Advertising
Advertising

8 Tools That Make You More Productive With Microsoft Office

8 Tools That Make You More Productive With Microsoft Office

Word, Excel, PowerPoint, and Outlook: these are what make Microsoft Office the most used suite of tools on the market. But even Office has its limitations. There are issues that you run into on a daily basis that take time – time that could be better spent on other things. While you may have amazing apps that increase your productivity in other areas of your life, you may not be aware that there are also some great add-in tools for Office. Some of them are even free. Here are eight of the best, ready for quick download and immediate use.

1. ShapeChef

ShapeChef is a great tool recently published by Wulfsoft. It provides templates, diagrams, graphics, and a huge set of icons for PowerPoint, and the collection keeps growing. The ShapeChef site gives you an idea of all that it has to offer. There are packages from individual to large organization, and the licenses never expire.

ShapeChef adds a library pane to your PowerPoint window for quick access. The elements are organized into categories, or you can use the search feature to find what you want. Once you have found a suitable image or icon, drag and drop it from the library pane into your PowerPoint slide. It’s that easy.

There are other benefits too. You can add your own images to the library and, of course, share with others so that everyone benefits from your creations. This feature makes it easy to maintain consistency throughout your team or organization.

The best part? No more searching all over the web for an appropriate image and worrying about attributions.

2. FlowBreeze

If you are sick of trying to develop flowcharts with drawing tools and arrows that never quite end up in the right place, you can give up all of that hassle by using FlowBreeze. This incredible tool is an add-in for Excel that makes it easy to create flowcharts that look completely professional.

Advertising

All you need to do is enter the text and the tool automatically generates the shapes for each step. Each shape and piece of text is formatted and the symbols are perfectly aligned with connecting arrows put in place automatically. Even better, there is a “text-to-flowchart” wizard that will convert an existing Word file into a chart. With FlowBreeze you can:

  • Start creating quickly using the easy-to-follow startup guide;
  • Use 84 built-in formats to style your own symbols;
  • Choose from 21 formats for connectors: straight, elbow, or curved;
  • Insert pictures right onto the symbols;
  • Export finished flowcharts in your choice of five picture formats; and
  • Save charts as Excel files so that others can view and edit them.

After a 30-day free trial period, you can purchase either a single-user or site license. It’s a one-time payment.

3. ASAP Utilities

Definitely not a new kid on the block, ASAP Utilities is an Excel add-in that fills the gaps and helps with those things you can’t do with plain Excel. It has been around for 17 years and was just updated to its latest version (5.6) in December 2015. You really have to visit the ASAP Utilities site and view some of the videos that demonstrate all of its features. Then hop on over to the customer reviews page and see what the pros currently using it are saying.

There are over 300 features – too many to name here – but suffice it to say that you will save bundles of time using them. For example, have you ever wanted to transpose a column into multiple rows so that you could create a table? ASAP Utilities makes it so easy.

While the number of features may seem overwhelming, you can just pick and choose those you need as you need them. Follow the simple instructions, and ASAP Utilities will save you both time and stress.

4. Wikipedia Add-In

So, you are writing along, composing maybe an essay or a piece of content for your blog, and you need some basic information about an artist, a city, or a book. You could stop what you’re doing, go online and access Wikipedia to get that information, and then copy what you need, go back to your Word document, paste it in, and then rephrase to put it into your own words. Talk about a lot of interruption to your flow of work. And so unnecessary.

Advertising

With the Wikipedia Add-in app, you can access Wikipedia information right from your Word file, saving time and hassle. When you type in your search term, the app automatically searches the Wikipedia database and provides the results in a task pane. You can then choose to view text, images, or both. Even better, you can select a quote and it will be automatically inserted into your Word document.

There are a few system requirements for this free app: Internet Explorer, plus Word or Excel 2013, Word or Excel online, or Word or Excel for iPad. That’s it.

  • The Wikipedia add-in is available in over 20 languages.
  • If you are looking for the quickest way of accessing reference material, there is no better tool than this.
  • To get started, just access the site and click “Add.” Done and done.

