Savvy’s Tips & Tricks: September 2022

Shot of a young woman cheering while using a laptop to study at home. Accompanies a story with tips and tricks for Microsoft Word, Teams, PowerPDF and Windows.

Tips & Tricks Include:

  • Excel: Toggle Filter Shortcut
  • Excel: AutoFill in Visible Cells Only
  • Word: Shrink One Page
  • Adobe Acrobat Pro and Kofax Power PDF Advanced: Save and Reuse Headers and Footers

Excel: Toggle Filter Shortcut

When working with a range of data in Excel that is not set up as a Table, it can be helpful to turn on the Filters to perform quick tasks. Those are the drop-down arrows that appear in the first row of data. Using the drop-down on a column, you can sort alphabetically, numerically or filter to show only specific values.

There is a keyboard shortcut that will toggle these filters On and Off. Click into a cell within the range you want to filter and press Ctrl+Shift+L.

When you want to remove them, press Ctrl+Shift+L again.

Excel: AutoFill in Visible Cells Only

When working with filtered data in Excel, you may be tempted to use the AutoFill feature. Unfortunately, it may not work as expected. The fill data is entered into all cells, including any hidden or invisible cells. The solution is to enter data into visible cells only. You can accomplish this in a couple of ways.

Keyboard Approach:

If you’re a fan of keyboard shortcuts (and if not, why not?), here are the steps.

  1. Select the range of cells containing the filtered list into which you want to enter data. You could use the arrow keys on your keyboard or Ctrl + Shift + down arrow.
  2. Press Alt + ; (semi-colon) to select the visible cells only.
  3. In the active cell (which should be the first selected), type the data you wish to enter.
  4. Press Ctrl + Enter. The same data will be entered into the visible cells only.

Ribbon Approach:

If the Ribbon is your preferred method, you can do the same thing using Go to Special.

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Word: Shrink One Page

If you have a short document that only has a small amount of text on the last page, you might be able to shrink it just enough to print on one page, and avoid printing the extra page.

Yes, you could play around with fonts and margins, but you can also try Word’s Shrink One Page command. Because it’s not used very often, it’s one of those commands that doesn’t exist on the ribbon. The simplest way to access it is to add it to the Quick Access Toolbar (QAT).

Step One: Add the Command to the Quick Access Toolbar.

  • Access File / Options / Quick Access Toolbar

OR

  • Click on the drop-down to the right of the QAT and choose More Commands.

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Adobe Acrobat Pro and Kofax Power PDF Advanced: Save and Reuse Headers and Footers

It’s an interesting point that the Header and Footer dialog boxes in Adobe Acrobat Pro and Kofax Power PDF Advanced are nearly identical. We’re not sure who created the layout, but it does make for an easy transition if you move from one solution to another. It also makes it easy for us to provide a tip on Saving and Reusing Headers and Footers for two applications at the same time!

If you have specific header and/or footer information that you routinely add to PDF documents, it makes sense to save them for retrieval later. In Acrobat Pro, these are referred to as “Saved Settings.” In Power PDF Advanced, they’re called “Schemes.” For reference, see the dialog box images at the end of this tip.

To create a Saved Setting or Scheme:

  1. Open the Edit PDF tools in Acrobat or view the Edit tab in Kofax.
  2. Click on the Header & Footer drop-down in Acrobat or the Headers & Footers drop-down in Kofax.
  3. Select Add.
  4. Populate any of the six locations with text and/or field codes.

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