Technology Q&A

Resizing fonts fast...What you need to know about underlines...Enlarge text in spreadsheet tabs...More on Excel headers and footers...Removing scroll bars...Wisdom of cordless telephones...Replacing Oops! with UPS.

Q. Is there a fast way to change font sizes without the rigamarole of going into the toolbar and then clicking on Format?

A. If all you want to do is change font size, the answer is yes. (If you want to change the font, then the answer is no.)

To change font size from the keyboard, all you do is highlight the text you want changed and press Ctrl+> to increase the size and Ctrl+< to decrease the size. Of course, be aware that to evoke either > or < requires that you also hold down the Shift key. So the real action is to press Ctrl while holding down Shift and < or >.

And here’s a slightly less-than-fast way not only to change the size of the type, but also the font and its format: Highlight the text then press Ctrl+D. That’s the shortcut for clicking on the toolbar and then selecting Format, Font.

If you have a Microsoft or Logitech mouse with a wheel, you can change the size of Internet Explorer text by holding down the Ctrl button and moving the mouse wheel up or down.

Q. I use the double underline format in Excel all the time, but I can’t seem to find it in Word. Is it there?

A. It is, and it’s in a logical place—in the toolbar dropdown menu under Format, Font. You’ll notice that in the middle of the screen (see screen shot at right) is a pulldown menu at Underline style, and the double underline is one menu choice. The Words only choice lets you underline only the words—not the spaces in between. Unfortunately, the Words only format applies only to the single, straight line underline, such as this. You can’t be as selective with the other underline choices—double underline, dots and dashes.

Q. My Excel files generally contain a dozen or more worksheets, and each, of course, has its own worksheet tab. The typeface in the tabs is awfully small and I have trouble reading it. Is there a way to make the type larger?

A. Yes, there is. In fact, you can adjust the size, spacing and even the color of many Windows screen features. But first let me tell you how to enlarge the worksheet tabs. Begin by closing Excel if you have it open. The adjustment is done in Windows, not in Excel.

Go to the desktop (the Windows button+D) and place your cursor at any empty location—one without an icon—and right-click. A menu will drop down; select Properties and that will open a new screen. Click on the Appearance tab to call up another screen (see screen shot at right).

Near the bottom of the screen is a box labeled Item: Click on the adjacent arrow until Scroll bar appears. Then move your cursor to the right to the Size: box and increase the number one or two digits. Click on Apply and then OK. Now open Excel and see if the tabs are large enough. If they’re still too small or too big go back and adjust them.

You should understand that you are modifying Windows’ configuration—not just Excel’s, thus any change will affect the scroll bars of other applications, too.

Notice also, if you go back to Item:, that you can adjust many other parts of Windows. I warn you, however, it can become addictive; you can spend hours fiddling with scores of adjustments. But since you do spend hours at the computer, it does make sense to customize it to your liking.

The July Technology Q&A column told how to automatically include an Excel header or footer that carries the workbook’s path and filename (such as C:\ client\first quarter results). We noted that although such headers and footers can be created easily in Word, Excel lacks such a built-in function. However, we reported that we had found an add-on utility that does the job automatically. It’s available free from JWalk and Associates (www.j-walk.com/ss/excel/files/addpath.htm). As a result of that item, many readers were surprised to discover that it was possible to create headers and footers for filenames and path in Word, and they asked us how it was done. Here’s the story: Begin by clicking on the View icon in the toolbar and then Header and Footer. When the Header and Footer toolbar opens, click on Insert AutoText and a menu of choices will drop down. You have, among several options, a choice of Filename and path or just Filename. Click on either one and the header or footer will be formatted automatically, as shown in the screen shot below. Create a footer or header in Word that contains the document’s filename and path or just the filename. In addition, scores of readers e-mailed us about other Excel methods for including a file’s path and name in the body of the spreadsheet; while these processes are not automatic and may not put the name or path in the header and footer—but in the spreadsheet itself—they’re good alternatives. The most common method begins by picking a cell position for displaying filename and path and typing =CELL(“filename”) in that cell. Then, when you’re ready to print, click on File, Page Setup and select the Sheet tab and check the Rows to repeat at top box, as shown below. An alternative way to include a filename and path in an Excel workbook is to put the filename in a cell… …and this line will appear at the top of each worksheet. Another way is to go to the toolbar and click on File, Page Setup, the Header/Footer tab and then the Custom Header box. Then fill in the path and filename and click OK. Yet another way was submitted by Monika Smith, a CPA at Grant Thornton. She suggests selecting a cell where you want the filename and path to be displayed, going to the toolbar and clicking on Insert and on the fx Function. The screen will open and default to cell as your function name, as shown in the screen shot below. Another alternative to adding the filename and path to an Excel document. That will open another window. In the space for info_type enter the path and filename. Then, when you print the worksheet, it will look like this: With all these suggestions, there should no reason ever to omit a path and filename for every spreadsheet.

