gHacks technology news » excel

How To Join The Microsoft Office Web Apps Technical Preview Right Now

Martin — Sat, 19 Sep 2009 08:29:42 +0000

Office Web Apps could be Microsoft’s answer to Google Docs. Their intention is to offer the most popular Office applications like Word, Excel and PowerPoint, for free online as web applications giving users the chance to work with new and old documents on the Internet without the need for an Office installation on the computer system they are currently working with.

A limited technical preview of Office Web Apps was announced yesterday. Interested users could apply to become part of the technical preview but there was no instant way to get access to Office Web Apps at that time.

Instead of having to wait days, week or even months before they get accepted users can do the following to get instant access to Microsoft’s Office Web Apps preview.

It starts by logging into Windows Live Skydrive. Users who do not use English as their main language might need to change the language to English first before they can continue with the process.

Upload at least one Office document. The following screen should appear after uploading that document:

A sentence with a link to join the preview program should be visible above the uploaded document. A click on that link will open a license agreement page. Accepting the license will automatically enable the Office Web Apps Technical Preview for that account.

A new menu entry will be displayed in the header afterwards called new. A click on that opens a submenu with options to create a new Microsoft PowerPoint presentation, Microsoft Word document, Microsoft Excel workbook or Microsoft OneNote notebook.

Only Excel workbooks and PowerPoint presentations are available at this moment in time. It is also possible to edit Excel and PowerPoint files that have been uploaded. Files that can be edited will have an Edit option in the top menu indicating that. via Liveside

Tags: excel, live skydrive, microsoft-office, office, office web apps, onenote, powerpoint, technical preview, word

Office Web Apps (to be) Included Free In Windows Live

Martin — Fri, 18 Sep 2009 08:24:49 +0000

Office Web Apps is basically a version of Microsoft Office on the Internet. While it is likely that the initial release will not provide access to the complete functionality of the various Office products like Microsoft Word, Excel or PowerPoint it will offer the most commonly used functionality. Best of all, completely free for all Windows Live users. Microsoft began sending out invitations to the beta of Office Web Apps to Windows Live Skydrive users and after the beta tests have finished will become available to all 500 million Windows Live user.

Probably the two most interesting aspects of the announcement of Office Web Apps is that it will be completely free and compatible with browsers other than Microsoft Internet Explorer. Microsoft has not been very specific about the requirements but Brian Hall mentioned Firefox and Safari in the announcement. It is likely that additional web browsers will be supported as well. There have also been no information regarding access from other operating systems like Linux or Mac at this point.

Office Web Apps can be interesting for many users who sometimes work on computer systems where Microsoft Office is not installed. It would allow them to work with their Word, Excel and PowerPoint documents online. This would get rid of formatting problems and other difficulties when editing these documents in Office alternatives.

Interested users can apply to become a part of the Office Web Apps beta test.

Tags: excel, microsoft-office, office, office online, office web apps, powerpoint, windows live, word

Compare Excel Sheets

Martin — Tue, 15 Sep 2009 14:27:18 +0000

What do most Excel users do when they want to compare two sheets of the same document? They usually either navigate back and forth in one Excel window or open a second one and align both Excel windows next to each other to speed up the sheet comparison. Both methods are prone for errors and a software driven way of comparing Excel sheets is usually the way to go to ensure an error free comparison.

Most software programs that compare Excel sheets are commercial or shareware. Compare Sheets on the other hand is a free portable solution for comparing Microsoft Excel sheets. The only real limitation of the program is that it only supports standard xls documents and not the newer xlsx document format. A solution would be to convert the Excel document into xls format if it happens to be in a different format.

The software program is pretty easy to use. Users can load one Excel document into it. The software will automatically display the first two sheets of the document in the two key areas. It is now possible to manually selected different sheets from the document and pick a column for comparison. The program will automatically update the display with the contents of the selected sheets. These columns are called reference fields in the software and can be selected for both sheets individually.

Three comparison criteria can be selected: Lines that match, lines that do not match and absolute difference. The comparison can either be added as a sheet in the existing Excel document or in a new document that will be created by the software program.

Compare Sheets is available at the developer’s website. Just scroll down to the bottom of the screen for download links. The program is compatible with most Windows operating systems including Windows XP, Windows Vista and Windows 7.

Tags: compare excel, compare excel sheets, compare sheets, excel, portable software, windows software

Microsoft Excel Add-In To Trim Spaces

Martin — Mon, 14 Sep 2009 09:17:53 +0000

Spaces are usually not a problem in Microsoft Excel. They usually occur when importing data from another source and are either located at the beginning or end of the data. These spaces can become a huge problem for users who have to process the data further as spaces can pollute the results.

