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 Volume 6, Number 9  September 1, 2011
ExceltopIn This Issue 
Excel Tips

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Word Tips
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The summer of 2011 is now in the history books. Nancy and I enjoyed our three weeks at our cottage north of Toronto. It wasn't a total relax, as I was working on updating all of our course manuals for our fall and winter seminars.


In addition, I produced two more of my popular eBooks. The first is my PivotTable Part II course. This advanced eBook contains highly useful content on advanced Pivot Table theory. The other one is called Power Excel Part I. It will be highly educational if you are making the move to Excel 2010 or 2007. Coming soon will be a series on Microsoft Access. You can get more information on my eBooks at my web store. Click here to go our web store


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



Alan Salmon

Excel Tips

Excel1Changing a Page's Column Breaks

Summary: When you have a worksheet with a lot of columns it is helpful to able to define where the vertical page break occurs. Here is how to set the break:

  1. Select Page Break Preview from the View tab.
  2. Place your cursor over the blue column line you want to move until it becomes a double arrow.
  3. Hold down your left mouse button. The dashed blue line will become a solid blue line.
  4. Move the blue line to where you want the column break to be.
  5. Release the mouse button and the dashed blue line will become a solid blue line defining the column page break. 

Excel2AInserting the Filename and Date into the Header

Summary: It is often useful to have the filename and date in the header of a workbook. Here is how to do this:

  1. Go to the View tab.
  2. Click on Page Layout.
  3. Move your mouse to the top of the worksheet where it says "Click to Add Header".
  4. Click on the left header field.
  5. Go to Header & Footer, Tools Design and select the File Name. The code for this is &[File] and it will be placed in the header.
  6. Click on the right header field.
  7. Go to Header & Footer, Tools Design and select Current Date. The code for this is &[Date] and it will be placed in the header.
  8. Click anywhere in the worksheet to leave the header.
  9. The codes will update and show the actual file name and date.
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Excel2Sorting by Color Using the Sort Dialog
Summary:  Sorting by values is the usual type of sorting you do in Excel. However, Excel 2007 and Excel 2010 let you sort by font color, fill color or
icon set. Here is how to sort by color.
  1. Make sure that your data doesn't have any blank rows or columns.
  2. Select a cell in the data set. Excel will use this cell to define the boundaries of your data set.
  3. Right click on the cell and select Sort, Custom Sort.
  4. Be sure that the My Data Has Headers, check box in the upper right hand corner is selected.
  5. Be sure that all the data columns are selected. If they are not all selected, a blank column exists, and that confuses Excel as to the size of your data.
  6. From the Sort By drop down, select the first column header to sort by.
  7. From the Sort By drop down, select Cell Color.
  8. From the first Order drop down, select the color by which the column's data should be sorted.
  9. From the second Order drop down, select whether the color should be sorted to the top or bottom of the data. If you select multiple colors to sort at the top of the data, the colors will still appear in the order chosen.
  10. If you want to sort the data again by another column, click on Add a Level and repeat steps 6 though 9. Repeat these steps until all the columns you want to sort by are configured.
  11. If you get the order wrong, use the Up or Down arrows to move it to the right location.
  12. Click OK to sort the data.
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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 



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Word2Inserting a Caption


Summary: If you are using pictures, charts, text boxes and other graphical objects in a Word document you can add a caption to provide a description of the object. Here is how to do this:
  1. Right click on the picture or the object for which you want to add a caption.
  2. Click on Insert Caption.
  3. The Caption dialog box will appear.

    Inserting a Caption  
  4. The Caption dialog box will open.
  5. Click on the Label drop-down arrow.
  6. Enter a Caption Label .
  7. If you want to change the position of the caption, click on Left, Centre or Right in the Home tab.
  8. Click OK. 
Word will insert the Caption.


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Outlook Tip

Outlook2Managing Multiple Accounts 


Summary: If you have configured Outlook to connect to multiple e-mail accounts, you need to ensure that your message is being sent from the correct account. Here are the steps to do this: 

By default Outlook assumes that you want to send a message from the account that you are currently working in. If you are viewing the inbox of your Work account, Outlook selects Work as the message sending account. If you reply to a message in your Personal account, Outlook selects the Personal account as the message sending account.


When Outlook is configured for multiple accounts, a From button appears in the message header. You can easily change the message sending account. Click on the From button to display a list of active accounts. Select the account you want to send the message from.


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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