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!

In the spirit of helping you get things done, we’re posting one of our favorite tips: How to create labels with mail merge. Whatever you use it for – holiday cards, end-of-year reports – it’s a time-saver and a headache-reducer. Plus, it’s the number one question our customers ask.

Mail merges make even the most nimble users shudder. That’s because they fail so often. 

Happy holidays.

Creating Labels with Mail Merge from a Data Source

Mail merges make even the most nimble users shudder. That’s because they fail so often. The most common type of merge involves taking data stored in Excel and bringing it into Word. 

If you are thinking of going beyond labels and writing full-on letters, this tip will still help you; the procedure for performing a mail merge to labels is similar to that of creating letters.

Word 2003:

1. Click the Tools menu, move your mouse cursor over Letters and Mailings, and select Mail Merge.
2. In the Mail Merge pane on the right, select Labels and then click Next: Starting document.
3. Click Label options and choose the label template you would like to use. Click OK. This should display the label gridlines on your document. If you do not see the gridlines, click the Table menu and select Show Gridlines.
4. Click Next: Select recipients.
5. Select Use an existing list, then click the Browse button.
6. Browse to and select your Excel workbook or Access database, then click Open.
7. A Select Table window will open. If you are using an Excel workbook as your data source, select the appropriate worksheet and click OK. If using an Access database as your data source, select the appropriate table or query and click OK.
8. The Mail Merge Recipients window will open. From here, you can clear the checkbox for any recipients you wish to exclude. You can also filter the list using the arrows at the top of each field, or click Advanced for more advanced sorting and filtering. Click OK when you are finished editing the recipient list, then click Next: Arrange your labels.
9. If you want standard address fields to appear on the labels, click Address block and under Insert recipient’s name in this format, select the name formatting you prefer. A preview will display how the selected option will appear on your labels. Once your labels look correct in this window, click OK.
10. Alternately, if you want to insert the fields in a specific order, click More items. An Insert Merge Field window will open; insert the fields by selecting them one by one and clicking Insert, then click Close.
11. Format the top left label any way you desire. Do not forget to add the appropriate spaces and punctuation.
12. Click the Update all labels button to update the changes to the rest of the labels. You should see <<Next Record>> on all but the first label, followed by the fields you inserted.
13. Click Next: preview your labels to view merged data. You can use the record selector arrows to switch between different records. Click Next: Complete the merge.
14. If you select Edit individual labels, the labels will be merged into a new document where you can edit the labels individually. You will not, however, be able to add more fields once this is done. The Print option will allow you to send the labels to the printer.

Word 2007 and 2010:

1. Click the Mailings tab.
2. Click the Start Mail Merge drop-down arrow and choose Labels.
3. Select the Label vendor and the product number for the label you are using and click OK.
4. Click the Select Recipients drop-down arrow and choose Use Existing List.
5. Browse to and select your Excel workbook or Access database, then click Open.
6. A Select Table window will open. If you are using an Excel workbook as your data source, select the appropriate worksheet and click OK. If using an Access database as your data source, select the appropriate table or query and click OK.
7. Click on Edit Recipient List if you would like to exclude any recipients.
8. If you want standard address fields to appear on the labels, click Address block and under Insert recipient’s name in this format, select the name formatting you prefer. A preview will display how the selected option will appear on your labels. Once your labels look correct in this window, click OK.
9. Alternately, if you want to insert the fields in a specific order, click Insert Merge Fields, and choose the fields you want.
10. Format the top-left label any way you desire. Do not forget to add the appropriate spaces and punctuation.
11. Click the Update Labels button to update the changes to the rest of the labels. You should see <<Next Record>> on all but the first label, followed by the fields you inserted.
12. Click the Preview Results button to view merged data.
13. Click the Finish & Merge drop-down arrow, choose Edit Individual Documents, select All, and click OK. Your labels will appear in a separate window; this document is editable, but you can not add additional fields to it.

For more merging tips, visit our eTips Library. 

Here are three Google features I was most excited about:

With optical character recognition, or OCR, PDFs are given a second chance.

1. OCR Recognition: Turning Hamburgers back into Cows

A colleague once described converting a PDF back to its original format as like turning a hamburger back into a cow. But with OCR in Google Docs, that metaphor doesn’t quite fit anymore. With optical character recognition, or OCR, PDFs are given a second chance.

How to upload and perform OCR

A few things to keep in mind before you begin: OCR is not foolproof; you will likely need to do some editing afterwards. Also, OCR works best with high-resolution images, and not all formatting may be preserved.

OK, on we go:

1. In Google Docs main screen, click the Upload icon.
2. Select the document you wish to convert. Suitable file types are PDF, JPG, GIF and PNG.
3. In the Upload Settings dialog box, put a check in the box next to “Convert text from PDF and image files to Google documents.”
4. This dialog also enables you to set the language of the documents you are uploading (more than 30 are available, including Finnish!); whether to convert non-image files such as Excel and Word, to Google Docs formats, and whether you want to save the settings as default.
5. Click “start upload.”

Read more about it here.

2. Creating Pivot Tables

There are two kinds of people in this world: Those who know how to use pivot tables and those who don’t. If you are one of the latter, skip this section. If you heart pivots and would love to use them in Google Docs, you’ll be happy to hear that the feature is available. Visit the Google Docs Blog for a tutorial.

Notes: Keep in mind that pivot tables from Excel cannot be uploaded to Google spreadsheets at this time. Also, you can choose to have the pivot table updated immediately so that collaborators can view changes, or you can set update to manual mode.

For more on Google Docs pivot tables, read Google’s overview.

3. Creating “macros” with Google Apps Script

If you’ve recently moved from another software suite to Google Apps, and are worried about losing the ability to write and use macros, stop being silly. You haven’t lost the functionality. Enter Google Apps Script.
Google Apps Script enables you to automate tasks just like macros, from the simple (customizing spreadsheets with buttons or menus) to the complex (manipulating data in xml format).

