2010 March | Administrative Sparkle Blog

How To Transpose Rows and Columns in Excel 2007

On March 31, 2010, in Excel, MS Office, by Layne

Have you ever gone to great lengths of creating a worksheet with all the data and links and then wondered if the layout would have been better suited with the information in the columns having been placed in the rows?

How do you determine what information you want displayed in the columns and what information you want in the rows when first starting out? Many times the spreadsheet starts out pretty simple. You have the basic idea of the information that you want, but are now expanding on the information you want to include. So the spreadsheet becomes much more complex in the information you want to include, view, print, and understand.

The easiest way to design a spreadsheet for viewability when working within the spreadsheet is to have the bulk of your information running down the rows. To build your worksheet shallow and wide would work for a landscape orientation, but you will find yourself navigating away from your titles in the leftmost column (unless you freeze your panes). Nevertheless, you will find navigating your spreadsheet much easier scrolling up and down, rather than left to right. You will also find printing information for page breaks easier when the data runs deep instead of wide.

You don’t have to redo the whole spreadsheet just to see if the spreadsheet works better had the information you wanted listing down the rows had worked better going across in columns. What assistant hasn’t lost her mind because her manager wants the entire worksheet formatted completely opposite? Or, how about the option to present the spreadsheet to your manager with the alternative option. Afterall, it’s difficult to see how the information is best presented until you have the finished product.

Excel 2007 has included a tool that transposes your data without losing the integrity of the spreadsheet links and formulas.

Instructions on How To Transpose Excel Data

Select all the titles and data that you want included.
With the information selected, on the Home bar, in the Clipboard group, click on Copy (or Ctrl-C).
On the worksheet, select the first cell of the destination rows and columns where you want to rearrange the copied data (I would suggest a new worksheet in the tabs).
On the Home bar, click the arrow below Paste to view the multiple options you can do with Paste, and click on Transpose.

That is all there is to it! You might need to adjust cell width and minor editing to the format, but the bulk of the work is done. Also, you can view a tutorial on the Microsoft website that shows you step-by-step how it is done right here.

If you find this helpful, please share. If you have stories or tips and tricks, leave a comment for others to learn. If you like the information you get here, subscribe. If you would like to make a suggestion on something you would like to see, feel free to drop me an email.

Excel Statistical Formulas Reference

On March 29, 2010, in Excel, MS Office, by Layne

Here you will find a list of functions designed specifically for statistical.

You will find the following information for each function:
1. Function name; and
2. Function definition.

NOTE: In the description you will find the function syntax and a description of each argument. Arguments that appear in bold text are required; arguments that do not appear in bold text are option. All function arguments must be entered in the order show and you must not add any spaces between or within arguments. If you need to enter spaces in a text argument or a reference, the argument must be enclosed in double quotation marks.

This list was compiled using several resources to give you the most complete information to put them to use, without over-complicating them. This is MATH, so you might want to refresh you math terminology to start.

