In a feature in yesterday’s Computerworld (titled “The New Help Desk: Agile, Educational, Efficient”), writer John Brandon highlighted three IT departments and what they are doing to bring the help desk from where it’s stuck – the 1960s – to the present. One of the organizations featured, the University of Georgia, has put an emphasis on using calls to the help desk to educate users. We like that idea.

Click to see a video on creating charts in Excel.

The old way of working is myopic. If you keep fixing an issue that, with a little instruction, can be avoided, where is the long-term value? And, if you cannot – or do not — track where problem spots are, how can you plan for the future?

At PC Helps, we fix stuff too; we’re a help desk, after all. But we also teach customers how to resolve issues on their own, and how to avoid having them crop up again in the future.

In that spirit, today’s post offers tips for creating Excel charts, a topic we receive many calls about. Happy charting.

Creating Charts

By PC Helps Staff

Data (n.) – raw, unorganized facts.
Information (n.) – organized and processed data that can be useful in some way.

When working with a large amount of data, it often can become an overwhelming task to extract information from the data. Excel provides a great tool to facilitate converting data to visual information through the use of charts.

Follow these steps to create a chart:

Excel 2003 and older:

• Select any cell within the data you want to chart.
• Click on the Insert menu, then select Chart to bring up the Chart Wizard.
• Choose the desired chart type, then click Next.
• Excel will show you a preview of the chart using what it has detected as plot data.
• Verify that the data is correctly organized by viewing the Series tab.
• Click Next to further modify your chart options. You can add titles to the chart or axes, move your legend, add data labels, etc.
• Click Next to set the location of your chart.
• Click Finish.

Excel 2007 and 2010:

• Select any cell within the data you want to chart.
• Click on the Insert Tab, then click on the desired chart type in the Charts group. Excel will generate the chart as soon as you click on the desired chart type, using what it has detected as plot data.

NOTE: Different chart types sometimes need different types of data. For instance, a pie chart is best for displaying a single series of data, but a column chart is capable of plotting several series.

Watch a video on this tip for Excel 2003.

Watch a video on this tip for Excel 2007.

Watch a video on this tip for Excel 2010.

Reordering Data Series in a Chart

By PC Helps Staff

You may find at times that you need to rearrange the order of your data series in a chart without changing your source data. This can be accomplished easily using the Format Data Series dialog.

Excel 2003 and older: 
Click on a series in the chart to select it. Right-click the series and choose “Format Data Series.” On the Series Order tab, use the Move Up and Move Down buttons to re-order the selected series.

Excel 2007 and 2010:
 Click on a series in the chart to select it. Right-click the series and choose Select Data. Use the arrow buttons to re-order the selected series.

Watch a video on this tip for Excel 2003.

Watch a video on this tip for Excel 2007.

Watch a video on this tip for Excel 2010.

Creating a Dynamic Chart in Excel

By David McQueary

If you regularly update the data ranges for your charts, a dynamic chart will help you because it automatically shows data added to the end of a column.

First thing we need to do is create a dynamic named range.

Excel 2003 or older:

• Click on the Insert menu, select Name, and choose Define.
• Name the range, we will want two named ranges: one for our labels and one for our data. We will define the names as Label and Data, respectively.
• From here we will enter formulas to create the dynamic named range. The formula to do this, if you are starting in cell A1, is: =OFFSET($A$1,0,0,COUNTA($A:$A),1) 
Adjusting the column letter and number in the first part of the formula will allow us to change where the named range starts. For example =OFFSET($B$2,0,0,COUNTA($B:$B),1) would start the range in cell B2.
• Click OK.
• Repeat steps 2 – 4 to create the second range.
• Click Close.

Excel 2007 and 2010:

• Click on the Formulas tab, click Name Manager, and select New.
• Name the range, we will want two named ranges: one for our labels and one for our data. We will define the names as Label and Data, respectively.
• From here we will enter formulas to create the dynamic named range. The formula to do this, if you are starting in cell A1, is: =OFFSET($A$1,0,0,COUNTA($A:$A),1)
Adjusting the column letter and number in the first part of the formula will allow us to change where the named range starts. For example =OFFSET($B$2,0,0,COUNTA($B:$B),1) would start the range in cell B2.
• Click OK.
• Repeat steps 2 – 4 to create the second range.
• Click Close.