The Trim Spaces add-in for Microsoft Excel has been designed to clean spaces from data that is located in an Microsoft Excel file. To be more precise: The Excel add-in will remove trailing or leading spaces in the data and leave the other spaces in their places.

All it takes to remove spaces from Excel cells is to select the cells that should be processed by the add-in and to click on the run button afterwards. This will automatically process all select cells and remove leading and trailing spaces from these cells. A report is generated in the end that is listing the number of processed cells and the cells that have been trimmed.

The Trim Spaces add-in for Microsoft Excel is compatible with the last four major released of Microsoft Excel (that is Excel 2007, Excel 2003, Excel XP (2002) and Excel 2000).

Tags: excel, excel add-in, excel trim spaces, microsoft excel, trim spaces

Microsoft Office Live Workspace Add-in

Martin — Fri, 26 Jun 2009 16:59:48 +0000

Microsoft Office add-ins add a wide variety of features to Microsoft’s Office. Most are designed to add functionality to specific programs like Microsoft Word, Excel or Outlook. The Office Live Workspace add-in is an official add-in that is being developed by Microsoft. It provides Microsoft Office users with the ability to upload their documents to the Microsoft Office Live Workspace on the Internet.

This does mean that an account at Microsoft Office Live Workspace is required before the add-in can be used. The service is free on the other hand and it takes only a few seconds to signup for it. Windows Live account users can use their account to signup for Microsoft Office Live Workspace. The service is currently in beta and provides access to 5 Gigabytes of storage space for Microsoft Word, Excel and PowerPoint documents that can also be edited on the website.

Office 2007 users find the option to upload their documents to the Microsoft Office Live Workspace and to open documents from the online storage space under the Microsoft Office button in Word, Excel and PowerPoint.

Office 2003 and XP users get a new Office Live toolbar that provides access to three buttons that offer the functionality to open documents that are stored at Microsoft Office Live Workspace, save documents so that they are stored online and to open the Office Live Workspace website.

The Office Live Add-in itself is compatible with Microsoft Office 2007, Office 2003 and Office XP.

Tags: excel, microsoft excel, microsoft powerpoint, microsoft word, microsoft-office, office 2003, office 2007, office live, office live workspace, office workspace, office xp, powerpoint, word

Apply To Become A Microsoft Office 2010 Tester (US Only)

Martin — Thu, 25 Jun 2009 06:23:31 +0000

Microsoft Office 2010 will be the next installment of Microsoft’s popular Office suite. We already mentioned Outlook 2010 or more specifically the user protest that Microsoft’s decision to use the Word rendering engine for HTML emails sparked yesterday. Microsoft is looking for participants for the Microsoft’s Office 2010 Real Life Stories program.

Eligible are families, students and small businesses that own 5 PCs or less from the United States. Each selected participant will receive a preview copy of Microsoft Office 2010, access to web versions of Microsoft Word, Excel and PowerPoint plus dedicated support by a program manager and various other sources.

Participants specifically get:

Microsoft Office 2010 pre-installed on a “loaner” laptop PC – before it ships!
24-hour unlimited e-mail support Monday – Friday, with phone support for escalations
Monthly webcast training and Q&A sessions
Community site access, so you can connect with other participants and easily use resources like feature videos and announcements
FREE copy of Microsoft Office 2010 (when available)

This does come at a price. The loaner laptop and Microsoft Office 2010 have to be used on a daily basis and Microsoft expects participants to take part in surveys, trainings and calls with the chance to be invited to share the story on an even broader level by being featured in case studies and videos.

The Microsoft Office 2010 Real Life Stories program is available to US citizens only at this point in time. They can submit an application at the official website until June 30.

Tags: excel, microsoft, microsoft office 2010, office 2010, outlook 2010, powerpoint, real life stories, word

How To Open Microsoft Excel Spreadsheets Without Excel

Martin — Sun, 21 Jun 2009 09:22:20 +0000

There are quite a few ways of opening Microsoft Excel spreadsheets if Microsoft Excel is not installed on the computer system. The article will outline several popular ways of opening Excel spreadsheets so that the contents can be at least read and printed. Several of the methods even allow to work with the contents of the spreadsheets as well.

All ways of opening Microsoft Excel spreadsheets can be divided into an online and offline category. The online category usually requires an account at some website before the spreadsheets can be worked with.

Computer Software Programs:

Excel Viewer [link]

Microsoft’s own Excel Viewer can be used to view Excel 2007 (xlsx) and earlier Excel spreadsheets. It has a download size of 74 Megabytes and uses the same core that Microsoft Excel uses which ensures a good compatibility with all Microsoft Excel spreadsheets.

