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 Volume 7, Number 1  January 1, 2012
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Excel Tips

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2012 has arrived and it's time for a bit of a break. Nancy and I traveled to our winter home in Naples, Florida on January 2nd. She will be there for three months, while I will be back and forth, as I have teaching assignments in Canada in February and March.


Not quite a holiday for me though, as I will be writing two more of my eBooks. The first one will be on Excel Charts and should be available by the end of the third week in January. The link to my Web Store is http://www.mcssl.com/store/alanswebstore. I currently have 7 eBooks available and each one gets you 2CPDs.


From time to time, I do "In House" seminars for clients. If you have a group in your organization that needs training, this can be a very cost effective solution. I currently have some dates available this spring and in the fall. For further information contact me at alan@k2e.ca


New for 2012,  are our Facebook and LinkedIn pages. I am now posting a weekly tip and additional relevant accounting technology links on these pages. You can follow me on Facebook at 

www.facebook.com/K2Canada and on LinkedIn at www.linkedin.com/in/k2canada.


You will note a change to this issue of our Office Tips newsletters. I have cut out one of the Word Tips, but added a PowerPoint tip. The Office Tips monthly newsletter now provides you with tips on all of the major Microsoft Office products.


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

Excel1Converting Text 

Summary: I import a file from my accounting program on a regular basis and the Product Names in my inventory are in Upper Case and I want them in lowercase, with the first letter in each word capitalized. Here is how to do this:


Assume that the Upper Case names are in column A, starting in A2.
  1. In B2 enter the following formula: =PROPER(A2).
  2. Press Enter.
  3. Copy this formula down column B, so it applies to all of the cells in Column A that have Product Names.
  4. Cut all the cells in column B that contain the formula.
  5. Do an Edit Paste Special, Past Values to all the cells in column A that contain the Product Names.  Column A will now display the product names in lower case with the first letter of each word capitalized. 

Excel2AHow do you Delete Duplicate Rows from a Data Set? 

Summary: Many data sets contain duplicate rows. Here is how to eliminate these duplicates. 

  1. Highlight the data set (You may include/exclude the heading row).
  2. Select the Data tab.
  3. Select Remove Duplicates under the Data Tools group.
  4. Select OK.
  5. Select one or more columns that contain duplicates (you must select at least one column).
  6. Select OK.
  7. Select OK again.
The duplicate data rows will be deleted from the worksheet. Note there is no UNDO with this command, so save your workbook before you do data elimination.
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Summary:  Here's a fast way to remove borders from a group of cells.
Adding Borders around a range of cells is a useful formatting tools. There are times however, when you need to remove these borders. Here is a fast way to accomplish this task.
  1. Select the cells that contain the borders you want to remove.
  2. Press Ctrl+_.
  3. The third character is the underscore key and you must hold down the shift key to insert it.
This process will remove the borders but leave the rest of the formatting.
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Word Tips


Word1Create and Use Columns


Summary: You can format your documents in a single column or in two or more columns, like the text in a magazine. Here is how you do this: 
  1. Place the insertion point at the place where you want the columns to start.
  2. Click on the Page Layout tab.
  3. Click on Breaks in the Page Setup Group.
  4. Click Continuous.
  5. Select  the number of columns you want.
    Or if you do not see what you want, click on More Columns. 
  6. Set the number of columns you want and any other feature.
  7. Click OK. 
Now your document will be formatted to the number of columns you have defined.

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Outlook Tip



Summary: There are several different ways to quickly add a contact from e-mail. Here are three ways to do this:

Creating a Contact by Copying 

  1. Open an e-mail message.
  2. Right click on the name in the message window.
  3. Click Add to Outlook Contacts.
  4. Fill in any additional information.
  5. Click Save & Close.

The name and e-mail address will be added to your contacts.


Creating a Contact by Dragging  
  1. Open an e-mail message
  2. Click on the message and drag it onto the Contacts view bar in Outlook View.

The name and e-mail address go into their respective fields, and the message information displays in the Contact window. The New Contact window opens in back of the Mail window, and when it is saved, it closes automatically.


Create a Contact from an Electronic Business Card

Electronic business cards contain contact information in a small, easy-to-share package. If another Outlook user sends you an electronic business card attached to an e-mail message, you can automatically create a new contact when you save the message.

  1. Open the e-mail message.
  2. Double-click on the electronic business card attachment.
  3. The Add A Contact dialog box appears. (You can modify the information)
  4. Click Add Contact.
The information is now in your contacts. 

 PowerPoint Tip


PowerPointarticlePutting a Standard Footer on all Your Slides


Summary: A standard footer includes the date, some text, and/or the page number. Here is how to put a standard footer on all the slides in your presentation: 


  1. Click on the Insert tab.
  2. Click on the Header & Footer button.
  3. Choose some or all of the options to enter a footer.
    1. Date and Time: Select this check box to make the date appear on all your slides. Then tell PowerPoint whether you want the current date or a fixed date.
    2. Slide Number: Select this check box if you want the slide number on every slide.
    3. Footer: Select this check box, and in the text box, enter the words that you want to appear on all the slides.
  4. Click on the Apply to All button to place footers on all you slides. 

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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.


To subscribe to our K2E Canada newsletter send an e-mail to

alan@k2e.ca  with "Subscribe to newsletter" in the Subject. 
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Alan Salmon
President & CEO
K2 Enterprises Canada