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Excel Dynamic Arrays

1/10/2021

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A Dynamic Array formula is any formula that has the potential to return multiple results. There are several new functions in Excel for Office 365 that have this ability, including Sort, Filter, and Unique. In this post we will have a look at Sort and Filter.

The first thing to keep in mind is that the results from these Dynamic Array formulas will “spill” into adjacent cells; therefore, we need to plan for the possible spill range by allowing ample space in adjacent cells. This spilling is by design; and, in the event the spill range is not large enough for the results, Excel returns a #SPILL! error. 

The second item to consider is that references used in Dynamic Arrays between workbooks need both workbooks to be open; Excel returns a #REF! if they are not.

Spill

To understand better what spill means and how dynamic arrays work, let’s start with the data below and create a formula to summarize the information.
Picture
The data is in a table named Payments. In cell G5, enter the formula =payments and press Enter. The data is now in G5:J22 using this single formula. While in the data range, you will notice an outline around the data indicating that it is part of a dynamic array. The formula is only in cell G5 and, therefore, all other cells in the array will show the formula as a light gray in the formula bar as shown below.
Picture
As shown below, in the event of other data residing in the range used by the dynamic array formula – for example, cells M12:O12 – completing the formula will result in the #SPILL! error. Keeping cell L5 highlighted, Excel will show where the data will spill, providing clear guidance on which data is causing the error. To resolve the problem, either move the dynamic array formula cell or clear the data in the spill area. Additionally, as shown below, Excel provides an error-checking tool and a quick way to Select Obstructing Cells if you want to move them outside the spill range. Once you clear the obstructing cells from the spill range, the dynamic array formula should complete, unless one of the following four issues arises.
  1. The spill range includes merged cells;
  2. The dynamic array formula is inside of a table;
  3. The system is out of memory; and
  4. The sequence is volatile, such as with a RANDBETWEEN sequence.
Picture


Spill Range Reference

With only the one cell in the spill range containing the formula, the question becomes how to refer to all of the data in the range. The answer is to use the spill range operator which is the # symbol. In the previous example, to refer to the entire spill range, the reference would be =G5#. This does have a limitation in that it is not supported when linking to an external workbook.

Sort

The process to sort by formula before Dynamic Arrays was very complicated and, therefore, seldom used. With the Dynamic Array function SORT, the process is simply to use the formula below.
=SORT(array,[sort_index], [sort_order],[by_col
Using similar sample data, as in the previous example, in cell G2, input the formula =SORT(sortdata,3,1). The data is in a table named sortdata; the number 3 is the column to use as the sort, and the number 1 is for ascending order.

If you want to sort by more than one index, you can use an array constant. For example, to sort the data by Account ascending and Amount descending, the formula would be =SORT(SortData,{3;4},{1;-1}). The results of these formula-based sorts are shown below.
Picture


SortBy

The SORTBY function allows you to sort the contents of an array based on the values in a corresponding array. The syntax for the function is =SORTBY(array, by_array1, sort_order1,….). For example, to do the same sort as we did with the array constant, the formula would be as follows.
=SORTBY(SortData,SortData[Account],1,SortData[Amount],-1)

Filter

The next dynamic array function is FILTER, which allows filtering of data into a new array. The syntax for the function is =FILTER(array, include, [if_empty]). To have more than one condition, use the plus sign between them for either and the multiply sign between them for both.
​
As an example, in Figure 18, we want to retrieve all rows from the table named FilterData that have the item stamps. The formula would be as shown below.
=FILTER(FilterData,FilterData[Item]=I1,"Item not found")
​To retrieve the information related to stamps in the sales department the formula is as follows.
=FILTER(FilterData,(FilterData[Item]=I1)*(FilterData[Department]=I2),""
Picture
Dynamic Arrays at the time of creating this post is only available in the Office 365 Monthly Channel (Targeted)
dynamic_arrays.xlsx
File Size: 33 kb
File Type: xlsx
Download File

Ward Blatch

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Collaborating with Excel Comments

12/3/2020

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Excel Comments Renamed Back to Excel Notes

Originally Excel had a feature called Notes that allowed us to add a note to a cell to provide additional information for ourselves or others. Then around 2000 Excel renamed them to comments. Now Excel is changing the name back to notes and introducing a new feature, starting with 1810, Comments. 

