K2E Canada Office Tips February 2019


Excel Tips

Recovering an Unsaved Workbook

Summary:  If you have mistakenly closed a file while working on it, or lost it due to a power failure, you know how frustrating it can be. Fortunately, changes were made in Microsoft Excel which make the process to recover an unsaved workbook much simpler. Here is how to do this:

In Excel you need to have the following options enabled:
  • Save auto recover information
  • Keep the last autosaved version if I close without saving

To enable the Save auto recover information options:
  • Select File
  • Select Options
  • Select Save and tick the Save AutoRecover boxes 

Select the File menu tab and Info option.
  • On the info page, click on the Manage Versions button
  • Select Recover Unsaved Workbooks
  • Select the respective file and click Open 

The unsaved version of the workbook will be opened, and no data will be lost.
 
If you have Excel 2016 or subsequent Excel AutoSaves every couple of seconds, when saving your file to SharePoint online or OneDrive, so your worries are over. The Manage Version is now Manage Workbook.

Quickly Deleting Rows and Columns

Summary:  Here is a really good keyboard shortcut that will expedite the deleting of a row or column:

The normal way to completely delete a row or column is to use Excel's menu commands or the tools on the ribbon. There is an even quicker way, however. Merely select the row or column that you want to delete, and then press Ctrl+-  (that is Ctrl  and the minus sign at the same time). Excel deletes the row or column from your worksheet that you have selected.

Word Tip

Making Backup Copies of a Word Document

Summary: By default, Microsoft Word does not make backup copies of your files. Instead the old file is deleted after the new file is written to your hard drive. If you want Word to keep backup files here is how to do this:

  • Click on the File menu.
  • Click on the Word Options dialog box.
  • Click on Advanced.
  • Scroll down until you see the Save options. (Don't confuse this with clicking Save at the left side of the dialog box; they are not the same.)
  • Click on Always Create Backup Copy, so there is a check mark in the check box.
  • Click on OK.

When that is done Word will save a backup copy with the file extension .wbk in the same folder as the original document.
 
With Excel 2016 and subsequent saving the file to SharePoint online or OneDrive will automatically create versions of the file. To open version history click on the file tab and under info click version history.
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Video Tip

Securing an Excel Workbook

Summary:  Excel allows you to encrypt and password-protect workbooks. Here's the video tip from the webinar K2's Road to Excellence with Excel Part 7 and Adagio.