Technology Q&A.

How to remove the colorful URL default in Word ... Despite the warning, Conditional Formatting can do its job on two different worksheets ... Skip the slowpoke mouse when you surf the Net ... Print your own letterheads in a snap ... Improve the monitor display, and what to do if--oops!--you make a mistake

Q. While there's plenty about Microsoft Word that's really helpful, sometimes its myriad features just get overwhelming--especially when you can't find a way to disable a function that seems to get in the way of your work. For example, one feature drives me nuts. Every time I type a URL (Web address), it appears underlined and in blue type, like this: www.aicpa.org.

I'm sure some people like this feature, but it just irritates me. Please help me get rid of it. My screen looks like a Christmas tree.

A. You're right--however, some people do love that feature because, with one click on an address in a document, they get onto the Web and right to the target page. But if you don't use this feature, it can make a document look awfully busy.

Getting rid of it is easy, and if you decide later that it's actually useful, getting it back is simple, too. We'll give you several options for turning it off and on. On your toolbar, click on Tools, AutoCorrect, and then click on the tab AutoFormat As You Type (see exhibit 1). You'll notice about halfway down the list is a checkbox labeled Internet and network paths with hyperlinks. Uncheck it and then click OK.

[Exhibit 1 ILLUSTRATION OMITTED]

You're not finished yet. Once again, click on Tools, AutoCorrect. This time, click on the last tab, AutoFormat, and be sure the Internet and network paths with hyperlinks checkbox is not checked. Click OK and the blue, underlined URL will be turned off.

To reverse that default--and you may find it a handy tool once you use the Internet regularly--just go back and check both boxes.

But what if you open a document someone else prepared and it doesn't have that feature turned off?. Or if you want to retain the feature but also be able to disable it selectively? All you have to do is point your cursor to the URL and then press Ctrl+Shift+F9. This converts the field code for that URL back to regular text without the link. And if you decide to temporarily remove all the hyperlinks in a particular document, but without changing the default for other documents, highlight the entire document by pressing Ctrl+A and then press Ctrl+Shift+F9. Be aware, however, if there are other fields, in addition to URLs, in the document, these actions will convert them to plain text, too.

Q. I loved the article "Spreadsheet Smarts" by Justin D. Stein (JofA, Jan. 00, page 53). I'm particularly interested in the Conditional Formatting function and its potential benefit in financial statement preparation. But I need to apply the function to compare values on two different worksheets. However, when I try it, I get error messages. What's up?

A. The author replies: It's true that, if you want to use a formula within the Conditional Formatting function to compare the values of two cells from different worksheets, you will receive the error message: "You may not use references to other worksheets or workbooks for Conditional Formatting criteria." However, you can get around this obstacle by creating a named range for at least one of the cells you wish to compare.

For example, if you want to compare the values of two cells from separate worksheets, Sheet1!A1 and Sheet2!B1, you need to create a range name for any cell not residing on the current worksheet (Sheet1). For example, you can name Sheet2!B1 "Total," and you can now use Total in a formula to represent Sheet2!B1.

The simplest way to create a range name is to select a cell or a range and type the name of the range in the range drop-down window to the left of the formula bar (see exhibit 2). The formula bar sits just beneath the toolbars at the top of your screen and shows you the contents of the selected cell. If I select Sheet2!B1, the range drop-down window contains B1. Click in the window and type Total, then press Enter. The name of your range, Total, now appears in the window.

[Exhibit 2 ILLUSTRATION OMITTED]

Now we can rewrite our original formula for the Conditional Formatting for cell Sheet1!A1 to refer to Total, rather than Sheet2!B1.

After I set the format I want, the function will accept my formula and work properly. Now you can compare two values anywhere in the workbook.

Q. I surf the Internet a lot and have to use the mouse to move back and forth between pages. But I hate the mouse. Isn't there a faster way to move around using the keyboard?

A. There is and, in fact, it is much faster. It works equally well in Microsoft Explorer and Netscape Navigator. Here are the keyboard shortcuts:

* Alt+Left arrow for moving a page back.

* Alt+Right arrow for moving forward.

* Shift+Tab to maneuver through links.

Q. I'm a compulsive penny-pincher and time-saver, and it occurred to me recently that, if I could create my own letterheads with the click of a button, I would save money and time by not having to buy letterhead stationery. Theoretically, I should be able to do it--but I can't figure out how.

A. Here's how: You can do it with a single click, using Word's AutoCorrect feature, which is found under the Tools menu.

Begin by scanning an image of your letterhead and save it. Then start up Word, open a blank document and click on Insert, Picture and highlight From file, browsing to the file that contains the saved letterhead image. Click on Insert. When it appears on the screen, size it to the dimensions you wish (using the mouse to move the outside lines of the image). Then click on Tools, AutoCorrect and in the Replace box, type in the name you want--"Myletterhead," for example. Then click Add, OK and close the document without saving it. Now whenever you need some stationery, open a document and type the words Myletterhead, and touch the spacebar. AutoCorrect will replace the word with your selected image and presto, your letterhead is ready for printing.

Q. The monitor resolution on my new computer is defaulted to the typical factory setting of 800 x 640 pixels per square inch. Unfortunately, at that setting, I can't fit enough material on the screen at one time and the images are a bit fuzzy because they're so large. Although I wouldn't describe myself as "all thumbs," I am a little nervous about changing the default settings. Should I call in a tech support person or can I handle the job myself?.

A. It's a do-it-yourself job. And if you do accidentally screw up, you can get yourself out of trouble.

To begin, click on the Start button and then on Settings, Control Panel. Once all the icons appear on the screen, click on Display and then on the Settings tab (see exhibit 3). You'll notice about three-quarters down the screen, on the right side, is a slide control labeled Screen area. With your mouse, slide the button to the right; as you do so, the 800 x 640 reading will change. Move it up one step to 1040 x 678 pixels. Click OK and Apply.

[Exhibit 3 ILLUSTRATION OMITTED]

Once you return to your desktop, you'll notice the icons look a bit smaller--and sharper. If they're too small, you can increase their size by again going into the Control Panel--this time, click on the Effects tab and, under the Visual effects menu, click on Use large icons.

While you're in that screen, explore the options for customizing your desktop.

Warning: If you set the screen area or the adjacent colors to a default that is incompatible with your monitor, there's a danger that, when the computer completes its next boot-up, the screen will become all black. Don't panic. It's easy to fix. "Hot boot" the machine (holding down the Ctrl and Alt keys together and striking the Delete key.) As the machine is booting up, hold down the F8 key (or tap it just as memory availability reports appear on screen). That should bring up a menu choice, one of which is for Safe Mode. Click on it and, once the boot-up is complete in this mode, follow the earlier instructions for changing monitor resolution and pick another resolution size. You may need to do this a few times before you're perfectly happy with the resolution, but it's worth the effort. After all, you have to stare at the monitor screen for long periods so it's better to have it the way you want it.

Do you have a technology question for this column? Send them to Senior Editor Stanley Zarowin via e-mail at [e-mail] or regular mail at the Journal of Accountancy, Harborside Financial Center, 201 Plaza Three, Jersey City, NJ 073113881. We regret that we cannot answer letters individually.

Because of the volume of questions the Journal of Accountancy receives, the editors cannot respond to individual requests. If a question asked by a reader is deemed to have sufficiently broad interest, we will answer it in a forthcoming Technology Q&A column.

--The editors