Office challenge: How can you copy just formatting to a contiguous block of cells with just two clicks?

Without using the Format menu, try to copy existing formats from the current cell to a contiguous cell or block of cells with just two clicks. You’ll have to use a feature that you probably don’t associate with formatting.

Last week we asked…

How do you inhibit Word’s tendency to apply a newly-added format to the entire document? Here’s what happens – you use a style to format some or all of the document’s text. Then, you add a format to a paragraph and Word updates all the text that shares the same style. If that’s not what you want, it’s annoying.

When this happens, you have two choices. The immediate answer is to press [Ctrl]+Z (Undo) to remove the unintended formatting. To avoid the problem altogether change the Automatically Update setting as follows:

1. Choose Styles and Formatting from the Format menu.
2. Find the style from the style list and choose Modify from that item’s dropdown list.
3. Clear the Automatically Update option at the bottom of the dialog box.

   
   

4. Click OK.

You can set this option for each style, allowing Word to update some, but not others. When this option is checked, Word updates the appropriate style anytime you format the document. This option isn’t in Word 2007.

Nudge paragraphs in a Word document

Sometimes you need just a little more space before a paragraph. If you want that extra space distributed evenly throughout the document, update the style to reflect a little more space before or after each paragraph. But if you need a quick fix for a single paragraph, use the [Ctrl]+0 (that’s a zero) keystroke combination.

• Press [Ctrl]+0 to add a little space before the current paragraph. Doing so will add 12 points of space before the paragraph — it’s just a slight nudge really.

• Press [Ctrl]+0 again to remove 12 points of space. This keyboard combination works with or without text so you can add the space before you even type the paragraph.

10 commands you may want to add to the Office 2007 Quick Access Toolbar

If the Office 2007 Ribbon drives you crazy, a little customization may help. See how to make the Quick Access Toolbar work for you.

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Note: This article originally appeared as an entry in our 10 Things blog. It’s also available as a PDF download.

The Office 2007 Ribbon is designed to make tools and options easier to find, and it’s fairly convenient — most of the time. But the commands you need aren’t always available. Sometimes, you have to switch between Ribbon tabs to access a command. Switching from one tab to another isn’t a big deal, but if you do it a lot, it can become a nuisance. Fortunately, it’s a nuisance you can avoid.

Add a command to the Quick Access Toolbar (QAT) and it will always be available, regardless of the current tab. But you’ll want to be a little bit discriminating about what you place on the QAT, because it can fill up in a hurry. Good candidates include those commands you have to search for when you need them:

• Any existing control, group, gallery, or menu item for easy access.
• Macros for quick execution.

You can also add separators to group items or reorder commands to offer a sense of organization.

To quickly add an item to the QAT, find it on the Ribbon, right-click it, and choose Add To Quick Access Toolbar. To quickly remove an item from the QAT, right-click it and choose Remove From Quick Access Toolbar. To add an item that’s not on the Ribbon, do the following:

1. Choose More Commands from the QAT’s drop-down list (Figure A) to display the Word Options dialog box.

Figure A

http://i.techrepublic.com.com/gallery/252005-337-338.jpg

1. From the Choose Commands From control, select Commands Not In The Ribbon, as shown in Figure B, to update the list of items.

Figure B

http://i.techrepublic.com.com/gallery/252006-500-407.jpg

1. Select the command you want to add to the QAT.
2. Click Add to move the item to the Customize Quick Access Toolbar list. You can add many items at one time.
3. When you’re finished, click OK.

Ultimately, it’s up to you to decide what items end up on your QAT. But there are several that you’ll probably want to add as soon as you upgrade to Office 2007. Here are a few suggestions.

