Thursday, October 6th, 2011

Switch between open documents in Excel and Word

Hmmm … I am fussy, I want my cake and I want to eat it too!

I want to have a clean task bar so I don’t want to see lots of files lined up there so I love Windows 7 and its clean task bar. But I find the new panel that opens when I right click an icon on the task bar to be just a little bit too free with information. I really want it to show me a list of currently open files – not everything that I have open or have recently opened. Actually I could live with the information it gives me if I didn’t have to actually use it to switch windows.

So, problem is… how can I switch between open documents in Excel or Word, for example, without having to use the Windows task bar? Solution is to use the Switch Windows button. I add it to the QAT (Quick Access Toolbar) and it totally makes sense to me.

In Excel or Word, click the Customize Quick Access Toolbar button and choose More Commands. From the list which currently shows Popular Commands choose All Commands and scroll to find the Switch Windows button and click Add.

Now it is on the QAT and it will show you all your open files and you can use it to switch between them by just clicking on the one to go to. Repeat the process for both Excel and Word and you’ll be happy – at least until something else bugs you!

Helen Bradley

Tuesday, October 4th, 2011

Batch resize images in Photoshop Elements

Some time ago I wrote a post on batch resizing images in Photoshop. You can find the link here: http://projectwoman.com/2009/09/batch-resize.html. I also wrote an article on resizing in Lightroom which you can find here: http://projectwoman.com/2009/10/resizing-images-in-lightroom-2.html.

Someone then wrote to me explaining that they are using Photoshop Elements and that the resize feature in Photoshop does not work in Photoshop Elements. They are correct, but there is a way of batch resizing in Photoshop Elements and here’s how to do it.

Step 1
In Photoshop Elements, choose File > Process Multiple Files. This opens the Process Multiple Files dialog.

Here you can select which images to process. You can select either a folder of images, all opened files or you can click import and import images from an external device such as a camera card.

Typically, the best option will be to place all the images in a folder and process the files from that folder. To do this, click the Browse button opposite the Source box and choose the folder to process. Enable the Include All Subfolders checkbox if desired.

Step 2
Select the destination folder for the resized images (you can create one from this dialog), or, if desired, select Same as Source.

In the file naming area, select Rename Files if this is desired. You can then choose the naming convention such as typing a document name and the sequential numbering system to be used.

Step 3
In the image size area, select Resize Images as that’s what we came here to do.

Select Constrain Proportions as you will want your images to be resized in proportion and not skewed or distorted out of shape.

Now type the largest Width or Height to use for your resized images. If you enter 600 for the Width you will be unable to enter a value for the Height and vice versa. This is because you can only set one value – width or height (in this situation this resizing tool works differently to the corresponding tools in Photoshop and Lightroom).

So if you enter, for example, 600 as the Width all images will be sized so their width is 600 and their respective heights will be adjusted in proportion. Portrait images will be taller than 600 pixels and Landscape ones will be shorter.

Here too you should set the resolution for the images. If you plan to send your photos to an online sites for printing, you may want to match the resolution to what that site requires. For the web select 72 dpi.

Step 4
To convert the files to a different format or to compress them, from the File Type dropdown list, select the file format to use. For JPEG format images, you can choose Max, High, Medium or Low quality.

Step 5
You can also apply a Quick Fix to your images as you process them. These fixes include Auto Levels, Auto Contrast, Auto Color or Sharpen.

You can also apply Labels to your image such as adding a watermark or caption by configuring the options in the Labels area.

When you are done, click Ok to process the folder of files or the group of files that you had selected for processing.

Tip
If you want to resize images so their longest edge is a set value such as 600 then you will need to presort Landscape and Portrait images into separate folders and process them separately.

Helen Bradley

Monday, October 3rd, 2011

Go To a cell in a formula in Excel


Consider this scenario – you have a cell which contains a link to data in another cell on another sheet. The link might be the only thing in the cell or it might be a link in a formula which contains references to data in lots of other cells too.

If you want to go to a particular referenced cell you could read off the cell details – its sheet name and its cell reference and navigate there yourself or you could get smart and have Excel do the work.

To do this, click in the cell containing the reference and choose Formulas > Trace Precedents. When you do this you will see a small sheet icon and an arrow with a black arrow head pointing at the cell. Hold your mouse cursor over the arrow until the mouse cursor turns into a hollow white arrow. Double click and the Go To dialog will open. In it will be references to all the cells in the formula. Click the reference you are interested in going to and the cell reference will be highlighted – click Ok and Excel will take you direct to that cell.

If you have both workbooks open the same process will work to take you to a cell in another workbook if it is referred to in a formula in the current workbook.

Helen Bradley

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