Google has posted a plain-language overview here, as well as a handful of tutorials to help you get started.

Note: Google Apps Script includes objects and methods for controlling data in the following applications: Spreadsheets, Contacts, Finance, Calendar and Sites. Using scripts in Document List and Maps is experimental.

With software, these types of changes also need to occur; not seasonally, but by task. We have gathered some tips to help you get your software application windows to behave the way you want so you can quickly switch gears.

Tips compiled by PC Helps staff.

What Is the Windows Key Used For?

Windows 2000, XP, Vista, 7

Have you ever wondered about that strange key between the Ctrl and Alt keys on the left side of your keyboard? It is commonly known as the Windows key, and can be used in conjunction with other keys to perform a variety of useful tasks.

First and foremost, it will open the Start menu; all you have to do is press it. Press it a second time to close the Start menu. Here are a few of its other uses:

• Windows Key+D – Show/hide desktop
• Windows Key+M – Minimize all open windows
• Windows Key+Shift+M – Undo minimize all open windows
• Windows Key+Tab – Cycle through taskbar program buttons
• Windows Key+L – Lock your computer

For more Windows 7 shortcuts, check out Lifehacker’s “master list.”

Switch Windows Using Keyboard Shortcuts

Windows XP, Vista, 7

You are a multitasker extraordinaire. Single-handedly mouse-clicking back and forth between application windows, accessing just the right window for the task, you are an unstoppable, clicking machine. And yet, you may find that your mouse just does not click fast enough for you, or you may just want to improve your speed. We are about to unveil a new weapon for you; a weapon so fast and accurate, you may never want to click again.

Clicking the icons on the Taskbar to switch applications is a time-honored tradition among multitaskers, but our method may make you even more efficient. Give this a try:

Windows XP:

Hold down the Alt key and do not let go. Next, tap the Tab key, but do not let go of that Alt key. Notice that a bar appears on your screen with small thumbnails that represent each of the application windows that you have open. While still holding the Alt key, each time you press the Tab key, the gray selection box moves from left to right, highlighting each application. When you get to the application of choice, let go of both keys, and the selected window is in front and active.

The Shift key works with the Alt+Tab combination to reverse the order you go through the windows.

Windows Vista, 7:

Hold down the Windows key and do not let go. Next, tap the Tab key, but do not let go of that Windows key. All of your windows appear as large thumbnails and you can cycle through them as you continue pressing the Tab key. Release the keys when you reach the window you want, and that will be window in front of everything with the cursor active.

The Alt and Tab key combination also works without using the Aero feature. Notice that a bar appears on your screen with small thumbnails that represent each of the application windows that you have open. While still holding the Alt key, each time you press the Tab key, the gray selection box moves from left to right, highlighting each application. When you get to the application of choice, let go of both keys, and the selected window is in front and active.

The Shift key works with both combinations and reverses the order you go through the windows.

How to Open and Work with a Second Window of Your Spreadsheet

Microsoft Excel 2003, 2007, 2010

Sometimes you need to see file in two (or more) windows. In Excel, you might have to view data from multiple worksheets in the same workbook at the same time. You may not have enough screen space to view different areas of the file all at once. By viewing the same file in multiple windows, you can easily see different parts of it all at once, even if they are nowhere near each other on the worksheet.

Follow the steps below for your version of Excel.

Excel 2003:

1. Click the Window menu.
2. Click on New Window.
3. You will see the title in the title bar change to “Filename: 2″ (where “Filename” is the name of your file. You now have two windows showing the same file. Any changes you make in either window will show in the other window). Depending on your configuration, you may also notice that a second instance of Excel has appeared in your taskbar, containing the second copy of your workbook.
4. To properly close the extra window(s), click the small “x” icon in the upper-right corner of the workbook. Be sure not to click the red “x” to close Excel, but the small black “x” to close just the active workbook.

NOTE: If you save the file with multiple windows open, the next time you open it, both windows will open. You will have to close one of the windows and re-save the file.

Excel 2007:

1. Click the View tab on the Ribbon.
2. Click on the New Window icon.
3. You will see the title in the title bar change to “Filename: 2″ (where “Filename” is the name of your file. You now have two windows showing the same file. Any changes you make in either window will show in the other window). Depending on your configuration, you may also notice that a second instance of Excel has appeared in your taskbar, containing the second copy of your workbook.
4. To properly close the extra window(s), click the small “x” icon in the upper-right corner of the workbook. Be sure not to click the larger “x” icon to close Excel, but the smaller “x” icon to close just the active workbook.

NOTE: If you save the file with multiple windows open, the next time you open it, both windows will open. You will have to close one of the windows and re-save the file.

Excel 2010:

1. Click the View tab on the Ribbon.
2. Click on the New Window icon.
3. You will see the title in the title bar change to “Filename: 2″ (where “Filename” is the name of your file. You now have two windows showing the same file. Any changes you make in either window will show in the other window). Depending on your configuration, you may also notice that a second instance of Excel has appeared in your taskbar, containing the second copy of your workbook.
4. To properly close the extra window(s), click the small “x” icon in the upper-right corner of the workbook. Be sure not to click the larger “x” icon to close Excel, but the smaller “x” icon to close just the active workbook.

NOTE: If you save the file with multiple windows open, the next time you open it, both windows will open. You will have to close one of the windows and re-save the file.

How to View Two Workbooks Side by Side

Microsoft Excel 2003, 2007, 2010

In this age of advanced technology and multi-tasking, it is often necessary to work with more than one file at a time. Excel has a built-in feature that is easy to use, and more importantly, very useful, that lets you view two workbooks side by side. You can even scroll through both files simultaneously, so that you do not have to keep switching windows and scrolling through both separately.

To enable Side by Side view, follow the steps for your version of Excel below.

