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Janet's Weekly Tips, Tricks & Reminders

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Tip #60:

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Word 2010 and PowerPoint 2010: Great graphic tools

For those of you who let me know how exciting last week’s tip was…Thank You. But…fasten your seatbelts…this one is even more exciting. I kid you – not. This tip comes in two parts – it’s just too long for one tip. I’ll cover the second part next week. No whining, please.

Scenario: I want a different picture for the top of this week’s eTip. But the only one that is close to what I want to use is this one. I like the goofy hat – but I don’t want my backyard (obviously taken before the snow flew…here’s what it looks like now) included in the pic.

Word 2010 & PowerPoint 2010 (sorry…no earlier versions…tell that cheap boss to upgrade) has a quick and easy solution – as per this pic below.

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  1. Add the picture that you want to manipulate to your Word document or PowerPoint slide. (On the INSERT tab – click PICTURE – go find the photo – and double-click it).
  2. Notice that when the picture is selected, you have an additional TAB at the top of your screen…the PICTURE TOOLS – FORMAT tab. Just take note of that fact for a moment.
  3. This next step is important – I discovered just today how important it is…more on that later. You need to RIGHT-CLICK the image and choose WRAP TEXT then choose SQUARE (or TIGHT – but frankly, SQUARE works better for this exercise – so just do as you’re told).
  4. Now – look at the PICTURE TOOLS – FORMAT tab. Make sure it’s ribbon is displayed: just because it’s visible doesn’t mean you’re “on” it. (Hint: you can always just double-click the image to quickly display the PICTURE TOOLS – FORMAT tab ribbon if it’s not visible).
  5. Click the REMOVE BACKGROUND button (the first button on the PICTURE TOOLS – FORMAT tab). A pink filter will appear over parts of your picture. Take note of the internal edit handles (white squares and circles) that appear.
  6. In the interest of (me) getting some work done today…I’m not going to go into great detail…you’ll have to play with it beyond what I show you now:
    1. Drag (with your mouse) these internal handles to ensure that NO portion of the pic that you want to keep is outside these handles. Often – that will be enough for Word/PPT to recognize the portion of the pic you want to keep. But not always.
    2. If there are pieces of the pic (inside the internal edit handles) that are covered in that pink haze – you’re going to lose them, so: click the MARK AREAS TO KEEP button and DRAG the mouse across any area that you want to keep. As you release the mouse button you will see your progress and can either move on or UNDO and try again. See the lines that created in the sample here…and the PLUS SIGNS on them…that mean “add” or “keep”. Repeat until every part that you want to keep is pink-haze-free.
    3. If there are pieces of the pic that you want rid of (see the bits of forest on either side of my head in this pic at the right?) – then you need to: click the MARK AREAS TO REMOVE button and DRAG the mouse across any area that you want rid of. As you release the mouse button you will see your progress and can either move on or UNDO and try again. See the lines that created in this smaller sample here…and the MINUS SIGNS on them…that mean “remove”.
    4. When you are as happy as you think you can be with the photo – click the KEEP CHANGES button. There you go!
Like I said…the finishing touches…next tip.
Word 2010 training onsite

Word 2010 training onsite

Word 2010 training onsite

Word 2010 training onsite

Office 2010 training

Word 2010 training onsite



Tip #61:

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Word 2010 and PowerPoint 2010: Great graphic tools – PART 2

This continuing tip will deal with CROPPING and LAYERS.

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When you use the REMOVE BACKGROUND feature you will likely end up with a graphic frame that is now bigger than you need. So...CROP the image:

  1. Make sure the image is selected (surrounded with edit handles).
  2. On the contextual PICTURE TOOLS – FORMAT tab that appears – click the top portion of the CROP button located towards the end of the ribbon. The graphic image will be surrounded with crop handles (as shown here).
  3. Drag the crop handles until the frame better fits the image.
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  1. When the frame better fits the image – click the top portion of the CROP button again…to finalize the procedure.
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Now…if you’d like you can apply this newly-cropped image to another image. Here you can see the penguins in my backyard.