5. Office Tabs

Working with multiple documents at one time is a bit of a hassle in Microsoft Office. You have to go back and forth between different windows to gather and insert information into Word, Excel, or PowerPoint.

Office Tabs lets you open all the documents you need at once in a single window and view each document as a tabbed file. And it works with all editions of Microsoft Office from 2003 forward. There are three components to the tool: Tabs for Word, Tabs for Excel, and Tabs for PowerPoint, so you can pull up documents from any of those three sources to view together.

The tool allows you to work with all of the files and then close them all with one click (it’s still possible to close them individually, if needed). You can also save pending changes for all documents with a single click on “Save all.”

Just a few of the other features include:

Advertising

  • The ability to customize your tabs using any of the eleven styles provided;
  • Whole file names (currently, if your file name is too long, it will be cut off; Office Tabs will display the full name);
  • Small file size, so the performance of Office is not slowed down in any way; and
  • Lots of shortcuts.

Access the site, take a look around and download either the free basic edition or the enterprise edition, which obviously offers additional features. With a permanent user license, you also get free updates and support for two years. You’ll find a tutorial on the site too.

6. Kutools for Outlook

This one offers a huge number of features to be used with Outlook designed to streamline your email-handling and save you so much time. Basically, Kutools for Microsoft Outlook provides features to simplify all the mundane tasks that you have to perform every day, such as:

  • Creating automatic “out of office” replies;
  • Creating automatic CC and BCC customizations for those forwards;
  • Forwarding several emails at once; and
  • Sorting through junk mail with better filters.

With a single click, you can also:

  • Search for all emails from a sender, an email address, or a domain;
  • Reply to or forward several emails all at once;
  • Delete all emails from a sender or with a specific subject line;
  • Delete duplicate emails, contact names or email addresses; and
  • Block senders, subjects, or by body keywords.

A lifetime license will also give you free upgrades and support for two years. Multiple licenses come with discounted pricing.

If email takes up a large chunk of your work day, you need this tool.

7. E-Mail Follow-Up

This is another very simple add-in tool for Outlook. If email is an important part of your professional work, then you understand the frustration of sending an email, expecting a reply and then not getting one, or even forgetting that you sent that email and needed a reply. It’s an easy thing to forget when you’re busy. And failure to follow-up can affect productivity down the road, when you realize that you cannot move forward without that response.

Advertising

E-Mail Follow-Up will make sure that you never forget about that needed reply. When you send your email, you can schedule a reminder to send a follow-up email. If you receive the reply, or even a phone call, before the calendar date you set, just delete the follow-up reminder from the calendar. It’s simple, streamlined, and will save you time checking and re-checking your sent emails to see when you sent messages and to whom those messages were sent.

This tool will add just two buttons to your Outlook message editor. For a single-user license ($24), you will get lifetime use, new versions, and support for one year. You can download a free trial version first to see if it works for you.

8. Onetastic for OneNote

Free is always good, and that is exactly what Onetastic for OneNote is. If you already have Microsoft’s digital note-taking app OneNote and love it, you will be thrilled with this add-in that gives you even more functions. Onetastic allows you to:

  • Perform repeated tasks automatically,
  • Download additional macros as needed,
  • Set up calendar views for your OneNote pages,
  • Crop or rotate printouts and images,
  • Set up custom styles, just as Word does, and
  • Set up menus and tables of contents.

Videos and tutorials are available on the website, along with an FAQ section.

We are all looking for ways to boost our productivity, especially at work, and we all use lots of different methods for getting more organized and less stressed. Now, however, there are tools that can streamline the work itself. That’s a big plus.

More by this author

Elena Prokopets

Elena is a passionate blogger who shares about lifestyle tips on Lifehack.