1: Frequently used commands

Most of the frequently used commands are available via 2007’s Office button. By default, the QAT displays three commands: Save, Undo, and Repeat. You’ll probably want to add at least a few of your other frequently used commands to the QAT. To start, consider adding the following commands by application and customize further as needed:

• Word: New, Open, Save, Quick Print, Print Preview, Spelling & Grammar
• Excel: Open, Save, Quick Print
• Access: Open, Print Preview
• PowerPoint: Open, Save, Spelling & Grammar

2: Track Changes in Word

If you author or review documents, add Track Changes to the QAT. Track Changes is available on the Review tab in the Tracking group. Going that route requires three clicks to enable or disable Track Changes if you’re working in another tab. If you add the Track Changes command to Word’s QAT, you can work in any tab and enable or disable Track Changes with one quick click. (You can do the same by pressing [Ctrl]+[Shift]+E, but adding the command to the QAT might be easier than memorizing one more keyboard shortcut.)

3: Paragraph dialog in Word

Technically, the Paragraph dialog box isn’t on Word’s 2007 Ribbon, although you can click the dialog box launcher in the lower-right corner of the Paragraph group on the Home tab to access it. Not exactly intuitive. Adding the Paragraph command to the QAT might ease the transition to Word 2007 quicker and save you time when you’re viewing another tab.

4: Clear Formats in Word and PowerPoint

Getting rid of formatting can take a bit of thought. On the Home tab in the Font group, you can click Clear Formatting in Word or click Clear All Formatting in PowerPoint. This command removes all formatting, such as bold, underline, and so on, while retaining the default formatting style. A quicker way is to add Clear Formats to the QAT.

5: Design View in Access

The View command is available in many groups, making it easy to switch from Design View to full view. However, getting to Design View isn’t always as easy. Adding Design View to the QAT probably won’t impress users, but it will help you during the development, testing, and debugging stages.

6: Visual Basic

Add the Visual Basic command to the QAT if you’re a developer. This command is the equivalent of pressing [Alt]+[F11] to launch the Visual Basic Editor. A quick click and you’re in the VBE. Although Access developers might appreciate it more than others, you can add Visual Basic to any application’s QAT.

7: Save As PDF

If you save files to PDF format, add the Save As PDF command to the QAT. PDF is a fixed-layout format that’s easy to share and print, but not so easy to change. Many organizations use Word to collect and edit content and PDF format to publish that content.

Before you can use the Save As PDF command, you must install an add-in. Visit 2007 Microsoft Office Add-in: Microsoft Save as PDF or XPS and follow directions for downloading and installing the add-in. The Save As PDF command will be available from the Office button and you can add it to the QAT to make running the command even quicker.

8: Format Painter

Format Painter’s been around for a long time and users depend on it — a lot. This command lets you quickly copy formats from one section of content to another. In 2007, it isn’t always available when needed, so add it to the QAT in all the applications you use.

9: Form in Excel

A data form in Excel is a dialog box that allows you to enter or view a complete row of information in a specific range or table. But the Form button isn’t on the Excel 2007 Ribbon. If you frequently use data forms, add the Form button to the QAT.

10: Document Location in Excel

The Document Location control displays the path and filename for the current workbook. It provides an easy way to copy the entire path into an e-mail, Word document, or Access table. It’s not on the Excel 2007 Ribbon either.

Your turn…

What commands have you found elusive or indispensable enough to earn a spot on your Quick Access Toolbar? Share your suggestions in the discussion thread.

Four ways to speed up Excel calculation time

Complex formulas and repeated references can bog Excel down in a hurry. These basic rules will help optimize your workbook operations.

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How, when, and what Excel calculates is a huge subject. In general, cell references and calculation operations are the main performance vampires. Reasonable formulas and even lots of data don’t usually slow things down. Complex formulas and repetitive references are the real culprits. Here are a few basic guidelines that should help you avoid calculation bottlenecks:

• Avoid complex and array formulas. Use more rows and columns to store intermediate values and use fewer complex calculations.
• Reduce the number of references in each formula to the bare minimum. Copied formulas are notorious for repeating references and calculations. Move repeated calculations to a cell and reference that cell in the original formula.
• Always use the most efficient function possible: Sort data before performing lookups; minimize the number of cells in SUM and SUMIF; replace a slow array with a user-defined function, and so on.
• Avoid volatile functions if possible. Excel recalculates these functions with each recalculation, even if nothing has changed. Too many volatile functions (RAND(), NOW(), TODAY(), and so on) can slow things down.