Q. Is there a way to remove the scroll bars on the sides and bottom of Excel so I can have a larger screen view of my spreadsheet?

A. There is, but be aware that when you remove them you can no longer control the view of the spreadsheet with your mouse. You will be limited to using the cursor control keys—the four keys with arrows pointing up, down, left and right.

Here’s how you remove the scroll bars: While you’re in Excel, click on Options from the Tools menu and the View tab, which will display the screen below.

Under Window options, on the bottom, in the far right column are two boxes—Horizontal scroll bar and Vertical scroll bar. Remove the checkmark from either one or both. Of course, you can always replace them later.

Another option for increasing the viewing space is to go to View in the toolbar. Click on Full screen and the toolbars and format bar will disappear, giving you lots more viewing space while retaining the scroll bars—that is, if you haven’t already eliminated them.

By the way, you can do the same thing in Word.

Q. No matter how long a telephone extension cord I buy, it manages to be one inch shorter than I need to reach a document or that cup of coffee I left on the shelf. I’ve been thinking of dumping my regular corded phone and using a cordless instead—not a cell phone but simply a plain cordless. Are you aware of any downsides—such as security—to such a plan? I have heard stories about conversations on cordless phones that were picked up by other phones. And I have to be concerned about privacy.

A. Not only do I know of no downsides, but I would encourage you to pursue the idea. It makes no sense to be tethered to a phone. Today’s cordless phones—operating at 900 Megahertz—have an extended range of hundreds of feet. Some even claim a range of several hundred yards through walls and floors. Privacy is assured with these phones because they contain microchips that not only scramble the transmission but also vary the transmission frequency, making eavesdropping nearly impossible. Some wireless phones even can handle multiple incoming numbers, too.

Hello Direct, a mail order company, puts out a catalog with a wide assortment of such phone equipment. You can access the company at www.hellodirect.com or telephone them on your corded phone one last time at 800-444-3556.

Q. I’ve been running my computer without a “seatbelt”—that is, without an uninterruptible power supply (UPS). So far, I’ve been lucky; I haven’t been hit with a power outage or other power problems. But now I’ve decided to buy a UPS and wonder what special features I should look for.

A. You’re wise. As you know, a UPS’s main function is to protect your computer and its data from sudden electrical power outages. When power goes out, the UPS’s battery kicks in and gives you time to save your data and power down. But a good UPS will do more. For one, it will save and power down automatically, even if you’re not around when a problem occurs.

You should find a UPS that can do even more such as handling brown outs and spikes. Because, as good as many power utilities are, they still occasionally generate electrical surges. Such a voltage spike can zap your computer.

The UPS can guard against more subtle problems, too, which are hard to spot or diagnose until after they’ve done their damage. For example, one problem they can mitigate are under-voltages, which are caused by heavy power drains from air conditioners, say, and result in sharp voltage drops. Both spikes and under-voltages can cause file corruptions.

Prices are reasonable—considering the safety they provide. You can get an excellent model for about $200.