I read your column all the time. Thanks for all you help, Jayne

Dear Jayne,

Microsoft does have directions for setting up the default file for new documents, however, they are very technical, and a little hard to follow. You can read those directions here:

http://support.microsoft.com/kb/822107

If you are looking for a solution that is a little simpler, I would suggest setting up a blank document in Excel with the header and footer they way you want it, then saving that file as a template. Once you have the template saved, you would be able to start a new spreadsheet based on that template. Here are the directions.

1. Open Excel, and set up the spreadsheet with the header and footer that you want to have in your new documents.

2. Click on the “File” tab, then click “Save As”.

3. In the Save As dialog box, find the line that says, “Save as type:” and click the drop down list in that line.

4. Click on, “Excel Template”, and type a name for the file.

5. Click the “Save” button.

Now that you have your template saved, all you have to do is open a new document based on that template…

1. Open Excel.

2. Click on the “File” tab, then click “New”.

3. Under “Available Templates” click on “My Templates”.

4. A small dialog box will open with a list of all the files you have saved as templates. Click on the template you just created, and click the “OK” button at the bottom of the dialog box.

I hope this helps you to quickly create just the type of document you are looking for.

Elizabeth

It’s Your Turn: What do you think?
…. Share your experience in the comments box below.

Thanks, Helen

Dear Helen,

There are a few options available for you to do spreadsheets on.

You can purchase Microsoft Excel. Even though Microsoft has discontinued development of Works, you can still purchase the last version online at places like Amazon. Here is an example:

You can switch to Microsoft Excel, or another spreadsheet program like WordPerfect Office. It’s a bit more expensive, but you can get the home and student version at a reasonable price.

Excel:

A free option is for you to use OpenOffice at www.openoffice.org
OpenOffice includes a spreadsheet program that is similar to Microsoft Excel, only without the high price tag.

Elizabeth

Tom

__–__

Dear Tom,

When you have a database of names and addresses in Excel, you can do a mail merge in Word using the spreadsheet as the source of your data.

First, I am assuming that your spreadsheet is set up with a column for each of these fields: Last Name, First Name, Address, City, State and Zip Code.

1. To get started, make sure your spreadsheet is CLOSED. This will not work if the spreadsheet is open. You will also need to know where the spreadsheet is located, and the name of the tab on the bottom of the worksheet you are using.

2. Open Microsoft Word.

3. In the Menu bar click on “Tools”, point to “Letters & Mailings” and then click on “Mail Merge”. This will open up a toolbar on the right hand side of your Word window.

4. In this Mail Merge bar, under “Select document type” click on “Labels” to select, and then at the very bottom of the bar, click on “Next: Starting document”

5. Now, select your label type by clicking on “Label options…” select your label and then click “OK”. Click “Next: Select recipients” to continue.

6. Under “Select recipients” click on “Use an existing list” and then in the next section, click on “Browse…”.

7. A “Select Data Source” window will open. Browse to the folder containing your file, click on your file, then click “Open”.

8. A “Select Table” window will appear. Click on the name of the worksheet in your file that you are using. The name is the name of the tab on your worksheet. Click “OK”.

9. A window will open named “Mail Merge Recipients” Here you can select to include only selected records by checking or unchecking each row. When you are finished, click “OK” Then click on “Next: Arrange your labels” at the bottom of the Mail Merge Bar.

10: Here is where you set up the format for the labels. Click on “Address Block” and set it up the way you want it to look There is a sample box for you to look at as you make changes. When you are done, click “OK”

11: Now click on the button that says “Update all labels”. Click “Next: Preview your labels”

12: If the basic setup of the labels looks good, click on “Next: Complete the merge” and then click on “Edit individual labels…” so that you can fix any minor problems that you see.

13: When your labels are ready, go ahead and print them.

Elizabeth

Allen in Georgia

Dear Allen,

I hear your frustration! I have found the 2007 versions of Word and Excel a lot harder to work in because all the commands are in different locations than they were in previous versions.

