to email me with something you think I should post.