Notes are a great way to add instructions, details, and explanations in our workbooks. With this change of name all the features of what we use to call comments remains including changing the shape, fill the background, and edit. All the commands are still available on the right mouse menu or the Review ​tab on the ribbon. 
Picture

You can take existing notes in a workbook and Convert to Comments ​as shown in the Notes drop down menu above.

The All New Excel Comments

The new Excel Comments provide improved collaboration with a threaded discussion. Using @mentions draws collaborators attention directly to your comments. When an @mention is made the person will receive an email with a link to the file to provide them with quick access and a simple response option. (The file must be shared with them or in a location they have access permissions) To create a comment you can right click the cell or select New Comment on the Review tab.  Once your comment is completed click the Green arrow to send the comment to any @mentions you have included.
Picture
Note the new indicator icon in the top left of the cell containing a comment and the specific cell reference in the comment. 

A sample of the email received by Demo is below, note the link to quickly open the file.
Picture

Selecting the Show Comments command on the Review tab opens a floating panel of comments on the right side of Excel. The panel shows the comments for the current sheet and can be moved to a different location including another monitor. This provides a view of all the comments for the sheet without hiding any information on the worksheet.  The Previous Comment and Next Comment commands on the review tab provide a quick way to review all comments in a file, quickly flipping from worksheet to worksheet as required. 
Picture

Since comments do not show on the sheet when selecting the Comments options on the sheet tab of Page Setup selecting As displayed on sheet will only print notes. Selecting At end of sheet will print both notes and comments. 
Picture

The new comments in Excel is a welcome addition, providing a simple threaded conversation within our files to keep everyone current on the changes, items requiring their attention, and responses.
notes_and_comments.xlsx
File Size: 131 kb
File Type: xlsx
Download File

Ward Blatch, CPA CA

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Artificial Intelligence Meets Microsoft Office

11/7/2020

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Many have written about the future of Artificial Intelligence (AI) and its potential in our personal and professional lives. So far, most of the literature describes the impacts as “futuristic” and arriving several years from now. But did you know that you can take advantage of AI today? More specifically, AI is available in many of your favorite Microsoft Office applications, and taking advantage of these tools can provide tremendous benefits. Read on, and in this article, you will learn about four specific instances of artificial intelligence in Office applications.

Word's Editor Feature

Let me begin by admitting that I do not consider myself a good “native” writer. That means that as I write articles such as this, I typically struggle with sentence structure, punctuation, and the like. In the past, I engaged an editor to assist me in “cleaning up” my text. However, with Word’s Editor feature – which became available with Word 2016 – the need for outside assistance is diminished dramatically.
Picture
Figure 1 - Word's Editor Feature As An AI Tool
As shown in Figure 1, Editor examines my document it real-time and alerts me to issues that potentially require action. In the example presented, Editor recommends that I address two items – Grammar and Vocabulary. I can click on issues that Editor raises, and it provides recommendations to improve the readability and quality of my document.

For example, clicking on Vocabulary opens the Editor pane shown in Figure 2. In that pane, I can choose to accept or reject the AI-driven suggestions. I can also modify the setting Editor uses to deliver its Artificial Intelligence-based recommendations to me. In sum, I find Editor to be a terrific assistant that helps me create documents that are free of punctuation and grammatical errors. Moreover, Editor’s recommendations help create passages of text that are easier for readers to comprehend.
Picture
Figure 2 - Editor's Vocabulary Pane

Grammarly - Another AI Tool for Word
In addition to Editor, I use Grammarly (www.grammarly.com), a tool that provides a second set of Artificial Intelligence-based recommendations on the documents that I create. Grammarly is a subscription-based service, with a free option available. However, I found the Premium subscription ($139.95 annually) to suit my needs better.

