Thursday, July 29, 2010

Remove Track Changes in Word

Tracking can be used when documents are shared between customers and clients, for example. When a person on one end makes changes, the person on the other end can see exactly what changes were made. This can be especially helpful during negotiations between two parties. Each side can see what the other side deleted or added.

However, let's say you need to send your resume to a prospective boss. You probably would not want them to see edits and revisions that you made to your resume. If tracking was turned on and the hiring company has their view tracked changes on, they could see everything. Maybe not the most professional look for your resume.

Follow these steps to clear all comments, edits, revisions, and anything else you do not want shared.

Word 2007:

Click on the "Office" button, move to "Prepare" and select "Inspect Document."

Uncheck or check the appropriate areas you want inspected and click on the "Inspect" button at the bottom of the window.

Word will open another window showing you items that you may want to remove.

Click on the "Remove All" button next to the items you wish to remove.

Click on the "Close" button to save the changes and close the Inspect window.

Word 2003:

Click on the "View" menu, hover to "Toolbars" and select "Reviewing."

To accept or reject all changes at once, click the arrow next to "Accept All Changes in Document" or "Reject All Changes in Document."

Tracking changes can be useful, when needed.  When not needed, you may want to remove them to have your documents look more professional and hide personal information.

Friday, July 16, 2010

Outlook Date Picker

If you need to view specific dates on a calendar, you can do so quickly by using the Outlook "Date Picker" area.

When you are in the Calendar in Outlook, the left hand side of the screen is filled with the current month and the next two months, in mini calendar form. This area is called the "Date Picker."

Simply click and drag your mouse over the dates you wish to view. Now in a split-second, the calendar will show you those specific dates.

See the picture below (I've highlighted the dates August 3-5):

Excel: Convert Times into Decimals

Many companies use Excel to track timesheets. Employees may not know that the Human Resources Department needs to track time within quarter hours. Some may even want to track in smaller increments.

Here is a quick formula to use so that employees do not have to convert the hours and minutes themselves.

Type this formula (where A1 is the cell containing the time)

=HOUR(A1) (MINUTE(A1)/60)

This will convert 12:35 (time) into 12.58 (decimal).

Then, you might even setup the timesheet to subtract the starting and ending times to calculate the number of hours worked, using the decimal fields.
HINT: Hide these formulas from user forms. You only need to have employees type in the times and not worry about the decimals.

Thursday, July 1, 2010

How to Delete Blank Rows in Excel