Excel 2003:

1. Open at least two Excel workbooks.
2. Click the Window menu.
3. Click the option for “Compare Side by Side with…” If you only have one other file open, that file’s name will display. If you have more than two files open, a dialog box will open that will let you choose the second file to view. Just click on the file to select it and click the OK button.
4. Excel should arrange the windows horizontally or vertically. You should notice a small toolbar pop up called Compare Side by Side. If the windows did not arrange properly, press the Reset Window Position button, which looks like two pieces of paper with arrows pointing towards each other. If you only have two documents open in Excel, you can also modify the arrangement by going to the Window menu, and then Arrange. Choose horizontal or vertical, then click the OK button.
5. When you scroll through one worksheet, the other worksheet will scroll as well. This is referred to as “synchronous scrolling.”
6. To disable synchronous scrolling, click on the synchronous scrolling icon on the Compare Side by Side toolbar. It is on the left side of the toolbar. Notice that it is no longer illuminated. Click it again to reactivate.
7. To close Side by Side view, click the Window menu and then click on Close Side by Side. You can also click on the same option from the Compare Side by Side toolbar.

Excel 2007:

1. Open at least two Excel workbooks.
2. Click the View tab.
3. In the Window group, click on the option for View Side by Side. The icon looks like two pieces of paper next to each other. If you have more than two files open, this will open a dialog box that will let you choose the file you want to view side by side with. Just click on the file to select it and click the OK button.
4. Excel should arrange the windows horizontally or vertically. If the windows did not arrange properly, press the Reset Window Position button, which is located on the View tab in the Window group and looks like two pieces of paper with arrows pointing towards each other. If you only have two documents open in Excel, you can also modify the arrangement by going to the View tab, and then Arrange All. Choose horizontal or vertical and then click the OK button.
5. When you scroll through a worksheet the other worksheet will scroll as well. This is referred to as “synchronous scrolling.”
6. To disable synchronous scrolling, click to deselect the synchronous scrolling icon on the View tab, in the Window group.
7. To close Side by Side view, click the View tab, and in the Window group, click to deselect the View Side by Side option.

Excel 2010:

1. Open at least two Excel workbooks.
2. Click the View tab.
3. In the Window group, click on the option for View Side by Side. The icon looks like two pieces of paper next to each other. If you have more than two files open, this will open a dialog box that will let you choose the file you want to view side by side with. Just click on the file to select it and click the OK button.
4. Excel should arrange the windows horizontally or vertically. If the windows did not arrange properly, press the Reset Window Position button, which is located on the View tab in the Window group and looks like two pieces of paper with arrows pointing towards each other. If you only have two documents open in Excel, you can also modify the arrangement by going to the View tab, and then Arrange All. Choose horizontal or vertical and then click the ok button.
5. When you scroll through a worksheet the other worksheet will scroll as well. This is referred to as “synchronous scrolling.”
6. To disable synchronous scrolling, click to deselect the synchronous scrolling icon on the View tab, in the Window group.
7. To close Side by Side view, click the View tab, and in the Window group, click to deselect the View Side by Side option.

How to View Two Documents Side by Side

Microsoft Word 2003, 2007, 2010

When examining changes between documents or when working with two at the same time, it would be nice to be able to see them both at once. In Word you can view two documents side by side, and even scroll through them at the same time. The Compare Side by Side feature places two documents on screen, right next to each other, so that you can easily work with both.

Follow the steps for your version of Word below.

Word 2003:

1. Ensure that you have more than one document open.
2. Click the Window menu.
3. Click the option for “Compare Side by Side with…”. If you only have one other file open, that file’s name will display. If you have more than two files open, this will open a dialog box that will let you choose the file you want to view side by side with. Just click on the file to select it and click the OK button.
4. Word will arrange the windows vertically.
5. When you scroll through a document the other document will scroll as well. This is referred to as “synchronous scrolling.”
6. To disable synchronous scrolling, click on the synchronous scrolling icon on the Compare Side by Side toolbar that appears when in Side by Side mode. It is the icon on the left side of the toolbar.
7. To close Side by Side view, click the Window menu and then click on Close Side by Side. You can also click on the same option from the Compare Side by Side toolbar.

Word 2007:

1. Ensure that you have more than one document open.
2. Click the View tab.
3. In the Window group, click on the option for View Side by Side. If you have more than two files open, this will open a dialog box that will let you choose the file you want to view side by side with. Just click on the file to select it and click the OK button.
4. Word will arrange the windows horizontally.
5. When you scroll through a document the other document will scroll as well. This is referred to as “synchronous scrolling.”
6. To disable synchronous scrolling, click to deselect the synchronous scrolling icon on the View tab, in the Window group.
7. To close Side by Side view, click the View tab, and in the Window group, click to deselect the View Side by Side option.

Word 2010:

1. Ensure that you have more than one document open.
2. Click the View tab.
3. In the Window group, click on the option for View Side by Side. If you have more than two files open, this will open a dialog box that will let you choose the file you want to view side by side with. Just click on the file to select it and click the OK button.
4. Word will arrange the windows horizontally.
5. When you scroll through a document the other document will scroll as well. This is referred to as “synchronous scrolling.”
6. To disable synchronous scrolling, click to deselect the synchronous scrolling icon on the View tab, in the Window group.
7. To close Side by Side view, click the View tab, and in the Window group, click to deselect the View Side by Side option.

How to View Two Presentations at the Same Time

Microsoft PowerPoint 2003, 2007, 2010

When creating a new presentation, it is often necessary to review a previous presentation to make sure that formatting and styles conform. With two presentations on screen at the same time, you can easily see differences between them, and make changes to both at once. The Arrange All feature does this quickly and easily. This will save you time and effort so that you do not have to continually switch back and forth between windows.

Follow the steps below for your version of PowerPoint.