Grammarly’s Premium subscription appears to have a more comprehensive set of rules and writing standards than Editor. Further, Grammarly allows me to define the tone I want to convey in my text, and, upon doing so, it tweaks its recommendations to ensure I meet my objectives. It even works in Outlook, helping to ensure that my outbound email messages are error-free.

Both Editor and Grammarly provide outstanding (and often needed!) functionality. The Artificial Intelligence engines that power these tools are terrific.  If you are currently using Word 2016 or newer, check out Editor. Additionally, if you want to go deeper with AI as a means of improving your writing, take a careful look at a Grammarly subscription.

PowerPoint's Design Ideas Feature

Artificial intelligence meets Microsoft Office in other applications besides Word. For example, PowerPoint now boasts a feature known as Design Ideas, which you will find on the Home tab of the Ribbon. Design Ideas appeared with PowerPoint 2019. This feature provides users with recommendations to improve the appearance of a slide in a presentation.

To illustrate the effectiveness of the AI-based Design Ideas feature, consider the image in Figure 3. In that image, I used PowerPoint’s Design Ideas feature to convert the tired-and-stodgy bullet point slide at the top of the image to the more modern and contemporary one at the bottom of the image. And all that was necessary to achieve those results was to click Design Ideas on the Home tab of the Ribbon.  Upon clicking Design Ideas, PowerPoint provided ten alternatives to the original slide.
Picture
Figure 3 - Using Design Ideas In PowerPoint

Like Editor and Grammarly, Design Ideas in PowerPoint uses Artificial Intelligence to help us get better results in less time. More specifically, Office Intelligent Services powers Design Ideas and other AI-based features available in Office.  

Artificial Intelligence in Excel

Not to be outdone, Artificial Intelligence meets Microsoft Office in Excel too. Features such as Stock and Geography Data Types, Dynamic Arrays, and the ability to insert data into a spreadsheet by taking a picture are all examples of Artificial Intelligence available in our spreadsheets. So, too, is Excel’s Ideas feature.

Ideas is an Excel tool that can quickly analyze your data and help you uncover trends, outliers, and other observations. Importantly, Ideas can help you identify issues that you may have missed with the human eye. When you use Ideas, you are taking advantage of Artificial Intelligence to analyze data more thoroughly and faster than could be done with traditional manual procedures.

To take advantage of Ideas, click in the data in your spreadsheet. Then click Ideas on the Home tab of the Ribbon. Excel will take over from there and create numerous charts, PivotTables, and other analyses for you, resembling the output shown in Figure 4. Moreover, you can even type a command such as “Total Order Amount” directly into the Ideas pane, and Ideas will respond with an answer. For those who are afraid that they might miss key trends, observations, and outliers in their data, the Artificial Intelligence features available in Ideas may be the solution needed.
Picture
Figure 4 - Using Excel's Ideas Feature


Summary

For many, Artificial Intelligence once seemed like something that was a great concept but would never materialize at a practical level. Yet today, Artificial Intelligence appears quietly in ways that many have yet to recognize. Examples of this spread include the ways that Artificial Intelligence meets Microsoft Office and enhances the various Office applications. If you have not yet explored these tools, now might be the time to see how helpful they can be for you. Further, keep your eyes open for other new features in applications and services that you use every day – many of them will likely incorporate Artificial Intelligence too!

Interested in learning more about Artificial Intelligence or Microsoft Office Applications? If so, consider a K2 Enterprises CPE course. Click here to view your options.

Tommy Stephens

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How to Format Excel PivotTables for Even Greater Effect

10/11/2020

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One of the unfortunate misconceptions regarding PivotTables in Excel is that you cannot format them to meet your specific reporting needs. Of course, the reality is that you can apply formats to your PivotTables to, in most cases, meet your exacting specifications. Read on, and in this article, you will learn just how easy it is to format your PivotTables for even greater effect.

