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Volume 7, Number 12  

December, 2012
ExceltopIn This Issue 
Excel Tips 

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Word Tip
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PowerPoint Tip
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2012 is now almost in the history books. As the year winds down Nancy and I want to extend to you and yours Season's Greetings and all the best for 2013. It has been  a pleasure providing you with our K2 Office Tips.


Look for more of my popular eBooks in 2013 and an exciting new online program that we will launch in May. More information in the new year. 


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




Alan Salmon

Excel Tips

Excel1Figuring Out the Business Quarter From a Date   

Summary: There are times when you need to figure out the business quarter in which a date falls. Here is one way of doing this:  


The key to calculating the quarter is the month of the date. Here the steps to do this using an IF statement formula. Assume the date is in cell A1.




The IF statement checks the month to see if it returns the boundaries for the quarter (3,6,9,12) and then assigns the appropriate quarter. A dash and the last two digits of the year are added to the end of the quarter.



Excel2AHighlighting Duplicates           

Summary: Many times you will have duplicates in a column of data. Here is a quick way to highlight the duplicates using Excel's Conditional Formatting:


Starting by highlighting the data you want to check.

  1. Select the Home Tab.
  2. Click on Conditional Formatting in the Styles Group.
  3. Click on Duplicate  Values.
  4. Select OK.
All of the duplicates will be highlighted.


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Excel3The Developer  Tab 
Summary: Advanced users of Excel will find the Developer tab to be very useful when you are working with macros. By default the Developer tab is not visible. Here is how to turn it on.


If you are using Excel 2010.

  • Right mouse click on the tab line.
  • Click on Customize the Ribbon.
  • Click on the Developer check box.
  • Click on OK

If you are using Excel 2007

  • Click on the Office Button
  • Click on Excel Options.
  • Select Popular at the left hand side of the dialog box.
  • Click on Show the Developer Tab in the Ribbon check box.
  • Click on OK. 

With both versions the Developer Tab should now be visible in the Ribbon.



Word Tip


Word1Print Preview in Word 2012             

Summary: Word 2010 has enhanced the Print Preview in Word 2010. Here's a list of the enhancements:  
  1. To use Print Preview click on the File tab.
  2. Click on Print. In the right hand panel you will see a preview of what will print.
  3. Word 2010 Print Preview has a set of controls that allow you to increase or decrease the magnification of the print image. The zoom tools in the lower right hand corner of the Print Preview area provide five separate tools.
    1. The Zoom button on the left shows you the current magnification.
    2. Zoom Out will reduce the magnification when you click on it.
    3. Zoom Slider allows you to drag in either direction to increase of decrease the magnification.
    4. Zoom In will increase the magnification and you will see less of the page.
    5. Fit to Page reduces the image to let you see the entire page in the Print Preview window. 

You can also click on Many Pages to view a number of page thumb nails on one page.


 PowerPoint Tip


Summary: During your slide show you may want to write on a slide as if you were using a white board. You can use different types of pens and colours and write anything you want, including underlining, circling or any other freehand writing.Here is how to do this: 

  1.  At any point in your slide show press the right mouse button and highlight Pointer Options.
  2. Select the type of pen you want to use (ballpoint, felt tip or highlighter).
  3. Choose your ink colour.
  4. Hold down your left mouse button and drag the pen over the slide you want to write on.
  5. Click on Insert to insert the translation into your PowerPoint slide. 

At the end of your presentation you will have the option to keep your ink annotations or discard them. If you keep them they will remain part of your presentation.



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