Formatting & Keyboard Shorcuts for Date & Time Data [Excel 2007]

Video Details:

Goal:

To present the fundamentals of date and time manipulation within Excel 2007.

Tweaks, Shortcuts, & Other Functions Used:

  • Microsoft’s Serial Begin Time: 1/1/1900 at 12:00:00 AM
  • Static Current Date: CTRL + ;
  • Static Current Time: CTRL + SHIFT + ;
  • General Format Cells Dialog: CTRL + 1
  • Copy Values: CTRL + drag
  • Copy Cells with Prompting: RIGHT-CLICK + drag
  • Dynamic Current Date: =TODAY()
  • Dynamic Current Time: =NOW()
  • Standard Preset Date Formatting: CTRL + SHIFT + #
  • Standard Preset Time Formatting: CTRL + SHIFT + @
  • End of Month: =EOMONTH(start_date, months)
    • This value is the numerical serial value for the last day of the month X months from the start date. Since no one outside of Microsoft really prefers to use this as a way of tracking time, it is recommended that you format the result as desired.
  • Date/Time Intervals Between Two Values: =DATEDIF(begin_date, end_date,”D”)Workdays Between Dates: =NETWORKDAYS(begin_date, end_date, [holiday_list])
    • This function is not well documented within Excel 2007+ and lacks the variable auto-prompts that most other functions possess. You may substitute the below letters in place of D in the above example -
      • D for days
      • M for months
      • Y for years
  • Total Workdays: =NETWORKDAYS(start_date, end_date, [holidays])
    • This will calculate the sum of the workdays between two specified values, excluding optional holidays as listed; again this will return as the numerical serial value which can be formatted as desired.
  • Workday: =WORKDAY(begin_date, workdays)
    • Similar to the End of Month function, this calculates the date for the next workday after a specified interval; again this will return as the numerical serial value which can be formatted as desired.

Conclusion:

You should now have a basic grasp of how to implement and manipulate dates and times within Excel. Personally I’d recommend the Lynda.com specific tutorial if you need further video guidance (paid membership required), or if you prefer a hardcopy/e-book version then I’d recommend the Data Analysis and Business Modeling book (see bibliography below).

Bibliography (APA):

  1. Cox, J., & Lambert, J. (2009). Microsoft Certified Application Specialist Study Guide: 2007 Microsoft Office System Edition. Redmond: Microsoft Press. → Available via  Amazon or Barnes & Noble
  2. Weinman, L. (2012, April 15). Home: Lynda.com. Retrieved from Lynda.com: http://www.lynda.com/ → Specific Tutorial
  3. Winston, W. L. (2007). Microsoft Office Excel 2007: Data Analysis and Business Modeling (pp. 39-44 & 91-96). Redmond: Microsoft Press → Available via Amazon or Barnes & Noble
  4. Support, Microsoft. (2011, November 24). How to use Dates and Times in Excel. Retrieved April 18, 2012 from http://bit.ly/JbYTBW

Internal Tracking Only:

  • Est. Total Production Time [hrs]: 6
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by Paul D. Wood on April 19, 2012  •  Permalink
Posted in Excel, Office Suite
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Posted by Paul D. Wood on April 19, 2012

http://workyourbest.com/2012/04/19/formatting-keyboard-shorcuts-for-date-time-data-excel-2007/

Vertical Lookup Function [Excel 2007 & 2010]

Goal: To create a formula that will read an input value and match it within a range of data [in a table], returning said matched row’s specified output column.

Procedure:

  1. Create your reference table
  2. Create your input table
  3. Enter “=VLOOKUP(“  > select your lookup value (aka the value you want to cross-reference with the data in the reference table)
  4. Specify the upper-left and lower right bounds of the entire reference table, being sure to note absolute/relative cell references as necessary (aka locked cell references)
  5. Specify the column of the matching row to be returned
  6. Define if the lookup should be approximate (aka true) or exact (false) > close the formula function > Copy as desired.

Conclusion: You should now be able to use the vertical lookup function (aka VLOOKUP) within Excel to cross-reference two arrays of data.

References:

  1. Winston, Wayne L. Excel 2007: Data Analysis and Business Modeling. Redmond, WA: Microsoft Press, 2007. 11-15. Print. – [Amazon Hyperlink]

NOTE: I am in no way affiliated, sponsored, or compensated for this post from any third party. These posts are my opinion(s) and anything I link to is at my sole discretion for the benefit of my readers, not for financial gain.

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by Paul D. Wood on August 3, 2011  •  Permalink
Posted in Excel, Office Suite
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Posted by Paul D. Wood on August 3, 2011

http://workyourbest.com/2011/08/03/vertical-lookup-function-excel-2007-2010/

Header, Footer, & Page Number Formattings [Word 2007 & 2010]

Goal: To fundamentally manipulate headers & footers within a Microsoft Word 2007 & 2010 document.