Default Formatting in PivotTables

To begin, consider the excerpt of the PivotTable pictured in Figure 1. This raw report, although computationally correct, is difficult to read. For example, the Compact format makes the data in the first column challenging to follow.
Picture
Figure 1 - Excerpt of Unformatted PivotTable
Fortunately, you can change the layout of the report quickly. To do so, click Report Layout from the PivotTable Design tab of the Ribbon. Then choose Show in Tabular Form to change the report’s appearance to that pictured in Figure 2. In this layout, notice that the entries that were “nested” in column A previously now occupy individual columns, so they report appears less cluttered.
Picture
Figure 2 - PivotTable Which Uses The Tabular Layout

If you run Excel 2016 or newer, you can make the Tabular Form your default layout for all future PivotTables you create. To do so, click File, Options, Data, Edit Default Layout, as shown in Figure 3. Additionally, notice that you can make changes to other default settings for your PivotTables in that dialog box.
Picture
Figure 3 - Changing Default Settings For Future PivotTables


Disable Unnecessary Subtotals

In addition to the formatting changes outlined above, you may want to disable unnecessary subtotals in the body of the PivotTable. Often, subtotals contribute to a “cluttered” appearance of the data. To disable Subtotals, click on the PivotTable, and then click Subtotals, Do Not Show Subtotals on the PivotTable Design tab of the Ribbon. Upon doing so, the PivotTable will suppress Subtotals in the body of the report, as shown in Figure 4.
Picture
Figure 4 - PivotTable Without Subtotals


Repeat Item Labels in the PivotTable

In addition to the previous two customizations, consider repeating all the item labels in your PivotTable. This feature is especially helpful if you also choose to “collapse” the PivotTable, as discussed below.

To turn on the Repeat All Item Labels, again return to the PivotTable Design tab of the Ribbon. Then click Report Layout, followed by Repeat All Item Labels. As Figure 5 shows, this action fills the data in the Client, Client Contact, and Client Phone fields of the PivotTable, creating a format that many will find familiar.
Picture
Figure 5 - Repeat Item Labels In A PivotTable


Consider Using the Collapse Field Option

If your PivotTable report is particularly lengthy, you may also want to activate the Collapse Field option. Doing so will present a summarized PivotTable with the capability of drilling-in to the report for more details. In this illustration, let us “collapse” the data in the Client column of the summary. To do so, click anywhere in that column in the PivotTable and then choose Collapse Field from the PivotTable Analyze tab of the Ribbon. After doing so, you will be able to drill in on the report to see details, without being overwhelmed by all the data contained in the summarization.  
Picture
Figure 6 - Using The Collapse Field Option


Summary

No doubt, you can take advantage of other formatting options in PivotTables, including font, font size, colors, and others. However, most users do not struggle with applying those formats. On the other hand, many Excel users labor to control the volume of data presented in their reports. These same users also often face challenges with making the data easier to read. Addressing the four items outlined in this article – 1) establishing default formatting, 2) disabling unnecessary subtotals, 3) repeating item labels, and 4) using the collapse field option – you can quickly and easily format PivotTables for even greater effect.
You can learn more about PivotTables by participating in K2's Excel PivotTables for Accountants.
Also, you can learn more about establishing default settings for your PivotTables by clicking here.

You can see this tip in action by watching the video below.


Tommy Stephens

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Excel's New LET Function Can Simplify Your Formulas

9/7/2020

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If you access Excel through an Office 365/Microsoft 365 subscription, get ready for the new LET function.  LET began appearing in select releases of Excel in July 2020 and will continue to roll-out over the upcoming year. In essence, LET allows you to declare and store a variable inside a formula. Once you establish the variable with LET, you can then use that variable repeatedly in the same formula. In this article, you will learn how Excel’s new LET function can simplify your formulas.

LET Fundamentals

“Old-school” programmers no doubt remember the days of declaring variables in a computer program using a LET function. While writing code, programmers might include a statement such as “LET x = 100.” With “x” established as the value of “100,” they would then use that variable in other calculations. Excel’s new LET function provides essentially the same functionality, with one notable difference. With LET, you can only use the variable you declare in the same formula that contains the LET function.

As a simplified first example of working with LET, consider the following formula in Excel.