PowerPoint 2003:

1. Ensure that you have more than one PowerPoint presentation open.
2. Click the Window menu.
3. Click on Arrange All.
4. The presentations will be arranged vertically, with each presentation taking up an equal amount of the screen. They will share the same main PowerPoint application window.
5. To close a single presentation, click the “x” icon in the upper-right corner of its window.
6. To maximize an individual presentation, click the maximize icon in the upper-right corner of its window.

PowerPoint 2007:

1. Ensure that you have more than one PowerPoint presentation open.
2. Click the View tab.
3. Click on Arrange All.
4. The presentations will be arranged vertically, with each presentation taking up an equal amount of the screen. They will share the same main PowerPoint application window.
5. To close a single presentation, click the “x” icon in the upper-right corner of its window.
6. To maximize an individual presentation, click the maximize icon in the upper-right corner of its window.

PowerPoint 2010:

1. Ensure that you have more than one PowerPoint presentation open.
2. Click the View tab.
3. Click on Arrange All.
4. The presentations will be arranged vertically, with each presentation taking up an equal amount of the screen. Each presentation will be in its own PowerPoint application window.
5. To close a single presentation, click the “x” icon in the upper-right corner of its window.
6. To maximize an individual presentation, click the maximize icon in the upper-right corner of its window.

Here are some of the methods our tech support folks recommend before you retype:

They say March Madness is the great workplace productivity killer. There’s a worse one: corrupted files.

Using Open and Repair in Excel (2002, 2003, 2007, 2010)

If you open a file and notice something is amiss, or you simply cannot open the file at all, there might be a problem with the structure of the file itself. This is known as “corruption.” It is a generic term used to describe files that are no longer working correctly. If you think your file is shot, give the Open and Repair utility a try. It might save you from having to recreate the entire file.

Starting the process is slightly different depending on your version of Excel.

Excel 2002 and 2003:

1. With the file closed, click the File menu.
2. Click Open.
3. Navigate to the file and select it, but do not double-click to open it.
4. Notice the drop-down arrow on the extreme right-side of the Open button. Click it to reveal options.
5. Choose “Open and Repair” to attempt to repair the file.
6. Choose Repair.

Excel 2007:

1. With the file closed, click the Office Button.
2. Click Open.
3. Navigate to the file and select it, but do not double-click to open it.
4. Notice the drop-down arrow on the extreme right-side of the Open button. Click it to reveal options.
5. Choose “Open and Repair” to attempt to repair the file.
6. Choose Repair.

Excel 2010:

1. With the file closed, click the File tab.
2. Click Open.
3. Navigate to the file and select it, but do not double-click to open it.
4. Notice the drop-down arrow on the extreme right-side of the Open button. Click it to reveal options.
5. Choose “Open and Repair” to attempt to repair the file.
6. Choose Repair.

You will be given two options: repair or extract data. The repair option should be used first. Excel will attempt to automatically repair the file. If Excel finds corruption, it will let you know that it repaired what it could. If Excel could not find any corruption, then your file will open normally, and something else could be causing the trouble. Hopefully, after repairing, the file should work as expected. Save the file and continue your work.

The extract data option should be used if the repair option did not fix the corruption. This will strip all formatting from the file, removing many other elements as well. You are usually just left with the raw data and formulas. This is a last-resort option, as it often requires a lot of time reapplying formatting and other elements, such as charts, to get the file back to a satisfactory state. Sometimes this is the only way you can open certain files, unless you have a working backup copy.

For steps on how to use open and repair in Microsoft Word, click here.

How to Recover Data in a Damaged Excel File (2000, 2002, 2003, 2007, 2010)

One of the most frustrating moments you can experience is having your computer freeze, causing you to lose work or a file to become damaged. If your file is misbehaving, try one of these methods.

METHOD ONE:

Excel 2003 and older:

1. Before starting, make sure you know the name and location of the problem file. Click on the File menu and select Open.
2. Click the folder that has the damaged workbook file. Make a note of the damaged workbook filename while you are here, then click the Cancel button.
3. Click the File menu, click New, and click on Blank workbook.
4. In cell A1, type an equals sign, then a single quotation mark, followed by the full path to the damaged file and then the name of the damaged workbook file in square brackets. Next, add the name of a worksheet in the damaged workbook (without brackets around it), then another single quote, and then an exclamation mark. Add the cell reference of the first cell you want to pull in, most likely A1. For example: =’C:\Documents and Settings\username\Desktop\[filename.xls]worksheet’!A1
5. Click the fill handle of cell A1, and drag down to select the number of rows you want to recover. (The fill handle is the black square in the bottom right corner of a selected cell; your mouse cursor should appear as a black plus symbol when hovered over the fill handle.)
6. Click the fill handle again (with all the cells still selected), and drag to the right to select the number of columns you want to recover.
7. With all of the cells selected, press Ctrl+C to copy them.
8. Click the Edit menu, choose Paste Special, select Values, and click OK.

Note: This technique can be used in any version of Excel, but does not recover formulas, only formula results.

Excel 2007:

1. Before starting, make sure you know the name and location of the problem file. Click on the Office button and select Open.
2. Click the folder that has the damaged workbook file. Make a note of the damaged workbook filename while you are here, then click the Cancel button.
3. Click the Office button, click New, choose Blank Workbook, and click OK.
4. In cell A1, type an equals sign, then a single quotation mark, followed by the full path to the damaged file and then the name of the damaged workbook file in square brackets. Next, add the name of a worksheet in the damaged workbook (without brackets around it), then another single quote, and then an exclamation mark. Add the cell reference of the first cell you want to pull in, most likely A1. For example: =’C:\Documents and Settings\username\Desktop\[filename.xls]worksheet’!A1
5. Click the fill handle of cell A1, and drag down to select the number of rows you want to recover. (The fill handle is the black square in the bottom right corner of a selected cell; your mouse cursor should appear as a black plus symbol when hovered over the fill handle.)
6. Click the fill handle again (with all the cells still selected), and drag to the right to select the number of columns you want to recover.
7. With all of the cells selected, press Ctrl+C to copy them.
8. Click the Home tab, select Paste Special from the Paste drop-down list, select Values, and click OK.