Now we create our chart.

Excel 2003 or older:

• Highlight our data and go to Insert menu and choose to insert a chart. Make all the settings that you want to the chart, and place it on the worksheet.
• Now we apply the dynamic settings to the chart. Click on one of the series in the chart and look at the formula bar.
• In the formula bar there should be something that looks like =SERIES(Sheet1!$A$1:$A$16,Sheet1!$B$1:$B$16,1). In the spot where it shows Sheet1!$A$1:$A$16 we are going to change that to Sheet1!Label.
• In the spot where it shows Sheet1!$B$1:$B$16 we are going to change that to Sheet1!Data.
• You now have a dynamic chart. If you add more data to the bottom of the column, it will automatically add that data to the chart.

Excel 2007 and 2010:

• Highlight our data and go to Insert tab and choose a chart. Make all the settings that you want to the chart, and place it on the worksheet.
• Now we apply the dynamic settings to the chart. Click on one of the series in the chart and look at the formula bar.
• In the formula bar there should be something that looks like =SERIES(Sheet1!$A$1:$A$16,Sheet1!$B$1:$B$16,1). In the spot where it shows Sheet1!$A$1:$A$16 we are going to change that to Sheet1!Label.
• In the spot where it shows Sheet1!$B$1:$B$16 we are going to change that to Sheet1!Data.
• You now have a dynamic chart. If you add more data to the bottom of the column, it will automatically add that data to the chart.

Watch a video on this tip for Excel 2003.

Watch a video on this tip for Excel 2007.

Watch a video on this tip for Excel 2010.

If you take into account research from IDC that says that more than half of mobile devices used in the workplace are employee-owned, not only do you have the potential for an awesomely productive workforce, you also have an enormous security nightmare for IT.

There’s hope, and it’s called Data Privacy Day, which is this Saturday, Jan. 28. (Yes, it’s an official holiday. On Jan. 26, 2009, the United States House of Representatives passed House Resolution HR 31 by a vote of 402-0, declaring Jan. 28 National Data Privacy Day.)

If you’ve thought about security but never knew where to start to implement safer practices, or if you are drafting a plan for your company in response to the glut of mobile devices, Data Privacy Day is geared to you.

In addition to raising awareness about data privacy and security, the organizers have collected a wealth of articles and white papers to get you started on your own plan — whether it’s for a corporation, a nonprofit, or just for you personally. Resources are available on the official website, www.staysafeonline.org/dpd. Among the topics covered are document destruction; privacy risks associated with digital copiers; privacy in the cloud; how to build a scalable BYOD program; and more. And that’s just in the business and corporation section.

It sounds like a network TV sitcom plot, but it’s not. It’s Gen Y, and, according to a recent Cisco survey, it’s a reality.

The future of work, according to Cisco.

For its annual Connected World Technology Report, Cisco surveyed 1,441 college students aged 18-24, and 1,412 employees aged 21-29 in 14 countries. The purpose of the study was to gain insight into the behavior and expectations of the next generation of workers, and how their demands for information access are changing the future of work. The study was conducted between May and June 2011.

Among the more notable findings:

• Internet as Basic Human Necessity: One of every three college students and employees surveyed globally (33%) believes the Internet is a fundamental resource for the human race – as important as air, water, food and shelter. About half (49% of college students and 47% of employees) believe it is “pretty close” to that level of importance. Combined, four of every five college students and young employees believe the Internet is vitally important as part of their daily life’s sustenance.
• Security? What Security? Seven of 10 employees admitted to knowingly breaking IT policies on a regular basis, and three of five believe they are not responsible for protecting corporate information and devices.
• Importance of Mobile Devices: Two-thirds of students (66%) and more than half of employees (58%) cite a mobile device (laptop, smartphone, tablet) as “the most important technology in their lives.”
• Mobility is on the Rise: Smartphones are poised to surpass desktops as the most prevalent tool from a global perspective, as 19% of college students consider smartphones as their “most important” device used on a daily basis, compared to 20% for desktops – an indication of the growing trend of smartphone prominence and expected rise in usage by the next generation of college graduates upon entering the workforce. According to Cisco, this finding fuels the debate over telecommuting vs. working in an office.