Function	Description
AVEDEV	Returns the average of the absolute deviations of data points from their mean, takes the form =AVEDEV(number1,number2,…), where the numbers can be names, arrays, or references that resolve to numbers, and accepts up to 30 arguments.
AVERAGE	Returns the arithmetic mean and the specified numbers and takes the form =AVERAGE(number1,number2,…), where the numbers can be names, arrays, or references that resolve to numbers. Cells containing text, logical values, or empty cells are ignored, but cells containing a zero value are included.
AVERAGEA	Same as AVERAGE, except that text and logical values are included in the calculation.
AVERAGEIF	Returns the average (arithmetic mean) of all the cells in a range that meet a given criteria and takes the form =AVERAGEIF(range,criteria,average_range).
AVERAGEIFS	Returns the average (arithmetic mean) of all cells that meet multiple criteria and takes the form =AVERAGEIFS(average_range,criteria_range,criteria,…).
BETADIST	Returns the beta cumulative beta probability density function and takes the form =BETADIST(x,alpha,beta,A,B), where x is the value between A and B at which to evaluate the function; alpha is a parameter to the distribution; beta is a parameter to the distribution; A is an optional lower bound to the interval of x; and B is an optional upper bound to the interval of x.
BETAINV	Returns the inverse of the cumulative beta probability density function and takes the form =BETAINV(probability,alpha,beta,A,B), where probability is a probability associated with the beta distribution.
BINOMDIST	Returns the individual term binomial distribution probability and takes the form =BINOMDIST(number_s,trials,probability_s,cumulative), where number_s is the number of successes in trials; trials is the number of independent trials; probability_s is the probability of success on each trial; and cumulative is a logical value that determines the form of the function. If TRUE, it returns the probability that there are at most number_s successes; if FALSE, it returns the probability that there are number_s successes.
CHIDIST	Returns the one-tailed probability of the chi-squared distribution (used to compare observed vs. expected values) and takes the form =CHIDIST(x,degrees_freedom), where x is the value at which you want to evaluate the distribution and degrees_freedom is the number of degrees of freedom.
CHIINV	Returns the inverse of the CHIDIST (one-tailed probability of the chi-squared distribution) and takes the form =CHINV(probability,degrees_freedom), where probability is a probability associated with the chi-squared distribution and degrees_freedom is the number of degrees of freedom.
CHITEST	Returns the test for independence and takes the form =CHITEST(actual_range,expected_range), where actual_range is the range of data that contains observations to test against expected values and expected_range is the range of data that contains the ratio of the product of row totals and column totals to the grand total.
CONFIDENCE	Returns the confidence interval for a population mean and takes the form =CONFIDENCE(alpha,standard_dev,size), where alpha is the significance level used to compute the confidence level (an alpha of 0.1 indicates a 90 percent confidence level); standard_dev is the population standard deviation for the data range and is assumed to be known; and size is the sample size.
CORREL	Returns the correlation coefficient array1 and array2 cell ranges and takes the form =CORREL(array1,array2), where arrays are ranges of cells containing values.
COUNT	Tells you how many cells in a given range contain numbers, including dates and formulas that evaluate to numbers, takes the form =COUNT(number1,number2,…), and can accept up to 30 arguments, ignoring text, error values, and logical values.
COUNTA	Same as COUNT, except that text and logical values are included in the calculation.
COUNTBLANK	Counts the number of empty cells in a specified range and takes the form =COUNTBLANK(range).
COUNTIF	Counts the number of cells within a range that match specified criteria and takes the form =COUNTIF(range,criteria), where range is the range you want to test and criteria is the logical test to be performed on each cell.
COUNTIFS	Counts the number of cells within a range that meet multiple criteria and takes the form =COUNTIF(criteria_ange,criteria,…).
COVAR	Returns covariance, the average of the products of paired deviations for each data point pair, and takes the form =COVAR(array1,array2), where arrays are cell ranges containing integers.
CRITBINOM	Returns the smallest value for which the cumulative binomial distribution is less than or equal to a criterion value
DEVSQ	Returns the sum of squares of deviations of data points from their sample mean, takes the form =DEVSQ(number1,number2,…), where numbers can be names, arrays, or references that resolve to numbers, and accepts up to 30 arguments.
EXPONDIST	Returns the exponential distribution and takes the form =EXPONDIST(x,lambda,cumulative), where x is the value of the function; lambda is the parameter value; and cumulative is a logical value that indicates which form of the exponential function to provide (if TRUE, returns the cumulative distribution function; if FALSE, returns the probability density function).
FDIST	Returns the F probability distribution and takes the form =FDIST(x,degrees_freedom1,degrees_freedom2), where x is the value at which to evaluate the function, degrees_freedom1 is the numerator degrees of freedom, and degrees_freedom2 is the denominator.
FINV	Returns the inverse of the F probability distribution a takes the form =FINV(probability,degrees_freedom1,degrees_freedom2), where probability is a probability associated with the F cumulative distribution; degrees_freedom1 is the numerator degrees of freedom; and degrees_freedom2 is the denominator degrees of freedom.
FISHER	Returns the Fisher transformation at x and takes the form =FISHER(x), where x is a value between -1 and 1 (not inclusive).
FISHERINV	Returns the inverse of the Fisher transformation =FISHERINV(y), where y is any numeric value.
FORECAST	Returns a single point along a trend line and takes the form =FORECAST(x,known_y’s,known_x’s).
FREQUENCY	Returns the number of times that values occur within a population and takes the form =FREQUENCY(data_array,bins_array).
FTEST	Returns the result of an F-test, the one-tailed probability that the variances in array1 and array2 are not significantly different, and takes the form =FTEST(array1,array2).
GAMMADIST	Returns the gamma distribution and takes the form =GAMMADIST(x,alpha,beta,cumulative), where x is the value at which you want to evaluate the distribution; alpha is a parameter to the distribution; beta is a parameter to the distribution; and cumulative is a logic al value that determines the form of the function (if TRUE, returns the cumulative distribution function; if FALSE, returns the probability density function).
GAMMAINV	Returns the inverse of the gamma cumulative distribution and takes the form =GAMMAINV(probability,alpha,beta), where probability is the probability associated with the gamma distribution; alpha is a parameter to the distribution; and beta is a parameter to the distribution.
GAMMALN	Returns the natural logarithm of the gamma function and takes the form =GAMMALN(x), where x is a positive value.
GEOMEAN	Returns the geometric mean of any array or range of positive data and takes the form =GEOMEAN(number1,number2,…), where numbers are 1 to 30 positive integer values.
GROWTH	Returns values of points that tie along an exponential trend line and takes the form =GROWTH(known_ys,known_x’s,new_x’s,const).
HARMEAN	Returns the harmonic mean of a data set and takes the form =HARMEAN(number1,number2,…), where numbers are 1 to 30 positive values.
HYPGEOMDIST	Returns the hypergeometric distribution (the probability of a given number of sample successes, given the size of the sample and population, and the number of population successes) and takes the form =HYPGEOMDIST(sample_s,number_sample,population_s,number_population), where sample_s is the number of successes in the sample; number_sample is the size of the sample; population_s is the number of successes in the population; and number_population is the population size.
INTERCEPT	Calculates the point at which a line will intersect the y-axis by using existing x-values and y-values and takes the form =INTERCEPT(known_y’s,known_x’s), where known_y’s is the dependent set of observations or data and known_x’s is the independent set of observations or data.
KURT	Returns the kurtosis of a data set (characterizes the relative “peaked-ness” or flatness of a distribution compared with the normal distribution), takes the form =KURT(number1,number2,…), and accepts up to 30 numeric arguments.
LARGE	Returns the kth largest value in an input range and takes the form =LARGE(array,k), where k is the position from the largest value in array you want to find.
LINEST	Calculates the statistics for a line using the least squares method to arrive at a slope that best describes the given data and takes the form =LINEST(known_y’s,known_x’s,const,stats).
LOGEST	Returns statistics describing known data in terms of an exponential curve and takes the form =LOGEST(known_y’s,known_x’s,const,stats).
LOGINV	Returns the inverse of the lognormal cumulative distribution function of x, where ln(x) is normally distributed with parameters mean and standard_dev, and takes the form =LOGINV(probability,mean,standard_dev), where probability is a probability associated with the lognormal distribution; mean is the mean of ln(x); and standard_dev is the standard deviation of ln(x).