Just drag the one image (penguins) onto the other image (backyard).

Now...if you happened to have added the penguin image to your document before the backyard image you’ll likely see the penguin image obscured (behind) the backyard image. That’s because the more recently-added image is considered to be the upper layer. It doesn’t look like you’re working in layers…but as soon as you add more than one image to your document…you are.

Simply RIGHT-CLICK the obscured image – and choose BRING TO FRONT. It should rectify the situation. If it doesn’t – then RIGHT-CLICK the image doing the obscuring and choose SEND TO BACK.

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Have fun.

Tip #62:

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PowerPoint 2010: Uniform Graphic Duplication

Not something you'll use alot...but don't whine...it's a tip!

When you have a graphic image on a slide - and you've made it the perfect size and shape, etc...and you'd like a second (identical) shape...rather than COPY and PASTE it...you can DUPLICATE it.



Tip #63:

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Windows 7: Keyboard shortcuts

I’m kind of cheating here…these keyboard shortcuts are part of the handout given to those who attended last week’s webinar-instead-of-a-tip session.

But hey…beggars can’t be choosers!

FUNCTION STEPS NEEDED
Start-up Windows Explorer E
MAXIMIZE a window (mouse...keyboard) ...or double-click the title bar of a non-maximized window
MINIMIZE a window (mouse…keyboard) ...or double-click the title bar of a maximized window
Snap a window to LEFT side of the screen
Snap a window to RIGHTside of the screen
Show Desktop – minimizing all programs D (pressing it again returns you to program you were working on)
Lock the computer L (assign a password to your username to really take advantage of this)
Flip 3D (flip toggle through all windows) Hold down the while you repeatedly tap the [TAB] key
Show Desktop – temporarily
(mouse…keyboard)
[spacebar] (hold it down – then release)...or hover (the mouse) over the SHOW DESKTOP button (very end of taskbar). Move away from it to resume your work
Zoom IN (any program or website) Hold down the [CTRL] key and roll with your mouse scroll wheel forward
Zoom OUT (any program or website) Hold down the [CTRL] key and roll with your mouse scroll wheel backwards


Tip #64:

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PowerPoint 2010: Borrowing Design Themes from Other Presentations

When is this especially handy? If you have presentations that:
  • You’ve made (and saved) from past versions of PowerPoint – using a theme that is so longer available in the newer version of PowerPoint; or
  • Were created specifically for your company or agency and you would like to use the same theme – but don’t know where to access it.

Where do I start?
  • To apply the new (incoming) PowerPoint design theme to ALL slides in the current presentation – be in NORMAL view.
  • To apply the new (incoming) PowerPoint design theme to only one or more specific slides – be in SLIDE SORTER view and make sure these specific slides are selected.
  1. Click the DESIGN tab.
  2. Click the MORE button (shown here) at the end of the Themes gallery.
  3. Choose BROWSE FOR THEMES (bottom of drop-down window).
  4. When the CHOOSE THEME OR THEMED DOCUMENT window appears, go find the PowerPoint presentation that uses the design theme that you want to apply to this presentation.
When you find the presentation, either double-click it or click on it once and click the APPLY button. The design will be applied to the appropriate slides.

Tip #65:

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iPhone: Making Your Own Voice Ringtones (super cool)

These ringtones can be applied to calls AND text messages. When my Nanna phones me I hear her 98-year old British voice say “Ring, ring, who’s there? It’s Nanna!” (She doesn’t quite “get” the ringtone idea). If my sister sends me a text, I hear her voice saying “Hey Jannie, read this”. And when my husband phones me on my cellphone, I hear his voice proclaiming "You're right Janet" - my personal favourite.