7 Ways To Learn a New Language Faster (Backed by Science) 22 Amazing Pineapple Health Benefits (With Simple Pineapple Recipes) 15 Cool And Practical Apps For Couples 14 Things No One Tells You About Being in a Long-Distance Relationship 9 Tips to Prepare For Your First Multi Day Hike

Trending in Productivity

1 10 Good Habits To Have in Life To Be More Successful 2 What Is Creativity? We All Have It, and Need It 3 How to Set Long Term Goals and Reach Success 4 Easily Distracted? Here’s How to Regain Your Focus 5 Why You Need to Set Future Goals (And How to Reach Them)

Read Next

Advertising
Advertising
Advertising

Last Updated on January 24, 2020

10 Good Habits To Have in Life To Be More Successful

10 Good Habits To Have in Life To Be More Successful

Habits are behaviors and patterns that you showcase by default. They enable you to carry out crucial activities like taking a shower, brushing your teeth, getting prepared for work.

Interestingly, you follow this routine every day without considering them. Your unconscious habits create room for your brain to perform more advanced activities like problem-solving and choosing what book to read.

Everyone has habits, and several of those habits are activated every day. I would classify them into three groups:

  • The first category includes the habits that you hardly notice as they have become a major part of your life- such as brushing teeth or wearing clothes.
  • The second category comprises good habits to have to be more successful-like eating healthily, exercising your body and reading books.
  • The last group consists of those habits that are harmful-like procrastinating, smoking or overeating.

Habits are fundamental to becoming successful in life — or probably ending up a failure. Yet, as significant as habits are, some lack the knowledge of their capabilities.

Habits are default activities that you engage in without giving an afterthought. They are automatic behavioral or mental activities. They help you carry out some actions without exerting too much energy. They simplify your life.

Several people aspire to break bad habits. For instance, some people diet to stop overeating. They exercise to reduce obesity. Habits can hinder or impact your performance and productivity.

That’s why I would share 10 good habits to have to be more successful in life.

1. Begin Your Day with Meditation

I recommend mindful meditation early in the morning. This practice helps you to be in the present moment. Consequently, it enables you to be mindful of challenging situations during the day.

Different stressors may trigger as you go through the day; meditation helps you to remain calm before taking on the challenges.

Personally, it helps me to devise strategies and think about ideas. Meditation is a good habit to have if you want to be connected to what’s significant in your life.

Advertising

2. Be Grateful for What You Have

Sometimes, you waste time thinking of what’s not enough. You become immersed in those daunting challenges. However, challenges justify the presence of hope. When you have life, you have expectations. You will be free from challenges when you are six feet under. The only strategy you have to stop focusing on your problems is to focus on what you have.

Gratitude is a time-tested pathway to success, health, and happiness. It redirects your focus to what you have from what you lack. Here’s what James Clear does every day,[1]

“I say one thing I’m grateful for each day when I sit down to eat dinner.”

3. Smile

Can you pause and smile before you continue reading this?

Now here is what just happened based on research conducted by the Association for Psychological Science; you set a pace for living a happier life when you smile. A genuine smile or what’s called a Duchenne smile is a good habit to have if you want to find spiritual, emotional and mental peace of mind.[2]

Smiling induces the release of molecules that function towards fighting stress. The physiological state of your body determines the state of your mind. When you slouch or frown, your mind takes cues relating to unhappiness and depression. But, once you adjust yourself by putting up a smile, you begin to feel a new level of excitement and vibrancy.

Can you smile again?

4. Start Your Day with a Healthy Breakfast

Starting your day with a healthy breakfast is a good habit to have and forms a crucial part of your life. Nevertheless, about 31 million Americans skip their breakfast each day.[3]

If you are fed up hearing that breakfast is a crucial component of your day, you are only fighting the truth. If you want to become more successful, you need to ‘break your fast’ with healthy foods every morning.

This habit is not difficult to form if you usually rush out the door every single morning. You can wake up earlier to fix yourself a meal so you don’t break down during the day.

Advertising

Get inspired by these 20 Healthy Breakfast Choices That Will Save You Time.