LOGNORMDIST	Returns the cumulative lognormal distribution of x, where ln(x) is normally distributed with parameters mean and standard_dev, and takes the form =LOGNORMDIST(x,mean,standard_dev), where x is the value at which to evaluate the function; mean is the mean of ln(x); and standard_dev is the standard deviation of ln(x).
MAX	Returns the maximum largest value in a range, takes the form =MAX(number1,number2,…), and can accept up to 30 arguments, ignoring text, error values, and logical values.
MAXA	Same as MAX, except that text and logical values are included in the calculation.
MEDIAN	Computes the median of a set of numbers, takes the form =MEDIAN(number1,number2,…), and can accept up to 30 arguments, ignoring text, error values, and logical values.
MIN	Returns the smallest value in a range, takes the form =MIN(number1,number2,…), and can accept up to 30 arguments, ignoring text, error values, and logical values.
MINA	Same as MIN, except that text and logical values are included in the calculation.
MODE	Determines which value occurs most frequently in a set of numbers, takes the form =MODE(number1, number2,…), and can accept up to 30 arguments, ignoring text, error values, and logical values.
NEGBINOMDIST	Returns the negative binomial distribution (the probability that there will be number_f failures before the number_s-th success, when the constant probability of a success is probability_s) and takes the form =NEGBINOMDIST(number_f,number_s,probability_s), where number_f is the number of failures; number_s is the threshold number of successes; and probability_s is the probability of a success.
NORMDIST	Returns the normal cumulative distribution for the specified mean and standard deviation and takes the form =NORMDIST(x,mean,standard_dev,cumulative), where x is the value for which you want the distribution; mean is the arithmetic mean of the distribution; standard_dev is the standard deviation of the distribution; and cumulative is a logical value that determines the form of the function (if TRUE, returns the cumulative distribution function; if FALSE, returns the probability mass function).
NORMINV	Returns the inverse of the normal cumulative distribution for the specified mean and standard deviation and takes the form =NORMINV(probability,mean,standard_dev), where probability is a probability corresponding to the normal distribution; mean is the arithmetic mean of the distribution; and standard_dev is the standard deviation of the distribution.
NORMSDIST	Returns the standard normal cumulative distribution function and takes the form =NORMSDIST(z).
NORMSINV	Returns the inverse of the standard normal cumulative distribution (with a mean of zero and a standard deviation of one) and takes the form =NORMSINV(probability), where probability is a probability corresponding to the normal distribution.
PEARSON	Returns the Pearson product moment correlation coefficient, r, a dimensionless index that ranges from -1 to 1 (inclusive) and reflects the extent of a linear relationship between two data sets, and takes the form =PEARSON(array1,array2) where array1 is a set of independent values and array2 is a set of dependent values.
PERCENTILE	Returns the member of an input range that is at a specified percentile ranking and takes the form =PERCENTILE(array,k), where array is the input range and k is the rank you want to find.
PERCENTRANK	Returns a percential ranking for any member of a data set and takes the form =PERCENTRANK(array,x,significance), where array specifies the input range; x specifies the value whose rank you want to obtain; and the optional significance indicates the number of digits of precision you want. If significance is omitted, results are rounded to three digits (0.xxx or xx.x%).
PERMUT	Returns the number of permutations for a given number of objects that can be selected from number objects and takes the form =PERMUT(number,number_chosen), where number is an integer that describes the number of objects and number_chosen is an integer that describes the number of objects in each permutation.
POISSON	Returns the Poisson distribution and takes the form =POISSON(x,mean,cumulative), where x is the number of events; mean is the expected numeric value; and cumulative is a logical value that determines the form of the probability distribution returned (if TRUE, returns the cumulative Poisson probability that the number of random events occurring will be between zero and x inclusive; if FALSE, returns the Poisson probability mass function that the number of events occurring will be exactly x).
PROB	Returns the probability that values in a range are between two limits and takes the form =PROB(x_range,prob_range,lower_limit,upper_limit), where x_range of numberic values of x with which there are associated probabilities; prob_range is a set of probabilities associated with values in x_range; lower_limit is the lower bound on the value for which you want a probability; and upper_limit is the optional upper bound on the value for which you want a probability.
QUARTILE	Returns the value in an input range that represents a specified quarter-percentile and takes the for =QUARTILE(array,quart).
RANK	Returns the ranked position of a particular number within a set of numbers and takes the form =RANK(number,ref,order).
RSQ	Returns the square of the Pearson product moment correlation coefficient through data points in the arrays known_y’s and known_x’s and takes the form =RSQ(known_y’s,known_x’s).
SKEW	Returns the skewness of a distribution (the degree of asymmetry of a distribution around its mean), takes the form =SKEW(number1,number2,…), and accepts up to 30 arguments.
SLOPE	Returns the slope of the linear regression line and takes the form =SLOPE(known_y’s,known_x’s).
SMALL	Returns the k-th smallest value in a data set and takes the form =SMALL(array,k), where k is the position from the smallest value in array you want to find.
STANDARDIZE	Returns a normalized value from a distribution characterized by mean and standard_dev and takes the form =STANDARDIZE(x,mean,standard_dev), where x is the value you want to normalize; mean is the arithmetic mean of the distribution; and standard_dev is the standard deviation of the distribution.
STDEV	Estimates standard deviation, assuming that the arguments represent only a sample of the total population, and takes the form =STDEV(number1,number2,…), accepting up to 30 arguments.
STDEVA	Same as STDEV, except that text and logical values are included in the calculation.
STDEVP	Calculates standard deviation, assuming that the arguments represent the total population, and takes the form =STDEVP(number1,number2,…).
STDEVPA	Same as STDEVP, except that text and logical values are included in the calculation.
STEYX	Calculates the standard error of a regression and takes the form _STEYX(known_y’s,known_x’s).
TDIST	Returns the percentage points (probability) for the the student’s t-distribution, where a numberic value (x) is calculated value of t for which the percentage points are to be computed, and takes the form =TDIST(x,degrees_freedom,tails), where x is the numeric value at which to evaluate the distribution; degrees_freedom is an integer indicating the number of degrees of freedom; and tails specifies the number of distribution tails to return (if 1, returns the one-tailed distribution; if 2, returns the two-tailed distribution).
TINV	Returns the inverse of the Student’s t-distribution as a function of the probability and the degrees of freedom, and takes the form =TINV(probability,degrees_freedom), where probability is the probability associated with the two-tailed Student’s t-distribution and degrees_freedom is the number of degrees of freedom to characterize the distribution.
TREND	Returns values of points that lie along a linear trend line and takes the form =TREND(known_y’s,known_x’s,new_x’s,const).
TRIMMEAN	Returns the mean of the interior of a data set (the mean taken by excluding a percentage of data points from the top and bottom tails of a data set), and takes the form =TRIMMEAN(array,percent), where array is the array or range of values to trim and average and percent is the fractional number of data points to exclude from the calculation.
TTEST	Returns the probability associated with a Student’s t-test and takes the form =TTEST(array1,array2,tails,type), where array1 is the first data set; array2 is the second data set; tails specifies the number of distribution tails (if 1, uses the one-tailed distribution; if 2, uses the two-tailed distribution); and type is the kind of t-test to perform (1 = paired; 2 = two-sample equal variance; 3 = two=sample unequal variance).
VAR	Computes variance, assuming that the arguments represent only a sample of the total population, and takes the form =VAR(number1,number2,…), accepting up to 30 arguments.
VARA	Same as VAR, except that text and logical values are included in the calculation.
VARP	Computes variance, assuming that the arguments represent the total population, and takes the form =VARP(number1,number2,…).
VARPA	Same as VARP, except that text and logical values are included in the calculation.
WEIBULL	Returns the Weibull distribution and takes the form =WEIBULL(x,alpha,beta,cumulative), where x is the value at which to evaluate the function; alpha is a parameter to the distribution; beta is a parameter to the distribution; and cumulative determines the form of the function.
ZTEST	Returns the two-tailed P-value of a z-test (generates a standard score for x with respect to the data set, array, and returns the two-tailed probability for the normal distribution), and takes the form =ZTEST(array,x,sigma), where array is the array or range of data against which to test x; x is the value to test; and sigma is the known population’s standard deviation.