  1. Use your iPhone VOICE MEMOS app to record the message you want:
    1. Make sure the person you’re about to record knows what they (or you) want (them) to say.
    2. In the Voice Memos app, tap the red RECORD/PAUSE button (red circle at bottom-left) to begin recording – you’ll hear a “ding” to indicate that it is recording.
    3. Have them say what they want to say – then the STOP button (black square) at the bottom-right corner of the screen. You’ll hear another “ding”.
    4. The STOP button now has a bunch of lines on it – and is now LIST VIEW – tap it. A list of your recorded memos will appear – with this latest one at the top AND you’ll hear it play.
  2. Email yourself that voice memo from your iPhone to the computer on which you sync with iTunes:
    1. With the voice memo highlighted (in blue) – tap the SHARE button at the bottom of the screen.
    2. Tap the EMAIL button that appears.
    3. Type your email address into the TO box. Add a subject like “Phil’s phone voice” – and tap SEND.
  3. Now, go to the computer that you sync (iTunes) with - open up the email containing the voice memo that you just sent yourself – and drag the voice file icon onto your desktop (effectively copying it there).
  4. RIGHT-CLICK the icon (on your desktop) and choose RENAME – and change the extension to m4r (instead of the m4a that it came with). At the warning “If you change a file name extension, the file might become unusable. Are you sure you want to change it?” click YES.
  5. Open your iTunes program – NOT full screen (you want to be able to see iTunes AND the portion of your Desktop containing that voice icon you just copied there). PLEASE NOTE: I am assuming that you keep current and always download the latest updates to your program.
  6. If you have a TONES library (top-left) – select it. (Shown here). If you do not have one – don’t worry.
    1. If you have a TONES library - DRAG that voice icon from the Desktop to your TONES list.
    2. If you do not yet have a TONES library:
      1. Drag the voice icon from the Desktop to any part of the main iTunes window – and release. (You might see “Link” attached to your icon – ignore it).
      2. NOW click the LIBRARY drop-down (top-left corner - it might not say Library…it might display MUSIC…whatever) – and you’ll see a TONES library – and your icon.
  7. Plug your iPhone into the computer and SYNC your computer and your iPhone – making sure ALL TONES is selected in the SYNC TONES screen (before you sync).
  8. On your iPhone – open up the CONTACT to which you want to apply the ring or text tone – and tap the EDIT button (top-right).
  9. Scroll to RINGTONE (or TEXT TONE) – and tap the > symbol beside it – to display RINGTONE screen.
  10. Scroll down to the new ringtone and tap it. You’ll hear it play. And you’ll see a ✔ appear beside it.
  11. Tap the SAVE button – to return to the person’s INFO screen.
  12. You can apply a TEXT TONE for this person too if you want (I always record one message for phone calls and one for texts…hey…why not?).
  13. Click DONE.
  14. The next time that person calls you or sends you a text – you’ll hear their voice announcing the call/text. Nifty neat-o.


Tip #66:

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Word (all versions): Fast formatting tricks

PART A: Quickly cleaning up formatting you don’t want

Normally, to remove formatting you select the text that has been formatted and then proceed to toggle off any formatting features that had been applied – and choose different format settings for options that do not toggle on and off. But if you applied a lot of formatting options – this can be time consuming.

So...instead...

  1. Select the text from which you want to remove the formatting.
  2. Press [CTRL][spacebar]. All (non-paragraph) formatting (ie, bold, italics, font attributes, etc) will be removed.
  3. Or…if it’s paragraph formatting (indentation, etc) that you want removed – after you select the text, press [CTRL] Q.

PART B: Formatting your bullets (or numbers) – without formatting the paragraph text.

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Do you see how just the numbers have been formatted – not the text? To do this:

  1. Turn on the SHOW/HIDE button (this hideous creature ¶ (officially known as the pilcrow symbol (a helpful tip if you want to be more fun at parties)) in the PARAGRAPH section of the HOME tab (in Word 2007 and 2010…on the STANDARD toolbar in 2003). This will cause the paragraph (pilcrow) symbol to appear at the end of each paragraph in your document.
  2. Select all the paragraph marks:
    1. Select the first one (the order in which they are selected does not matter) – by dragging your mouse across it.
    2. Now, hold down the [CTRL] key and drag across any other paragraph marks you want to select.
  3. Now when you apply formatting – it will only apply to the numbers (or bullets, if you’re in a bulleted list)…not the text within the list.