=LET(x, 100, SUM(x, 1))

The formula shown first establishes “x” as a variable with a value of “100.” It then adds that value to “1” to produce a calculated value of “101.” The fundamental example provided is just that – a simple example to introduce LET. Let’s turn our attention to some more practical uses of LET. But first, let’s describe why LET is potentially beneficial to Excel users.

LET Benefits

According to Microsoft, LET offers two primary benefits: 1) Improved Performance and 2) Easy Reading and Composition. More specifically:

  1. Improved Performance.If you write the same expression multiple times in a formula, Excel calculated that result numerous times. LET allows you to call the expression by name and for Excel to calculate it once.
  2. Easy Reading and Composition.No more having to remember what a specific range/cell reference referred to, what your calculation was doing, or copy/pasting the same expression. With the ability to declare and name variables, you can give meaningful context to yourself and consumers of your formula.

From the above, we can conclude that LET allows us to improve our formulas by making them easier to understand while simultaneously speeding calculation times.

A Practical Example of How the LET Function Can Simplify Your Formulas

In this illustration, let us assume that a loan officer is deciding whether to approve a mortgage on a house. Further, the bank’s policy is to charge 0.5% more interest if the applicant’s credit score is less than 800. In this case, we can use the following formula to calculate the monthly payment based on the inputs shown in Figure 1.
=LET(Rate,(IF(B4>799,B2,B2+0.005)),PMT(Rate/12,B3*12,-B1))
Picture
Figure 1 - Using LET to Calculate a Payment Based on a Credit Score
In the formula pictured above, the LET function declares a variable named “Rate.” Further, the LET function uses a nested IF function to retrieve the value from cell B4 and determine if it is less than 800. If so, the interest rate increases by 0.5%. Finally, the formula calculates the monthly payment by incorporating the “Rate” variable established by the LET function. In this example, using LET facilitates creating a more concise calculation than would otherwise be possible.

Further, the advantages of using LET increase as the complexity of the calculation increases. For example, if the loan officer establishes the interest rate based on three tiers of credit scores instead of two, the value of using LET magnifies significantly.

Summary

Excel’s new LET function allows you to simplify calculations in Excel by declaring variables within a formula. Once you establish such a variable, you can use it repeatedly in the same expression to ease the process of creating complex calculations. In this context, Excel’s new LET function can simplify your formulas. Therefore, as this feature becomes available to you, carefully consider how you can use it to get better results in less time.

Learn More About LET in this Video


Tommy Stephens

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Finding Cells That Use Conditional Formatting

9/6/2020

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There are times when you want to find cells that have conditional formatting applied to them. This is easy to do using the Go To feature of Excel. Here’s the steps:

  1. Press the F5 key to display the Go To dialog box.
  2. Click on Special. Excel displays the Go To Special dialog box.
  3. Click on the Conditional Formats radio button.
  4. Click OK.

You’re done. Excel will highlight all the cells in the current worksheet that have conditional formatting applied to them.

Alan Salmon

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Creating Sheets for Months

9/6/2020

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When you are creating new workbooks, you will often have a worksheet for each month of the year.  This is a very tedious process so here is a macro that will eliminate a lot of work.

The macro below does the following:

  • It first checks the names of the worksheets in your workbook
  • if they begin with the letters "Sheet" It then renames them to the months of the year.
  • If there aren’t sufficient sheets in the workbook, it adds sheets, as necessary, for each month of the year.

Sub DoMonths()
    Dim J As Integer
    Dim K As Integer
 
    For J = 1 To 12
        If J <= Sheets.Count Then
            If Left(Sheets(J).Name, 5) = "Sheet" Then
                Sheets(J).Name = MonthName(J)
            Else
                Sheets.Add.Move after:=Sheets(Sheets.Count)
                ActiveSheet.Name = MonthName(J)
            End If
        Else
            Sheets.Add.Move after:=Sheets(Sheets.Count)
            ActiveSheet.Name = MonthName(J)
        End If
    Next J
 
    For J = 1 To 12
        If Sheets(J).Name <> MonthName(J) Then
            For K = J + 1 To Sheets.Count
                If Sheets(K).Name = MonthName(J) Then
                    Sheets(K).Move Before:=Sheets(J)
                End If
            Next K
        End If
    Next J
 
    Sheets(1).Activate
End Sub

The final step in the macro is that it organizes the worksheets in the correct order for the months 1 through 12. If you have any other worksheets that do not begin with the word "Sheet", then these sheets end up at the end of the workbook, after the sheets for the 12 months.