Procedure:

  1. Office Ribbon > Insert (tab) > Header & Footer (group)
  2. Header (button) > Blank
  3. You’ll be presented with blank header, and it will automatically insert a center and right alignment tab. If you hit the TAB key, it will cycle to the from left-to-right through the alignment tabs. Conversely, if you hit SHIFT+TAB key combination it will cycle through the alignment tabs right-to-left (oppositely).
  4. You’ll also see the feature specific Header & Footer Toolbar. This toolbar will only display when you are actively editing a header or footer, and it contains the vast majority of the design options for headers & footers.
  5. To insert a static or dynamic date/time-stamp you go to Header & Footer Tools > Design (feature specific toolbar) > Insert (group) > Date & Time (button)
  6. You’ll be presented with a new dialog box, allowing you to select the desired format and the option to make it dynamically update. To make the date/time-stamp field dynamically update whenever the Word file is opened, select the Update automatically checkbox.
  7. You’ll now see a new date (either as static text or a dynamic field code) where your cursor was last located.
  8. To insert the page number, apply the similar methodology as the Page X of Y procedure, only modified slightly so we do not overwrite what we have just done in the header. Go Header & Footer Tools > Design (feature specific toolbar) > Header & Footer (group) > Page Number (button) > Current Position (dropdown field, this is the key modified step!) > Select your desired page number formatting. You’ll now see you page number in the in the cursor’s last position.
  9. If you’ve finished formatting the header, you and switch to the footer directly with the click of a button go Header & Footer Tools > Design (feature specific toolbar) > Go to Footer (button)

Conclusion: You should now be able to customize your own headers and footers using the feature specific Header & Footer toolbar.

References:

  1. Wempen, Faithe. Special Edition using Microsoft Office Word 2007. Indianapolis, Indiana: Que Publishing, 2007. 277-286. Print – [Amazon hyperlink]

NOTE: I am in no way affiliated, sponsored, or compensated for this post from any third party. These posts are my opinion(s) and anything I link to is at my sole discretion for the benefit of my readers, not for financial gain.

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by Paul D. Wood on July 28, 2011  •  Permalink
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Posted by Paul D. Wood on July 28, 2011

http://workyourbest.com/2011/07/28/header-footer-page-number-formattings-word-2007-2010/

Define Variable Names to Spreadsheet Cells [Excel 2007 & 2010]

Goal: To define an individual cell or array of cells with a variable name.

Procedure:

  1. Formulas > Defined Names (group) > Define Name (button)
  2. A New Name dialog box will appear, input the variable name, scope, and referring cells. Comment is optional.
  3. If you select the same range of cells you previously named, you should see the variable name within the Name Box in the upper left-hand corner.
  4. Proceed to use the newly named variable throughout your Excel workbook in your formulas.
  5. (Optional) – If you have an issue with your variable naming or range, you can edit the variables within the Name Manager. Formulas (tab) > Defined Names (group) > Name Manager (button). Then select the desired variable and hit the Edit… button.

Conclusion: You should now be able to define an individual cell or range of cells with a variable name for easy formula reference.

References:

  1. None available.
2 Comments
by Paul D. Wood on June 16, 2011  •  Permalink
Posted in Excel, Office Suite
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Posted by Paul D. Wood on June 16, 2011

http://workyourbest.com/2011/06/16/define-variable-names-to-spreadsheet-cells-excel-2007-2010/

Find & Replace Text [Word 2007 & 2010]

Goal: To find and replace all words (or phrases) within a document with desired text quickly.

Procedure:

  1. Home (tab)

  2. Find (button) or Ctrl +  F

  3. Replace (tab)
  4. Complete the Find What and Replace With fields.
  5. (Optional) – For additional options hit the More>>  (button) and select you desired options.

  6. Replace All (button)

  7. Successful replacement > Ok

  8. Close

Conclusion: You should now be able to find all instances of a word or phrase and replace it with the desired text within a word document.

References:

  1. None available.
1 Comment
by Paul D. Wood on June 15, 2011  •  Permalink
Posted in Office Suite, Word
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Posted by Paul D. Wood on June 15, 2011

http://workyourbest.com/2011/06/15/find-replace-text-word-2007-2010/

Page X of Y [Word 2007 & 2010]

Goal: To insert the current page number and total page count fields into the header or footer of the Word document; also known as Page X of Y.

Procedure:

  1. Insert
  2. Page Numbers
  3. Choose Top of Page or Bottom of Page and scroll down to Page X of Y
  4. Select your preference for left, center, or right alignment.

Conclusion: You should now be able to insert a current page and total page count fields within your Word document. If you wish for further fundamental guidance on modifying these headers and footers, please watch the video at the top of this post.

References:

  1. None available.
3 Comments
by Paul D. Wood on June 9, 2011  •  Permalink
Posted in Office Suite, Word
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Posted by Paul D. Wood on June 9, 2011

http://workyourbest.com/2011/06/09/page-x-of-y-word-2007-2010/

Export PDF to JPG [Adobe Acrobat]

Adobe PDF to JPG Overview

Goal: To export a PDF to an image file, such as JPEG.

Procedure:

  1. Open the PDF with Adobe Acrobat
  2. File > Export > Image > JPEGAdobe PDF to JPG Procedure
  3. Confirm your save file name, location, and color/resolution settings (Settings Button) >  Save. If image quality is an issue please adjust the color and resolution settings accordingly.Adobe PDF to JPG Save AsAdobe PDF to JPG Settings

Conclusion: You should now be able to export a PDF via Adobe Acrobat Standard 8+ to a JPEG image file. If you wish to do so in another image format, such as PNG or TIFF follow the same procedure, just substitute JPEG with the desired file format in step 2.

References:

  1. None available.
1 Comment
by Paul D. Wood on May 5, 2011  •  Permalink
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Posted by Paul D. Wood on May 5, 2011

http://workyourbest.com/2011/05/05/export-pdf-to-jpg-adobe-acrobat/

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