Tip #67:

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Outlook 2010: A More Comprehensive Inbox Search

The SEARCH function in all components (mail, calendar, contacts) of Outlook has dramatically improved.

However, when you want to search your Inbox for a particular person or word – only the Inbox (not sub-folders) are searched. This is the default setting.

If you like your email organized into sub-folders – you might appreciate the odd search that includes your sub-folders in its scope:

  1. Click inside the SEARCH INBOX box located at the top of your Inbox. This will cause the SEARCH TOOLS contextual SEARCH tab to appear.
  2. In the OPTIONS section – click the SEARCH TOOLS drop-down button.

  1. Choose SEARCH OPTIONS.
  2. At the OUTLOOK OPTIONS windows that appears – click the ALL FOLDERS option (in the RESULTS section).
  3. Click OK. Any time you search for an email item – ALL your sub-folders will be included in the search.
NOTE: You won’t want to have ALL your searches incorporate all of your sub-folders…trust me. So, in order to be able to turn the ALL FOLDERS option on and off faster…consider adding the SEARCH OPTIONS button to your Outlook Quick Access Toolbar:
  1. Click the ▼ at the end of the Quick Access Toolbar – and choose MORE COMMANDS.
  2. Change the CHOOSE COMMANDS FROM option from Popular Commands to ALL COMMANDS.
  3. Click inside the left-hand panel list (to activate it) and press the letter T (to quickly advanced to all functions that start with T).
  4. Scroll UPWARDS (into the S’s) until you find the SEARCH TOOLS option (shown here).
  5. Click the ADD button between the two panels – to add the SEARCH TOOLS button to your Quick Access Toolbar list on the right.
  6. Click OK. Any time you want to turn ON (or OFF) the ALL FOLDERS option for your searches – you will just have to click this new SEARCH TOOLS button on your Quick Access Toolbar.


Tip #68:

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Excel (all versions): More Ways to Play with the Fill Handle

Yet another use for the ever-flexible Fill Handle…

Here are some fast way to insert (yes…INSERT) cells using the Fill Handle.

To insert a block of cells (vertically or horizontally):
  1. Place the cellpointer on a cell BELOW WHICH you want to insert some blank rows.
  2. Hold down the [SHIFT] key.
  3. Point the mouse at the Fill Handle (the tiny little black square at the bottom-right corner of the cell). Normally when you point to the Fill Handle the mouse pointer appears as a small black + sign. But because you’re holding down the [SHIFT] key – the mouse pointer will appear as a ….well….this thing here (two-headed arrow-ish thing).
  4. Hold down the mouse button (while you’re still holding down the [SHIFT] key) and drag the mouse either DOWN (to insert blank rows) or to your right (to insert blank columns).
  5. Cool.
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Tip #69:

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Outlook (all versions): Quick TO/CC/BCC recipient retrieval

Not a BIG tip this week. Don’t whine. It’s a tip.

You know when you start a new email – and your cursor is sitting in the TO box…and you start to type in the first few letters of the person’s name…IF you have written to them recently their email address will pop up (along with others) so you can click on it. Nice and fast.

HOWEVER…If you haven’t written to them before – but they are in your Address Book – you can still enter their email address faster (without having to actually click on the TO button and open your Address Book).

With your cursor sitting in the TO box, type a few letters of their first or last name (the more letters the better if it’s a common name)….then press [CTRL]K (sorry…I can’t think of any witty little reminder for K).

Up comes a list of all the people in your address book whose name contains those letters. Simply double-click the one you want to insert.



Tip #70:

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Outlook 2010: Two Quick Tips

TIP #1: REMOVE TEXT FORMATTING

Ok – you’ve typed out an email. Now you decide you want to copy something (text) from another source into your email. The problem is that when you issue the PASTE command…it LOOKS like it came from another source…weird formatting etc.

