Software

Office challenge: What's the quickest way to access Excel's Visible Cells Only option?

Can you answer the Office challenge: What's the quickest way to access Excel's Visible Cells Only option?

Last month, I showed you how to select only the visible cells in a filtered or subtotaled set: Quickly isolate summary values in an Excel sheet. In that entry, I mentioned using the [Alt] + ; keyboard shortcut to automate the Visible Cells Only option. There's an ever quicker way—a one-click method. What is it?

Last week we asked… Why isn't AutoComplete working in my newly installed Outlook 2010? You might think AutoComplete is broke, but it isn't. AutoComplete displays suggestions for recipients as you enter names. This feature is enabled by default. When you type the first letter, AutoComplete displays a list of possible matches, based on names you have typed before. That's the key, AutoComplete relies on previous entries and your new installation doesn't have any previous entries. Marc offered great instructions for copying the AutoComplete list from one installation to another. You can go this route if users really insist. Or, show them this trick sent by Bobby Heid, Lead Programmer/Analyst at AgFirst:

  1. Enter the first character or two—one usually isn't enough.
  2. Then, press [Alt]+K.

If there isn't a single match, Outlook will display all possible matches in the Check Names dialog box. You can choose your entry from there. If there's a single match, Outlook will update the To entry with the match. Once you use the name, it'll show up in the AutoComplete list.

Just be careful using this shortcut—don't assume that a single entry in the AutoComplete list means that's all there is. For instance, entering sh might display sharkins@gmail.com in the AutoComplete list because you've already used that name. However, you might have several other names that fit the bill, such as Sharon Moss and showtimes@gmail.com, but until you use those names as a recipient, they won't show up in the AutoComplete list.

Since we're talking about AutoComplete, there are a couple of improvements you should know about. Exchange users have access to their AutoComplete lists from any computer—Microsoft refers to this feature as Roaming AutoComplete. The lists are now stored on Exchange instead of locally. In addition, names are easy to delete from AutoComplete. Simply click the new inline Delete icon (the x to the right of the name).

About

Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.

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