K2E Canada Office Tips August 2019


Excel Tips

Taking a Picture

Summary:  Excel provides a nifty little tool that allows you to create a picture from a range of cells, from a chart, or from another object in your worksheet. Select the cells or other object you want a picture of. (If you select cells, they must be contiguous.)

  1. Display the Home tab of the ribbon.
  2. Click the down arrow to the right of the Copy tool in the Clipboard group. Excel displays a list of options.
  3. Click Copy as Picture. Excel displays the Copy Picture dialog box.
  4. In the top part of the dialog box, specify what you want in the picture.
  5. In the bottom part of the dialog box, specify how you want the graphic saved.
  6. Click OK.

The result is that you now have a graphic in the Clipboard—either a picture or a bitmap, depending on your choice in the bottom portion of the dialog box—that you can paste anywhere including another workbook, in an e-mail, or in a Word document.

You should know that if you choose "As Shown On Screen" in the Copy Picture dialog box, that doesn't mean that Excel copies the picture exactly as shown. The copied picture will always be at a 100% zoom magnification, regardless of what zoom setting you are using. Thus, if you are viewing your worksheet at 125% zoom, take a picture of some cells and then paste the picture back into the workbook. It will look smaller than the rest of your workbook because of how the picture is captured.

Viewing Your Work Full-Screen

Summary: There may be times when you want to see as much of your worksheet as possible. You can quickly maximize your worksheet to replace virtually everything else on your screen by displaying the View tab of the ribbon and follow these steps:

Display the View tab of the ribbon.

  1. In the Show group, uncheck all the check boxes. (You may only be able to uncheck three of them or you may be able to uncheck all four. In either case, uncheck all that you can.)
  2. At the upper-right corner of the program window, click the Ribbon Display Options icon and choose Auto-Hide Ribbon. Excel immediately makes the ribbon disappear.
  3. Maximize Excel's program window.

When you are done viewing the workbook in this manner, again use the Ribbon Display Options icon to display the ribbon and, on the View tab of the ribbon, select the check boxes you unchecked in step 2.

Word Tip

When to Hyphenate Your Document

Summary: Word includes a hyphenation tool that you can use to make better use of the horizontal text space on your page. You should not need to hyphenate your document often, if you remember these guidelines of when hyphenation is necessary:

  • Hyphenate only before you print. This should be the last step you do, definitely after spell checking and grammar checking your document (if you do these as separate steps).
  • Hyphenate after you change printer drivers. Printer drivers affect the horizontal spacing of fonts. Since the horizontal spacing changes, the applicable hyphenation will change, as well.
  • Hyphenate if you change fonts. It is the font that determines how much text you can get on a line. When you change fonts, you change the amount of text that will fit on a line, and thus change the need for hyphenation.
  • Hyphenate if you change paper size, paper orientation, page margins, or paragraph indents. Changes in any of these options will cause Word to "reflow" your paragraphs, so what appears on each line will also change.
  • Hyphenate if you change machines. If you choose to print your document on a different machine than it was developed on, you will undoubtedly be using a different printer driver and perhaps a different version of Word—both of which can affect horizontal spacing of your text.
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Video Tip

Trapping Errors with IFERROR

Summary:  The IFERROR function has the potential to simplify creating complex formulas because it traps all errors with a single function. In the past, users had to employ unintuitive formulas to trap simple errors or use multiple error- trapping functions, each of which trapped very specific errors.  

Here’s the video tip from the webinar K2’s Road to Excellence with Excel – Part 11 - Excel Formulas and Adagio BI & Dashboard Reporting