What to do? Two choices:

CHOICE #1:
  1. Click the PASTE OPTIONS ICON (shown here) that appears whenever you paste.
  2. Click the KEEP TEXT ONLY icon (circled here in red). The text will appear with the same font and attributes as the text surrounding it.
CHOICE #2:
  1. Select the text that you just pasted into your document (that doesn’t look like it matches very well).
  2. Press [CTRL][SPACE] – all text formatting disappears. (By the way…selecting text (no matter how much) and pressing [CTRL][SPACE] in Word removes all the formatting too!).
TIP #2: ADDING A READING PANE TO THE CALENDAR

You probably have a READING PANE turned on for previewing email in your inbox. Is yours set to the default RIGHT? Mine is.

But what most people don’t realize is that you can also have a Reading Pane in your CALENDAR.

I use Outlook Calendar to keep track of the 1-day courses that we run. Each course is an all-day event. I use the details sections (shown here) – to also keep track as who has signed up for those courses.

By having a Preview Pane turned on for my Calendar – I just have to click on a course…and voila…the reading pane shows me a list of the people who have signed up for that day/course.

How do you turn it on?

While you’re in the Calendar view – simply click the VIEW tab – and, in the LAYOUT section – click the READING PANE drop-down and choose either RIGHT or BOTTOM. (Just like you do in the Email portion of Outlook).

I don’t know about you…but I find this really useful.



Tip #71:

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Excel / Outlook 2010: Linking Dates in Excel to your Outlook Calendar

What? Three Outlook tips in a row? Well, I was going to do something else but someone asked me a great question last week about taking “due” dates from an Excel spreadsheet and making Outlook reminders out of them. So, you can thank Pam from Elliot Lake for this one…

First of all – some prep work must be done in Excel:
  1. Any Excel columns that you want imported into Outlook – must have column headings (in Excel) that match appointment field headings in Outlook (circled here).

    Let’s say you’re keeping track of the date by which employees have to have a certain certification. You want three pieces of information to make up each Outlook appointment: Certification Deadline Date; Name of Certification Exam; Employee Number (I don’t know…I’m just making these up).

    What you’ll need to do, in Excel, is (temporarily) rename these three columns so they match the (circled) headings inside an Outlook appointment window. So maybe: the Certification Deadline Date column heading is renamed to START TIME; the Name of Certification Exam heading becomes SUBJECT; and Employee Number becomes LOCATION.

  2. Make sure the columns that you want to import and located beside one another.
  1. Select the range that you want imported (including the column headings) – and NAME the range:
    1. Select the range (shown here)
    2. Click inside the NAME BOX (where you see I’ve typed OutlookStuff (circled here))
    3. Type a name for the range (I used OutlookStuff) – no spaces.
    4. PRESS [ENTER] (very important that you press [ENTER] and not just click your mouse somewhere (nasty habit))
  1. Now you need to SAVE the file (IMPORTANT: it must be saved in the old 97-2003 format (with the .xls extension)) and CLOSE the file.
  1. In Outlook:
    1. Click the FILE tab – then choose OPEN.
    2. Click the IMPORT option (on the right) – to open the Import and Export Wizard window.
    3. Choose the IMPORT FROM ANOTHER PROGRAM OR FILE option – then click NEXT.
    4. At the SELECT FILE TYPE TO IMPORT FROM list – click Microsoft Excel 97-2003 – then NEXT.
    5. To the right of the FILE TO IMPORT box – click the BROWSE button – locate your Excel file and double-click it – so its name appears in the FILE TO IMPORT box – then click NEXT.
    6. When the SELECT DESTINATION FOLDER – scroll up near the top of the list and select CALENDAR (make sure it’s CALENDAR listed under OUTLOOK – not ARCHIVE) – then click NEXT.
    7. In the “THE FOLLOWING ACTIONS WILL BE PERFORMED WINDOW” – you should see the RANGE NAME (ie, OutlookStuff in this example) that you called your Excel range – click the (blank) square beside it – if the column headings that you created in Excel match the available headings in Outlook – the OK button should become available – click it.
    8. The IMPORTING window will (briefly) appear – done. Go check out your Outlook calendar…there will be appointments for each row of the named Excel range…on the appropriate days.
    9. Whew! That was a long one.