Tagged with: Microsoft Excel

Excel Mathematical & Trigonometry Formulas Reference

On March 29, 2010, in Excel, MS Office, by Layne

The most popular function in Excel is the Sum function, but did you know that Excel can do so much more than that? So be looking for the reference posts to various categories of the functions (formulas) feature in Excel.

Here you will find a list of functions designed specifically for math and trigonometry. How super fun is THAT!?

You will find the following information for each function:
1. Function name; and
2. Function definition.

Function	Description
ABS	Returns the absolute value of a number and takes the form =ABS(number). If a number is negative, this function simply removes the sign, making it a positive number.
ACOS	Returns the arccosine of a number in radians and takes the form =ACOS(number), in which number is the cosine of an angle.
ACOSH	Returns the inverse hyperbolic cosine of a number and takes the form =ACOSH(number), in which number must be >=1.
ASIN	Returns the arcsine of a number in radians and takes the form =ASIN(number), where number is the sine of the angle you want and must be from -1 to 1.
ASINH	Returns the inverse hyperbolic sine of a number and takes the form =ASINH (number).
ATAN	Returns the arctangent of a number and takes the form =ATAN(number), where number is the tangent of an angle.
ATAN2	Returns the arctangent from x- and y-coordinates, in radians, and takes the form =ATAN2(x_num,y_num), where x_num is the x-coordinate of the point and y_num is the y-coordinate of the point. A positive result represents a counterclockwise angle from the x-axis; a negative result represents a clockwise angle.
ATANH	Returns the inverse hyperbolic tangent of a number and takes the form =ATANH(number), where number must be between (not including) -1 and 1.
CEILING	Rounds a number to the nearest integer or to the nearest multiple of significance and takes the form =CEILING(number,multiple) where number and multiple must be numeric and have the same sign. If they have different signs, Excel returns the #NUM! error value.
COMBIN	Determines the number of possible group comginations that can be derived from a pool of items and takes the form =COMBIN(number number_chosen), where number is the total items in the pool and number_chosen is the number of items you want in each group.
COS	Returns the cosine of an angle. The complement of the SIN function. It takes the form =COS(number), where number is the angle in radians.
COSH	Returns the hyperbolic cosine of a number and takes the form =COSH(number), where number is any real number.
DEGREES	Converts radians to degrees and takes the form =DEGREES(angle), where angle represents an angle measured in radians.
EVEN	Rounds a number up to the nearest even integer and takes the form =EVEN(number). Negative numbers are correspondingly rounded down.
EXP	Computes the value of the constant e (approximately 2.71828183) raised to the power specified by its argument and take the form =EXP(number). The EXP function is the inverse of the LN function.
FACT	Returns the factorial of a number and takes the form =FACT(number), where number is a positive integer.
FACTDOUBLE	Returns the double factorial of a number and takes the form =FACT(number), where number is a positive integer.
FLOOR	Rounds a number down to the nearest given multiple and takes the form =FLOOR(number,multiple), where number and multiple must be numeric and have the same sign. If they have different signs, Excel returns the #NUM! error value.
GCD	Returns the greatest common divisor of two or more integers (the largest integer that divides both number1 and number2 without a remainder) and takes the form =GCD(number1,number2,…), where numbers are 1 to 30 positive integer values.
INT	Rounds numbers down to the nearest integer and takes the form =INT(number). When number is negative, INT also rounds that number down to the nearest integer.
LCM	Returns the least common multiple of integers (the smallest positive integer that is a multiple of all arguments), takes the form =LCM(number1,number2,…), and accepts up to 29 numeric integer arguments.
LN	Returns the natural (base e) logarithm of the positive number referred to by its argument and takes the form =LN(number). LN is the inverse of the EXP function.
LOG	Returns the logarithm of a positive number using a specified base and takes the form =LOG(number,base). If you don’t include the base argument, Excel assumes the base is 10.
LOG10	Returns the base-10 logarithm of a number and takes the form =LOG10(number), where number is a positive real number.
MDETERM	Returns the matrix determinant of an array and takes the form =MDTERM(array), where array is a numeric array with an equal number of rows and columns.
MINVERSE	Returns the inverse matrix for the matrix stored in an array and takes the form =MINVERSE(array), where array is a numeric array with an equal number of rows and columns.
MMULT	Returns the matrix product of two arrays (resulting in an array with the same number of rows as array1 and the same number of columns as array2) and takes the form =MMULT(array1,array2).
MOD	Returns the remainder from division operation (modulus) and takes the form =MOD(number,divisor). If number is smaller than divisor, the result of the function equals number. If number is exactly divisible by divisor, the function returns 0. If divisor is 0, MOD returns the #DIV/0! Error value.
MROUND	Rounds any number to a multiple you specify and takes the form =MROUND(number,multiple), where number and multiple must both have the same sign. The function rounds up if the remainder after dividing number by multiple is at least half the value of multiple.
MULTINOMIAL	Returns the ratio of the factorial of a sum of values to the product of factorials and takes the form =MULTINOMIAL(num1, num2, …), where nums are up to 29 values for which you want to find the multinomial.
ODD	Rounds a number up to the nearest odd integer and takes the form =ODD(number). Negative numbers are correspondingly rounded down.
PI	Returns the value of pi, accurate to 14 decimal places (3.14159265358979), and takes the form –PI(). It takes no arguments, but you must still enter empty parentheses after the function name. To calculate the area of a circle, multiply the square of the circle’s radius by the PI function.
POWER	Returns the result of a number raised to a power and takes the form =POWER(number,power), where number is the base number and power is the exponent to which the base number is raised.
PRODUCT	Multiplies all the numbers referenced by its arguments, takes the form =PRODUCT(number1,number2,…), and can take as many as 30 arguments. Text, logical values, and blank cells are ignored.
QUOTIENT	Returns the integer portion of a division and takes the form =QUOTIENT(numerator,denominator), where numerator is the dividend and denominator is the divisor.
RADIANS	Converts degrees to radians and takes the form =RADIANS(angle), where angle represents an angle measured in degrees.
RAND	Generates a random number between 0 and 1 and takes the form =RAND() with no arguments, but you must still enter empty parentheses after the function name. The result changes with each sheet recalculation.
RANDBETWEEN	Generates random integer values between a specified range of numbers and takes the form =RANDBETWEEN(bottom,top), where bottom is the smallest and top is the largest integer you want to use, inclusive.
ROMAN	Converts an Arabic numeral to Roman, as text, and takes the form =ROMAN(number,form), where number is the Arabic numeral you want converted and form is a number specifying the type of Roman numeral you want (1, 2, or 3 = more concise notation; 4 or FALSE = simplified notation; TRUE = classic notation).
ROUND	Rounds a number to a specified number of decimal places and takes the form =ROUND(number,num_digits), where number can be a number, a reference to a cell that contains a number, or a formula that results in a number. num_digits can be any positive or negative integer and determines the number of decimal places. Enter a negative num_digits to round to the left of the decimal; enter zero to round to the nearest integer.
ROUNDDOWN	Rounds a number down, toward zero, to a specified number of decimal places and takes the same form and arguments as ROUND.
ROUNDUP	Rounds a number up, away from zero, to a specified number of decimal places and takes the same form and arguments as ROUND.
SERIESSUM	Returns the sum of a power series based on the formula and takes the form =SERIESSUM(x,n,m,coefficients), where x is the input value to the power series; n is the initial power to which you want to raise x; m is the step by which to increase n for each term in the series; and coefficients is a set of coefficients by which each successive power of x is multiplied. The number of values in coefficients determines the number of terms in the power series.
SIGN	Determines the sign of a number. Returns 1 if the number is positive, zero (0) if the number is 0, and -1 if the number is negative, and takes the form =SIGN(number), where number is any real number.
SIN	Returns the sine of an angle. The complement of the COS function, it takes the form =SIN(number), where number is the angle in radians.
SINH	Returns the hyperbolic sine of a number and takes the form =SINH(number), where number is any real number.
SQRT	Returns a positive square root of a number and takes the form =SQRT(number).
SQRTPI	Returns the square root of (number * pi) and takes the form =SQRTP(number).
SUBTOTAL	Returns a subtotal in a list or database and takes the form =SUBTOTAL(function_num,ref1,ref2,…), where function_num is a number that specifies which function to use in calculating subtotals (1=AVERAGE, 2=COUNT, 3=COUNTA, 4=MAX, 5=MIN, 6=PRODUCT, 7=STDEV, 8=STDEVP, 9=SUM, 10=VAR, 11=VARP), and refs are 1 to 29 ranges or references for which you want the subtotal.
SUM	Totals a series of numbers and takes the form =SUM(num1,num2,…), where nums (max 30) can be numbers, formulas, ranges, or cell references. Ignores arguments that refer to text values, logical values, or blank cells
SUMIF	Tests each cell in a range before adding it to the total and takes the form =SUMIF(range,criteria,sum_range), where range is the range you want to test; criteria is the logical test to be performed on each cell; and sum_range specifies the cells to be totaled.
SUMIFS	Tests each cell in a range that meet multiple criteria before adding it to the total and takes the form =SUMIFS(sum_range,criteria_range,criteria,…), where criteria_range is the range you want to test; criteria is the logical test to be performed on each cell; and sum_range specifies the cells to be totaled.
SUMPRODUCT	Multiples the value in each cell in a specified range by the corresponding cell in another equal-sized range and then adds the results. It takes the form =SUMPRODUCT(array1,array2,array3,…) and can include up to 30 arrays. Nonnumeric entries are treated as zero.
SUMSQ	Returns the sum of the squares of each specified value in a specified range, takes the form =SUMQ(number1,number2,…), and takes up to 30 arguments, or a single array or array reference.
SUMX2MY2	Calculates the sum of the difference of the squares of the corresponding values in x and y and takes the form =SUMX2MY2(array_x,array_y), where x and y are arrays that contain the same number of elements.
SUMX2PY2	Calculates the sum of the squares of the corresponding values in x and y and takes the form =SUMX2PY2(array_x,array_y), where x and y are arrays that contain the same number of elements.
SUMXMY2	Calculates the sum of the squares of the differences of the corresponding values in x and y and takes the form =SUMX2MY2(array_x,array_y), where x and y are arrays that contain the same number of elements.
TAN	Returns the tangent of an angle and takes the form =TAN(number), where number is the angle in radians.
TANH	Returns the hyperbolic tangent of a number and takes the form =TAN(number), where number is any real number.
TRUNC	Truncates everything to the right of the decimal point, regardless of its sign, and takes the form =TRUNC(number,num_digits). Truncates everything after the specified num_digits to the right of the decimal point.

