Archive for July, 2009

There are several types of hyperlinks you can create in PowerPoint for jumping to other slides, websites, or documents. Here is how you can turn a clipart in to a “button” to jump to another slide.

In this example, I have drawn six rectangles on a slide and inserted a clip art on each one. I applied a hyperlink to each clip art to jump to a specific slide on that topic. QBPayingExpenses


To hyperlink a clip art or drawing object: 

  1. Insert the clip art and place as desired on the slide.
  2. Right-click on the clipart > Hyperlink…
  3. Select [Place in this Document].
  4. Select the slide to jump to when you click on that picture.

Now test the hyperlink by going in to SlideShow view > click on the clipart. You should end up on the slide you selected to jump to.

See you in class!

Have you been using Microsoft Word or Excel without formal training – and thinking of taking an intermediate level class?

 The beginning level training covers key foundational concepts you may have missed without training.  Here is a checklist to help you decide if you’re ready for intermediate.  But first, let’s start with your basic Windows knowledge before we take a look at your Word and Excel skills.  Are you able to…

  1. Navigate Windows through icons, folders,  and menus.
  2. Open programs – including Word and Excel.
  3. Use window controls (close, minimize, restore), toolbars, menus, and scroll bars.
  4. Use window views.
  5. Identify which window or program you are in.
  6. Create, save, and name files.
  7. Find and open files you created.
  8. Send a file as an email attachment.

 These are basics a beginner should know using any Microsoft Office program:

  1. How to set margins.
  2. Select text and navigate documents.
  3. Copy and paste.
  4. Spell check.
  5. Change the look of text (change font, make it bold, underlined, or blue).
  6. How to use help.
  7. How to create page breaks.
  8. File > Save, Open, or Close.
  9. Undo.
  10. Print

 Microsoft Word

Specific concepts and features you should know in Word. You can… 

  1. Jump directly from top to bottom of your document without scrolling.
  2. Select words, sentences, paragraphs, lines by methods other than click and drag.
  3. Use the Show/Hide button on the toolbar and know what it is for.
  4. Name two examples of text formats.
  5. Name two examples of paragraph formats. (Formats that apply to paragraphs).
  6. Describe how Word knows what a paragraph is.
  7. Create three types of indents using the ruler.
  8. Describe what AutoCorrect is and what it does.
  9. Double space your text.
  10. Switch between Normal View, Print Layout View, and Print Preview, and know the difference between them.
  11. Turn bullets and numbering on/off.


You may be ready for Intermediate Excel if you know the following:

  1.  How to widen columns, change row heights.
  2. Design a basic spreadsheet.
  3. The formula bar and its function.
  4. Create basic formulas, to add, average, subtract, divide.
  5. How to automatically fill months of the year across columns.
  6. Move cell contents by drag and drop.
  7. The affect on formulas when copied to other cells.
  8. How to add/remove decimal places.
  9. Format a number as a percent.
  10. Center a spreadsheet on the printed page, and other print settings such as landscape/portrait orientation.
  11. Excel’s pointer modes and what tasks they are for.
  12. AutoSum.
  13. AutoCalculate for a quick total, average, or count without a formula.
  14. How to write a formula with multiple operators (i.e. adding and multiplying in the same formula).
  15. How to add, delete, rename sheets.

If you find yourself unsure about 1/3 of these features, consider taking the beginning class. You will be amazed at how much you learn.

See you in class!

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Where should you start when you want to learn Microsoft Office?

As I mentioned in an earlier post to beginners, having clear goals is the best place to start. You should also make sure you have basic Windows skills, which includes knowing how to navigate your computer, adjust settings and preferences, get to the internet, create folders, open programs, and manipulate windows.

 Microsoft Office includes a group of programs for tasking. The core programs include:

Word – Word processing, for creating letters, memos, reports, and book writing.
Excel – For creating spreadsheets, tracking data, mailing lists and other simple data lists, and graphs.
PowerPoint-For creating and displaying presentations, flyers, and handouts. You can also create computer photo albums.
Outlook-For email, calendar, contacts, and task lists.