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Leaked BlackBerry Atlas gives Curve 8900 its CDMA counterpart?

Filed under: Handsets, RIM, CDMA

Gemini had its Aries, and now it seems Javeline (a.k.a. the Curve 8900) has found its own CDMA equivalent in the BlackBerry Atlas. (Isn’t a shame that RIM’s device codenames are so often catchier than their final designation? But we digress.) A new BlackBerry has hit the internet in grainy photograph form, and according to Salomondrin with additional notes from Crackberry, the pictured leak (it’s the one on the left) boasts CDMA bands, WiFi, and a 8900 series keyboard. Mum’s the word, officially and otherwise, on pretty much any other details, but hopefully RIM won’t keep us waiting too long.

[Via Crackberry]

Leaked BlackBerry Atlas gives Curve 8900 its CDMA counterpart? originally appeared on Engadget Mobile on Tue, 29 Sep 2009 22:03:00 EST. Please see our terms for use of feeds.

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Sprint readying big price drop on Touch Pro2?

Filed under: Handsets, HTC, Sprint

We’d hypothesized that neither Sprint nor T-Mobile wouldn’t be able to hold out long at the positively ridiculous $349.99 on-contract price point they’d both set for the HTC Touch Pro2 out of the gate, and it looks like at least one of the two might finally be getting the hint. Sprint’s now rumored to be bringing the beastly smartphone down to $199 after mail-in rebate, which would match Verizon’s current pricing — a move Sprint simply had to make, especially considering that the carrier typically positions itself as a value brand. Hopefully this rumor pans out, in which case T-Mobile will be looking pretty silly if they hold out at $350; if they capitulate, that’ll put all of the currently-released US Touch Pro2s under the magic $200 mark and put a ton of pressure on AT&T to stay in line by the time it drops the green flag.

[Thanks, Guy]

Sprint readying big price drop on Touch Pro2? originally appeared on Engadget Mobile on Tue, 29 Sep 2009 20:25:00 EST. Please see our terms for use of feeds.

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Apple rejects iSinglePayer iPhone app for being ‘politically charged’

Filed under: Handsets, Apple

Apple might be talking a big game about how it’s revising the App Store approval process with an oversight board and trotting out Phil Schiller to do damage control at opportune moments, but the process itself is still generating inconsistent and maddening results — like today’s rejection of an app advocating for healthcare reform called iSinglePayer, which was rejected for being “politically charged.” Yeah, that’s insane, especially since the app just consists of healthcare spending information and a GPS-driven lookup tool for local Congress members and how much money they’ve received in health-sector donations. Say what you want about the political motivations of the app, but that’s a fairly benign set of functions, and it’s one that’s been echoed by political apps on both sides of the aisle since the launch of the App Store. So why this rejection, and why now, when apps with names like “Conservative Talking Points” have been approved? And honestly, how is it even possible anyone at Apple is dumb enough to reject this without anticipating the firestorm of controversy it would cause? Who knows anymore — we have a feeling ol’ Phil’s about to earn his paycheck explaining this one.

[Via Daring Fireball]

Apple rejects iSinglePayer iPhone app for being ‘politically charged’ originally appeared on Engadget Mobile on Tue, 29 Sep 2009 18:28:00 EST. Please see our terms for use of feeds.

