Excel - Entering long text in a Cell

While entering text in any cell, the existing space frequently proves inadequate. If there is nothing in the adjacent cell, the contents just spill over, otherwise the text is hidden. The simplest option is to extend the width of the column – Go to the column head (depicted by an alphabet), go to the right edge and watch the cursor change shape. Click and Drag to as wide as you would like; double click to allow the software to automatically go to the maximum required.

However you may like the contents to fit onto the width selected by you. If so, Format the Cell and select the option Wrap Text.

Having typed a lot, you might want to split it into another paragraph – just press Alt and Enter together at the required place.

And if you have already moved onto another cell but want to add some more text go back to the cell, click anywhere and then press End to reach the last word. Or simply press F2 to add at the end while on the spreadsheet itself - this works directly on the keyboard without even using the mouse so is quite fast.

Keeping your privacy while working on the computer

Are you working on a Computer or Laptop which is used by many people, and would like to ensure that others cannot see some content which is private to you? There are two options available:

1. When Windows starts, it asks you to login. Individual login ids can be created with individual passwords.Once you login with your id and password there are many benefits available - you can customise the whole set of wall paper and icons, on your desktop. Another major advantage is that if you use Outlook or Windows Mail, no one else has access to your mails. the downside is that whenever anyone else has to work, you would need to log off and for the other person to log on. This can tend to get irritating if there are frequent changes in the person who is on the PC.
2. You can easily password protect your document by creating a password, in the Options, Save.

Decide your requirements and go ahead

Word - Change from small letters to capitals etc.

Having typed something, a need may be felt to change say capitals into small eg. Caps Lock erroneously remained pressed etc. There is no need to retype the whole thing. Word treats change of capital letter(s) to small and vice-versa as Change Case, and provides a really fast and easy method to do this. This option is available in in the Format menu.  The options available are:

• Change all to Capitals - Known as Upper Case
• Change all to small letters - Known as Lower Case.
• Change the first letter of the first word only to capital - Sentence case
• Change the first letter of each word to Capitals - Capitalise each word or Title case
• Change each Capital letter to small and each small letter to Capital - Toggle case.

All you need to do is select the word, sentence(s), paragraph or even page, go to Change Case and then pick the option you require. 

General Tips - Give design to your Folders

In one of my earlier posts, I had given tips on creating folders. All these folders created manually have a similar look – they are yellow in colour and are shaped like a file folder, but have different names. They can also be given different looks to identify them more easily – or to make them more interesting. Right click on the mouse, select Properties, then Customise, then Change Icon and pick any that you select. Make sure that you do not pick one that has already been selected by the system and is on your desktop e.g. that for the Recycle Bin, or Internet Explorer etc.  Now just Apply and it’s done.

You can keep changing the image / icon or go back to the earlier one by reaching Change Icon again and then selecting the Restore Defaults. Try it. It’s simple and fun.

General Tips – Settings for the Mouse

It is a good idea to set up how your mouse works. Click on Start, then on Control Panel and double click on Mouse. The settings I definitely recommend are:

1. If you are a left hander, alternate the left and right clicks.
2. Check your speed of double click to adjust how quick or slow you would like it to work – practice on the folder or ‘jack-in-the box’ icon and make it faster or slower depending on the speed that you want.
3. In pointer options also you can adjust the speed that you are comfortable with.
4. Again in pointer options, an absolute must, I feel, is checking the Snap to option. You will be amazed at how comfortable this makes working on the computer.
5. If you are working on the laptop you would have a track pad. These options can also be changed. An essential here I recommend is the scroll option on the edge of the track pad.

Do try to play around with all of this – after all you can only go wrong – and it is so easy to re-adjust.

Deleting a few words

I frequently find I need to delete a few words. Instead of repeatedly pressing only the delete key - when you end up often deleting more than you planned - try simultaneously using the Ctrl and Delete key, this deletes one word. If you keep the Ctrl key continuously pressed, each press of the delete key, deletes one word at a time.
Practice this a few time and see how easy and fast this becomes.

Selecting a word or paragraph

Selection : Do you need to select part of what you have typed? Take the mouse anywhere on the word and double click.  And click 3 times when you want to select the entire paragraph. Now try various combinations of the arrow keys with Ctrl or Shift keys to see what all can be selected.

Repeat actions in Word, Auto Correct

Frequent bits:  Do you need to add the same things again and again. Try using AutoCorrect. First what is it that you type again and again. It could be your address for example which runs into a few lines, or even the closure to your letter - Yours truly, followed by a few blank lines and then follwed by your name in brackets. Next decide on a combination of letters ( I suggest 3 consonants) that you do not think you will ever use as such - say "vbn " (the space after them is always a good idea). Now open AutoCorrect and in Replace type "vbn " and in With type the repeated item. It works each time. Try it.

General Tips - Folders

1. Where to save? Folders: If left to its own, the software saves all files you create to the folder “My Documents”. If the files are small in number this is fine, but if you have a larger number, it's a good idea to create Folders for different purposes. Thus you might have a separate folder for, major areas of your work or home front, your family, your hobbies, your personal matters etc. Do give meaningful and logical names. Also remember that when you want to open this file you would have to know the folder name yourself.
2. Make or create a new Folder: This is actually quite simple, you would be having a small image or icon on your computer styled “My Documents”. Just take your mouse to it and click on the right side of your mouse. A whole lot of options will be displayed, select “New”, then “Folder”. On its own the name given is “New Folder”, then “New Folder2” which is not really helpful. So immediately change its name to a more logical one.
3. Right clicking on it allows you to rename the folder.

You can create New Folders not just in "My Documents" but also on the Desktop, within another folder, or anywhere else you want, using the same method.

Long Emails

When sending a long e-mail, you might like to type it out in Word. This helps in easy save, formatting, etc. Then, in place of using "Print", use the send button. There are two basic options - send this as the contents of the e-mail itself, or send it as an attachment to the email. Works really well if you already use Outlook etc.

Do you want to number your paragraphs automatically?

1.  While writing, a need is frequently felt to number the paragraphs. Microsoft Word allows you to do this quite simply by several means. The first is to give the software a clue that you want to do so - start your paragraph by typing “1.” Follow that by pressing Tab, and then tying your content. When the para is over, press Enter and the next para should automatically start with “2.” If the system is acting stupid and does not go ahead, try numbering the second para yourself and then the 3^rd should be automatic. The second method is to type a few words of your first para, right click somewhere and select the option of Numbering. This gives you a number of options – instead of 1., 2., you might prefer the style of say a), b) or any other available. The third option is to find Numbering on your Menu or toolbar.
2. There is also a provision to do Multilevel numbering i.e. paragraph 1. can have sub paras a, b, c, etc. Try using Tab and Shift alonqwith Tab to move between the various levels.
3. Instead of using numbering, sub-paras can be identified by Bullets – once again right click on the para and select Bullets. You can also select the symbol or style that marks the sub-paras.

It’s actually quite simple, do try it.

Excel and formatting dates

Entering Dates: While using Excel and entering dates a major difficulty that is usually faced is that of the format. The American style is to give the month first followed by the date; other countries follow different conventions. In India for example, the date comes first and then the month. Thus a date of 4/3/2011 would be read as 3^rd of April by an American but as 4^th of March by an Indian. Unfortunately the person who sets up your computer and loads various software usually does not bother to do the small adjustment that would take care of this. It is actually quite simple, go to the start button and then open the Control Panel. You would find a Regional Settings icon. Click on that and select the date option of your choice.

It is a good idea to simultaneously also select your language – the English language comes with a very large selection.