Mailbag #2: Answers to more Word, Excel, and Outlook questions

Power User Corner

By Colin Wilcox
Code sample provided by Michael Stowe

Once again, your obedient columnist bravely attempts to respond to your feedback. This column answers questions about revision marks in Microsoft Word, the AutoFilter and Paste Special commands in Microsoft Excel, and some calendar tricks in Microsoft Outlook®.

Applies to
2003 version of the following Microsoft Office programs: Outlook® 2003, Word 2003, and Excel 2003
2002 version of the following Microsoft Office programs: Outlook® 2002, Word 2002, and Excel 2002

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During the past two months or so, several of you have asked for help with the same issues:

  • Using the Microsoft Word 2000 style revision marks while working in Word 2003
  • Hiding revisions when you print your documents with Word 2003
  • Using the AutoFilter command on protected worksheets in Microsoft Excel 2003

This column answers those questions, plus questions on pasting data from vertical columns into horizontal rows in Excel, and on creating periodic reminders that don't conflict with meetings and other events in your Microsoft Outlook® calendar. Again, thanks for the feedback, and keep those cards and letters coming:

Question 1: Using Word 2000 style revision marks

Several readers asked: Can we use the Word 2000 style revision marks in Word 2003? We'd like to use the older style of revision marks to stay consistent with documents created in older versions of Word.

In the older style, deleted text is struck through and new text is underlined. By default, when you track your changes in Word 2003, your revisions appear in balloons located at the right side of your document. Here's how to revert to the Word 2000 style of revision marks:

  1. On the Tools menu in Word 2003, click Options, and then click the Track Changes tab.
  2. Clear the Use balloons in Print and Web Layout check box.
  3. Use the other options on the tab to set text colors and any formatting.

Question 2: Hiding revision marks when printing documents

In addition to the questions about Word 2000 revision marks, several of you also wanted to know how to hide revision marks when printing documents in Word 2003. Here's how:

  1. On the File menu in Word, click Print.
  2. In the Print what list, select Document.

Question 3: In Excel, the AutoFilter command doesn't work in protected worksheets

Denise (and several others) wrote: We allow users to enter data in one column of a worksheet. The rest of the sheet is password protected. The problem is, we can't filter the data in that one column. How do we enable the AutoFilter feature in the protected sheet?

By default, most of the features in Excel become unavailable when you protect part or all of a worksheet. If you use Excel 2003, you can restore the AutoFilter functionality manually. If you use Excel 2000, you need to use a few lines of Microsoft Visual Basic® for Applications (VBA) code.

Restore the AutoFilter functionality in Excel 2003

  1. On the Tools menu in Excel 2003, point to Protection, and then click Protect Sheet.
  2. On the Allow all users of this worksheet to list, select Use AutoFilter.

Use VBA code to restore the AutoFilter functionality in Excel 2000

For you developers, this sample code demonstrates one way to restore the AutoFilter functionality for a protected worksheet in Excel 2000. Keep these facts in mind:

  • The name of the worksheet is hard-coded into Line 2 of the sample. You can name your worksheet "Sheet1" or use a different name in the code.
  • You must use a password other than "test."
Private Sub Workbook_Open()
    Sheet1.Protect password:="test", DrawingObjects:=True, _
        contents:=True, Scenarios:=True, _
    Sheet1.EnableAutoFilter = True
End Sub

Question 4: Copy vertical cells horizontally

Simon asked: In Excel, can I copy the data in columns and paste it into rows?

Follow these steps, but try to avoid my mistake: Make sure you actually copy the data before you try to paste it...

  1. Copy the data in one or more columns.
  2. Right-click your first destination cell (the first cell of the first row into which you want to paste your data), and then click Paste Special.
  3. In the Paste Special dialog box, select Transpose, and then click OK. Starting with your first cell, Excel pastes the data into a row.

If you copy and paste data from more than one column, Excel places the data from the leftmost column on top. For example, say you copy data from Columns A and B of a worksheet, and you paste the data into another worksheet starting at Row 1. Excel places the data from Column A in Row 1, Column B in Row 2, and so on.

Question 5: Setting up recurring reminders in Outlook

Barbara asked: Can I set up my calendar in Outlook so that it reminds me about important tasks?

Yes! Reading between the lines of your message, it looks as if you want periodic reminders such as "Take your allergy pills" or "Print your pay stub" (one of my favorites). These steps explain how to create those types of reminders. You can schedule other appointments, such as meetings, at the same times as your reminders without creating scheduling conflicts. Here's how:

  1. In Outlook, click Calendar.
  2. On the Actions menu, click New recurring appointment.
  3. In the Appointment Recurrence dialog box, under Appointment time, select a start time from the Start list, and then select the same time from the End list. Ensure that 0 minutes appears in the Duration list. Otherwise, Outlook blocks out time on your calendar.
  4. Under Recurrence pattern, select an interval (Daily, Weekly, and so on), and then select the options you want.
  5. Under Range of recurrence, select a start date from the Start list, and then select a stop option.
  6. Click OK.
  7. In the Subject box of the Appointment screen, type a name for the reminder, and then click Save and Close.

More information

  • For more information about tracking changes and using revision marks, see Help in Word and the article Viewing markup in Word 2002 on the Office Assistance site.
  • For more information about using the AutoFilter functions or the Paste Special command, see Help in Excel.
  • For more information about using the Outlook calendar, see Help in Outlook and the articles on the Outlook Scheduling/Calendar page (part of Assistance on Microsoft Office Online).

About the author

Colin Wilcox writes for the Office Help team. In addition to contributing to the Office Power User Corner column, he writes articles and tutorials for Microsoft Data Analyzer.

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