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Maemo 5 reviewed in breathtakingly granular detail

Filed under: Software, Nokia, Linux

It’s one thing to read a product preview here and there, but if you really want the Maemo 5 experience before you’re even able to set foot in a store and buy an N900, look no further than mobile-review‘s characteristically exhaustive look at the platform. From the endless array of screenshots, you quickly get the impression that this is an attractive shell — evolutionary and familiar for owners of the 770, N800, or N810, yes, but significantly freshened nonetheless. Here are a few big takeaways from the War & Peace-esque compendium:

• There’s apparently an N920 in the works that lacks a QWERTY keyboard. We’ve heard rumors in the past that the N900 will remain Nokia’s sole Maemo 5 phone for at least a few months, so we might look to see this in 2010.
• Process management invokes a curiously webOS-like card view which looks great. Helps when you have a beefy OMAP3 in there, doesn’t it?
• The call log effortlessly aggregates GSM and VoIP calls — a neat trick, and a tip of the hat to Maemo’s roots as a VoIP-friendly platform.
• MMS isn’t supported, strangely, though the platform’s SMS support handles both threaded and traditional views.
• While chatting up Maemo’s calendar services, Eldar specifically says that he “Palm’s WebOS-powered organizer much more enticing and promising.” Lack of Google Calendar synchronization sucks, but we’re not sure what that’s all about — Maemo does support Exchange ActiveSync, after all.
• Eldar his the nail on the head regarding Maemo’s Mozilla-based browser: it’s always been good, just way too slow. The N900 cures those ails on better hardware, though “it hasn’t caught up with the rest of the pack yet.” Flash support seems wonky and performance isn’t always great — it depends on how many apps are running.
• The music player is pretty bare-bones (typical Nokia), though anyone happy with the N97′s sound quality will feel right at home here — it’s the same hardware.
• The integrated Maps app apparently lags way behind the bar that Ovi Maps has set over on S60 — super slow and “resource-hungry.”

Of course, the beauty of Maemo is its wide-open philosophy, so many of the niggles here that aren’t corrected by Nokia proper will hopefully be handled by the community at large — and the good news is that by the time you get done reading this review, the N900 should be on store shelves for you to try yourself.

Maemo 5 reviewed in breathtakingly granular detail originally appeared on Engadget Mobile on Tue, 29 Sep 2009 17:04:00 EST. Please see our terms for use of feeds.

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Vertu Constellation Ayxta luxo-flip slums it at the FCC

Filed under: Handsets, Vertu

You might think you’re hot stuff for carrying around a new Vertu Constellation Ayxta, but this is America, bub — and your blinged-up Nokia has to kick it at the FCC just like everyone else. Of course, without that fancy always-on-call Concierge service and Vertu Select, all you’re really looking at here is a pretty anonymous featurephone wrapped up in high-end garb, but you’re not spending your $10,500 on features here — you’re spending it because you’re too lazy and rich to buy something good.

Vertu Constellation Ayxta luxo-flip slums it at the FCC originally appeared on Engadget Mobile on Tue, 29 Sep 2009 15:47:00 EST. Please see our terms for use of feeds.

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Motorola CLIQ coming to T-Mobile next month for $200 on contract

Filed under: Handsets, Motorola, T-Mobile, GSM, EDGE, HSDPA, Android

Counting down the moments with your besties until T-Mobile USA opens up the pre-order page for Motorola’s first-ever Android device? Might as well do something more productive in the meanwhile, particularly since the aforesaid carrier has just announced plans to charge $199.99 for the CLIQ on a two-year agreement. Without a doubt, that’s quite a bit more than the $0.00 we gently expected (okay, not really) it to run, but it’s pretty much par for the course these days. Existing T-Mobile customers that are interested in getting ahold of this thing (in Titanium or Winter White) early can pre-order one from October 19th through November 1st, while newcomers and procrastinators can get theirs in-store starting on November 2nd. So — you in, or what?

Motorola CLIQ coming to T-Mobile next month for $200 on contract originally appeared on Engadget Mobile on Tue, 29 Sep 2009 15:18:00 EST. Please see our terms for use of feeds.

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