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 Volume 6, Number 2
 February 1, 2011
In This Issue 
Excel Tips

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 Technology Tips Video
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 Outlook Tip

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We're almost half way through winter. That's the good news. More good news is that we're continuing our YouTube video tip of the month. The response to this new addition has been very positive and it is now a regular monthly feature. Click here to run the video. (Turn your sound on)


As usual I would welcome your comments at alan@k2e.ca.

Alan Salmon

Excel Tips

Summary: There are times when you just want to add the positive or negative numbers in a column or row of numbers. The =SUMIF function is the easiest way to accomplish this task. Here's how to do it:


Assume you have a mixture of positive and negative numbers in cells A1 through A40. You want to know what the sum is of just the positive numbers and just the negative numbers.


Select the cell where you want the sum of the positive numbers and enter the following formula:




Press Enter.


Now select the cell where you want the sum of the negative numbers enter the following formula:



Press Enter 

Summary:  There are times when you want to insert a symbol into a cell in Excel, such as the Euro or a fraction. Special characters each have their unique number combination. Here's the secret to working with symbols:

To enter a symbol you need to know the code number for the symbol. For example, the code for the Euro is 0128. To enter it into a cell you hold down the Alt key and enter the code on the numeric key pad. Even though the character code numbers are three digit numbers between 0 and 255, you must type in the leading zeros to ensure that you get the proper character.


If you want to build a character map of all the symbols do the following:

Open a blank workbook

  • Select cell A1
  • Enter the formula =CHAR(ROW()) in A1
  • Copy the formula down to cell A25This will display in each cell the character whose code number is that cell's row number. For example, in cell A128 you will get the Euro symbol.
To enter a symbol in a cell do the following:
  • Select the desired cell
  • Hold down the Alt key on the keyboard
  • Using the numeric keypad enter the desired code
(If you are using a laptop, make sure you turn on the NUMLOCK)

Summary:  There are times when you want to copy just the visible cells in a worksheet. If you have any hidden rows or columns, these will be copied as well. Here's how to solve this problem using the Go to Special tool.

To select Visible Cells only:

  • Select the range of cells
  • From the Home Tab, in the Editing group, select Find & Select
  • Select Go to Special
  • Under select, select Visible Cells only
  • Select OK
  • Now copy the range of cells
  • Go to the new location and select Paste
Just the visible cells that you copied will appear when you do the paste. (Check out this month's YouTube video on this topic.)

Word Tips


Summary: Microsoft Word will sometimes change the capitalization of a word that you type. Here's some steps you can take to prevent this from happening:


If you want to prevent Word from capitalizing proper names, such as Alan or Nancy, you can try the following:

  • Go to the Word Options dialog box. In Word 2007 click on the Office Button and then click on Word Options. In Word 2010 click on the File tab in the ribbon and then click Options.
  • Click Proofing.
  • Click on AutoCorrect.
  • Clear the Correct Two Initial Capitals check box.
  • Clear the Capitalize First Letter of Sentences check box.
  • Clear the Capitalize Names of Days check box.
  • Then go through the list of AutoCorrect entries and delete or modify any entries that capitalize a word.
  • Clear the Automatically Use Suggestions from the Spell Checker check box.
  • Click on OK.

Word2Capturing a Screen Shot in Word 2010

Summary: Word 2010 has a neat feature that lets you capture a screen shot. Here's how to use this new tool: 

Microsoft has added a new screen capture function directly into the Word 2010 ribbon. This tool lets you capture an entire window or just a portion of the screen.


To capture an entire window, you do the following:

  • Select the Insert tab of the ribbon.
  • Click on the Screenshot tool, in the Illustrations group. Word displays small thumbnail images of all your open windows.
  • Select the window you want inserted.
Word will now display the captured screen in your document. If you don't want the whole window, you can select a portion of the screen by doing the following:
  • Select the Insert tab of the ribbon.
  • Select the Screenshot tool, in the Illustrations group. 
  • Select Screen Clipping.

The Word window is now minimized and a "gauze effect" appears over the screen and the mouse pointer changes to a crosshairs. You now click on the upper-left corner of the screen portion you want to capture and then drag the mouse to the lower-right corner. As soon as you release the mouse button, the captured image appears in your document.

Outlook Tip

Outlook2Are You Tired of Confirming When You are Deleting Items in Outlook?


Summary:  Even though deleted items in Outlook are placed in the Deleted Items folder, Outlook still requires you to confirm every time you permanently remove an item. If you are tired of having to do this, you can prevent Outlook from asking you this question each time.  

Here's the steps to do this:

  • Select the "File" tab in the Ribbon.
  • The Microsoft Office Backstage View appears. Click the "Options" button.
  • The "Outlook Options" dialog box appears. Click "Advanced" in the left pane.
  • Scroll down to the "Other" section, and uncheck "Prompt for confirmation before permanently deleting items".

Click "OK" on the bottom-right of the dialog box to close it.


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K2 Enterprises Canada is a leading provider of professional development seminars for the Canadian accounting world. Each month we publish this free Office Tips e-mail newsletter. These tips will save you time and enhance the appearance of your Office files.

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Alan Salmon
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K2 Enterprises Canada