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Volume 7, Number 4  
April 1
, 2012
ExceltopIn This Issue 
Excel Tips
Evaluating Formulas

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 Technology Tips Video
WordtopIn This Issue 
Word Tip
OutlooktopIn This Issue
 Outlook Tip

PPTTopIn This Issue
PowerPoint Tip
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April is here so it is holiday time for the Salmons. Because of tax season there are no PD seminars this month. As usual, we will be spending most of April in Europe.


It is not a total holiday however, as I will be working on my next eBook which will focus on Microsoft Word. I want it to be finished by the end of April. It will be the first of three Microsoft Word eBooks, which I will release over the next three months.


I am pleased with the response to my latest eBook, entitled Excel Charts - Part 1. This ninety page book is chock full of tips that will help you create great charts in Excel. The response to this new release has been very positive. Each eBook sells for $34.95 and gets you 2 CPDs. The link to my Web Store is http://www.mcssl.com/store/alanswebstore


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. I am continuing to update readers on the status of Office 15, which will be the next version of Excel, Word, etc.


As usual I would welcome your comments at [email protected].



Alan Salmon

Excel Tips

Excel1Evaluating Formulas 

Summary: There are times when you are working with complex formulas that you need to calculate each section of the formula separately. This is called evaluating the formula. Here is how to do this:


To evaluate each part of a formula involved the following steps.
  1. Select the cell that contains the formula you wish to evaluate. 
  2. Click on the Formula tab.
  3. In the Formula Auditing group click on Evaluate Formula.
  4. The formula appears in the evaluation window with some part of it underlined.
  5. Click the Step In button if it is activated. If it isn't skip this step.
  6. A new section will appear in the window, showing the results of the underlined portion.
  7. Repeat Steps 5 and 6 if the Step In button is still active.
  8. When the Step In button is no longer active, click the Step Out button to return to the previous level. Each click of the button returns you to the previous level.
  9. Click the Evaluate button and Excel will evaluate the underlined portion, replacing it in the formula with the returned or calculated value.
  10. Continue to Evaluate or Step In to watch the formula calculate.
  11. Excel is done with the evaluation when only the calculated value appears in the Evaluation field. You can either click Restart to go through the steps again, or click Close to return to Excel.

Excel2AConverting Measurement Systems   

Summary: There are times when you need to convert temperatures from Celcius to Fahrenheit or Fahrenheit to Celcius. Here is how to do this: 


You need to use the CONVERT function. Assume you have a temperature of 15 degrees Celcius in cell A1.


In B1 enter the following function:


=CONVERT(A1, "C", "F")

You will get the answer 53 degrees which is the conversion of 15 degrees Celsius to Fahrenheit.


If you change the function to :

=CONVERT(A1,"F", "C") 


You will get the answer -9 which is the conversion of 15 degrees Fahrenheit to Celsius.


Back to top


Excel3Counting the Number of Blank Cells 
Summary:  There are times when you want to know how many blank cells there are in a range of cells. Here is how to do this.
The CountBlank function will give you this information. The form is as follows:
=COUNTBLANK(Range of Cells)
This function returns a number that represents the number of blank cells in the range. Be careful, however, because COUNTBLANK will not count cells that have a zero value.


Back to top 


Word Tips


Word1Replacing Text


Summary: There are times when you are working in a document when you need to replace a word or words with a different word or words throughout the document. Find and Replace handles this task easily. Here is how to do this: 
  1. Click on the Home tab in the Ribbon.
  2. Click on Replace in the Editing Group.
  3. The Find and Replace dialog box appears with the Replace tab displayed.
  4. Enter the word or phrase that you want to search for.
  5. Enter the word or phrase that you want to replace the found item(s) with in the Replace With text box.
  6. Click Find Next. The first occurrence in the document below the current insertion point will be highlighted.
  7. Choose one of the following options:
    Click Replace if you want to replace the current instance that was found with the text you entered. Word replaces the instance and automatically finds the next one.
    Click Find Next if you do not want to replace the text that was found and want to find the next occurrence.
    Click Replace All if you want to replace all the occurrences of the word that are found in the document. 
  8. Click Close when you are finished working through the documents.


Outlook Tip



Summary: If your want to make sure that the recipient reads your e-mail you can request a receipt.  Here is how to do this::

To obtain receipts for all your messages:

  1. Click Tools, Options, and click the E-mail Options button.
  2. In the E-mail Options dialog box, click the Tracking Options button.
  3. In the lower half of the dialog box, click Read Receipt, Delivery Receipt or both.
  4. You can choose an option for responding to other senders' requests.
  5. You have the following options:
    1. Always send a response.
    2. Never send a response.
    3. of Ask Me Before Sending a Response.
  6. Click OK three times.

To obtain a single receipt:

  1. Create an e-mail message.
  2. Click on the Options tab in the Message window.
  3. In the Tracking Group, click Request a Delivery Receipt, Request a Read Receipt or both.
  4. Click Close.

 PowerPoint Tip


PowerPointarticlePowerPoint Slide Show Shortcuts


Summary: In the table below you will find a number of shortcuts that are useful when you are doing a PowerPoint presentation.



To Perform ThisPress
Start a presentation from the beginning.F5
Perform the next animation or advance to the next slide.N, ENTER, PAGE DOWN, RIGHT ARROW, DOWN ARROW, or SPACEBAR
Perform the previous animation or return to the previous slide.P, PAGE UP, LEFT ARROW, UP ARROW, or BACKSPACE
Go to slide number.number+ENTER
Display a blank black slide, or return to the presentation from a blank black slide.B or PERIOD
Display a blank white slide, or return to the presentation from a blank white slide.W or COMMA
Stop or restart an automatic presentation.S
End a presentation.ESC or HYPHEN










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