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 Volume 6, Number 8  August 1, 2011
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Excel Tips

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 Outlook Tip

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Summer is half ways over and I am done my teaching until September. Nancy and I are enjoying time at our cottage north of Toronto. It's not a vacation for me though, as I have all of our course manuals to update before our teaching season starts again in September.


I hope to have five more eBooks ready to publish by the end of August. Marion Williams, who teaches our Microsoft Access seminars, is working on a series of Access eBooks that we will launch this fall.


Looking ahead to October, I am well along with the planning for my annual "Accounting Technology Seminar Series." This year we will visit 13 cities coast to coast. The seminar is designed for small public accounting firms, bookkeepers and technology consultants who want to keep on to date on the technology they and their clients use.


For information and to register go to http://attour.salmon.ca/.


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


Click here to go our web store


Alan Salmon

Excel Tips

Excel1Hiding Excel User Interface Elements

Summary: Excel has various options that let you hide elements on your screen. Here's the way to hide some of these elements.


From the Ribbon 
  •  Ruler:  To turn the Ruler off or on select the View tab. Click on View | Show | Ruler to toggle the display of the Ruler at top and left side of the window. 
  •  Gridlines:  To turn the gridlines on or off select the View Tab. Click on View | Show | Gridlines. When the box is unchecked the gridlines will not be displayed.
  • Formula Bar:  The Formula Bar, which is located just below the Ribbon, displays the contents of the selected cell. To turn it on or off click on View |Show Formula Bar.
  • Row and Column Headers:  Select the View tab. To turn them off or on click on View | Show Headings.

 From the Keyboard 

  • The Ribbon:  Press Ctrl+F1 to turn the Ribbon display on or off. Now the tabs are visible but the Ribbon only appears when you click on a tab. 

Excel2AQuick Ways to Select Cells    
Summary:  Excel provides you with a number of different ways of selecting cells in
a worksheet. Here's a number of the more useful ways to select cells.

Selecting a Range By Using the Shift and Arrow Keys

One of the easiest ways to select a range is to press and hold the Shift key and then use the arrow keys to highlight the cells. For larger areas you can use the Shift key plus the PgDn or PgUp key.  

You can also use the End key to quickly extend a select to the last non-empty cell in a row or column. For example to select the Range B3:B8, select cell B3. Then hold down the Shift key while you press the End key, followed by the down-arrow
key. In the same manner, to select B3:D3, hold down the Shift key while you press the End key, followed by the the right-arrow key. 


Selecting the Current Range

When you need to select a large area of cells move your cursor anywhere within the range you want to select, and press Ctrl+A.


Selecting a Range by Shift+Clicking


When you want to select a very large range, using the mouse is usually the most effective method, but dragging is not required. Select the upper left cell in the range. Then move to the lower right hand corner of the range and press Shift, and then click on the lower right cell.  

Selecting Non-Contiguous Ranges

There are times when you will want to multiple ranges in a worksheet. An example would be when you want to apply formatting to cells in different areas of a worksheet. Instead of doing each section separately. do it all at once with one of the following tips.

Using the mouse, hold down the Ctrl key while you select the different ranges.


From the keyboard, select the first range by holding down the Shift key and then highlighting the range. Then press Shift+F8 to select another range without cancelling the previous range. Repeat this as often as necessary.  


Selecting Entire Rows


To select a single row, click on the Row number on the left hand side of the worksheet. Or select any cell in the row and then press Shift+spacebar.


To select multiple adjacent rows, click and drag in the row number area.


Selecting Entire Columns


To select a single column, click on the Column letter on the left hand side of the worksheet. Or select any cell in the row and then press Ctrl+spacebar.  

To select multiple adjacent columns, click and drag in the column letter area.


Selecting Multiple Sheet Ranges


Ranges can extend across multiple worksheets. To select the same range on multiple worksheets, select the range in the first sheet. Then select the worksheets to include in the range. Click on the first sheet tab. Then hold down the Control key and click on the tabs of the sheets you want to select.


If the sheets are in order, select the range in the first sheet. The hold down the Shift key and click on the last tab in the group.

Excel2Working With the Backstage View 
Summary:  Excel 2010 introduced the Backstage view. This is the window that
appears when you click on the File tab. This is where you go when you want to
print, secure a workbook, turn it into a PDF file and more.
In the Backstage view the commands are organized along the left side of the window, as shown in the figure below.


Backstage View 


There's a lot more than meets the eye in the Backstage view. Each of the square boxes contain additional selections. The options selection on the left hand panel is where you change the default settings in Excel 2010.


You would be well advised to explore the many options in the Backstage view.


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Word Tips

Word1Word Keyboard Shortcuts       
Summary: For those of you who are keyboard shortcut fans, here are 12 of my 
favorite shortcuts. 


Word Keyboard Shortcuts 


Word Shortcuts 

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Word2Translating Text to Another Language   

Summary: Word 2007 and Word 2010 provide you with the capability to translate
text from English to another language or vice versa. Here is how to do this
  1. Create your text
  2. Select the text you want to translate
  3. Click on the Review tab
  4. Click on the translate button

    Translating Text


  5. In the research pane that appears specify the language of the selected text
  6. Select the language you want the text translate to.
The Translation Window 
Then copy the translated text to your document. 


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Outlook Tip

Outlook2Resending and Recalling Messages 

Summary: If you are using Exchange Server you have the capability to resend or
recall a message if it has not been opened by the recipient. Here are the steps to handle these two tasks: 

Resending a Message


To send a new version of an existing message that you have sent takes the following steps:

  • From your Sent items folder, open the message that you want to resend.
  • On the Message tab, in the Action group, click the Other Actions button, and then in the list, click Resend the Message
  • Outlook creates a new message form identical to the original. You can change the message recipients, subject, attachments, or the message.
  • Click on Send to send the revised message.
Recalling a Message
If, after sending a message, you realize that you shouldn't have sent it, you can recall the message by telling Outlook to delete or replace any unread copies of the message. The steps to do this is are as follows:
  • From your Sent Items folder, open the message you want to recall.
  • On the Message tab, in the Actions group, click the Other Actions button, and then click Recall This Message.
  • In the Recall This Message dialog box, click the option to delete unread copies of the message or the option to replace unread copies with a new message, and then click OK.
Remember that Message Recall is only available for Exchange Server users.


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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