Although the results are hardly a surprise, it does sound a warning bell for IT and HR. Preparation is essential.

Writes Dave Evans, chief futurist for Cisco: “The lifestyles of ‘prosumers’ — the blending of professionals and consumers in the workplace — their technology expectations, and their behavior toward information access is changing the nature of communications on a global basis.”

In a recent article, Dino Londis of InformationWeek offers a solution:

“So what to do? Part of IT’s responsibility to steward consumerization of IT is to educate the user and HR on the greater risks that come with consumerization. If IT departments are just now coming to grips with consumerization trends, then HR departments are completely in the dark about it.”

The one office item my smartphone or tablet can’t put in my pocket is the printer – and it’s the one I miss the most. (Sometimes you need a hard copy.) Who will step up and make it easy for me to print while I am on the road?

Two categories of businesses haven’t done so yet, but would benefit from it. There is also PrinterOn, a service with a technical approach that fills the bill nicely.

You email the file you want printed directly to the printer, which is about as platform-independent as you can get.

First, office supply and package shipping chains, who could learn a thing or two from convenience stores. A convenience store chain in my area made an excellent marketing move to drive foot traffic into their stores by installing no surcharge ATMs in every store. People come in for cash. They leave with a cup of coffee, a doughnut, milk, bread, a bag of chips, a thicker waistline and a thinner wallet than if they had gone to their bank’s ATM to get their cash.

Office supply and package shipping chains both have print services in their locations. Part of the reason is to increase foot traffic. All have apps for various mobile platforms, but none of them appear to have made it easy to print from those devices to their print services.

A service called PrinterOn may be able to show them the way.

The PrinterOn approach leverages the ability of multi-function devices to hold a print job until a release code is entered. Their apps for various mobile platforms allow you to identify a printer near you. Each printer has an email address. You email the file you want printed directly to the printer, which is about as platform-independent as you can get. The printer emails the release code for your print job back to you. When you get to the printer location you simply enter your release code and pick up your paper.

PrinterOn locations tend to be in airport frequent flyer club lounges, hotels and other business traveler hubs. Why not in the print and copy center in your neighborhood office supply store?

The other business tool I frequently leave in the office is a highlighter. I suspect they would be willing to help me with that while I am in their store picking up my print job.

About the author: Joe Puckett is PC Helps’ director of recruiting and training. He grooms the talent here, and creates our internal and client-facing corporate training courses. A 15-year PC Helps veteran, Puckett is the one to ask if you ever have a software question. He has been researching and testing the iOS 5 operating system as part of his ongoing efforts to build new iPad training modules for PC Helps productivity consultants.

Click here for a video of Puckett describing what makes a good productivity consultant.

Peanut butter and chocolate were both around for quite a while before Reese’s figured out how to put them together in a convenient package. Once they did, they had a big hit on their hands. I think SharePoint and iPad are another hit combination, and developers are getting close to combining them in a way that will work for a lot of people.

Wrapping SharePoint in iPad would be a killer combo.

The peanut butter is SharePoint’s ability to gather all the information a business user needs into one place. The chocolate is the iPad’s ability to deliver information in a mobile-friendly form and interface. Wrapping SharePoint in iPad would be a killer combo.

For now, the biggest obstacles to combining these two great productivity tools in a single package are dealing with the diverse kinds of information SharePoint can include and the more widespread problem of working with Microsoft Office files on an iPad.

SharePlus shows promise in connecting the iPad and SharePoint.

Two apps, SharePlus and Filamente, are getting close to connecting SharePoint and iPad in a way that delivers the full potential of the combination. As with most iPad apps, which of the two is closest depends on which features were added during the last round of updates. So how close are they? I’ll answer that from a SharePlus perspective since it is the SharePoint-iPad connector I have been using the most of late.