5. Exercise Daily

One of the good habits to have is to exercise your body and muscles every day. You don’t have to run a marathon or lift a weight. You only need to engage in less strenuous activities that oxygenate your blood and inject endorphins in your body.

Jack Dorsey, the CEO of Twitter, classified exercise as a good habit to maximize his already jam-packed schedule.[4] He said,

‘I wake up by 5, meditate for 30 minutes, seven-minute workout times three, make coffee, and check-in.’

He said on Product Hunt that he follows this routine every day as it gives him a steady-state that empowers him to be more productive.

6. Manage Your Time as You Manage Your Finance

Another good habit is the act of managing your time effectively. This goes a long way to impact your achievement.

Time management is what separates the successful from the rest of the world as we all possess the same amount of time. How you leverage time determines your potential to succeed in life.

So how do you manage your time effectively?

Here’s Jack Dorsey’s recommendation in one of the Techonomy events;

“I accomplish effective time management by theming my days and practicing self-discipline. These themes help me handle distractions and interactions. If a request or task does not align with the theme for that day, I don’t do it. This sets a cadence for everyone in the company to deliver and evaluate their progress”.

And this is Dorsey’s weekly theme:[5]

  • Monday – Management
  • Tuesdays – Product
  • Wednesday – Marketing and growth
  • Thursdays – Developers and partnerships
  • Fridays – Culture and recruiting
  • Saturdays – Taking off
  • Sundays – Reflection, feedback, strategy, and preparing for Monday

No wonder he was able to run two companies when others were struggling with one job.

7. Set Daily Goals with Intentions

Everyone has goals. It may relate to business or personal life. The truth is, we’re all tending towards a particular direction or another. Nevertheless, while long-term goals can offer you direction, it’s your daily goals that you establish that help you develop short-term goals that are essential for your success.

Long-term goals may not give you the motivation you need to keep on. But when you implement your short-term milestones daily, you become fired up, and you can overcome the challenges that come with taking on bigger tasks.

Here’s the main truth:Successful people don’t set goals without establishing their intentions. According to Jennifer Cohen of Forbes,[6]

“What helps you to achieve your desired expectation is ensuring intentions accompany your daily goals.”

Be intentional about your daily goals!

8. Seek Inspiration

It is usually difficult to be inspired for a considerable length of time. Sometimes, you become discouraged and feel like giving up on your goals when things are not working out as intended.

A practical approach to stay on top of the situation is to inspire yourself each day. When you wake up in the morning after meditation, watch some motivational videos, and let the story of great leaders inspire you.

Establish what Anthony Robbins called the ‘hour of power.’ Determine how many minutes you spend but make it count. Inspiration is the fuel for achievement because when you can conceive it in your mind, you can accomplish it.

Advertising

Michal Solowow, an investor and the founder of Mitex, a construction company puts it this way,[7]

“The problems I encounter in everyday life motivates me to find solutions. This is a self-propelling mechanism. becoming a billionaire was never a motivating factor.”

9. Save Steadily, Invest with All Prudence

I can exhaust the good habits to have without talking about saving and investing. Most times, you overlook the significance of saving for the future when you are living in your present moment. According to CNBC, a $1000 emergency will propel several Americans into debt.[8]

However, it is not enough to save, and you must invest your fund and be wise with it. If you pay attention to this now, you will set yourself for a life of success in the future. Ensure you save at least six months in your emergency account so you can be prepared for any future emergency.

10. Budget and Track Your Spendings

Benjamin Franklin warned of taking the precaution of little expenses. He said,

“A small leak sinks a great ship.”

It is easy to discard little expenses, but the truth is they always add up. This happens when you fail to budget.

Budgeting is a good habit to have, which can impact your financial life significantly. The money you spend on extravagant lifestyles can be saved and invested in your future.

The Bottom Line

Endeavor to cultivate these good habits to have to become more successful as you journey through life. The quicker you cultivate them, the faster you achieve your goals.

More About Habits

Featured photo credit: Andrijana Bozic via unsplash.com

Advertising

Reference

Read Next