Tag Archives: Excel 2010

Practice Exam Question: Excel 2010 – Convert Existing Data into Table and Apply Table Style

In Microsoft Excel 2010,
how do you convert your existing data into a table and apply a table style to it?

Hint: As with so many functions in Microsoft Office programs across the board, there is more than one way to do this. The steps I take to achieve this particular goal may differ from what you would do, but if the end result is essentially the same then you’ve done it correctly!

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Answer :

1. With your worksheet already open and on the screen, select the data from which you wish to create your table.

2. On the Home tab, in the Styles group, select the drop down arrow associated with the Format as Table button. Select the table style of your choice.

Excel2010DataTableBefore

Excel2010DataTableAfter

That’s all there is to it!

-Katie Caplan,
Client Service Coordinator and Instructor,
Sector Learning Solutions

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Word 2010: More Mail Merge Tips – A Follow-Up

Some of you may recall our May 2012 blog post: Word 2010 Mail Merge: Changing the Date Format about changing the date format of a mail merge field in Microsoft Word. This sparked a number of positive responses from our readers and raised more questions about mail merge. I thought I’d address a couple of these questions today.

Question #1

“If I want the day of the week included in the date – how do I do that?”

-Holly

Answer

This is a great question with a very simple solution – all you have to do is adjust the date format to include the day of the week. The date format can be adjusted to whatever you’d like it to be.

In the example I gave, the format was “MMMM d, yyyy”; as you might expect, the date would end up looking like “January 3, 2013”. If I wanted that to include the day of the week to look like “Thursday, January 3, 2013”, I would simply adjust the format in the merge field to “dddd, MMMM, d, yyyy”. With the field coding visible (see original blog post for instructions on how to do this), your merge field should appear as follows:

«Date»

Your date format should change from this:

mail-merge-january-18-2013

To this:

mail-merge-friday-january-18-2013

Thanks for the question, Holly!

Question #2

David Rubin of BMO Nesbitt Burns Financial Services Inc. came up with another excellent question:

“What would be the entries for $000,000 and 0.00%? I can get the date to work, but am having trouble with the numeric [formatting].”

In other words, how do I set up a mail merge in Word to work with Excel data that has numeric formatting such as dollar amounts or percentages?

Answer

There are a few ways to accomplish this.

One way is to use the Dynamic Data Exchange (DDE). It is nowhere near as complicated as it may sound. After testing this out, I’ve found that this works best overall, particularly if you’re merging from a spreadsheet that already exists and contains a lot of numbers. I’ve outlined the steps for this approach below*:

*Please note:

  • These steps are for Word 2007/2010. If you are using an earlier version, please send us an email; we will be happy to send you the appropriate instructions for your version.
  • These steps are written under the assumption that you already know how mail merges works and how to perform one. If you need assistance with this, please let us know and someone can walk you through the process.

1. If it already exists, open your mail merge document. Otherwise, you can simply open a blank document.

2. Go into the Options dialogue box. If using 2007, this will be behind the Office button. In 2010, it’s under the File tab.

3. On the Advanced tab, scroll down to the General section (almost at the bottom):

mail-merge-screen

4. Check the box next to “Confirm file format conversion on open” and then click OK.

5. Begin your mail merge; you can do this through the Mail Merge wizard, but I prefer to skip that and go straight to Select Recipients. Whichever way you choose to get there, once you’ve selected your data source you will see the Confirm Data Source dialogue box.

6. Check the “Show all” box and then select “MS Excel Worksheets via DDE” and click OK:

mail-merge-confirm-data-source

7. In the Microsoft Excel dialogue box, under Named or cell range, select the data range or worksheet that contains that data you wish to use:

mail-merge-entire-spreadsheet

8. Now preview your results – all of your numeric values should appear as they were formatted in Excel!

mail-merge-end-screen

Another method is to work with the field codes directly in Word; this is what we did when we changed the date format. This really only works well when the Excel worksheet from which you’re merging only has one or two number columns. The third way, and probably least effective, is to format the Excel worksheet cells as text. This really only works well if you’re creating a new worksheet directly from the mail merge and if you’re not performing any calculations in the worksheet.

Thank you, David, for another great question!

We’d love to hear from you! If you have any tips or tricks related to any Microsoft Office program, please feel free to send us an email.

-Katie Caplan,
Client Service Coordinator,
Sector Learning Solutions

How to Find and Delete the Same Data from Multiple Cells in Excel 2010

Have you ever needed to delete all instances of a word or phrase in Microsoft Excel without replacing that word/phrase with something else?

Recently, one of our past students used our Ask-an-Instructor Forum to ask us how to go about doing this in Excel 2010. This client maintains a work schedule for a number of staff in her office. The basic schedule covers the entire span of a year (January to December), with changes being made here and there throughout.  One of the staff members moved on into a different role and so our student no longer needed to schedule this particular person. She was looking for a way to easily remove this staff member using Find and Replace.

While it is not exactly made very obvious, in the end the solution is very simple:

Excel Vocabulary: “Data” entered into Excel can be text data (a “text string” such as a word or a phrase) or number data (a number).

Data is stored in a “cell” (the rectangular box that is the intersection point of a column and a row).

When filtering data,  the term “value” is used to describe the condition that data must meet in order to either remain in the data table or be filtered out.

1. Click on the Home Tab.

2. Locate the “Find and Select” button in the Editing group (far right).
Click on the button to activate the drop-down menu. Select “Find” (binoculars icon):


3. The Find and Replace dialogue box opens. Make sure the Find tab is selected. Type in the word or phrase you would like to delete in the “Find what:”  field:

 4. If the arrows on the Options button are pointing to the left (<<), skip ahead to step 5. If the arrows on the Options button are pointing to the right (>>), click the Options button.

5. Click Find All. Depending on how many instances of the data value there are in your spreadsheet, you may not be able to see them all immediately. To solve this, look at the bottom right corner of the dialogue box. Move your mouse over the corner until it turns into a two-headed arrow on a diagonal that looks like this:

Click and drag to expand the box until you can see all instances (cells) found:

6. Select all of the cells listed. You can do this by selecting one of the cells and then pressing Ctrl + A. Alternatively, you can click the first cell in the list, press Shift, and then click the last cell in the list:

7. Close the Find and Replace dialogue box. You should now have every cell populated with the data value you want to delete selected:

8. Press Delete. Voila! You have now successfully deleted all instances of the data value you wanted to remove.

One thing to keep in mind is that although all the steps listed above are for Microsoft Excel 2010, they also apply to Microsoft Excel 2007.

Don’t forget! If you have taken any classes with us in the past, take advantage of your unlimited access to our Ask-An-Instructor Forum. We’re all here to help! We will do our best to address your question within 2-3 business days.

Katie Caplan,
Client Service Coordinator,
Excel 2007 or 2010 Training @
Sector Learning Solutions