Other programs may be included, depending on which version of Microsoft Office you have.

In general, the best place to start is with Microsoft Word, since so much of what you learn will carry over to all other programs, as well as on the internet. Many of the tips and tricks you learn in Micosoft Word will also help improve your productivity (make you speedy) and keyboarding.

From there, evaluate what you need. For example, if you are job hunting, watch for what the job posts are asking for.  Outlook is often a good next step, since Outlook is the #1 email and schedule program used by businesses.

Excel is a versatile and popular program, and many jobs require at least a basic knowledge of Excel.  PowerPoint may not be required in many jobs, but it’s one of the easier and fun programs to learn.  In an upcoming post I’ll describe and compare learning Word versus learning PowerPoint.  Stay tuned!

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Need a quick total or count without having to write a formula?  Excel’s AutoCalculate will show you a total, a count, an average, or other calculations by simply selecting the cells you are calculating.  Look on the lower right hand portion of the status bar to see the calculated result.

Sum is the default calculation.  To change the type of calculation, right-click on the status bar and choose from the pop-up menu which calculation you want to perform.


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Charts are a great way to visually represent and compare data. In
Excel, the key ingredients for a meaningful chart are:

1. Accurate data selected correctly for preparing the chart.
2. The right type of chart for the type of data to be displayed.

QuickTip for an instant column chart

1. Select the comparison data (and labels for the data) to be
   charted.  Example: Sales figures for Jan through June
2. Press [F11] at the top of your keyboard.

If you selected the correct data, you should now have a column chart!

The number one thing you can do to increase your personal
productivity is to get training – and then practice what you learn!

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As a QB ProAdvisor, I visit with many people using QuickBooks and see many common errors over and over again, particularly among businesses who did not get training.  Here are my top five:

1. Not using the Open Windows panel for easy navigation.

QuickBooks Open Windows List

QuickBooks Open Windows List


This one is simple, yet I see relatively few people using it. In order to easily switch between multiple windows already open in QuickBooks, use the Open Windows list.  Activate this on the View menu:  View > Open Windows List.


2. Failure to regularly reconcile bank accounts AND credit card accounts.
If you don’t keep up with reconciling your accounts, including credit card accounts, QB can’t help you keep in touch with your financial status. It’s easy to miss deductions made by the bank – and trying to play catch-up on several months worth of statements is no fun!

3. Improper handling of credit card expenses.
Expensing a credit card payment as a “credit card expense” is not the proper way to track expenses charged to a credit card.  There are two methods here – the right one for you depends on whether you pay off the entire balance each month or if you ever carry a balance forward. If you ever carry a balance forward, set your credit card up in the Chart of Accounts, and reconcile the account each month. Make the credit card payment at the end of the reconciliation, “expensed” to the credit card in your chart of accounts.

4. Confusion over bill paying versus check writing.
A symptom that this confusion has occurred is an Accounts Payable that’s not accurate, with your QB showing you still owe a bill you know you’ve paid.  If you enter a vendor’s invoice as a bill, you must pay it as a bill, which is not done by the “Write Check” method (even though you’ll be issuing a check).  If you have done this, and you see that you have written a check to pay for the outstanding bill, simply delete the bill. Open the bill, click Edit > delete bill (or you may void the bill, also on the edit menu).

Is it necessary to enter a bill for everything?  No.  If you are going to be paying an invoice immediately on receipt,
simply “Write a Check” (in QB).  It is not necessary to enter it as a bill first, unless your accountant or company policy requires everything go through QB Accounts Payable.

5. Improper handling of customer invoice payments.
The symptom of this problem is an Accounts Receivable that shows customers still owing you money when you know you have deposited their payment. If there is an invoice for a customer, you must “Receive Payment” on the invoice in QB. After receiving payment, make the QB deposit from Undeposited Funds for all checks being deposited that day.

Remember – the single best thing you can do to improve your
confidence and productivity at your computer is to get training.
We can help.

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