Microsoft has provided a way for us to put commonly used commands right at our fingertips in Excel 2007. It is called the Quick Access Toolbar.

You can add commands that you use frequently to the Quick Access Toolbar so that they are one click away. Here is how:

1. Open Excel 2007

2. Click the small down arrow to the right of the Quick Access Toolbar.

3. If the command you want to add is listed, just click on it to add to the toolbar.

4. If the command you want is not on the list, click on “More Commands” to use a more extensive list.

5. Select the command you want on the left, and click the “Add” button in the middle to add the command.

6. When you have added all the commands you want, click the “OK” button at the bottom of the window to close it and save your changes.

You can also add a command directly from the ribbon. For example, here is how to add the “Print Area” icon to the quick Access Toolbar:

1. Open Excel 2007

2. Click on the “Page Layout” tab

3. Right click on the “Print Area” icon.

4. In the context menu that appears, click on, “Add To Quick Access Toolbar”.

If you want to remove an icon from the Quick Access Toolbar, just right click on that icon, and in the context menu, click on “Remove from Quick Access Toolbar”.

Elizabeth

Thanks, Kathy

Hi Kathy,

You could do this with a simple spreadsheet.

Microsoft Excel is a spreadsheet program, but if you don’t have it on your computer, you can also use OpenOffice Calc, which is free at www.openoffice.org

First, set up your spreadsheet. Make a column with the number of the DVD in the first column and the title of the DVD in the second column. When you start, you will probably enter them in numerical order.

Make sure that each line across is one DVD. It should look something like this:

0001 Cinderella
0002 Veggie Tales
0003 Sesame Street Movie

Don’t worry if the numbers are automatically be changed to 1, 2, and 3.

When you want to put them in alphabetical order, highlight all the cells in the spreadsheet by clicking upper left area of the spread sheet. It is the small box above the number 1 and to the left of the letter A.

Once all your cells are selected, click on “Data” in the menu bar, then click on “Sort”.

In the sort box that opens, go to the “Sort by” section and change “Column A” to “Column B” using the drop down arrow.

Click “OK” to save your changes.

Your movies are now in alphabetical order and you may print the list.

These directions work in both Excel, and Calc.

Elizabeth

Is it possible to buy a computer that is loaded with MS Office instead of taking home MS Works and having to buy MS Office and remove Works and load Office.

Thanks, Sharon

PS: (I now have Office 2007, trying to get the nerve to remove the Works and load Office!  ohhhhhhhhhhhhhh wish I had known before I bought this laptop!)

Dear Sharon,

It is possible to purchase a new computer with MS Office already loaded on it. I recently purchased a laptop from HP with office loaded on it.

There are some advantages to purchasing Office with your computer, and some disadvantages.

Dear Computer Lady,

I have Microsoft Excel.  On my old computer I had a program on Excel that had a place to type in names, addresses etc.  On my XP version however, there is no place to do this.  Am I missing something?

Thank you for your help.

Clara

Dear Clara,

All you need to do is set up a spreadsheet to be an address book. In the first row, type the items you want to store. It might be something like this:

LastName FirstName Address City State ZipCode

Now, each row below the first row will hold information on one person or family.

If you find it difficult to create the spreadsheet yourself, you can search the Microsoft website for address book templates at:

http://office.microsoft.com/en-us/templates/default.aspx 

Elizabeth 

Dear Computer Lady,

I really enjoy your letters! I have a question that I hope you can help me with. Do you know of a program that I can use to alphabetize a list of words, like a dictionary is done. Will appreciate any assist.

Thank you, J

Dear J,

You can alphabetize your list of words in any spreadsheet program such as Microsoft Excel, or software602 PC Suite.

In Microsoft Excel, just enter your words in one column, when you have entered all the words, click on “Data” in the menu bar, then click on “Sort”.

Select the column you are sorting, and then chose Ascending, or descending and click “OK”

In Software602 Tab, follow the exact same directions. The only thing you need to do different, is to highlight your list of words before you click on “Data”.

Elizabeth