SharePoint is all about lists, although some display in specialized ways that make them look like calendars or document libraries. SharePlus renders all the lists I use on a regular basis pretty well. It also allows me to see and edit the metadata associated with list items. Those are two important capabilities that I’m pretty sure weren’t easy to develop. The most impressive recent upgrade is the ability to replace a document in a SharePoint Document Library with a revised copy that was edited on the iPad. There are, however, still some quirks and limitations to doing that.

The biggest problem with working on the same document on an iPad and in a more traditional storage space such as a network drive or SharePoint Document Library is the fundamental difference in the ways applications are allowed to access files. On an iPad, each application is restricted to its own dedicated storage space. Network drives and SharePoint Document Libraries allow multiple applications to access the files in any particular location. The result is that when you open a file from a SharePoint Document Library on an iPad the working copy is made in the storage space only the application that opened the file can access. This makes most of the ways you would get the modified file back to SharePoint unavailable.

SharePlus gets around this by putting itself on the “Open In …” list that appears when you tap and hold on a file in some iPad applications. When you choose SharePlus from this list it checks to see if this is a document that is already in one of the SharePoint Document Libraries you have connected to SharePlus and offers to replace the existing document in SharePoint with the new one. That is great if the iPad app you have used lets you access the “Open In …” list, but many don’t.

Never fear, most of them will allow you to email the updated document as an attachment and Mail does allow access to “Open In …”.

I doubt that SharePoint and iPad will ever be as popular as peanut butter and chocolate, but at least they contain zero calories and can put all the information you need into one convenient package.

About the author: Joe Puckett is PC Helps’ director of recruiting and training. He grooms the talent here, and creates our internal and client-facing corporate training courses. A 15-year PC Helps veteran, Puckett is the one to ask if you ever have a software question. He has been researching and testing the iOS 5 operating system as part of his ongoing efforts to build new iPad training modules for PC Helps productivity consultants.

Click here for a video of Puckett describing what makes a good productivity consultant.

Resolutions that promise increased productivity and all-around happiness. Happy New Year.

In that spirit, we’re publishing our list of what you should focus on in 2012. We’ve separated it into two sections: one for IT leaders and one for employees. It’s not just a smattering of unattainable goals; these are resolutions you can keep. Get crackin’.

For IT Leaders

1. Formulate a social media policy. Yammer‘s Maria Ogneva wrote a comprehensive guide for Mashable, and in it she offers practical tips and sensible advice: “The best way to ensure buy-in to your social media policy is not through threat of disciplinary action. Rather, it’s by providing education and resources, and building the right processes.” We like how she thinks. Read it here.
2. Change is good. Embrace the mobility megatrend. See TechTarget’s big picture article here, and its how-to for CIOs here.
3. Help your folks help themselves – offer software support and training (read an old PC Helps Blog post, “Designing Graceful, Not Godawful, Solutions” – its message is still applicable).

For Employees

1. Use Excel formulas more, manually vet less. (See our repository of Excel tips here.)
2. Change your password when prompted, without the added griping.
3. Hoard mail less, archive more. Your email program will run faster, and you’ll find old mail easier. (Find email tips here.)
4. Save constantly (on a PC, Ctrl+S; Mac, Command+S), and, while you are at it, learn more keyboard shortcuts. (Get Windows keyboard shortcuts here; Mac shortcuts here.)

Happy 2012!

OneNote for iPad: Goodbye 2x, hello tabbed interface & expanded language support.

The market is flooded with note-taking applications, but OneNote consistently ranks at the top (see Lifehacker’s recent list). That’s because the PC version is free with MS Office, which most corporate employees use anyway, and syncing is a cinch with a SkyDrive account, which is also free. Other plusses include automatic save (for those of us who forget to hit CTRL+S regularly), sharing capabilities, and the ability to view and take notes on mobile phones.

Keep in mind that with the free iPad version, you will only be able to create a total of 500 notes. If you want to create more, you will need to pay $14.99 (compared to $4.99 for the iPhone version). Features new to the iPad version include a tabbed interface and expanded language support.

