The likelihood is that you have been using Microsoft Excel to make lists and tables for years but there are some shortcuts and extra tools which you may not be aware of, and which could save you a significant amount of time when working with Excel. The tips below apply to Excel 2010, although the steps will be almost identical in older versions of the program.

TIP #1: Auto-Completion

Microsoft Excel will complete a list if it recognises the values you are inputting, for example it will auto-complete a list of days of the week, dates or months of the year. To use auto-complete simply type the information you require into a cell. You will notice that the thick black line around the selected cell has a small square at the bottom right. Click this and drag it down as many columns as you need, it will then automatically complete the list. In this example Excel will auto-complete the days of the week.

TIP #2: Sort and Filter

One you have all the information you can easily sort it into any order you want. Highlight the column you want to sort and use the ‘Sort and Filter’ button on the Home tab, then choose how you want to sort. The standard options are to sort alphabetically or reverse alphabetically, or alternatively you can choose to custom sort. To custom sort highlight the whole table, select custom sort and then choose from the methods of sorting available.

TIP #3: Borders

It’s easy to put data into a spread sheet, but if you want it to look a little more presentable you need to add borders. To add borders highlight your list or table and click the border button on the Home tab.

Use the drop-down menu to select which type, colour and style of border you want. The border types I use most commonly are ‘All Borders’ and ‘Thick Box Border’ to create a table which looks neat and tidy.

To achieve this look highlight your table and use the drop-down menu to select ‘All borders’ then whilst the table is still highlighted select ‘Thick Box Border’ to create the bold border around the table. Finally, highlight the top row and select ‘Thick Box Border’ again. Make sure you do ‘All Borders’ first otherwise it will undo all the other borders you have done! Why not play around with the border button to select the width and colour of borders that best suits the task you are doing. All the tools you will need to do this are found in the same drop-down menu.

TIP #4: Picture

Sometimes adding a picture to the background of a spread sheet can be appropriate, making it look less formal and more friendly. Add a picture of your choice using the Page Layout tab and selecting ‘Background’. This will open up your picture library; simply double click on a picture to use it.

Alternatively add a picture to the foreground of Excel using ‘Picture’ on the Insert tab which will also open your picture library.

 TIP #5: Print Preview

To view your spread sheet before printing, use the Print Preview button which is found at the top left of Excel.

To return to your document click on the home tab. You will notice that Excel has now inserted page boundaries into your document in the form of dotted lines. This is useful as it helps you to make sure that your document will fit within the page’s printable area. If you want to turn off the page boundaries simply close and reopen your document. Alternatively turn off page boundaries permanently using File> Options> Advanced> Show Page Breaks.

If you have any problems whilst using Excel, or there are any more functions you want to learn more about please contact us at sales AT flint-it DOT com or call 0845 3309680.

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Most people who use computers come up against error messages; some can be easily bypassed by clicking OK or Cancel, whilst others are more persistent. Every error message indicates a problem with your PC and ignoring one could lead to computer failure in the long term.

Here are the meanings of some common error messages, and what you should do about them.

1. Program Not Responding: Wait a few minutes for the pop-up box then click ‘wait for program to respond’. If still not responding click ‘end now’ and reopen the program.
2. Access Denied: You do not have the privileges to access a file, or have been locked out of it. If you need access speak to IT support or whoever sets up passwords on your network. They will obtain the relevant permissions and get you the files you need.
3. The Device Is Not Ready: Your PC is trying to run a disk which is not in the disk drive. Insert the relevant disk or check you are running the correct program.
4. File Not Found: The file may have been moved or deleted. Check you have not mistyped the file nam. If a file has been deleted by mistake you will probably find it in the recycle bin.
5. Low Disk Space: There is not enough space for your PC to continue running. Delete any temporary and unwanted files or get a bigger hard drive.
6. Out Of Memory: Your computer has run out of memory or is trying to load a file which is too big. Close some of the programs which are running or purchase extra memory.
7. 404 Error (server not found): Your server can not find the site you requested. You may have mistyped the address, or the site may have been deleted or moved. Use Google to find the information you want elsewhere, or try to find the web page at a later date.
8. Run-Time Error: The program you are trying to run is conflicting with another program. CTRL+ALT+DEL to open the task manager and close all programs you don’t need. Check that you have the latest update of the program, if not then update and reinstall. If this still doesn’t work you could have a virus; run an anti-virus scan.
9. EXE Error Messages: If your computer cannot find FileName.exe check that you have typed the file name correctly. If you have then there may be a virus altering file associations in your computer’s registry. Run an anti-virus scan straight away to identify and fix any problems.
10. Driver Errors: Could be due to outdated, corrupt, incompatible or missing driver files. Error messages coded with the numbers 37, 39 and 10 commonly relate to driver problems. Ensure that all your programs and applications are updated and installed properly, and that you have the correct versions for the operating system you are running.

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Here are ten shortcuts that we think everyone should know. Once you’ve used them a few times they will become second nature and will really speed up word processing.

A few simple ones to start off with:

Copy – CTRL+C

Paste – CTRL+V

Cut – CTRL+X

Undo – CTRL+Z

In my opinion these four are crucial. Now here are some other very useful shortcuts you should know.

CTRL+S to save the document you are working on

CTRL+F to search within the text of any document or webpage

CTRL+A to select the entire document

CTRL+Shift+T to reopen a web browser tab you have just closed

WIN to open the Start menu; your WIN key looks like this:

 CTRL+Backspace to delete a whole word, not just a single letter

CTRL+Arrow Keys move your cursor back or forward a whole word at a time

These are just a few of the shortcuts available, but hopefully they will be useful for the tasks you do every day.

Why not leave a comment on this post or get in touch at sales AT flint-it DOT com and let us know which other shortcuts would be useful?

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Flint IT’s first free report is now available to download. Click here.

We know that you need reliable IT systems in order to run a successful business. When things go wrong or your systems are slow you lose productivity, having to sacrifice your time or the time of your staff to sort out IT problems. We know that this is the last thing you want – all your time should be invested in the successful running of your business – and this is why we aim to give you the help and advice you need to keep your IT systems up to speed.

Our first free report is entitled ‘Performance’. It uses four headings; processor, programs, memory and disk to provide you with all the basic information you need to improve the performance of your IT and maintain business efficiency. This report gives you our recommendations of the best IT hardware and software, it shows you how to make sure you have a system which is good enough to meet your business requirements and it explains simple processes which can help speed up your computers.

Our aim is to pass on to you the knowledge and experience of our technicians, in the hope that this will improve your business continuity, minimise downtime and make you less vulnerable to IT failure, loss or damage.

Download our free performance report now from http://ow.ly/6BwF4 to get the information which will free you from IT worries and allow your business to grow.