Key to Instructions To help readers follow the instructions in this article, we used two different typefaces: Boldface type is used to identify the names of icons, agendas and URLs. Sans serif type shows commands and instructions users should type into the computer and the names of files.

A. There is, and it’s simple. After you select the first block of words, hold down the Ctrl key as you use the mouse to select each subsequent block.

Since you have to use Word Count often, I suggest you put it in your toolbar. You’ll find it by going to Tools , Customize and the Commands tab; it’s under the Tools category.

Tip: When the Ctrl key is added to a shortcut, it often serves the purpose of allowing a user to select a series of noncontiguous items, as it does in this screenshot where a group of noncontiguous folders are selected in Explorer.

A. My bet is that you haven’t loaded Analysis ToolPak , a collection of powerful functions that comes bundled with Excel but for some reason isn’t automatically loaded when you set up Excel. To load it click on Tools , Templates and Add-Ins . Then place a check next to Analysis ToolPak and you’re in business (see screenshot below).

If you don’t find it under Add-Ins , you have to reload Excel from your original Microsoft Office disk.

When using the ROUND function, you can round to the nearest half-dollar with either of these formulas:

=ROUND(A1/0.5,0)*0.5 or =ROUND(A1*2,0)/2.

The MROUND function uses a shorter formula:

=MROUND(A1,0.5).

A. One of the best things Microsoft did in designing Excel was create Insert Function , which does just what you’re seeking. It not only helps you locate an Excel function you’re aware of; it also helps you discover a function you don’t even know exists. Go to Insert in the toolbar and click on Function to generate this screen.

If you aren’t aware of an Excel function that performs a calculation you need, type a brief description of what you want to do under Search for a function . That will trigger a list of functions that may fit the bill. Once you select one and you need to learn how to use it, click on Help on this function .

If you’d rather skip Help and get on with the calculation, click on OK and Insert Function will set up the arguments in the Function Arguments dialog. Just fill in the required data or ranges and Excel will automatically set up the function for you. It’s almost like having a genie do your bidding.

Q. I know I can use conditional formatting to shade every other row (or every nth row) of an Excel data table. But how do you do that in a Word table?

A. One way is to use the Table AutoFormat capabilities of Word. Start by creating your table as you normally would. Select the table design from the menu as shown in the screenshot below.

If you prefer the alternating colors in the columns instead, just keep clicking on the All table styles .

What makes the Table AutoFormat particularly handy is that it creates a “smart” table that automatically adjusts row shading or color even when you add new rows.

A. I can help, but a word of caution is in order: I think using Hidden text for such an application would be imprudent. Accidents happen, and you may just forget to change a default switch. That could be embarrassing. Even more likely, what if the client, for one reason or another, checks the Hidden text radio button on his or her own computer so that all the hidden text will show? As a general rule, I always leave that box checked just in case there is hidden text in a document.

As you’ve probably surmised by now, Hidden text has two controls. The first comes on when it’s created, which is under Format , Font . Highlight the text you want hidden and place a check in the Hidden box.

If you want all hidden text to show in any document displayed on your computer, click on Tools , Options , the View tab and under the Formatting marks section place a check next to Hidden text .

The next thing you should know is how to find the hidden text if your computer is not defaulted to show it. The easiest way is with Find and Replace , which you evoke by pressing Ctrl+H. Once the Find and Replace screen opens, go to the bottom and click on the down arrow next to Format and then on the down arrow next to Font , which opens the Find Font screen. Place a check next to Hidden (see screenshot at right).

Click on Find Next and it will track down all the hidden text.

A. What you’re seeing are nonprinting characters. You’re right; they don’t affect the data but they do look messy. Use Excel’s CLEAN function to get rid of them.

If the nonprinting character is in cell A1, go to its adjacent cell, B1, and type CLEAN (A1) and press Enter. Cell B1 will then display the text or data without the nonprinting characters.

A. In my view, he’s half-right. Wireless may be an option—I can take it or leave it—but the optical mouse is surely the only way to go, rosy glow or no rosy glow (see screenshot). First of all, since optical mice have no moving parts (except for the top wheel), there’s nothing to take apart and clean. As a result they track easier and they are more accurate than the conventional rolling ball mouse. As if that’s not enough, remember the time you tried to use a mouse on an airplane and there was not enough room to move it around? Well, an optical mouse can track effectively on an airline seat’s armrest.

Bonus: Not only does it adjust the size of the page, but if you shrink the text sufficiently, you can view more than one document page on a screen at a time (see screenshot).

Excel: Adding Shift to a key changes its function:
Shift+Open becomes Save As.
Shift+Save becomes Open.
Shift+Print becomes Print Preview.
Shift+Print Preview becomes Print.
Shift+Sort Ascending becomes Sort Descending.
Shift+Sort Descending becomes Sort Ascending.
Shift+Underline becomes Double Underline.

STANLEY ZAROWIN, a former JofA senior editor, is now a contributing editor to the magazine. His e-mail address is zarowin@mindspring.com .