Since the number one application that I do training on is Excel, I thought I would include some tips on Excel in this post. Most of the training requests that I get are for Excel Intermediate or Advanced. Over the years, it seems that there are a few features that have come in handy several times, either for myself or in helping others in a training class. I hope you are able to use these tips, too!
For those of you who use the database features in Excel, leading zeros may present a problem. For example, say you are entering names and addresses. In the Zip Code field there may be a zip code beginning with a zero (05678). When you key in 05678 and press enter, Excel will not display the leading zero. Excel will display the number as 5678.
One way to correct the problem is to create a custom number format for all the cells in which you might be entering numbers beginning with a zero. To create a custom number format, first select all of the cells in which you will be entering numbers that might begin with a zero. Right click on that selection and choose Format Cells. On the Number tab, choose Custom under Category.
In the Type field, clear any displayed information (General, for instance) and enter a zero for every digit - including zeros - you want to show in the selected cell or cells. For example, if you wanted to enter 05678 you would enter 00000 in the Type field. Then all you need to do is click OK-a very simple solution to a one of those frustrating Excel situations!
Another tip to use within Excel’s database element (in the 2007 and 2010 versions) is the Excel table feature. You can use the Table feature to help you calculate, format and sort data quickly. If you have ever needed to make an Excel spreadsheet look good in a hurry, then you will love the table feature.
To give your spreadsheet data a more professional appearance, start by selecting the data range and clicking on the Insert tab. (NOTE: It will not work if you have blank rows between your column headings and your actual data.) Click the Table icon from the Table group to determine your range and click OK. Next, select from one of the pre-designed table styles. Click the “Total” check mark in the Table Styles option group and then scroll to the last row in the table. If you click the drop-down arrow to the right of the column(s) you want summarized, you can then choose to Average, Count, Sum, etc. To sort the data on a specific column, you can click the down arrow at the top of that column and choose the sort option you would like.
Another question that I have dealt with recently was related to conversions between different measurements. In the process of helping someone from another country, I had to figure out some exchanges between our American standard of measure and the Metric system. Since I do not have all of those conversions memorized, I was able to use Excel to help out. If you have ever had to convert miles to kilometers, inches to centimeters, or Fahrenheit degrees to Celsius degrees then Excel can help you, too.
For Excel 2007/2010 users, click the Office Button in 2007 (or File tab in 2010) > Click Excel Options button > Click Add-Ins on the left > Click on Analysis ToolPak from list > Make sure Excel Add-Ins is selected in the Manage box > Click Go. Click to put a check mark in the box next to Analysis ToolPak and then click OK to return to your worksheet.
For Excel 2003 (or earlier) users, Go to the Tools menu > Select Add-Ins > Select the Analysis ToolPak check box > Click OK.
Then, you can use the Excel functions to do the conversions. For example, if you want to convert 2 1/2 pounds to kilograms, use the following Excel function: =CONVERT(2.5, “lbm”, “kg”) Your answer should be 1.133981. To find the kilogram equivalent of 1 pound, just replace 2.5 in the formula with 1.0, which should yield a result of 0.453592. For a complete list of measurement unit conversions available in Excel, visit the following Microsoft web site: http://office.microsoft.com/en-us/excel/HP100623111033.aspx
Hope you are able to excel with Excel using these tips!
Every once in a while, I go back and look over my tips and tricks file for different applications. This month, I reviewed the file for Word. I use Microsoft Word almost every day, so I think reviewing over the shortcuts, tips and tricks at least once a year is definitely worth the time investment. I know I cannot remember everything, so a refresher course on Word is extremely helpful! I thought I would share a couple of the ones that the students in my Word classes really like including turning off the Automatic Word Lists and shortcuts to adding lines.
My post last week was the end of my second year of Versitas blog posts. In most ways the time has flown by but in other ways it feels like I have been writing for longer than two years. Either way, I enjoy celebrating milestones, so have decided to do a post on how to celebrate your achievements (or enjoy the journey). 
In the last blog, we looked at three time wasters that many of us experience on the job. This week, I thought we would look at a three more. I realize that these may not be new to you, but it can be a good refresher. I know that I fall prey to some of these, too!
We have all heard the saying, “time is money and money is time.” But, have we really put that into practice in our work lives? It seems that our time at work is so precious and fleeting. The increased competition both internally and externally in our organizations can put pressure to need to put in more and more time every day. But, is that really good for our sanity and our personal lives?
Lately, I have been burning the midnight oil trying to get all of my summer project to-do list completed. I completely underestimated how long each task would take because I had not correctly figured how much my two year old son would be “helping” me. I thought that he might play some on his own, but he really, really wants to help Mommy on all of her tasks. Since I know that he is working so hard to want to really be my assistant, I have not discouraged him from being my helper. 
Today, I was privileged to do training for two really great women. I am always a little nervous before I meet a new client. I want to make sure I do a good job. Because of this, I am anxious to find out if I am going to be able to help the new client and answer all of their questions. 
I must admit, I am pretty conservative in most decisions in my life. I do not try too many crazy things, except white water rafting on vacation and playing in traffic on the freeway daily. I prefer to make stable, solid investments and considerate, reliable lifestyle choices. 
Recently, I was talking with a colleague about his new puppy. He was pretty happy to have the sweet, excited, very big puppy. However, his older cat was not a big impressed with the new invader. He was doing the slow introduction process over a few days. 
Microsoft Office is the most popular office suite available right now. Because of this, hackers love to try to attack it in any way possible. Over the years, Microsoft has worked hard to find and fix problems with the different applications. However, in Office 2010, they tried hard to be more pro-active to make all of their programs less exposed to a vicious assault by hackers. 
