Archive | November, 2016

Tame your computer – no comment!

29 Nov

Today’s tip is a special one…it’s number 500! I started writing tips as far back as 2003 and at that time I had no idea it would continue for so long or prove so popular. I get regular feedback from readers, who say that they always keep the tips, or even post them on their office noticeboards. Over the years the tips have also been picked up by a number of business publications and websites, such as the Cambridge Network, the Cambridge News and even by BBC Radio Cambridgeshire.  And as I’m still passionate about helping you to make the most of your software I will continue to collect new tips, either through my own training work or through ideas and suggestions from my course participants. So here’s one that was inspired by last week’s group at Acushnet Europe Limited. (Thanks, guys!) How to quickly delete all comments in a workbook.

As you know, creating a workbook is sometimes a team effort, involving several colleagues. One person may be responsible for setting up the basic workbook. He or she may then submit that workbook to another colleague, whose job is to review it and make suggested changes. This is often done by entering a comment, rather than making an actual change. A comment can be a suggestion for a change, a question to the person who created the workbook or any other text that relates to a part of the worksheet. OK, so you might know how to create and review comments. You might even know how to delete them. But what if you want to delete all of them in one go?

Here’s how:

  1. Display one of the worksheets containing the comments.
  2. Click the Select All button. (The empty rectangle in the upper-left corner of a worksheet where the row and column headings meet, i.e. to the left of column A and above row 1.)
  3. If you have more than one worksheet containing Comments and want to remove them all in one go, right-click the sheet you used in step 2 and select Select All Sheets from the drop-down list.
  4. On the Review tab, click on the Delete button in the Comments group.
  5. Make sure you select a single sheet before you continue to work, because anything you do while all sheets are grouped (as indicated in the title bar) will affect all sheets.

Finally, you might want to check out two old tips about comments:

Tip # 392: How to quickly insert a comment in multiple cells

Tip # 142: Print a worksheet with comments showing

Tame your computer – be selective

22 Nov

Back in May 2014 I told you how to print a specific page of an email message, similar to printing, say, the current page of a Word document. (See tip 422 if you missed it or cannot remember how to do it.)

But what if you only want to print part of the whole email trail, not a specific page? I’m afraid Outlook doesn’t offer a Print Selection option like Word and Excel. So what I normally do is copy and paste what I want to print in Word and print from there. But there is a nifty workaround in Outlook you might like.

Here’s how:

  1. Open the email message, as normal. (It won’t work from the Reading Pane.)
  2. On the Message tab, in the Move group, click Actions, followed by View in Browser. (Before you click on View in Browser, you might want to right-click the button and stick it on your Quick Access Toolbar.)
  3. If you get a warning message, click OK. (If you think this step will annoy you in future, I recommend you tick the Do not show this message again check box.)
  4. Select the text you want to print.
  5. Press CTRL + P.
  6. Tick the Selection radio button.
  7. Click on Print or press ENTER.
  8. Press CTRL + W to close the browser window.

But don’t forget … Think before your print. Be green – keep it on the screen.

Unless stated otherwise, these tips were written for Microsoft Office 2010.

Tame your computer – a formula for formatting

15 Nov

Some time ago I tried to make you fall in love with SHIFT + F1 to examine the formatting that is in effect in different parts of your document or email.

But did you know you can also use it to select all text with similar formatting and quickly change it? That way you can find, for example, all headings you’ve made bold with a specific font size and change all of them in one go.

Here’s how:

  1. Put your cursor in the text you want to change throughout your email or document.
  2. Press SHIFT + F1.
  3. In the Reveal Formatting pane, point to the text in the box below Selected text (this box shows the text you selected in the previous step) and click on the down arrow that appears.
  4. Click on Select All Text With Similar Formatting.
  5. Change the formatting as normal or use the Clear Formatting option from the drop down arrow to remove all formatting from the selected text.

You can also compare the formatting in different sections, but I’ll explain that in a future tip.

* Unless stated otherwise, these tips were written for Microsoft Office 2010.

Tame your computer – find a formula

1 Nov

Have you ever wondered where the formulas are in your workbook? Perhaps you’ve inherited a file and don’t have a clue what they’ve done. Or you haven’t looked at the data for a while and would like a quick way to spot all the cells that contain a formula.

Here’s how:

  1. Press F5.
  2. Click on the Special button.
  3. Click on the Formulas radio button.
  4. Click OK or press ENTER.

If the workbook does not contain formulas you will see the message “No cells were found.” If it does, all cells will be highlighted, ready to be protected from being modified. But let’s make that the content of a future tip. (With thanks to Erica Adarve for inspiring me to write this tip!)

By the way, you might want to have another look at tip 478 which explained how you can use the Go To Special functionality to find hidden rows and columns in your worksheet.

 * Unless stated otherwise, these tips were written for Microsoft Office 2010.