Tagged with: Math • Microsoft Excel • Trigonometric functions • Trigonometry

Tips to Managing a Crazy Work Day

On March 28, 2010, in Getting Organized, by Layne

I find my job dictated by the urgencies of others. I do a lot that goes beyond assisting to my executive, such as assisting other managers and staff. Here are some things I do that are outside of requests for my manager.

Collaborating with other assistants outside my department setting up meetings for the executive’s manager.
Creating an agenda of all-day meetings with all pertinent information.
Proofreading all documentation to be submitted to my executive; making necessary corrections to format, spelling, punctuation, and grammar; and returning it to the manager for the corrections, as well as answering any questions.
Contacting a resource for supplies or issues with office equipment.
Processing new hire documentation.
Maintaining various logs.
Entering, tracking, and following-up on travel advance and reimbursement for approval and processing.
Collaborating with branch units for monthly updates to budget worksheet.
Assisting liaison to our Southern Workforce Branch.
And much, much more.

So what can I do when the work starts piling on and it all needs to be done right now? Here are some tips that I find helpful.

Communication.

Don’t expect anybody else to know what you do every day or every minute of the day. If you are working on a full plate when someone comes up to ask you for something, let them know what you have going on currently. It doesn’t have to be in great detail, essentially informing them if it is something that you can help them with that day or later in the day. What do they need, by when, and what is entailed of the request? This way you are able to make an informed determination in when you can attend to the request.

Start your day right.

I’ll start with the obvious. Eat breakfast. I start my day with an egg and toast and, as I walk through downtown on my way into work, I pick up my cup of coffee and exchange pleasantries with people who start my day off so nicely. Upon arriving at the building I work at, I always smile and say good morning to the security staff who monitor and direct all building visitors. Then, as I begin my stroll through the halls to my little cubicle in the world, I have a ready smile and quick hello to the people I cross paths along the way. It takes me probably 15 minutes to get from my home, get my coffee, and get to my desk every morning. All that includes my ready smile and brief interactions along the way, starts my mornings off with positive momentum.

Once I take my seat, I’m like a pilot doing his/her preflight check. I boot up my computer, get documents together that are my first priorities of the day, check for voice mail, print out my executive’s calendar, get a peek on what the damage (how many) emails have surfaced since the former day, all while sipping away at my morning coffee.

I’m not a big morning person, functioning mentally anyway. That is why setting up routines are my modus operindi. My morning cup of coffee is a big part of that. The taste and smell perks me up. Setting up my office makes me feel organized and on top of what is to come.

Focus.

Focus on one thing at a time. As much as an assistant multitasks, it is still important to focus on the task at hand. For every time you are interrupted, it takes several minutes to get back the flow and concentration to an assignment. It is unavoidable to have to take phone calls, periodically check emails for prompt responses, and manage the traffic that comes through your desk, but managing and diverting distractions are an acquired and necessary skill.

Smile and don’t take it personally.

Sometimes we deal with people who are none too pleasant. It isn’t about you, it is about them. Don’t let them suck you into their world and don’t let them project their issues onto you. Remain pleasant, objective, and listen. You may not need to say anything, maybe you are just along their path of where it is they are trying to go. Be pleasant and courteous and, you never know, maybe that is all they needed to switch their own attitude.

It’s amazing how we can let other people or circumstances turn a day into crap. Don’t take it personally. For example, I actually believe I, generally, get “green” lights when driving through traffic, but every once in a while I seem to get a day where every light seems to turn red just as I approach it. It’s at those times that I remind myself that I will get to wherever it is I need to be a the right time for me, those lights are signaling me that they are keeping me from what is up ahead that could pose further delays, crazy drivers, or an accident. I keep the attitude that everything is in its perfect time and, if I try to press it before its natural course, I could very well suffer the consequences.