Here’s how to use it:

• Open the OneNote for iPad app.
• Sign in with your Windows Live ID (Hotmail, MSN, Xbox Live, Zune pass, Windows Live Messenger, etc.).

To create a note:

• On the navigation bar at the top right of the screen, click the icon that looks like a document with a plus sign.
• A new note appears, into which you can add text, images, checkboxes and bulleted lists.

OneNote for iPad will automatically sync your notes to your Windows Live SkyDrive account, but you can also manually sync notes. Here is how:

• On the home screen of OneNote for iPad, tap Settings (in the upper left area of screen).
• Tap Sync Now.
 When the sync is completed, you will see a time stamp with last updated date and time.
• You can also email a note from your iPad. Just click the envelope icon in the upper right corner of an open note.

To view your synced notes on your PC:

• Open a web browser and go to http://skydrive.live.com.
• Sign in with your Windows Live account.
• Click on My Files on the left side.
• Click to open a folder, and double-click to open a OneNote file.
• With a Note open, click on the Home tab, and choose “Open in OneNote.”
• Any changes you make will automatically be synchronized.
• If you want to save a copy to your PC, go to File, select Save As, and choose a file type and location.

Note: Any notebooks you create on your mobile device will be automatically synced to your SkyDrive, but not files you create on your PC. To share a PC-created notebook, open it, go to File and choose Share, then select the notebook you want to share, where you want to share it, sign in and click Share Notebook to complete the process. It will sync automatically once this step is completed. Also, if you save your notebooks on a network drive rather than locally, you may encounter syncing problems.

Note to Apple OS users: Microsoft has not created OneNote for Mac.

This week we offer another take on the tablet: The most common support questions from corporate iPad users.

Click to view a video of an iPad support call.

iPad usage in the enterprise continues to grow at a rapid pace, but quality support options for business users are limited. Companies deploying iPads have had to build support capabilities in-house, or direct their users to AppleCare standard support — the same support Apple consumers receive.

AppleCare support stops when a non-Apple-specific application, like Microsoft Outlook or PowerPoint, is introduced. When this situation occurs, to what resource or resources should the end-user be directed? And what types of questions can be anticipated?

Here are a few we have encountered from our customers:

Working with Microsoft Office Documents on the iPad

• Modifying a Microsoft Office document (Word, Excel, PowerPoint) on the iPad
• Converting Microsoft Office documents to PDF files and annotating them (using downloaded Apps)
• Editing or working with Excel files on iPad using downloaded apps such as Numbers or Documents to Go
• Correcting formatting problems when converting Word or PowerPoint documents into Apps like Pages or Keynote
• Fixing formulas, formatting, and broken links in Excel spreadsheets on the iPad
• Viewing track changes markup or comments in Word documents using Documents to Go or Microsoft Office Web App
• Working with PowerPoint documents on iPad using Keynote app, and switching between PowerPoint and Keynote from laptop to iPad and back.

iPad Interface/Hardware

• Mastering Cut, Copy, Paste, and Replace features to avoid backspacing or retyping text
• Toggling and making effective use of spell checking, auto-correction and other keyboard features
• Configuring iPad for mobile device management solutions like MobileIron, and Good Technology
• Quitting Apps that are frozen or behaving erratically; restarting malfunctioning iPad
• Adjusting settings to conserve battery life when charger not readily available
• Recovering paid app that was accidently deleted
• Sharing files to a PC with Wi-Fi or USB connections
• Troubleshooting Wi-Fi, 3G, Bluetooth, and VPN connection problems

Read a more comprehensive list here (PDF), and view a video of an iPad business call here.

By Joe Puckett, director of recruiting and training at PC Helps

The Rave:
Have you ever fumed when you felt something had interrupted your work, or entertainment, unnecessarily? If not, please share your secret. One of the great ongoing gains from the upgrade to iOS 5 will be the change to incremental OS upgrades that will allow you to keep working or watching even while the update runs. This is possible because, with iOS 5, updates replace only the software that changes. Past iOS updates were wholesale modifications that wiped the device clean and started over.

