Everyday Excel Stuff Excel Day Planner Organizer Reference Guide

Transcription

1 Everyday Excel Stuff Excel Day Planner Organizer Reference Guide Opening & Saving the Excel Day Planner Opening the Day Planner Saving the Day Planner...2 Daily Task Sheet Entering Daily Tasks Sorting Tasks Checking off Completed Tasks Forwarding Incomplete Tasks and Copying Completed Tasks to Completed Tasks Sheet Go to Another Daily Task List in the Current Month While on the Current Daily Task List Entering Notes and Appointments Hyperlink Task to a PDF, JPEG or Other File...4 Completed Task Sheet Go to Completed Tasks Sort Completed Tasks Filter Completed Tasks Month Calendars on 1 Page Go to Any Daily Task List Using the Calendar...6 Monthly Calendars Go to a Monthly Calendar Adding and Coloring Calendar Events...6 Contacts Go to the Contacts Sheet Adding a New Contact Adding a New Category Filtering Contacts...8 1

2 Opening & Saving the Excel Day Planner 1. Opening the Day Planner a. When opening the Day Planner, with version 2003 of Excel, you may receive a message asking if you want to Disable or Enable macros. Make sure to click Enable Macros. Version 2007 will open and there may be a security warning below the ribbon saying Macros have been disabled. If so, click Options then click the radio button Enable this Content. 2. Saving the Day Planner a. The 2003 Day Planner version can take anywhere from 30 seconds to 2 minutes to save depending on your PC. The 2007 version takes about half the time as the 2003 version. If you have the auto recover feature turned on you may occasionally notice the Day Planner not responding. If so, simple wait a minute and it should start responding again. Auto Recover is Excel making a backup copy of the spreadsheet in the event of a power failure. Daily Task Sheet 1. Entering Daily Tasks a. From the Table of Contents menu click Today s Task List button. b. Go to the first blank cell in column D (i.e. Task) and enter your task. c. Click on column C (Req/Del) of the same row and enter the person requesting the task or the person you are delegating the 2

3 task to. (Req/Del means requested or delegated). This column is optional. d. Click on column B (i.e. Prioritize) of the same row and enter the priority for this task. For example A1, A2, B1, C1, etc. This column is optional. e. Note: pressing SHIFT+F2 will insert a comment box in a cell. Type your comment and click anywhere off the cell. Place the mouse pointer over the cell that has the comment and the comment will pop up. To edit a comment, click the cell that has the comment and press SHIFT+F2. f. Recurring Task To enter a recurring task, enter the task as you normally would. When the task is complete, do not enter a check mark in column A, instead enter a letter like D for done or F for finished in column E. Entering a letter in column E will let you know the task is completed. Not entering a check mark in column A will cause the task to forward to the next day. 2. Sorting Tasks a. Click the Sort button in cell A7 to sort by completed and not completed. b. Click the Sort button in cell B7 to sort by the priority for each task. c. Click the Sort button in cell C7 to sort by Requested or Delegated. 3. Checking off Completed Tasks a. Once a task has been completed, click on column A (CMP-P) in the row where the task is keyed and type a capital P. A check mark will appear in the cell. CMP-P stands for completed. 4. Forwarding Incomplete Tasks and Copying Completed Tasks to Completed Tasks Sheet a. Forwarding task should be the last thing done each day or the first thing done each morning. 3

4 b. Click the BIG Button labeled Forward Incomplete Tasks to the next day and copy completed tasks to the completed tasks sheet. c. A box will pop up asking if you are sure you want to continue. If you are sure, type YES (must be all caps) and click OK. If you are not sure, do not type anything, simply OK or Cancel. d. This will forward incomplete tasks to the next day and copy completed tasks to the Completed Tasks Sheet. e. NOTE: If you prematurely copy task, you will have to manually copy any new tasks you enter to the next day or to the completed task sheet. 5. Go to Another Daily Task List in the Current Month While on the Current Daily Task List a. Click a date on the calendar located in the top right of the Daily Tasks Sheet. You will be taken to that day s daily task sheet. b. Return to Today s Task List by clicking the Today s Task List button above the calendar (cells G1: H1). 6. Entering Notes and Appointments a. Click a blank cell under the Notes and Appointments section of the Daily Tasks Sheet. b. Type the Note or appointment. c. Note: pressing SHIFT+F2 will open a comment box for typing a comment. You can left click and drag one of the dots around the border to resize it. 7. Hyperlink Task to a PDF, JPEG or Other File Hyper linking is a way of linking a task to another file so that when you click on the link it will open the file you are linked to. a. Make a folder where you want to store PDF, JPEG or other types of files. b. Click the cell that has the task you want to hyperlink. c. Press CTRL+K. The Insert Hyperlink dialog box will open. 4