Walk away.

Not from the job of course, but to take a moment to step outside into some sunshine and fresh air, maybe a secluded spot to meditate for five minutes or a brisk walk around the block to do a “brain dump” and return to your desk refreshed and clear-headed.

I have read that if your job has you sitting at your desk all day to make efforts to get up and stretch every hour. That’s easy and brings you back to your surroundings. Focus is important but, like driving, you need to be aware of what is going on around you.

Take lunch.

You deserve it! I must admit, I am really bad at this. I tend to bring my lunch to my desk, thinking I will enjoy my lunch while doing some personal reading or going through some personal stuff that I brought with me. I rarely do. I end up eating and going through work email or other job-related stuff. So, if you can, try to do lunch away from your desk. It’s your time to do whatever you want and not account to anybody for but yourself. Or make a list of what you want to accomplish during your lunch hour, whether going to the gym, meditation, walking through the shopping center, paying bills for that month, visiting and enjoying a restaurant with a friend, anything that puts the focus back on you.

End your day right.

Take a few minutes to create the desk and environment you want to walk into the next morning. I realize that after a long day all you want to do is shut down your computer and go home. It is worth a couple of minutes to put things where they belong so you don’t come in the next morning facing an unorganized day first thing walking into your office. It could very well help change how you view the rest of when you first get into work.

Do something you love once you are out of the office. I call it my time to decompress. Sometimes it is coming home and cooking because I already have something interesting planned to to cook that evening. Going to the gym, I am able to vent frustrations or that feeling of being wound up. Visit with a friend who doesn’t work with you, both of you will want to talk about anything but work. With the warm weather and summer close at your heels, go to the pool and get some sunshine now that daylight is lasting longer.

Enjoy the moment.

Enjoy each moment of each day. It is easy to lose the days. It all kind of blurs past us. Life isn’t worth living like that. By enjoying the process of what you do in each moment, you create exceptional experiences. You also project a quality around yourself that others can get a feel off of, it can be a feeling that they want to be a part of that, or it makes them feel comfortable, or they just feel good when they are around you. It is just something that can’t be really identified because it comes from within. Remember to feel, touch, taste, and hear what is amazing in the moment. Live in the moment, create in that moment what you want it to be, be the exceptional person you visualize in each moment.

I believe what we do is significant. We attend to details that create ease for the executives we assist. We are not always appreciated or valued for what appears to be simple details, but in reality makes someone else’s job easier. In my own personal life, at times, I wish I had someone who did the research, set up the appointments, and processed the paperwork so all I have to do is show up. Also, unless you actually do it, you don’t realize all that goes into making it so seamless and easy. That is what you do, under the radar.

With great affection to all my professionals,

Tagged with: Communication • Organization • Personal Development

Tracking Your Progress

On March 26, 2010, in Excel, Getting Organized, Technology, by Layne

There is a lot to be done when you want to get from where you are right now to where you want to be. There are different programs you can use, I like to call “tools,” that can keep you on track. I don’t like to say that they necessarily simplify life, but it does keep your projects organized and you on track. And, that is what we are trying to achieve here.

I have been crazy-busy the past couple of weeks and even took a couple of weeks off from the gym. Suffered the consequences for that one, but I am pleased to say I am back on track. The fallout, and I am being extreme, is that I feel like I gained one pound for every day I took off. That is good enough reason or incentive to get back with conviction to the goal.

At the Office

I track my executive’s projects with an Excel spreadsheet. It’s a tool, it works, but it really is basic. Mostly it is about maintenance, otherwise it just doesn’t work. Like anything else. I cannot stress the importance of assigning Task Submission Dates. This is the key column with which you sort to view what goals are getting close to coming due and what are overdue. When they are overdue, write notes of what you plan to do in the Comments column and then update the Task Submission Date to reflect when you will have it done.

The spreadsheet that I use for my executive provides the following columns of information:

Date Assigned: This tells the executive when he/she initially assigned it and is able to get an idea of how long the project has been around.

Title of Assignment: You will want to give it a relevant and informative title.

Primary Manager: The manager assigned responsibility for the project.

Assigned To: The manager usually has someone on his/her team or staff that is doing work on the project.

Submission Date: This is the date my executive wants to receive the task or details of the project in her office.

Comments: The executive’s directives and comments by the managers detailing what is happening with the project. It provides a little bit of the history, what is holding it up, or what still needs to be done.

Assignment Tracking Number: This is a specific tracking number that identifies the assignment. This is also tracked in my Outlook “Tasks,” along with any email and written documentation pertaining to the project.

An Auto Filter is applied to the column titles, which its use will be explained. Information is sorted and presented to the executive in different ways, depending on the use.

A running account of all active projects. This is Sorted by Submission Date, so the most pressing and urgent are seen and attended to first.
Individual manager’s meetings, a spreadsheet that only reflects that manager’s active projects. This is filtered by Primary Manager and then Sorted by Submission Date. This way the executive does not have to visually sort through all projects that is on the spreadsheet that do not apply to that specific manager. In my executive’s case, we are running close to 75 projects. As an added perk, the managers are able view and print projects that only relate to them.

NOTE: I tried finding a project spreadsheet on Microsoft’s Template website to no avail. Maybe I should submit mine. However, I am considering doing a little tweaking on it to make it even more informative. Not by adding more information, but visually and trying the Groups feature to see how that works in comparison to the Filter. I will let you know.

At Home

I use MindJet MindManager. This program allows me to work in one program and have the various information populate into my Outlook Notes, Calendar, Timeline, Contacts, and Tasks. I am also able to attach various documentation from all my Microsoft programs, including Word, Excel, PowerPoint, Project, Visio and execute from MindJet MindManager. I can make it available for others to have access to it outside my network. The best feature, is the ability to see it as a MindMap. There is a map view and an outline view, allowing me both the visual aspect to see how some things are interrelated and viewing it in running points.

There is a lot more to this program that makes it hyper-intensive in the amount of information that it can hold, including the Internet and as its own Project program assigning deadlines. The program will automatically flag items that show Past Due and At Risk.

MindJet MindManager has helped me mange finding an apartment. I had a certain criteria and I was able to define what needed to be done to achieve my desired goal. Some features keep me on track. For example, after researching several apartments that met my criteria and selecting the one I wanted to move into, I had forms that needed to be filled out and submitted, processing fees and dates that they need them. I was able to follow-up with the apartment management team to ask what I need to do, what I need to provide them, and when it is due.

Right now in that task I will have a populating calendar item to pay the deposit on April 1 and the rent to be paid upon moving in on the 7th of May. I also have a calendar item for the move in date of May 7. I can now make a list of what I need for the move, such as boxes and create a schedule of prepacking. I can also make a list of resources I need for the move, vehicles, equipment, and people who can help. This would also include ideas for incentives such as pizza and beer. You get the idea.