With iOS 5, incremental updates are easy. It's the first-time upgrade that'll hurt.

The Rant:
All this goodness is yours once iOS 5 is installed. The upgrade to iOS 5, however, is non-incremental and more disruptive than previous updates. Much of this is because several very worthwhile new applications are added and inserting their icons onto a home page may disrupt your carefully constructed and extremely effective arrangement of folders and icons. There also have been more reports of lost information than with with previous iOS upgrades. It is possible that, since people were already expressing a frustration with the upgrade, a higher percentage of such incidents were reported.

The Conclusion:
If you haven’t upgraded to iOS 5 yet, do it soon unless you have an unusual situation that makes it impossible. As with any upgrade, prepare for the possibility that it will not go smoothly. Back up your data, then find the backup file and make a backup of it. Knowing that there will be some new icons added, take screenshots of your home screens and folder contents (hold down the Home button and press the Sleep/Wake button) so you will have a roadmap if icons are moved. If multiple icons are moved, using the iTunes interface to reorder the home screen may be easier.

***

Read Part 1: Using Gestures
Read Part 2: Wireless Sync
Read Part 3: One Day at a Time
Read Part 4: Keys in the Fridge

About the author: Joe Puckett is PC Helps’ director of recruiting and training. He grooms the talent here, and creates our internal and client-facing corporate training courses. A 15-year PC Helps veteran, Puckett is the one to ask if you ever have a software question.

This week, PC Helps Blog is featuring Puckett’s series of “iOS 5 Rants & Raves” geared to end-users. Last week’s posts were geared to IT leaders and professionals. He has been researching and testing the new operating system as part of his ongoing efforts to build new iPad training modules for PC Helps productivity consultants.

Click here for a video of Puckett describing what makes a good productivity consultant.

By Joe Puckett, director of recruiting and training at PC Helps

The Rave:
The people I work with can be charmingly absentminded, myself included. One of the more entertaining evidences of this was when I opened a refrigerator in the lunch room and saw someone’s keys on a shelf. At first I thought that they had been left there by accident, but then I realized that it was a brilliant compensation strategy for absentmindedness.

iOS 5's notification settings: Flexible and effective, but missing a universal on/off switch.

There was something in the fridge that they needed to remember to take home, and you can’t go home without your car keys. I bring this up to give you some context on why Notifications in iOS 5 is such a huge hit in our office.

It is in your face exactly the right amount. You get notifications even when the screen is locked. You can view a list of notifications by dragging down from the top of the screen. When you are busy working, you can set notifications to appear as discreet pop-ups, the way they are on keyboard and mouse machines, or you can set them to show up as the stop-the-presses box iOS has always had. Flexible and effective — who could ask for anything more?

Me, of course.

The Rant:
Could we please schedule a conference call between the people who made Notifications and the people who made Keynote? Keynote is a capable presentation app, especially for just 10 bucks. Notifications is a great improvement in iOS 5. Making an uninterrupted presentation with Keynote requires going into Notifications and turning off each notification individually. Then you have to go back in and turn them all back on. Maybe we should include the people who made Airplane Mode in the conference call. Notifications really needs a single on/off switch that puts a quiet little icon somewhere to remind you of what you aren’t getting.

The Conclusion:
I haven’t seen any keys in the fridge since iOS 5 came out. There is no way to prove that Notifications caused that, but it is good enough to have done so. Now if it could only keep us from forgetting our iPads.

***

Read Part 1: Using Gestures
Read Part 2: Wireless Sync
Read Part 3: One Day at a Time

About the author: Joe Puckett is PC Helps’ director of recruiting and training. He grooms the talent here, and creates our internal and client-facing corporate training courses. A 15-year PC Helps veteran, Puckett is the one to ask if you ever have a software question.

This week, PC Helps Blog is featuring Puckett’s series of “iOS 5 Rants & Raves” geared to end-users. Last week’s posts were geared to IT leaders and professionals. He has been researching and testing the new operating system as part of his ongoing efforts to build new iPad training modules for PC Helps productivity consultants.

Click here for a video of Puckett describing what makes a good productivity consultant.