Note: This technique can be used in any version of Excel, but does not recover formulas, only formula results.

Excel 2010:

1. Before starting, make sure you know the name and location of the problem file. Click on the File tab and select Open.
2. Click the folder that has the damaged workbook file. Make a note of the damaged workbook filename while you are here, then click the Cancel button.
3. Click the File tab, click New, choose Blank Workbook, and then click Create.
4. In cell A1, type an equal sign, then a single quotation mark, followed by the full path to the damaged file and then the name of the damaged workbook file in square brackets. Next, add the name of a worksheet in the damaged workbook (without brackets around it), then another single quote, and then an exclamation mark. Add the cell reference of the first cell you want to pull in, most likely A1. For example: =’C:\Documents and Settings\username\Desktop\[filename.xls]worksheet’!A1
5. Click the fill handle of cell A1, and drag down to select the number of rows you want to recover. (The fill handle is the black square in the bottom right corner of a selected cell; your mouse cursor should appear as a black plus symbol when hovered over the fill handle.)
6. Click the fill handle again (with all the cells still selected), and drag to the right to select the number of columns you want to recover.
7. With all of the cells selected, press Ctrl+C to copy them.
8. Click the Home tab, select Paste Special from the Paste drop-down list, select Values, and click OK.

Note: This technique can be used in any version of Excel, but does not recover formulas, only formula results.

METHOD TWO (Excel 2002 and 2003 only):

1. From the Windows Start menu, point to All Programs, select Microsoft Office 2003, choose Microsoft Office Tools, and click Microsoft Office Application Recovery.
2. In the Application list, click the document that is not responding.
3. To attempt to recover the files you are working on, click Recover Application.
4. To close the program and lose recent changes to the files, click End Application.
5. Click Cancel when done.

Note: Excel 2000, 2007, and 2010 do not have this feature.

(For an alternate method of salvaging corrupt Word docs, click here.)

Recover Slides from a Damaged PowerPoint (2000, 2002, 2003, 2007, 2010)

Microsoft PowerPoint has a time-saving feature that allows you to effortlessly bring in slides from other presentations; it is called Insert Slides from Files. While it was designed for other purposes, this feature may be able to help you rescue a damaged presentation and save you hours of reconstruction work.

PowerPoint 2003 and older:

1. Use a new blank presentation as the starting point. You can even do this from the Slide Sorter view.
2. Click the Insert menu and choose Slides from Files.
3. In the Slide Finder dialog box, on the Find Presentation tab, click the Browse button to find the presentation containing the slides you want to bring in. When you have found it, double-click to open it or click once on the file and then click the Open button.
4. In the Slide Finder dialog box, you should now see thumbnails of all the slides in the presentation you chose. If you do not see the previews, click the Display button. In versions 2002 and 2003, you will also see a checkbox marked Keep Source Formatting. If you want the slides you are inserting to keep the formatting they have in the original presentation, put a checkmark in this box. Note: This may bring in corruption from a damaged file; if this happens, insert the slides in a new presentation again without the formatting.
5. To insert a slide right away, double-click on it. That slide is immediately put into the presentation. To insert several slides, click once on each slide you want to insert (you do not need to hold down any keys, just click once on each slide) then click Insert. To insert all the slides from the other presentation, simply click the Insert All button.
6. At this point, you can browse to another file or click the Close button to close the Slide Finder dialog box.
7. For damaged presentations, make sure you save your presentation with a new name.

PowerPoint 2007 and 2010:

1. Use a new blank presentation as the starting point. You can even do this from the Slide Sorter view.
2. Click the Home tab, click the New Slide drop-down arrow, and choose Reuse Slides.
3. In the Reuse Slides pane, click the Browse button and select Browse File to find the presentation containing the slides you want to bring in. When you have found it, double-click to open it or click once on the file and then click the Open button.
4. In the Reuse Slides pane, you should now see thumbnails of all the slides in the presentation you chose. You will also see a checkbox marked Keep Source Formatting. If you want the slides you are inserting to keep the formatting they have in the original presentation, put a checkmark in this box. Note: This may bring in corruption from a damaged file; if that happens, insert the slides in a new presentation again without the formatting.
5. To insert a slide right away, click on it. Repeat for each slide, or to insert all of the slides, right-click any thumbnail and choose Insert All Slides.
6. At this point, you can browse to another file or click the “X” button to close the Reuse Slides pane.
7. For damaged presentations, make sure you save your presentation with a new name.

Tips were researched and written by PC Helps staff. For other helpful methods of dealing with damaged files, click on the following:

• Recover text from any file.
• Repair an Access database.
• Recover data from a damaged Project file.

4 top tips for adding hyperlinks.

Creating a Hyperlink to Another Presentation or Web Page (Microsoft PowerPoint 2003, 2007, 2010)

During a slide show, you may find you need to either launch another presentation or access a web page. Here’s how you do it:

PowerPoint 2003 and older:

1. In your presentation, click an object or text that you want to use as the jumping off point or shortcut.
2. Click on the Insert menu and choose Hyperlink, or press Ctrl+K.
3. Enter the Web address or path and filename.
4. Click OK.

PowerPoint 2007 and 2010:

1. In your presentation, click an object or text that you want to use as the jumping off point or shortcut.
2. Click on the Insert tab and choose Hyperlink, or press Ctrl+K.
3. In the Address bar, enter the Web address or path and filename.
4. Click OK.

If you chose text to be used as the shortcut, you will notice that it is underlined. If you selected a graphic, you will not notice any difference.

Note: Although you created a hyperlink, it will not function as such until you are running the slide show.

