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For multiple line entries of labels, comments, notes, or descriptions in Microsoft Excel, select the cells (or an entire row or column), choose Format > Cells, pick the Alignment Tab, and check the option for Wrap Text, finish with OK. The column width will determine how many lines are needed to display the text. Choose this over multiple rows for lengthy text entries for greater readability and for any lists of data.

Once text is formatted to enable wrapping, you can further control the layout by pressing [Alt] + [Enter] to force a line break within the same cell.

Now you want copy the “result” of a formula to another cell.  So you go ahead and copy the cell where the result is and “paste” it it into the new cell.

Whoops! What hapened? The reult is not the same as what you wanted to copy….formulae are relative and the new cell will refer to different cells… damn frustrating!

Solution: When you want to paste the result of a formula into a new cell choose “Paste Special” from the Edit menu and choose Values from the dropdown menu… Voila… your reult is in the new cell without the formula.

If you’re frustrated with you Paper Work and need an experienced Paper Work expert to help you Call Peter

PAS Administrative Support Services

Peter 613-347-9893

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Formating the # for each entry is a PAIN! For example to enter my phone number you would have to type “(613) 347-9893″. Thats a total of 14 keystrokes. Save yourself some time and format your phone # column as a phone #.

It’s Simple…

Select the whole column

Choose Format from the top menu bar

Select Cells and from the Drop-Down menu choose Special and select Phone Number

Now when you enter 6133479893 your entry will automatically be formatted to read (613) 347-9893… it saves a lot of time – believe me!

Hey… Wait a Minute…I’ve got an even better tip for inputting phone #’s and other information!

Call and I can Work with You!

You are maintaining a customer list in Excel. Your column names and widths are as follows:

Note: To set column widths Select Format from the top menu then choose Column and select Width. Enter the names and widths shown below.

Last Name            = Lname                   Column width = 15

First Name           = Fname                    Column width = 10

Address 1             = Add 1                      Column width = 20

Address 2            = Add 2                      Column width = 15

City                      =City                           Column width =  15

Province            = Prov                          Column width =  4

Postal Code       = PC                             Column width =  7

Phone               = Phone                        Column width =  12

Cell                  = Cell                              Column width =  12

Email              = Email                           Column width =  25

Notes              = Notes                          Column width =  25

This may seem to be a tedious exercise, but what you learn here can be applied to any Excel list you want to design.

Now you’re ready to start entering your info. 

The total width of your columns is 160 spaces.  With a spreadsheet that wide, entering data is going to be cumbersome. Moving from cell to cell you lose site of which record you’re working on.

Let’s work SMART!

Place your cursor in the first cell under the Lname column.  Select Data from the top menu line. Choose Form and WOW!  There’s your whole data entry form with all kinds of options to move around your “database”.  Too Cool – Too Smart!

Go to the Edit menu and choose “Find”. Choose the “Find” tab in the next screen presented.

Enter Jim  in the “Find What:” Leave the defaults and check boxes as is (play with them later) and click “Find Next” at the bottom of the Find window… Voila! there’s the first “Jim″.   Maybe he’s not the Jim you’re looking for… click “Find Next” and there’s your next Jim!

Remember if you enter anything in the “Find What” field Excel will find it within any cell… it will find “Jim” in a cell containing “Jim anyone”.

My advice: when doing a Find  in any spreadsheet allways start in cell A1… it will give you the peace of mind knowing that Excel has looked everywhere.
Visit pasadmin.wordpress.com often… we add tips to help you Work Smart – Not Hard  every week!

If you’re frustrated with you Paper Work and need an experienced Paper Work expert to help you Call Peter

PAS Administrative Support Services

Peter 613-347-9893

pas-admin@sympatico.ca

Scenario: You have a form letter that you have addressed to a customer and you want to call the customer but you’re not sure about his phone #.  You do know that his # is somewhere in your doc.  You also know he is in the “613″ area code.

Let’s find the number! Go to the Edit menu and choose “Find”.

Choose the “Find” tab at that screen.

Enter 613 in the “Find What:” field and click “Find Next” at the bottom of the Find window… Voila! there’s the first “613″. I think you’ve found your customer’s phone #.  Does he have a cell phone in the same area code that may be in your document… click “Find Next” and there it is!

Visit pasadmin.wordpress.com often… we add tips to help you Work Smart – Not Hard  every week!

If you’re frustrated with you Paper Work and need an experienced Paper Work expert to help you Call Peter

PAS Administrative Support Services

Peter 613-347-9893

pas-admin@sympatico.ca

Here’s the answer. Excel automatically interprets your cell as a “date” entry. 39145 is the serial number for March 4, 2007. This example was done in 2007… another year, a different serial number…we’ll talk about date functions in another tip.

What about displaying my fraction? Here’s the Trick! Go to a blank cell. Enter 0 space 3/4 (read as zero space 3 forward slash 4). Voila! Your cell now shows your fraction and it has that fraction’s mathematical value. Multiply that cell by 4 and the answer will be 3 and not 156580 (39145 x 4).

STOP the Frustration! Precede 0012345 with an apostrophe usually located to the immediate left of the Enter key on most keyboards.

Now try it again as follows: ’0012345

Problem solved!

Call Peter at PAS Administrative Support Services

We can Solve your Office Headaches

613-347-9893          pas-admin@sympatico.ca

Help is on the way! Simply design your worksheet without concern about printing it. When you’re done, now you can define how it will look on paper.

Now, go to one row below where you would like the printer to restart on a new page and do the following:

1. Go to the Insert drop down on the main menu at the top of the page
2. Choose Rows and press Enter… a blank row will be inserted into your worksheet
3. Make sure the first cell in the new row is the active cell and return to Insert drop down on the main menu at the top of the page
4. Choose “Insert Page Break” … you’ll see a dotted lin appear in that row… This is cool because when you print your worksheet a new page will start at this “break”.

Now you have “Design Power”. Use Print Preview from the File menu…oops! don’t like what you see? Let’s change it.

1. Go to the row where you inserted a Page Break
2. Go to the Insert drop down on the main menu at the top of the page
3. Choose “Remove Page Break”
4. The page break is gone and you can repeat the steps above to define a new row where you would like a new Page Break to be inserted.

Any problem with this procedure?

Call Peter at PAS Administration Support Services…

We Can Help!

613-347-9893