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 Volume 6, Number 12  December 1, 2011
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Excel Tips

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Three weeks until Christmas and I am finally slowing down. It has been a very busy fall, but still enjoyable. I am looking forward to a month's break, the week after next. Time to spend with family and then I will get three weeks at our winter home in Naples, Florida before my travel begins again in 2012. 


The end of the year is fast approaching and if you are short of PD credits my eBooks are a bargain. There are seven available, with great tips and you get 2 CPDs for each course. I have now written seven and will do two more in January. There are two on PivotTables. four on Excel Tips and one on moving from Excel 2003 to Excel 2007/2010.  Each eBook is $34.95. The link to my web store is http://www.mcssl.com/store/alanswebstore.


Nancy and I would like to wish each and every one of you all the best for the season and success in 2012.


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



Alan Salmon

Excel Tips

Excel1Displaying Values that are in Millions as Thousands 

Summary: Many times, it is often useful, for display purposes, to show the numbers in a report, as if each number was divided by thousands Here is how to do this:

  1. Select the desired cell/cells.
  2. Right-click on the selected cell/cells.
  3. Select Format Cells.
  4. Select the Number tab.
  5. Under Category select Custom.
  6. In the Type Box enter 0,.
  7. Select OK.
All of the numbers will now display and print as if they were divided by thousands.

Excel2AHow do you Select Visible Cells Only to Copy and Paste?

Summary: There are times when you only want to copy cells that are visible on your screen and not any hidden cells. Here is how to do this: 

  1. Select the desired range of cells.
  2. From the Home tab, in the Editing Group, Select Find and Select.
  3. Select Go to Special.
  4. Under Select, select Visible Cells only.
  5. Select OK.
  6. On the Home tab select Copy.
  7. Activate the worksheet or workbook that you want to copy the data to.
  8. On the Home tab, in the Clipboard group, select Paste.
Just the visible cells will be pasted into the new location.
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Excel2How do you Highlight Visible Cells in a Worksheet?
Summary:  There are times when you want to check for duplicate values in a range in a worksheet. Here is how to do this:
  1. Select the desired cell or range.
  2. From the Home tab, in the Styles group, select the drop-down arrow under Conditional Formatting.
  3. Select Highlight Cell Rules.
  4. Select Duplicate Values.
  5. Select the Format that you want to see in cells with duplicate values.
  6. Select OK.
Any cells that are duplicate values will display the format you selected in step 5 above.
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Word Tips

Word1Adjusting Paragraph Line Spacing             
Summary: Adjusting the line spacing can often improve the readability of your text. Here is how you do this: 
  1. Click in a paragraph, or select all the paragraphs whose line spacing you want step.
  2. On the Home tab, click on the Line Spacing button.
  3. If you do not see the spacing you want, click Line Spacing Options.
    • Select Exactly to create a specific space between lines, regardless of the font sized being used.
    • Select At Least to create a minimum space between lines, which can increase if large font sizes are used.
    • Select Multiple to specify how many lines of space you want between the lines of text.
  4. Use the arrow or type a value. For Exactly and At Least settings,this is a distance measurement, usually in Points. For Multiple, this is the number of lines of space.
  5. Click OK.

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Word2Creating a Bulleted or Numbered List


Summary: Using a bulleted or numbered list is a good way to clearly present information. Here is how to do this:
  1. Start typing the first line of your list. Make sure you are using the paragraph style you want for the list.
  2. On the Home tab, click on the Number button for a numbered list, or the Bullet button for a bulleted list.
  3. After you have finished typing the first line, press Enter to start the second list item.
  4. When you have finished the list, press Enter twice to create an empty line and turn off the list formatting.
Not only does Word add numbers or bullets to your list, with consistent spacing  between the number of bullet and the text, it also keeps track of your list, so that if you move an item within the numbered list, Word will renumber the item to keep it in the correct order. You can also have the numbering skip paragraphs.

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Outlook Tip

Outlook2Responding to Messages 


Summary: There are a number of different ways that you can respond to an incoming e-mail. Here is a summary of your options: 

  1. Reply  Creates an e-mail message addressed to only the original message sender.
  2. Reply All  Creates an e-mail message, addressed to the message sender and all recipients list in the To or CC boxes.
  3. Reply with Meeting  Creates a meeting invitation addressed to all the message recipients. The message text is included in the meeting window content pane. Outlooks suggest the current date and an upcoming half-hour time slot for the meeting. 
  4. Forward  Creates  a new message that contains the text of the original message and retains any attachments from the original message.
  5. Forward as Attachment  Creates a blank message that contains no text but includes the original message as an attachment. The original message and any attachment are available to the new recipient when they open the attached message.
  6. Forward as a Text Message  Creates a text message to be sent by an SMS text messaging account to a mobile device, such as a mobile phone or tablet.

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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
President & CEO
K2 Enterprises Canada