Alan Salmon

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Quickly Entering Dates and Times

9/6/2020

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Excel provides two excellent shortcuts if you need to enter today’s date and time. To enter the today’s date, just select a cell and press Ctrl+; (that's the semicolon). For today’s time you do it by using Ctrl+: (that's the colon), which is really as Ctrl+Shift+;.

These keyboard shortcuts will work even when you are entering formulas. For instance, let's say you wanted to have today's date as a string (within quote marks) in a formula. What you need to do is enter your formula, up to the first quote mark. Then type Ctrl+; and the date appears in the formula. Type your closing quote mark, and you can continue with your formula.

Alan Salmon

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Understanding Outlining

8/4/2020

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Excel has a feature that allows you to outline your data. When you use this tool Excel analyzes your data and assigns different rows to different "levels". These levels can then be hidden or displayed, according to your requirements. An outline allows you to get a quick understanding of large amounts of data.

There are several ways to create an outline:

  • Inserting automatic subtotals. To do this select a cell in a data list, then click on the display the Data tab of the ribbon. Select Subtotal in the Outline group.
  • Letting Excel automatically outline your data list. Select the list that you want to outline and then select the Data tab of the ribbon. Click on Group from the Outline group, then click on Auto Outline.
  • Manually outlining your data list. Highlight the data you consider to be detail information and then display the Data tab of the ribbon. Click on Group from the Outline group and then click Group. Repeat this process for all the other detail information in the data list.

When your data is outlined, outline symbols will appear on the left side of your worksheet. You can display the different levels of data by using the mouse to click on the various symbols.

Alan Salmon

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Spell-checking Uppercase Words

8/4/2020

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Excel has a powerful spell-checker that does an excellent job. However, if your worksheets contain lots of acronyms, you'll find that Excel flags a lot of them as misspelled words.

To force Excel to ignore uppercase words in any spell-check you need to do the following:

  1. Click the File tab of the ribbon and then select Options.
  2. At the left side of the dialog box click Proofing.
  3. Make sure the Ignore Words in UPPERCASE check box is selected.
  4. Click on OK.

The only problem with this solution happens if you use all uppercase for section titles or for other special words. In this case, Excel still ignores them since they are uppercase. Make sure you change the setting of this check box based on the type of work you are doing in your worksheet.

Alan Salmon

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    Authors


    Ward Blatch
    Ward provides consulting and training services as the Managing Director of K2E Canada Inc. He joined K2E Canada in 2005 and is responsible for the Canadian operations of this international consulting group, which provides professional development technology education for accountants across Canada and the US. Ward lives in rural Nova Scotia and can be reached at ward@k2e.ca.

    Alan Salmon
    Alan Salmon is recognized as Canada’s leading analyst in the area of accounting technology. He has nearly 35 years of business, management systems, education and journalism experience, has a degree in Science and an Advanced Teaching Certificate from the University of Toronto. Alan has now retired from teaching and lives in Brampton, Ontario with his wife Nancy. He can be reached at alan@k2e.ca

    Tommy Stephens
    Tommy is one of the shareholders in K2 Enterprises, affiliating with the Firm in 2003 and joining as a shareholder in 2017. At K2, Tommy focuses on creating and delivering content and is responsible for many of the Firm's management and marketing functions. Tommy resides in the metro Atlanta area. You may reach him at tommy@k2e.com.

    Randy Johnson
    Randy is a nationally recognized educator, consultant, and writer with over 40 years experience in Strategic Technology Planning, Accounting Software Selection, Paperless, Systems and Network Integration, Business Continuity and Disaster Recovery Planning, Business Development and Management, Process Engineering and outsourced managed services. Randy can be reached at randy@k2e.com

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