Using Action Buttons to Navigate in a Slide Show (Microsoft PowerPoint 2003, 2007, 2010)

When you are presenting a slide show to an audience, you have several options on how to advance to a new slide. It is easy enough to click your way from slide to slide, but what do you do if you want to skip a slide, or move a few slides back in the sequence to emphasize a point?

PowerPoint lets you control navigation with action buttons. In this tip, we show you how to add buttons that let you navigate to wherever you want to go without having to disrupt your presentation. We also show you how to set up your show in kiosk mode so that others can control the presentation using the action buttons you have created.

First, creating action buttons:

PowerPoint 2003 and older:

1. Open your presentation.
2. Click on the Slide Show menu, select Action Button, and choose the blank button style, called “Custom.”
3. Click and drag your mouse to where you want the button to appear. The Action Settings dialog will appear once you stop dragging.
4. Click the “Hyperlink to” radio button.
5. In the “Hyperlink to” drop-down list, choose Slide; a dialog box will appear listing all the slides in the presentation. Choose the slide you want to link to, and then click OK twice to return to your current slide.
6. Now you will need to create a button to return to your original slide. Go to the slide you linked to in the previous step. Create an action button there. When the list of button designs appears, choose the one called “Return” (it looks like a U-shaped arrow). When you click on the slide to create the button, the “Hyperlink to” action automatically will be set to last slide viewed; if it is not, choose that action from the drop-down list. Click OK.

PowerPoint 2007 and 2010:

1. Open your presentation.
2. Click on the Home tab and click the Shapes button in the drawing section. At the bottom of the list of shapes, you will see action buttons; choose the blank button style, called “Custom.”
3. Click and drag your mouse to where you want the button to appear. The Action Settings dialog will appear once you stop dragging.
4. Click the “Hyperlink to” radio button.
5. In the “Hyperlink to” drop-down, choose Slide; a dialog box will appear listing all the slides in the presentation. Choose the slide you want to link to, and then click OK twice to return to your current slide.
6. Now you will need to create a button to return to your original slide. Go to the slide you linked to in the previous step. Create an action button there. When the list of button designs appears, choose the one called “Return” (it looks like a U-shaped arrow). When you click on the slide to create the button, the “Hyperlink to” action automatically will be set to Last Slide Viewed. If it is not, choose that action from the drop-down list. Click OK.

The “Return” button is not the only control that lets you quickly switch to a predefined slide. The list of preset action buttons includes buttons called “Beginning,” “End” and “Home.” “Beginning” and “Home” take you to the first slide in the presentation, and “End” takes you to the last. There are also “Next” and “Previous” buttons that will move you to the next or the previous slide.

You can also add text to the buttons if you want to make their operations clearer to people viewing the show. Simply right-click on the button, choose Add Text, and type your text.

Action buttons can make your presentation easy to follow if you set it up for other people to run. If you set your presentation to run at a kiosk, you do not have to run it yourself — you can let people run it on their own, and run it any way they wish. This is great if you are creating a presentation for a conference or a trade show. When the slide show is run, the viewers will have to make a series of choices. Depending on which buttons they click, they are taken to different areas of the presentation to receive the precise information that they are interested in.

To set your presentation to run in kiosk mode:

PowerPoint 2003:

1. Click on the Slide Show menu and select Set Up Show.
2. In the Set Up Show dialog box, click the “Browsed at a kiosk (full screen)” option.
3. In the Advance Slides area, select “Manually.”
4. Click OK.

PowerPoint 2007 and 2010:

1. Click on the Slide Show tab and select Set Up Show.
2. In the Set Up Show dialog box, click the “Browsed at a kiosk (full screen)” option.
3. In the Advance Slides area, select “Manually.”
4. Click OK.

Now run the slide show. Because you have chosen to manually advance the slides, your normal options for moving to a new slide, such as clicking on the slide’s background or using the page up and page down keys, will not work; in kiosk mode, you can only use action buttons to move between the slides. This makes the whole presentation truly interactive. If the user reaches the last slide, or if the presentation is inactive on a slide for longer than five minutes, PowerPoint returns to the first slide automatically.

How to Create a Hyperlink in Excel (Microsoft Excel 2003, 2007, 2010)

When you are working with data in a file you may need to refer to other information in another location. Hyperlinks make this a simple task.

Hyperlinks can take you to another location on the current worksheet, to a location on different worksheet, to a location in another Excel file, to another type of file, to an address on the Internet, or even an e-mail address.

Excel 2003:

1. Click in the cell where you want the hyperlink to appear.
2. Click on the Insert menu and choose Hyperlink.
3. Choose the type of place that you want to link to.
4. Enter the location and adjust the text to display, if you desire.
5. Click OK.

Excel 2007 and 2010:

1. Click in the cell where you want the hyperlink to appear.
2. Click on the Insert tab and choose Hyperlink.
3. Choose the type of place that you want to link to.
4. Enter the location and adjust the text to display, if you desire.
5. Click OK.

Note: You can also open the Insert Hyperlink dialog box by pressing Ctrl+K in any version of Excel. This would replace step two.

Handling Pesky Automatic Hyperlinks (Microsoft Word 2003, 2007, 2010)

A common nuisance when working with URLs and e-mail addresses is Office’s automatic creation of hyperlinks. For example, if you type a web or e-mail address in a document, you may notice that it is automatically colored blue and underlined, indicating that it is now a hyperlink. Sometimes this is helpful; but if you find it inconvenient, you can always disable the feature permanently or temporarily.

To make the change permanent:

Word 2003:

1. Click on the Tools menu and choose AutoCorrect.
2. Click on the AutoFormat As You Type tab and, in the Replace As You Type section, deselect the Internet and Network Paths with Hyperlinks setting.
3. Click OK.

Word 2007 and 2010:

1. Click on the File tab, select Options, and choose Proofing.
2. Click on the AutoCorrect Options button and click on the AutoFormat As You Type tab.
3. In the Replace As You Type section, deselect the Internet and Network Paths with Hyperlinks setting.
4. Click OK twice.