5 d. Make sure the icon Existing File or Web Page is selected by clicking on it. e. Click the drop down arrow in the Look In box. Choose the folder where your files or images are stored. f. Find the file or image you want to hyperlink to and click on it, then click OK at the bottom of the Insert Hyperlink dialog box. Completed Task Sheet 1. Go to Completed Tasks a. From the Table of Contents menu, click the Completed Tasks button. Note: If you are on the Daily Tasks Sheet you can also click the Completed Tasks button located in the top left of the screen. 2. Sort Completed Tasks a. Sort by Date column. Click the Sort button in cell A4. Note: the date you see in this column will be the month (i.e. Jan, Feb, Mar, etc). If you want to know the day of the week, click on the cell and look in the formula bar at the top of the screen. b. Sort by Req/Del column. Req/Del stands for requested or delegated. Click the Sort button in cell C4. 3. Filter Completed Tasks a. Click the Filter On/Off button in cells I1:J1. b. Each column will now have a drop down arrow. c. Let s suppose you want to filter all completed task for the month of January. Click the drop down arrow in cell A5. Find and click Jan. Note: After clicking the drop down arrow, you can click Custom and choose how you want to filter (i.e. equal, does not equal, is greater than, is greater than or equal to, is less than, and many more. Try it out. 5

6 d. Once you are finished, click the Filter On/Off button to turn the filtering mode off. 12 Month Calendars on 1 Page 1. Go to Any Daily Task List Using the Calendar a. Click the 12 Month Calendars button on the Table of Contents menu. b. Find the calendar that has the date you want to go to. For example if you want to go to May 25 th, click day 25 on the May calendar. You will be taken to the May 25 th Daily Task Sheet. Monthly Calendars 1. Go to a Monthly Calendar a. From the Table of Contents menu; click one of the months under the Monthly Calendars heading (i.e. January, February, March, ETC). For example, click January. b. You are now on the January calendar. 2. Adding and Coloring Calendar Events a. Suppose you want to add a calendar event to January 4 th. Make sure you are on the January calendar and click the cell for January 4 th. b. Type a calendar event and press the <ENTER> key. c. Note: pressing SHIFT+F2 will insert a comment box in a cell. Type your comment and click anywhere off the cell. Place the mouse pointer over the cell that has the comment and the comment will pop up. To edit a comment, click the cell that has the comment and press SHIFT+F2. d. To color a calendar event, click the Fill & Font Colors On button. The Fill & Font palettes will appear on the screen. If the 6

7 e. Click on the desired color. f. When finished, click the Fill & Font Colors Off button. Note: Clicking the Table of Contents button or Today s Task List button will also close the palettes. Note: You can hold down the CTRL key and roll the mouse wheel forwards and backwards to change the size of the calendar. 1. Go to the Contacts Sheet Contacts a. From the Table of Contents menu click the Contacts button. 2. Adding a New Contact a. Click on the first blank row and enter all applicable data. (i.e. First Name, Last Name, Address, Phone number(s), Fax number, Birthday, and Category). Note: There is a drop down arrow in the category column. Click the arrow and choose the category. 3. Adding a New Category a. Click the Add/Edit Categories button in cells B3 and B4. b. Click the first blank cell in column A and type the new category. c. Click the Sort Button in cells A3 and A4. This will sort the categories in alphabetical order. For the sort button to work there cannot be any blank cells between any of the categories. d. Click the Contacts button in cells C3:D4. This will take you back to the Contacts page. e. Try it out. Go to column N and click the drop down arrow. The new category should be in the drop down list. 7

8 4. Filtering Contacts a. Click the Filter On/Off button in cells B1: B2. b. The right side of each column heading will have an arrow. c. Suppose you want to filter all contacts in the city of Atlanta. Click the drop down arrow in cell E5 (i.e. City column). d. A drop down list will appear. Click Atlanta from the list. You will now see all contacts in Atlanta. Note: After clicking the drop down arrow, you can click Custom and choose how you want to filter (i.e. equal, does not equal, is greater than, is greater than or equal to, is less than, ETC ). Try it out. e. When finished, click the Filter On/Off button to turn the filtering mode off. 8