Archive | November, 2017

Tame your computer – rapid repetition

19 Nov

Many, many moons ago (24 March 2006 to be precise) I wrote a tip on how to print a specific row or column on every page of a printed worksheet. This is particularly helpful when your worksheet is too big to fit on one page. After all, you can have 1,048,576 rows and 16,384 columns!

The instructions were written for Excel 2000, but I bet you’ve upgraded since then and the steps have changed a bit. As I still meet delegates who get very excited when they no longer have to use sticky tape or can stop copying and pasting the data, I thought it was time to write about how to specify rows and columns to repeat on each printed page using Excel 2007 onwards.

Here’s how:

  1. Click on the Print Titles button in the Page Setup group on the Page Layout tab.
  2. Click in the Rows to repeat at top box.
  3. With the Page Setup dialog box open, click on any of the cells in the row(s) you want to repeat on each page.
  4. Click in the Columns to repeat at left box.
  5. With the Page Setup dialog box open, click on any of the cells in the column(s) you want to repeat on each page.
  6. Click OK or press ENTER.

By the way, you still cannot do this if you accessed the Page Setup dialog box from Print Preview.  I would have thought they’d have fixed that by now…

Related tips:
Print the lines between rows and columns to make reading easier
Change the starting page number in the header or footer
Fit a worksheet on the printed page
Print a specific row or column as your title on every page of a printed worksheet

Tame your computer – a smart way to save

13 Nov

Microsoft Word allows you to easily insert illustrations, such as pictures, SmartArt and charts.

So what if, at some point, you want to save all the images you used in your document in a separate folder in order to easily re-use them?

Here’s how:

  1. Open the Word document, as normal
  2. Click the File tab and select Save As (or press F12)
  3. Press TAB and type W until Web Page appears (or select it from the drop-down list)
  4. Press ENTER or click Save
  5. Close the document/web page without saving it (CTRL + W, anyone?)

All illustrations used (including Clip Art, Shapes and SmartArt, if any) have been placed in a new folder that has the same name as the Word document with _files at the end of it. It is typically stored in the same location as the original Word document.

Related tips: 

Create, store and insert frequently used text and graphics

Quickly jump to specific parts such as pages, tables or pictures

 

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

Tame your computer – shortcuts to selection

5 Nov

Since Excel 2007 you can quickly turn a range of cells into something resembling the stock listing paper that mainframe computers used to print out. (Remember those faint green horizontal lines?) It will also switch on the filtering functionality, making it easy to summarise and analyse your data.

It used to be called a list, but it is nowadays known as a table. Hence the fact that both CTRL + L and CTRL + T work to quickly create a table. (See Tip #429)

An Excel table can be thought of as a database. With it, you can store large (or small!) amounts of information and organise it any way you wish. You can also use its powerful Table Tools to quickly retrieve data and manipulate it in numerous ways.

A table typically consists of rows and columns, which you can obviously select just like you would select them in a worksheet. But if you want to select the data only – for example, in order to copy and paste it – you can use some simple keyboard shortcuts.

Here’s how:

  1. Select the entire table, including the table headers: press CTRL + A twice.
  2. Select the data in a row, not the entire row: click the first cell in the table row and press CTRL + SHIFT + RIGHT ARROW.
  3. Select the data in a column (not the entire column): click the first cell in the table column and press CTRL + SHIFT + DOWN ARROW. (Or click anywhere in the table column and press CTRL + SPACEBAR.)

Related tips:

Quickly format and enable filtering of your data

Quickly move to the end of a range of cells in a row or column