To make the change for a single instance:

All Versions:

To keep the option enabled but temporarily disable it for a newly created hyperlink, just press Ctrl+Z immediately after the link is generated.

We think the FAQ is a wonderful thing. But a FAQ cannot stand on its own.

As reported on recently by CIO.com’s Shane O’Neill, the Forrester report outlines four pitfalls to avoid during upgrades: underestimating compatibility issues, leaving workers to figure out the migration with no assistance, assuming workers will use the software’s new features, and neglecting to emphasize peer-to-peer learning.

Here’s what we’ve been saying:

On compatibility issues

We couldn’t agree more. Your company needs to have a plan in place before the migration begins to handle compatibility issues.

As with any new or changed software, incompatibility with prior versions may require users to manually rework documents. Compatibility of versions has been a focus for Microsoft over the years, and improves with every new release, but users don’t always follow the best practices when creating documents, and end up with versions which are not automatically converted with an upgrade.

Files received from outside the organization in older formats may not open properly and need some rework or, sometimes, may need to be resent. Files with links, Access databases (especially if they integrate with other systems or use extensive code), and custom animations in older PowerPoint versions may be corrupted or impacted by compatibility issues. In cases where users have documents they regularly use, often containing complex formulas or formatting, and which need to be updated to the new versions, there can be a significant amount of time spent on reformatting and recreating documents.

On making workers handle the migration with no support

The “ribbon” and other new aspects of the Office 2007 interface reflect major changes in the look and feel of the core Office applications. In Office 2010, these differences carry forward and are coupled with the incorporation of the ribbon into Outlook, impacting usability of this critical communications application.

We think the FAQ is a wonderful thing. It tells your employees what to expect from a migration, and answers the most commonly asked questions. But a FAQ cannot stand on its own.

User confusion and frustration is almost guaranteed when attempting to learn and work with the ribbon for the first time. Basic functions that were performed without effort in the past, such as opening and closing files, managing day-to-day calendar and meeting entries, and applying formats, require a relearning process with the new application versions. For some users, relearning these basic functions is fairly straightforward, and for others it takes a more effort and help. More complex tasks in PowerPoint, Excel, Word or Access often require a combination of training and support in the migration process.

Bolster it with a dedicated migration staff to help workers through a migration/upgrade.

On assuming employees will find and know how to use enhanced or new features in Office 2010

Don’t make assumptions. You know the old saying.

For example, if someone using Excel 2010 for the first time doesn’t know about the new functions, he will not necessarily seek them out. A good how-to tech can show him a SUMIFS formula, for example, which is one of the newbies. Sure beats the 2003 alternative of using arrays or helper columns.

On not emphasizing peer-to-peer learning

Finally, Forrester’s fourth pitfall, not emphasizing peer-to-peer learning, is one we’re split on. CIO’s O’Neill suggests using wikis and discussion groups to share best practices. It’s a great idea, but we know from experience what happens often with peer-to-peer: it’s called shadow support, or tapping the “office guru,” and it turns the downtime of one worker into downtime for two, which can cost a company dearly. A better alternative is to outsource to a company that specializes in Office 2010. The cost savings and downtime avoidance are significant. (See a previous blog post, “Efficiency Redux.”)

Below is a collection of our favorite posts from the past year. Some offer handy tips for getting things done (including iPhone, Excel charting and spelling tips), some offer advice to IT departments on preparing for upgrades and migrations (Windows 7, Office 2007 & 2010), and others look at the future of IT support (“Preparing for the Multiplatform Workplace,” October 2010). And then there’s the unclassifiable evergreen post that reminds you not to pen your e-mails in all caps, unless of course you intend to shout at recipients.

Enjoy the re-read, and happy new year. If you got an iPad in your stocking, we know your 2011 will be happy.

1. What’s in a Name (1-12-2010)
2. Stop Shouting and Other E-Mail Etiquette Tips (2-8-2010)
3. The Workplace Today: On Fake Happiness & Forced Morale-Boosting (3-30-2010)
4. Windows 7: What IT and End-Users Need to Know (4-22-2010)
5. 4 Spelling Tips Every Manager Should Know (5-27-2010)
6. 7 Productivity Boosting iPhone Tips (6-15-2010)
7. 3 Excel Tips that Promise Charting Greatness (8-4-2010)
8. Preparing for the Multiplatform Workplace (10-8-2010)
9. iPad & iPhone in the Enterprise: What’s Your Plan (11-15-2010)
10. Teaching People Tech (12-17-2010)

In reality, business cannot be put on hold while users adjust to a new software version.

At PC Helps, the Office 2010 calls have quickly increased from a trickle to a stream. Most are coming from customers whose IT departments skipped an Office 2007 migration and were holding out for 2010. As with 2003-to-2007 migrations, 2003-to-2010 promises to throw a few challenges the way of end users and IT departments. Adjusting to the new ribbon interface is often the first obstacle. Once users adjust, plenty more follow.

Below we present the top five end user challenges so your IT department knows what to expect during the migration crunch.

1. Adjusting to a materially different interface

The “ribbon” and other new aspects of the Office 2007 interface reflect major changes in the look and feel of the core Office applications. In Office 2010, these differences carry forward and are coupled with the incorporation of the ribbon into Outlook, impacting usability of this critical communications application.

User confusion and frustration is almost guaranteed when attempting to learn and work with the ribbon for the first time. Basic functions that were performed without effort in the past, such as opening and closing files, managing day-to-day calendar and meeting entries, and applying formats, require a relearning process with the new application versions. For some users, relearning these basic functions is fairly straightforward, and for others it takes a more effort and help. More complex tasks in PowerPoint, Excel, Word or Access often require a combination of training and support in the migration process.

