office

What "Office" Means Here

Productivity software: Microsoft 365, Google Workspace, and office administration.

Spreadsheets (Excel / Google Sheets)

Formulas people actually need: - VLOOKUP / XLOOKUP — lookup value in table, return another column - SUMIF / COUNTIF — sum/count with conditions - INDEX/MATCH — more flexible than VLOOKUP - IF with AND/OR — conditional logic

Common problems: - VLOOKUP returns #N/A → check for spaces, data types, exact match setting - Formula works in one cell, breaks when copied → missing $ for absolute references - Dates sorting wrong → format as actual dates, not text

Pivot tables: Right-click data → Create Pivot Table → drag fields to rows/columns/values.

Documents (Word / Google Docs)

Formatting essentials: - Use Styles (Heading 1, 2, 3) for structure — enables automatic TOC - Page numbers starting on page 3: Insert break → Different First Page → start numbering - Different headers per section: Section breaks, unlink from previous

Mail Merge: 1. Prepare data source (Excel with columns: Name, Address, etc.) 2. Word → Mailings → Start Mail Merge → Letters 3. Insert Merge Fields where dynamic content goes 4. Preview Results → Finish & Merge

Presentations (PowerPoint / Google Slides)

Professional basics: - Slide Master for consistent styling (View → Slide Master) - 6x6 rule: max 6 bullets, 6 words per bullet - One idea per slide

Animations: - Entrance animations for bullet reveal (Appear > Fade > Fly In) - Timing: On Click vs After Previous - Keep it subtle — animation should aid, not distract

Presenter View: F5 to present, use Presenter View to see notes while audience sees slides.

Office Administration

For those managing physical office operations:

Supplies & Inventory: - Track with simple spreadsheet: Item, Quantity, Reorder Point, Supplier - Set calendar reminders for regular orders - Bulk ordering usually 15-30% cheaper

Vendor Management: - Cleaning, maintenance, IT support contracts - Document SLAs and contact info in shared location - Review contracts annually for renegotiation

Space Planning: - Hot-desking: Use booking system (even a shared calendar works) - Meeting room: Clear naming, visible displays, 15-min buffers

Quick Reference