Tip #72:

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Excel (all versions): [CTRL] Freak

The [CTRL] key is the “shortcut key” for all Office programs – but it’s not just useful for things like [CTRL]B (for BOLD) and [CTRL]S (for SAVE). Here are two other uses for the [CTRL] key in Excel…

Imagine you have a spreadsheet where you need to enter the same value or text into numerous cells – cells that are not next to each other but instead are scattered around the spreadsheet.

First of all – to select the multiple randomly-located cells:
  • Click the mouse on the first of the cells that you want to select
  • Hold down the [CTRL] key
  • While (continuously) holding down the [CTRL] key – click on each of the other cells into which you want to make the entry
  • Once you have selected each of the necessary cells – release the [CTRL] key
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Now…all you have to do to place the same entry into all of the selected cells is:
  • Type the entry that you want – but do NOT press [ENTER]
  • Press [CTRL][ENTER] – presto – all selected cells contain that same entry
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Tip #73:

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WORK (all versions): GETTING RID OF WORD’S AUTOMATIC LIST INDENT

Word 2010 now indents numbered and bulleted list – specifically .25” from the left margin.


Don’t like it? You can change it – but so far…only for a document at a time (hey…that’s better than having to do it for EVERY list in your document!)

  1. Create a numbered list.
  2. DOUBLE-CLICK one of the numbers in the list – so that all numbers in the list become selected (as shown here).
  3. RIGHT-CLICK one of the highlighted numbers – and choose ADJUST LIST INDENTS.
  4. At the ADJUST LIST INDENTS window that appears:
    1. Bump the NUMBER POSITION box down to 0 (zero).
    2. Bump the TEXT INDENT box down to .25
    3. Click OK.
  5. The list in front of you will now be aligned with the left margin. Better yet – any other lists you create (in this document) will also be left-margin-aligned

MULTI-LEVEL LISTS? Then you’ll need to follow the same directions – for the lower levels (a,b,c,i,ii,iii,iv, etc)

Tip #74:

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PowerPoint (all versions): Eight keyboard shortcuts you shouldn’t live without

While the presentation is running:

W(not case sensitive) Pauses the presentation – displaying a WHITE screen (any key starts the presentation again)
B(not case sensitive) Pauses the presentation – displaying a BLACK screen (any key starts the presentation again)
[CTRL]P Turns the mouse pointer into a pen so you can “draw” on the current slide (you can also still use the [SPACEBAR] to advance from slide to slide (staying in pen-mode). Press [ESC] to revert back to the regular mouse pointer.
[CTRL]H Go to the next slide (if the next slide is HIDDEN)...get it?...H as in Hidden
1 then [ENTER] Returns the presentation to the 1st slide
P Moves to the previous slide (the or [PAGE UP] keys do the same thing)
While working on the presentation:
[F5] Starts the presentation at the 1st slide (no matter which slide you were looking at/working on)
[CTRL]A Selects all objects on a slide


Tip #75:

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Excel (all versions): Identifying those nasty text cells

To perform calculations – of course you need NUMBERS. But in Excel you can sometimes have cells which appear to contain numbers but they really contain text. DATE cells especially.

To identify whether a cell contains text…use the T function. Very easy (something like my sister). And you’ll catch the culprits.

Look at this range of dates.

They have been formatted differently – dates can be. However, ONE of these dates is not really a date…in the sense that Excel could not perform calculations (i.e. how much time has passed since that date) using that cell. Which one is it? Let’s find out.

