Technology Q&A: control Excel's underline function ... learn the nuances of AutoFill ... put worksheets in separate panes ... an easy way to eliminate Excel macros ... convert tables to text and vice versa ... eliminate excess word formats ... launch applications without the mouse ... shortcuts.

EXCEL

Q. When I use the Underline function in Excel, it treats the number in the cell in different ways. Am I doing something wrong, or is this a bug in Excel?

A. Neither. Excel treats a number in a cell differently depending on its underlying formatting, and you're probably not aware the cell is formatted.

For example, if a cell is formatted for Accounting, clicking on the Underline button produces the single accounting underline--stretching from the dollar sign to the number, as shown below. But if it's formatted for Currency or General, the Underline button produces the single underline with the dollar sign adjacent to the number.

So you see, it's actually a shortcut; it saves you a step.

Q. One of the really neat things about Excel is the AutoFill feature--except when the first number is 1. Whenever I try it starting with 1, all I get is a bunch of 1s when what I want is a row of cells with 1, 2, 3, 4 and so on. What am I doing wrong, or more correctly, what is Excel doing wrong?

A. Admittedly, there are nuances to the AutoFill function that can prove quite frustrating. It's true that if you simply grab the fill handle (the little square that appears in the lower right corner of a cell when you put your cursor in that spot) and move it either down a column or across a row to continue a series (1, 2, 3, 4 or Monday, Tuesday, Wednesday), you're not always sure whether you'll get the series or just 1, 1, 1, 1, or Monday, Monday, Monday. The trick for getting a series rather than a line of 1s is to hold down the Ctrl key while dragging the fill handle.

Another tip to achieve more control of AutoFill: As you start dragging the fill handle, right-click on it to generate a drop-down menu (see screenshot below) that lets you select what you want done.

[ILLUSTRATION OMITTED]

It can be a little tricky unless you're handy with a mouse, but with a little practice you can gain control of the function and save lots of time.

Q. Sometimes I need to work on two different parts of a spreadsheet at the same time. I know I can split the screen, but how can I view different parts of the worksheet on the screen?

A. You may not realize it, but by splitting the screen you've achieved half your goal already. As you know, you can divide a spreadsheet window into two or four panes, which is what Microsoft calls them. The panes can split the worksheet horizontally and vertically.

There are two ways to make the division. One way is to use the divider bars. One is situated in the upper-right corner of the window above the vertical scroll bar and by dragging it, you can pull down a vertical divider. If all you want to do is divide the worksheet in half horizontally, double-click on the small bar and presto, it's done.

The vertical divider is in the bottom-right corner, to the right of the horizontal scroll bar.

A second way to divide the worksheet is to click on Window in the toolbar and then Split. That divides the sheet into four panes.

Once the panes are established, you can scroll within each pane independently, as shown below.

Q. Is there a way to eliminate all the macros in an Excel workbook without having to delete them individually.

A. The way I'd suggest, while not elegant, is easy and gets the job done without even messing with the macros and the VBA Editor. Here's what you do:

First, unhide any hidden worksheets and select all in the workbook. A fast way to select all sheets is to click on the first tab and hold down the Shift key as you click on the last one. Then, in the Edit menu, click on Move or Copy Sheet, producing the Move or Copy dialog box. Then, using the To book: drop-down list, choose (new book). Make sure the Create a copy check box is not selected and click on OK.

Now, once again, hide any worksheets you had left unhidden and you have now moved the worksheets to a new workbook without any attached macros.

WORD

Q. Is there a way to convert a table in a Word file to just an array of numbers, which I find easier to work with?

A. Not only can you convert a table, but you can turn an array of text or numbers into a table. Word has a tool that does both--and it's nicely automated with a wizard.

For example, let's say you have this array of numbers and you want to change it into a table--it could just as well be a couple of words.

34, 54, 44, 90 22, 32, 56, 33

Highlight the array and click on Table, Convert, producing this screen.

When you click on Text to Table, this screen will appear:

Notice that it recognized you needed four columns. Make whatever adjustments you need and click on OK and you'll produce this table:

   34  54  44  90
   22  32  56  33

When you convert a table to text, you'll get this screen, giving the option of how you want the text elements separated--by paragraph marks, tabs, commas or something else:

Q. When colleagues send me Word documents that I have to incorporate into my own report, the material usually contains all sorts of formatting--multiple fonts, bold and italic type, underlined words and different indents. It's very annoying to change the formats so the text of my final document looks consistent rather than like a jumble of styles. Is there a way to do that without having to change each one--one at a time?

A. I share your concern: The editors of the JofA get material for articles that contains a wide assortment of styles. If we had to remove each format one at a time, we would spend endless time mouse-clicking. The answer to your question is yes, thankfully, there are shortcuts that speed the job.

If you highlight all the text of the multiformatted document (Ctrl+A) and press Ctrl+Shift+Z or Ctrl+Spacebar, you'll remove all explicit character formatting--bold, italic, underline.

If you want to remove any explicit paragraph formatting and return a paragraph to its style-defined defaults--indents, tabs, line spacing--highlight the text and use Ctrl+Q. And if you want to quickly apply the Normal style to text, highlight the text and press Ctrl+Shift+N.

APPLICATIONS

Q. I don't like the mouse. I find I can work faster and easier when I keep my hands on the keyboard. But each time I need to launch an application, I have to pause, grab the mouse and click on its icon. Is there a way I can open apps with just the keyboard?

A. You certainly can. And I agree with you, opening an application via the keyboard is much more convenient than guiding your cursor over an icon. In fact, I use that technique to launch both Microsoft Office and other applications. Here's how it's done:

Using Word (to illustrate), find the icon that launches Word and right-click on it, producing a pop-up menu. Select Properties at the bottom of the menu to bring up the Microsoft Word Properties screen (see left).

If you're not in the Shortcut tab on top of the screen, click on it. Move your cursor into the Shortcut key box, which should read None. Now just press the keyboard letter that you want to engage Word; W is an obvious choice. The shortcut will instantly change to Ctrl+Alt+W. Click on OK and then on Apply. After you close the screen, test your shortcut by pressing the keyboard combination. If you wish to remove the shortcut, repeat the steps, but press the backspace key (an arrow pointing left) in the Shortcut key box.

You can use Ctrl+Alt+E for Excel. You aren't limited to the letters A to Z; number and punctuation keys also work.

Shortcuts

* Word: To repeat the last word, phrase or other passage of text you just type, move your cursor to the location where you want it copied and press F4. The F4 key must be used before you use any other Word command or type any other text.

* Excel: If you have multiple spreadsheet workbooks open, you can quickly switch between windows without the mouse by pressing Ctrl+F6. This will cycle you between open workbooks.

* Outlook calendar: You can color code important engagements on your calendar by right-clicking on an appointment and then clicking on Labels in the dropdown menu, selecting the color of your choice.

* Web site Identification: To quickly determine the source of an Internet site, either go to http://www.better-whois.com and enter the URL there, or while at the site with Internet Explorer, click on Tools and Show Related Links.

* Excel: A quick way to delete cells: Pressing Ctrl+- (the minus key, either on the regular keyboard or the numeric keypad) launches the Delete dialog box, saving you some mouse clicks.