MAKE MACROS AVAILABLE IN ALL EXCEL FILES  
I created a macro, but when I tried to use it later in another file, it disappeared. Then, when I went back to the file in which it was created, it was available again. What did I do wrong?

You did everything right—that is, you did everything right if all you wanted to do was use that macro in the file in which it was created. But if you want the macro to be available whenever you launch Excel, you need to place it in the Personal Macro Workbook .

I can anticipate your next question: “So how do I create this Personal Macro Workbook ?”

As with many Windows functions, there are many ways to reach the same goal. Here is the easiest way: Open a new Excel file and click on Tools and Record New Macro , which opens the Record Macro screen. Under Macro name , label it something innocuous (such as Test ) and in the box under Store macro in , click on the down arrow to show Personal Macro Workbook and then click on OK (see screenshot below).

Before you can move on, a dialog box asks you to confirm your decision (see screenshot). Click on Yes .

Then, in the Record Macro box click on OK , which signals that it’s ready to record your keystrokes. Since this macro’s only purpose is to create the personal macro workbook, click any cell and then click on Stop dialog (see screenshot).

Now whenever you create a macro in Excel, it automatically saves it in your new Personal Macro Workbook .

Bonus: In addition to being able to trigger a calculation process, macros can be recruited to store boilerplate or any repetitive data you may wish to conveniently insert into a spreadsheet cell. To do that, simply copy the data into a new macro, following the same steps as above, and a single click will pop it into a cell of your choosing.

For more on macros and the Personal Macro Workbook , see “ Automate Excel Functions” ( JofA , Jan. 05, page 46).

RUN WORDPERFECT AND LOTUS 1-2-3 ON XP 
Q: I know I’ve been a little slow to upgrade, but I’ve finally ­decided to move to Windows XP from Windows 98, which works well with Lotus 1-2-3 and WordPerfect. I’d liked to stay with those old-reliable applications. What are my chances of success once I move to XP?

A: Your chances are excellent. WordPerfect Office X3 runs well on XP, and you can download a 30-day trial version from www.corel.com. Similarly, you can find an XP-compatible version of Lotus 1-2-3 at www.lotus.com. And if you have other files that won’t open in XP, consider going to www.dataviz.com , where you can find Conversions Plus, which converts a wide rang of files.

WHAT’S IN A NAME? THE KEY TO FOLLOWING DIRECTIONS  When I read computer instructions, I sometimes get confused because I don’t know what the technical names refer to—for example, all the parts of the desktop screen, such as taskbar and system tray.

 That’s true, you can’t tell the players without a program. I wonder, for example, how many readers can even identify the monitor’s desktop, which is often referred to in instructions. Answer: It’s the screen that appears after a computer is fully started up but before any applications are launched, or, if they are launched, they are minimized. I use my desktop (see screenshot below) to store shortcuts to applications and frequently used files. That gives me quick and easy access to them. Also, notice on the right, I run a Google application that tracks current news and local weather and includes a box in which I can add brief text reminders to myself. You can find that handy application, and many others, at www.google.com/a/.

But back to your question. Both the taskbar and the system tray are traditionally at the bottom of the Windows screen—extending from Start all the way to the clock on the extreme right. It can, however, be moved (simply by dragging with your mouse) to other locations—such as either against the right, left or top edge of the screen.

The taskbar comprises just a portion of that real estate—extending from Start and including the icons you have chosen to include in QuickLaunch (if you use it) and any open applications and files. In the screenshot below of my QuickLaunch , I show all my frequently used applications (and a few shortcuts I want to be able to access no matter what’s on my screen) and one open file (it’s for this article) and my Outlook application.

The system tray (also called the notification area) includes the clock and icons that represent all the system applications, such as speaker controls and antivirus software (see screenshot below). Most of the icons are hidden behind the left-facing arrow.

If you click on that arrow, all those hidden icons suddenly slide into view (see screenshot below); but after a second or two, they return to hiding under the arrow. If you hover your cursor over any of the icons, its function will be described in a small text window. Windows also uses this space to display yellow balloons that pop up to alert you to the existence of program fixes or other information (see screenshot below).

SELECT A CUSTOMIZED WORKSHEET WITH A MOUSE CLICK 
I need to use 12 different Excel file setups—each loaded with ifferent formulas and formats. And each month I have to create a new blank file formatted to match one of those 12, which is a pain. My alternative method is to copy one of the old worksheets and then just remove the data. But either way, it takes time. Do you have a better way to do this?

 The easiest solution I can think of is very low-tech. I would just create a template of a single file that contains 12 worksheets—each custom-designed to match one of the 12 you need. You then can store that file so you can evoke any of the custom designs with just two sets of mouse clicks—one to launch the template and the other to open the custom worksheet. When you launch the template and select the worksheet, just save it as a file and you’re ready to start work on it.

However, to keep the process simple—to avoid having to search for the template—I’d suggest you make one small adjustment when you’re ready to save the 12-workbook template. After you click on Save as and give it a descriptive name and then cursor down to Template (*.xlt) , don’t let Excel save it to the default template folder. Instead, save it to some other convenient folder—such as the one where you typically save your working spreadsheets (see screenshot below).

Then go to your desktop and click on New , Shortcut . When the Create Shortcut screen appears, browse to that convenient folder where the template is situated, locate the template file, highlight it and click on OK.

Once it’s set up, right-click on it and change the name to something short and descriptive and then click on Properties , where you can select a descriptive icon.

Now the custom spreadsheets are right at your fingertips.

Bonus: You can create a family of customized Word files the same way. If, for example, you want to store a collection of frequently used letters or memos, place one on successive pages of the file. Now all the form letters are accessible on the desktop under one icon.

ADJUST THE AXIS SCALE ON AN EXCEL CHART 
Excel usually does a good job second-guessing me when it chooses the scale for an axis on a chart. But sometimes, to better focus some data, I need to adjust that scale, and that’s when I run into problems if I don’t select the correct scale right at the start.

 The easy way to make the adjustment to a completed chart is to right-click on the target axis, and that displays a screen with Format Axis (see screenshot).

Right-click on those words, and a full menu of size adjustments for the axis appears (see screenshot below).

Once you’ve finished adjusting the graph, consider copying the chart into Word, where you then can add finishing touches to it.

BETTER IDEAS
The 50-cent alternative: In the March issue (page 77), I mentioned a $129 pocket-size backup power source for laptops and cell phones. Reader Jordan Krolick, a CPA in ­Marietta, Ga., suggests a 50-cent alternative. Carry one of those 3-in-1 electric plugs. With such a plug, you can offer to share an outlet at an airport with at least two other users using just a one-plug wall outlet. The versatile plug is also handy for use in hotel rooms with few easily accessible outlets and when you want to recharge your laptop and cell phone at the same time.

EXCEL SHORTCUTS
Format numbers:
    General—Ctrl+Shift+~
    Currency—Ctrl+Shift+$
    Percentage—Ctrl+Shift+%
    Date (d, m, y)—Ctrl+Shift+#
Work in a range:
    Select current range—Ctrl+*
    Move to range border—Ctrl+arrow
    Move down—Enter
    Move up—Shift+Enter
    Move right—Tab
    Move left—Shift+Tab

Stanley Zarowin is a contributing editor to the JofA. His e-mail address is stanley.joatech@gmail.com.

©2007 AICPA