2. Recreating and reformatting important documents

As with any new or changed software, incompatibility with prior versions may require users to manually rework documents. Compatibility of versions has been a focus for Microsoft over the years, and improves with every new release. But users don’t always follow the best practices when creating documents, and end up with versions which are not automatically converted with an upgrade.

Files received from outside the organization in older formats may not open properly and need some rework or, sometimes, may need to be resent. Files with links, Access databases (especially if they integrate with other systems or use extensive code), and custom animations in older PowerPoint versions may be corrupted or impacted by compatibility issues. In cases where users have documents they regularly use, often containing complex formulas or formatting, and which need to be updated to the new versions, there can be a significant amount of time spent on reformatting and recreating documents.

3. Dealing with deadlines and urgency

In reality, business cannot be put on hold while users adjust to a new software version. Critical deadlines loom, and day-to-day urgent matters still need to be handled. During a migration, end users may find themselves stymied by lack of familiarity with a new Office application just at a time when they are facing these deadlines.

Of particular note among these end users are administrative support staff, who are often managing calendars and communications for managers and executives. Downtime is not an option for them either. In these circumstances, self-help, training and tutorials often compound frustration.

4. Using Office across a range of mobile devices and computers

The proliferation of new and different mobile and computing devices is changing the corporate computing landscape. (See Oct. 8’s blog post for recent stats about the iPhone and Android in the enterprise.) Employees now access standard Office applications across a range of devices and often from remote locations. Adapting to and syncing upgraded software and OS versions impacts end users in these mixed environments.

For example, to edit documents in the new Office 2007 file formats on a Windows Mobile device, an Office Mobile upgrade is required. Many users are not aware of this and don’t understand why they cannot successfully use the application. Another example, this one from the Apple side: The settings to sync an Entourage calendar to an iPad are not entirely obvious, and end users must also make sure they have the latest updates from Microsoft.

Many help desks have altered their policies to allow outside devices but are not able to offer support for these non-company issued devices. End users often search on their own for “how-to” support in online help communities and in-product menus. Even worse, they attempt workarounds that bypass updates and patches altogether, forgoing improved functionalities or simply not making full use of the devices or applications.

5. Finding help when it’s needed

According to a May 2010 Gartner report, one of the Windows 7/Office 2010 migration pitfalls to avoid is not seeking professional help early enough.

“Don’t underestimate the requirements for skills and services. It is often common to enlist an external service provider, especially for help with design and planning features,” writes Gartner researcher Michael Silver in Computerworld article about the report. “In addition to proper training for technical staff, make sure the service provider is contracted to transfer sufficient skills so staff can manage the new environment after the cutover.”

In addition to help with migration design and planning, help is needed on the end user side as well. As the migration process unfolds and users begin incorporating new or upgraded software into their everyday routines, it is essential that they quickly master tasks and processes relevant to their specific jobs in the new software environment. It is also important that they have access to additional help if they need it – which may be at points before, during or beyond the migration dates. Issues and causes users experience related to finding help include:

• Training was taken at the time of the upgrade, but a particular application or function has not been used since, and the user has forgotten how to use it. (Classic “use it or lose it” scenario.)

• Training and tutorials were planned by the user, but not completed due to limited time availability, and user now has an urgent need. Executives and higher level staff, or personnel who spend most of their time on the road, frequently experience this situation.

• General training and help tools may not be specific enough to the users’ particular needs.

• For a variety of reasons, in-product help and search tools do not provide the help needed, or are considered inadequate by certain user groups.

• Some personnel may rely on an assistant for support, and with that person unavailable, may not know how to access certain critical documents or handle certain tasks.

When employees find themselves in these situations, they often need help right away. They can’t afford the downtime associated with submitting a help desk ticket or waiting for next-day follow up. If they can’t get the application expertise needed from the help desk, they will seek out help from their co-workers, struggle with generic help menus, look to hand off the work to a delegate if they have one, or just not complete the task.

Can your company afford that?

(Jen Sweeney)

For further reading:

From NetworkWorld: 5 tips for a smooth Windows 7 migration

From Computerworld/Gartner: Pitfalls to Avoid on the Road to Windows 7 and Office 2010 Migration

There’s no need to wait in line at the local Blockbuster; you can watch Netflix on demand. You can order your groceries online and have them delivered, print a boarding pass at the airport kiosk (no humans necessary!), and have your dry-cleaning delivered with just a click. Even GPS systems, which were once a luxury in cars, are becoming a standard. Have we lost our sense of direction? No, we like having a faster, more convenient way of getting there.

The workplace is no different. Chances are your office cafeteria has swipe cards, self-service, and grab-and-go options. If you’re in sales or marketing, your company may have invested in a pricey CRM solution to boost your productivity. If you’re in accounting, or any department really, it’s the same: get more done in less time.

“Whichever solution he chooses, he’s right where he started – lost in a sea of #REF!s.”

Time is money, indeed. It’s an old saying, but in the current financial climate, stakeholders, company owners and managers really mean it. So, why then, when it comes to delivering convenient, efficient support for desktop and mobile device applications is it not a priority for IT leaders?

Consider the following example: Employee X just switched positions within a company, and he is now responsible for his division’s quarterly sales reports. When he tries to update the existing spreadsheet with current figures, his formulas return errors. He’s stuck, and he has no idea how to begin to troubleshoot.

He can ask a colleague to help, which will waste the time of two employees. He can scan Excel’s often-useless help menu. Or he can call a help desk tech who spends all day resetting passwords and rebooting servers.

Whichever solution he chooses, he’s right where he started – lost in a sea of #REF!s, and far from a solution that is efficient and convenient. And not only is he stymied, his company is losing money on his diminished productivity.

If he had access to on-demand, expert support for his desktop applications, the same applications he and the rest of his colleagues rely on every day to stay productive, this dilemma would be a minor interruption, with minimal impact on his productivity. (Stephanie Maurer)

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