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Communicating Using Technology
Vol. 3 Issue 2 January 20, 2004
Published and Copyright by Dave Paradi
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In this issue:
Excel Tip Update
See Dave In Person
1. Insert Slides in PowerPoint
2. Paste Special in Excel
3. Useful Resource - MS Office Tips & Tricks Newsletter
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Update on Excel Tip
M V Rao (& others) passed along an excellent extension to last
issue's Excel tip about the sum being automatically calculated in
the bottom bar. If you highlight a series of cells, then right
click where the sum is in the bottom bar, you can also see the
average of the cell values, the number of cells, the maximum or
the minimum. By selecting these other actions, you can change
the default of what is shown in that bottom bar. Great addition
to the tip! Then it made me wonder if it would work if you
selected any set of cells, even if they were not side by side.
And it does (as others pointed out to me after I had discovered
it)! Just select multiple cells by clicking on the first cell,
then hold the Ctrl key down and click on the other cells and the
sum (or other function) will be calculated for those selected
cells. This tip generated more replies than any other in a long
time - glad to know I can help and I hope you passed it on to
others who could benefit.
See Dave In Person
In the next few weeks I will be doing three presentations that
are open to the public (this is quite rare since I usually work
one-on-one or inside an organization). The Mid-Western Ontario
District of the Certified Management Accountants of Ontario is
hosting my presentation "How to Avoid the 6+1 Mistakes Presenters
Make Using PowerPoint" on January 22 in Burlington, on January 27
in Kitchener-Waterloo and on February 5 in St. Catherines. If
you would like more information on these events or to register
(there is a small cost because it includes a light dinner), just
drop me an e-mail and I will send the forms to you. Hope to see
you there! If you can't attend one of these sessions, sign up
for my teleseminar where I will cover a lot of the same stuff:
http://www.communicateusingtechnology.com/pptteleseminar.htm
1. Insert Slides in PowerPoint
Do you ever wish there was an easy way to combine slides from
different PowerPoint presentations into one file? Many of us
want to reuse a slide or many slides from one presentation in a
new presentation and this tip will show you an easy way to do it.
First thing you need to do is to go to the presentation you want
the slides to be inserted into (the destination presentation) and
click on the slide you want to be before the inserted slides.
Then, click on the Insert menu item and click on the Slides from
Files option. You will see the Insert Slides from Files dialog
box. To find the source presentation, click on the Browse button
and find the file you are looking for. The dialog box will then
display small images of all of the slides in that file. You can
select which slides you want to import by clicking on the first
slide and holding the Ctrl key down as you click on each
subsequent slide that you want to insert. If you have a series
of slides in the file, you can click on the first slide, scroll
over to the last slide in the series and hold down the Shift key
while clicking on the last slide - this will select the first and
last slide and all slides inbetween them. You can choose to keep
the formatting from the source file or apply the formatting in
the destination file with the Keep Source Formatting checkbox.
You would want to keep the source formatting if you want the
slides to look exactly as they do now (ie. when combining
different presentations into one file), and you would want to
clear this checkbox if you want the content of each slide to be
reformatted using the destination presentation formatting (same
color scheme, text placement, etc. when you are creating a new
presentation and inserting slides from a previous one). This
technique is a great way to combine multiple presentations into
one file and a huge time saver if you are creating a presentation
that is similar to one you already have.
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Secrets of powerful presentations revealed
Do you know what annoys audiences about your PowerPoint? How
many sales have you lost due to these mistakes? Had the boss
cringe at your last presentation? You need to know the secrets
the professional presenters use. John Plank, creator of
"Commanding Presence(TM)" said "You are a tremendous resource for
any speaker." Click on this link:
http://www.kickstartcart.com/app/adtrack.asp?AdID=52955
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2. Paste Special in Excel
One of the most useful commands when working in Excel is the
Paste Special command. It is used when you want to copy only
specific information from one cell (or set of cells) to a new
location. Select the cells you want to copy in the normal way
and click on Edit - Copy. Then click on the new location. Click
on Edit - Paste Special to bring up the Paste Special dialog box.
Here you can choose to copy only some aspects of the cells
instead of all aspects of the cells. One of the most useful to
me is to copy the Values. What happens is that I have created
values from a formula and I want to sort those values for
reporting or to apply the Subtotal command. But if I sort the
cells with the formulas, it doesn't sort the values in the cells,
just the formulas, which doesn't do what I want. Or worse,
sometimes it messes up the formulas - good to know about the Undo
button there! But I can copy just the values to a new block of
cells and these new cells contain just the result of the formulas
as if I had typed them in as values. Now I can sort and subtotal
safely. Remember that because you have copied values, it is not
tied back to the original cells, so if the formula gives a new
value, the cells you pasted will not be updated. So you may have
to keep an eye out for this and only use this technique at the
end of your analysis when the values have all been set by the
formulas. And you can re-copy and re-paste if you need to.
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Learn to use PowerPoint in under 2 hrs
Why wade through a big book - get a 13 step process that teaches
you the 20% you REALLY need to know. "It takes the mystery out
of learning PowerPoint and really gets you up and running much
quicker." -Neil Schwartz "It will save you time and make your
presentations shine!...just about the best bargain out there" -
Brainy Betty. Click on this link:
http://www.kickstartcart.com/app/adtrack.asp?AdID=45805
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3. Useful Resource - MS Office Tips & Tricks Newsletter
I am always on the lookout for useful newsletters to pass on to
you, my loyal subscribers and today I have one that I have found
very useful and well written. It is called MS Office Tips &
Tricks and it is true to the title. Each week, April, the
editor, gives one or two tips that really help you get the most
out of MS Office. Best of all, it is free!. You can sign up at
http://www.worldstart.com
Recommended Resource:
Are you looking to take advantage of the great opportunity that
the Internet offers to sell products online, around the world?
If so, I highly recommend you check out Tom Antion's upcoming
Buttcamps. I have learned a great deal from Tom over the last
few years and my web site uses his shopping cart. Check out the
details at this link:
http://tinyurl.com/2s9zf
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Would you like me to speak to your professional association
or chapter event? I am always looking for opportunities to
share my information with others and would consider speaking
to your group if you are in or near the following areas:
Rochester, NY, Buffalo NY, Detroit, MI, Cleveland, OH,
Pittsburgh, PA or Toronto, ON. Just e-mail me at:
dave@communicateusingtechnology.com for more info.
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Check out the books, e-books and other learning tools at:
http://www.communicateusingtechnology.com/tools.htm
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If you want to read back issues of this newsletter, click on
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http://tinyurl.com/nhgl
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