That is just one of the projects I am currently working on. Obviously, Health and Diet is another and Budget.

MindMapping allows you to expand on all the little details required to make it fun and manageable. So wish me luck with the move. I just might need it.

Whether you use an Excel spreadsheet, Outlook, or an outside program such as MindJet MindManager, the goal is to account for it, SET DEADLINES, and take ACTION. That is all it takes, but you have to write it out. I know there are a lot of people who say they have it in their head of what they need to do, “It’s all up here” (motioning to their noggin), but unless you get it down on something, you will reduce your chances of success.

Here is to your success! Please let the rest of us know what you use to track and manage your projects and goals. I am sure we all could use the ideas and suggestions. I know I would. I’m always looking for a better way of doing things. I look forward to hearing from you.

To your SUCCESS!

Tagged with: Microsoft Excel • Microsoft PowerPoint • Microsoft Word • Spreadsheet

Are You Enjoying The Moment?

On March 16, 2010, in Personal Development, by Layne

Nothing is perfect and, really, would we want it to be? What would we have to challenge us? What would inspire us to push past our comfort zone and do or be what we may not believe is who we are or capable of? Isn’t it the discontent of achieving beyond our limitations that inspires us? Isn’t the mere fact that “limitations” shouldn’t even be in our vocabulary.

I want to inspire you today to GO FOR IT! Stop dreaming, pining, wishing and DO IT! I am truly excited for you and WITH you. Why? Because you deserve it. You really do!

Why am I writing this today? I have had my challenges to overcome for quite some time. Thinking, “Okay, when is the pendulum going to start swinging my way?” This has become a transformative year for me. Relocating back to California, again, was scary and I had a lot of work to do to get on my feet and start over. It’s nice to be able to wipe the slate clean and just kind of start over, but you bring along with it some of your past that may need to be resolved and, in essence, some baggage to clear up.

I had a laundry list of stuff I had to do.

Help my mom through the difficulty of losing one of her children, my brother, to cancer one week coming into the California border. I had my own emotions to sort through to process the death of my “big” brother. Not a close relationship, but fond and admirable nonetheless.
Help my mom through her second hip surgery. Surgery went great, but recovery wasn’t going so well and me and my siblings almost lost our beloved mother at age 84. I convinced the facility to send her home where I would personally care for her. I even helped her to start walking again after 10 years of getting around in a wheelchair.
Find a job. Through aggressive pursuit, I landed a job with the State of California. I did this with my mom trying to tell me that California is just not hiring. I would tell her to stop with such talk and convince her that there were great opportunities for someone with my skill and background.
Find my own place. I happened to fall in the perfect place, for where I was at in my life, at the perfect moment.

All of this within the first six months coming back home to California. That, in and of itself, was quite an accomplishment.

I have been back in California for a little over two years now and this year has “success” written all over it. I had some mishaps along the way. For example, while working full-time and taking a college course and in finals, I failed a promotional exam. I was carrying a lot on my mind and just didn’t have the focus to blow up the exam. I didn’t beat myself up and think I must be stupid as hell. I still had a lot to do and knew that the perfect opportunity would arrive. I passed the exam with flying colors the next time I took it, but I was also able to make it my focus and nothing consumed my brain when the time came.

I believe we are presented opportunities when we are ready. When something that I want does not come through or I feel like I am beating my head against a wall to get it, I resolve to let it go knowing that it is not in the design, at least for the moment.

My point is, DO SOMETHING. You can’t set the wheels in motion unless you take action that gets you from where you are today to where you want to be. Interestingly, you will find other opportunities just showing up out of nowhere.

I started writing this blog on accident. I had set up a website to explore my own business. Holding down a full-time job and taking classes, I wasn’t able to market or work that part of it. I started writing. Now I have people from all over the world I get to know and interact with. I wouldn’t have had that if I didn’t start writing here. I fell into something I enjoy doing by taking action on something I wanted.

You see, we may see something that we want, but we can end up getting something better.

Determine. What do you want?
Brainstorm. What do you need to do to get where you want to go?
Take action. Just take that first step to get you going in your intended direction.
Focus. Keep going. Do the next thing.
You hit a roadblock. Do something else that moves you toward your desire.
Determination. Keep going. It’s okay to take a break and recoup, but set a limit and plunge back in with conviction to accomplish the next series of steps.
Celebrate. Enjoy the process. Enjoy the moment of accomplishment. Do the happy dance. Let the joy surround you in the moment and the people you are with.
Move on. If you have people who you feel aren’t excited with you, know when to limit or sever your time with them. You are moving in directions they allow fear to hold them back. You have courage to jump when they are held motionless. Move on to people and circumstances that will start coming your way because you have opened your world up to and expanded your vision.

Watch your world open up! It is truly exciting and you are truly courageous to put yourself out of your comfort zone, believe that you are exceptional, and have the faith that you deserve all the great things life has to offer you.

I’m cheering for you. Let me know what you’re doing in going after the “brass ring.” NO, let’s make it the “platinum ring.”

###

Tagged with: Leadership • Personal Development • Self-esteem • Success

Getting a Little Personal

On March 14, 2010, in Random, by Layne

Introduction

I thought I would take a moment to tell you a little about me and what I’m doing here, or attempting to do. If you haven’t had a chance to take a look at my About page, it talks mostly about what I have done in the administrative field over the past 20 years.

Blogs

I keep a somewhat extensive list of blogs of my own that I like to keep up with in my feedreader and find myself needing to weed through them. I like to participate when I find interesting information and topics in a range of interests, but managing more than I can possibly get through in any given day can be impossible.

About

I love reading through the About pages because it gives me a better idea of the person who writes the interesting articles I am drawn to. I also like it when they have a picture. The internet can have a way of disconnecting the person behind the writing to being strictly informative or entertaining. It’s about bringing the entire personality off the page for me. Then I feel like I am interacting with a friend.

My Writing Style

That is how I try to write. I try to write in a way that presents my personality and talking to a friend. Sometimes I write about things that are really pretty basic, but I am reminded at work that the things I consider basic is something new for someone else. That is also the reason why I started writing my very own blog. To offer as a resource for other people who do administrative tasks a place where they can get ideas, be reminded of a tool long forgotten that would come in handy again, or find inspiration to take their job to a higher level that makes it challenging and exciting again (or for the first time).

The Job & The Hobby

I don’t make an income from my blog and work a full-time job for the State of California for what I call my “bread and butter” money. What I love to do is write, share what I know, and offer suggestions and resources when they come my way. I enjoy watching my readership grow, and it has been a gradual process. This past month I actually achieved a little milestone of over 100 subscribers. I know, not much, but it is a thrill to have other professionals who look forward to seeing the different ideas and challenges I am presented with come next.

