Category Archives: Excel

Do your documents reflect well on your organisation?

SusanCarlowAvatar120x120Most of us have used a template in the past to create a presentation or start a document, and many of us are guilty of reusing the last great version of a document as a starting point instead of locating and using a template.  This pragmatic approach helps to avoid wheel reinvention and utilises the efforts of the clever person who created the file in the first place – however, the problem with reusing a last good version versus using a template is that your new file takes on any issues that existed in the original doc, and you could very likely be using out of date branding, terminology and styles.

Continue reading Do your documents reflect well on your organisation?

Prepare your business for Office 365

SusanCarlowAvatar120x120If you’re planning to move to Office 365, here are some things to consider that’ll help you prepare your business for life in the cloud. Continue reading Prepare your business for Office 365

Excel – Restricting editing in worksheets and workbooks

SharynAvatarBlog120x120There may be times when you have created a single worksheet or an entire workbook containing data that you do not want other users to be able to change.

By protecting a selection of cells, the entire worksheet or workbook you can feel confident you have minimised the risk of this happening. Continue reading Excel – Restricting editing in worksheets and workbooks

Don’t be fooled – protecting isn’t bullet-proof

SharynAvatarBlog120x120When I’m asked to teach a class on how to restrict editing within a document, the first 5 minutes of my instruction is usually spent explaining that protecting isn’t bullet-proof.

Why do I do this?  Because I have met so many people who assume that restricting the editing of a document by adding a password is in fact securing it so that only the holder or holders of the password can access the file.  Not true!  Via the Internet you can easily access a multitude of work-arounds that coach you through how to easily access the content of a restricted file. Continue reading Don’t be fooled – protecting isn’t bullet-proof

Are you endangering the privacy of your clients and team members?

SharynAvatarBlog120x120I once paid a lawyer to draft a legal agreement for my business.  The document was fabulous and given to me as a Microsoft® Word file so that I could easily add additional information each time I used the document.  When I received the file I noticed that the document’s metadata (hidden properties) held the name of another law firm, not the law firm that this document had been sent from.  Not a good look at all.

How did this happen?  Simple.  My document was a copy of a document from another law firm.  When the copy was made, possibly using File, Save As, the document’s metadata was carried over into my file.  The lawyer may not have been aware that Word files store metadata, information that can reveal details of the author and organisation from which it originated.  Even though my lawyer had indeed drafted the document, the original template of the file had been created at another law firm.  So even though it was his work, it looked as though it had originated elsewhere. Continue reading Are you endangering the privacy of your clients and team members?

Excel – 5 Paste tips that will save you HEAPS of time

SharynAvatarBlog120x120Ever wondered what the most used command is in Excel?

I have. In fact a few years back I searched for the answer on Google.  I had thought that the answer would surely be ‘Undo’, especially when I think about how often I use the fabulous Ctrl + Z key combination. Amazingly I found a page (which sadly I’m unable to find now) that claimed that Undo wasn’t the most used…it was Paste, Ctrl + V. Continue reading Excel – 5 Paste tips that will save you HEAPS of time

Excel and Word 2010 – How do I open two files and view them in separate windows?

SharynAvatarBlog120x120I love working with two screens! Having the ability to have more than one window fully visible is just such a pleasure.

Many users of Office 2010 ask me how they can open two Excel or Word files at the same time and view them in separate windows, one on each screen. Continue reading Excel and Word 2010 – How do I open two files and view them in separate windows?

Excel – Paste a link and Paste Special transpose your data

SharynAvatarBlog120x120Without a doubt ‘Paste Link’ is one of the best time-saving features in Excel.  Linking information from one cell to another saves you from having to update data in several places.

Another fabulous time-saving feature is ‘Paste Special Transpose’. This allows you to copy a horizontal range and paste it vertically, or vice versa. An absolute gem.

But have you ever tried to use the two together?  It isn’t easy at all.  In this post I want to share a wee work-around that will allow you to use the Paste Link and Paste Special Transpose features together. Continue reading Excel – Paste a link and Paste Special transpose your data

Excel – How do I sum a range of cells that include #N/A or #DIV/0! errors?

SharynAvatarBlog120x120I think most of us will agree that error values can be helpful, and sometimes extremely unhelpful.  For example, the #N/A error (Value Not Available error) is very helpful when cross-referencing two lists using the VLOOKUP function.  If Excel can’t find a lookup value the #N/A error makes it very obvious.

However if you are wanting to total a range that includes #N/A errors all of a sudden they aren’t so special any more.  Continue reading Excel – How do I sum a range of cells that include #N/A or #DIV/0! errors?

Excel – Finding and removing duplicate data

SharynAvatarBlog120x120One of the many things I absolutely love about my job is that I get to work with so many different people from all kinds of organisations.

However, it doesn’t matter what industry or region I’m working in the challenges of working with large lists of data are pretty much the same.

Something I see often is the need to be able to quickly locate and remove duplicate rows of data (excellent for VLookups).  Most people just sort the data and then manually skim through the excessive lines of information trying to weed out the annoying duplicates.  This works, but boy-oh-boy it can be a time waster. Wouldn’t it be easier to have Excel quickly display the duplicates for you?  Then all you need to do is deal with them. Continue reading Excel – Finding and removing duplicate data