In a cell beside the cells in question – type the T function like this: =T(E1)

In this case, I am asking if cell E1 (the cell containing the first date) contains text (which means it’s not a valid/real date (as far as Excel is concerned)).

After I press [ENTER] – I should see NOTHING in this new cell if the cell being analyzed (E1) contains a NUMBER (like I hope it does). If the cell being analyzed contains text…the new cell will display the contents of the text cell. Then you hop back up on that new cell and COPY (by DOUBLE-CLICKING the Fill button…if you know what’s good for you!) and voilà…you’ll know which cells contain numeric values and which contain text.

So…here’s that spreadsheet again…with the T function used in the column beside it:


Tip #76:

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Word (all versions): Quick table-row numbering (after that fact)

Just a wee one today….hey…I’m on holidays!

Wish you had numbered the rows in a Word table?
(I caught someone typing in the numbers in each cell by hand…may they rest in peace).
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First, insert a column to the left of your first column:
  1. Simply place the cursor inside any cell inside the first column then:
    1. Click the INSERT LEFT button (shown here) on the TABLE TOOLS – LAYOUT contextual tab; or
    2. Right-click the cell you’re in and choose INSERT then INSERT COLUMNS TO THE LEFT from the pop-up menu that appears.
  2. Now that you have the new column (in which to place your sequence of numbers):
    1. Select the new, blank, column.
    2. On the HOME tab – click the NUMBERING button. C’est ça! (that’s French)


Tip #77:

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Excel 2010: Alternative-row shading

You’ve got a big long spreadsheet to print. You’d like to make it easier to read by shading every other row. Do NOT (not, not, not) do it by hand (using the [CTRL] key to select every other row…because I’ll kill you).

One method (you know there is always more than one way to do anything in Excel...ie, FORMAT AS TABLE (but it comes with baggage)) is to use CONDITIONAL FORMATTING. It will take of this quickly and easily for you – and allow you to insert and/or delete rows within the formatted range…without mussing up your paint job.

  1. Select the range that you want formatted. If you want the heading to be included in the “striped” area – make sure you highlight it too. Your choice.
  2. On the HOME tab – click the CONDITIONAL FORMATTING button – then choose NEW RULE.
  3. At the NEW FORMATTING RULE window – click the USE A FORMULA TO DETERMINE WHICH CELLS TO FORMAT option (from the list at the top of the window).
  4. Now, click inside the FORMAT VALUES WHERE THIS FORMULA IS TRUE box that should now appear in the bottom portion of the window.
  5. Type the formula: =MOD(ROW(),2)=0 if you want the first of the selected rows to be coloured (filled with colour) or =MOD(ROW(),2)=1 if you want the first row left clear.
  6. Next, you need to click the FORMAT button (at the bottom-right of the window).
  7. When the FORMAT CELLS window appears – click the FILL tab at the top.
  8. Click on the colour (make sure it’s not too dark – so you can still read the data within) that you want to apply to every other row.
  9. Click OK to close the FORMAT CELLS window.
  10. Click OK to close the NEW FORMATTING RULE window.
  11. Voilà!
WANT SAMPLE DATA TO PLAY WITH?

The only way to get these tips into your head – and staying there – is to try them out right away.

I have sample data stored in a “back door” website: www.ctccomputertraining.com/students

If you go there and click on any one of the Excel links you will see a list of the files that we practice with during our Excel courses.

From now on (don’t know why it took me so long to come up with this brain wave) – if I have a file that is appropriate for you to practice the weekly on…I will mention the name of the file (and remind you of the back door location).

And for those of you in-the-know…the Recipe Fairy has been updated recently!



If you like these tips, you'll learn many more in our 1-day Microsoft Office 2010 courses. Whether it's Excel 2010 or Word, Outlook, PowerPoint and Access training - both classroom and onsite computer training. We have a 10-station classroom in Barrie and we do onsite Microsoft Office computer training courses all over Canada. We also have a great 1-day Converting to Office 2010 and Converting to Office 2013 training course that take you into the new interface with ease.