What I feel like is missing, just a little, is a bit of the interaction. When a reader unsubscribes, I must admit, I feel a little crushed. I placed a Contact link on the sidebar so if you want to write to me personally, there is an easy form for you to send me a message directly. If you feel the urge to unsubscribe, maybe take a moment to tell me what information you would like to get from reading here, challenges you are facing that you would like to see covered, or that you find me rather boring – that’s okay too.

Guest Blogging

Currently, I am the only one who writes here. I’ve thought about offering guest blogging opportunities to those who are interested to contribute another perspective on the field. I have also been presented with opportunities to guest blog for other websites. As this is something I have never done, and sometimes I think it is enough to manage coming up with what I hope is interesting information to share with you on my own blog, it is a little intimidating for me. I have been asked by some really great blogs, I have been fortunate to come across and they provide exceptional information for the administrative professional, and wonder if I can do it. After all, when I decide to do something, I want it to be really good work.

Website Design & Wordpress

I personally designed my website using Wordpress, so if you are interested in knowing what I have done or the plugins I use, feel free to shoot me a personal email asking what works for me. My website and Wordpress is continually evolving, so some things I use on the website may change over time. I try to keep the reader in mind and what makes it interesting and easy for you to navigate it a priority. So if you find a feature that seems more difficult than it should be, let me know that too.

Interaction & Participation

I am also making more effort to interact on other blogs that I like. It’s not that I am antisocial, it just takes a lot of effort for me to get myself out there. That includes participating in internet social websites and outside social events. So if you live in the Sacramento, California area, bug me to come out and play if you have something going on.

You would think my calendar would be full of activities as I live right in the heart of downtown Sacramento in the historic district. On a side note, I awoke suddenly this morning at 6:00 am to a band playing for the Shamrock Marathon runners. The route includes Old Sacramento right underneath my window and, at times, it sounded like “running with the bulls” when a large stream of runners came through (it’s St. Patrick’s weekend here and the parade was yesterday, where I get an overlooking front row balcony view).

With the weather warming up, it is almost Spring, there are so many events and activities going on, I have to force myself to get out. I enjoy my downtime when I’m not working, it gives me a chance to get my personal life organized, write on my blog, interact a little with the locals right outside my front door, and even take my little yellow “bumble bee” motorcycle out for a ride. Oh yeah, and go to the gym. Now that I am more settled in, I would like to get out more and cultivate authentic relationships that are outside of my job. Interacting with people who inspire me and I – them, participating with like-minded individuals or are continually growing, being surrounded by an energy that is uplifting and encouraging, and discovering myself in the process.

In Conclusion

What I am saying is, I’m a pretty private person and putting down my barrier a little here. I am more interested in the person and relationships that come from writing a blog. I would love the opportunity to be able to say, “If you are ever in Sacramento or Northern California, hit me up so I can tell you, or maybe even show you, some of my favorite places.” I grew up in the East Bay, so I can even give some suggestions for San Francisco, Monterey, Napa, and Tahoe (I’m not a big fan of Reno).

If you are new to here, Welcome! and I hope you will come back or include me in your feedreader. If you have been following me, Thank You! I really try to provide some insightful information, interject my personality so it feels like you are talking to a friend, and I hope one day that we may cross paths. You inspire me to annoy my colleagues at work to provide me with challenges to share with you.

With great love and appreciation,
Signature

Tagged with: About Me • Blog • Developing Relationships • Website • WordPress

Ribbon Hero Teaches You Office 2007

On March 13, 2010, in Excel, MS Office, Skillset Development, Word, by Layne

Technology I learned about a new tutorial program thanks to Administrative Arts and, because I love to share new information that I am fortunate enough to come across to my readers, this is a great new add-on feature to learn Office 2007. Programs are continually evolving and changing to some degree or another. Amazingly, Office is coming out with a 2010. I just can’t keep up!

Ribbon Hero. What makes this tutorial program different is it is downloaded and incorporated into your Office suite. You collect learning skill points as you progress through the different features in Word, Excel, and Powerpoint directly from your program.

You will love how Microsoft has brought learning their programs to a whole nother level. Check it out here.

What websites or tutorials do you know and use, provide great information, and keep you abreast of technology? Would love to hear from you!

Tagged with: Microsoft • Microsoft Excel • Microsoft Office • Microsoft Office 2007 • Microsoft PowerPoint • Microsoft Word

Templates: Creating Style and Ease

On March 12, 2010, in Getting Organized, Skillset Development, Word, by Layne

I don’t like to reinvent the wheel. Besides, it is time consuming and unnecessary. Take letters, reports, memos, legal documents, invoices, specifications, etc., any document that is used on a regular basis for your business, both internal and external. Your company should be using a standard look that represents the image they want to portray to their customers and the public. This is where templates come in. You want your documents to have a consistency that identifies the professionalism of your company.

Some people will take a report, memo, or letter that already exists and use that. This works, but there is that possibility that you will save over it and no longer have electronic documentation of the former document. If you are good about backing up your data, then you have no problem. However, in a large company, that is a hassle to request from IT to retrieve.

What a template will do is house the formatting specifications, any graphics (some companies use them on their letterhead without having to order stationery), and some of the standard language (such as used in memos). It will also prompt you to Save As, alleviating the possibility of saving over the document. There is no other choice.

To Create a Template

Create the document just as you would any other document.
Save As.
Save as type, select Word Template.
It will automatically go into a specified directory according to your Word Options. You can change the directory of your stored templates by making that change in your Word Options.

To Retrieve and Use a Template

In the menu bar, select New. In Microsoft Office Word 2007, I have an Office Button in the top left corner of the Word Program that takes me to printing, saving, and opening documents.
From this menu, you can select Blank Document and templates.

It’s that easy! You will love it once you get the hang of it. You will also find that you are preparing your documents much more quickly and easily than before. No more searching for the document you want to replicate, all your documents will retain consistency, and you will now be the forms and templates guru of your office.

Tagged with: Communication • Computer file management • Microsoft • Microsoft Office • Microsoft Word • Style • Word Options

by Layne Tinsley

Instructions on How To Transpose Excel Data

Communication.

Start your day right.

Focus.

Smile and don’t take it personally.

Walk away.

Take lunch.

End your day right.

Enjoy the moment.

At the Office

At Home

Introduction

Blogs

About

My Writing Style

The Job & The Hobby

Guest Blogging

Website Design & Wordpress

Interaction & Participation

In Conclusion

To Create a Template

To Retrieve and Use a Template

Subscribe via eMail

Recent Sparkle Articles

Popular Sparkle Articles

Topics

Article Archive

*Contact*

Blogroll

Magazines

Tutorials

Website Favorites

Pages

Stay In Touch

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