Open Office [link]

Open Office is considered to be the Microsoft Office alternative. It is a free Open Source office suite that can be used to open Microsoft Office document formats. The module needed to open Excel spreadsheets is called Calc and supports the new Excel 2007 xlsx format but also older Microsoft Excel documents.

Microsoft Office Compatibility Pack [link]

Users who have a previous version of Microsoft Office or Microsoft Excel installed (that is pre-Excel 2007) can use the Microsoft Office compatibility pack to add support for the Excel xlsx format so that these spreadsheets can also be worked with in previous versions of Excel.

XLS Viewer 2.30 [link]

The XLS Viewer has a tiny size of just 1 Megabyte. It can open, display and print xls, xlsx and ods documents that have been created with Microsoft Office or Open Office. The computer program seems to have slight problems displaying complex spreadsheets correctly.

Online Tools

Google Docs [link]

Google Docs has only recently added support for the Excel 2007 xlsx format. The online service was able to work with standard xls documents before but the new feature makes it possible to open and work with all Excel documents in Google Docs.

Thinkfree [link]

Can be used to quickly view spreadsheets online.Supports both old and new Excel spreadsheets and various other formats.

Zoho Sheets [link]

Zoho Sheets is an online product that enables users to view and edit spreadsheets online.

Do you know of other online or offline tools that can be used to view spreadsheets? Let us know in the comments.

Tags: excel, excel viewer, google docs, microsoft excel, open-office, spreadsheets, thinkfree, xls, xlsx, zoho

Google Docs Adds Docx And Xlsx Support

Martin — Tue, 02 Jun 2009 08:34:55 +0000

Microsoft’s decision to change the default file format in Office 2007 for some of its most popular Office programs has caused some confusion and controversy, especially shortly after introduction. Back then no one was able to open the docx, xlsx or pptx file formats if they would not have Microsoft Office installed. This changed quickly as Microsoft released the Office 2007 compatibility suite for previous installments of Microsoft Office. Users without Microsoft Office were able to work with the new formats in Open Office or use online converters to convert them to traditional Office documents.

The Google Docs team on the other hand was reserved and did not add support for these file formats until now. Today, they announced that they finally added support for both the docx (that is for Microsoft Word 2007 documents) and xlsx (Microsoft Excel 2007 spreadsheets) format in Google Docs.

Support in this case means that users can upload files with the docx and xlsx extension to Google Docs. The size limitations are 500 Kilobytes for docx documents and 1 Megabyte for xlsx spreadsheets.

The document can then be edited in Google Docs just like any other document. There is however no option to save documents to a local computer system in the docx or xlsx format yet. Google Docs will automatically convert the documents to doc or xls format.

Tags: docx, excel, google docx, microsoft-office, office excel, office word, pptx, word, xlsx

Convert PDF To Word And Excel

Martin — Thu, 21 May 2009 08:28:22 +0000

Many users who want to extract non-textual data from a pdf document help themselves by creating a screenshot of that data to embed it into their documents. While most pdf readers are nowadays capable of copying text from pdf documents they usually do lack the ability to copy more complex data like tables or drawings from these documents.

Enter PDF to Excel and PDF to Word, two online services created by the same developer that convert pdf documents in microsoft word or microsoft excel documents. Both products are available online and simple to use. Three steps are required to convert the pdf document. The user needs to select a pdf document from the local computer system, pick a output format and enter an email address where the converted pdf document should be send to.

The test results have been impressive. Take a look at the screenshot of the first page of a pdf document and its Word conversion.

The conversion comes close to the original. Some parts might need some fine tuning but the overall look and feel of the pdf document has been carried over and probably more important than that the data in the tables looks exactly like that in the pdf document.

PDF to Excel (link) and PDF to Word (link) are two helpful online services for users who have to convert pdf documents into Word or Excel format.

Tags: adobe pdf, convert pdf, excel, excel document, pdf, word, word document

Microsoft Office Add-ins Manager

Martin — Sun, 10 May 2009 12:36:04 +0000

Add-ins are a great way of increasing the functionality of Microsoft Office. Some add-ins are compatible with all Microsoft Office programs while others only work in specific applications such as the email client Microsoft Outlook or the presentation software Microsoft PowerPoint. Microsoft Office does not however provide an easily accessible interface to manage all add-ins that are currently installed which is why Topalt’s EnableDisable, a startup manager for Microsoft Office add-ins, might come in handy. Not all add-ins are needed all the time and some even slow down the startup or performance of Microsoft Office programs.

The Office add-in startup manager provides the means to disable Microsoft Office add-ins comfortably. The program will display all add-ins, enabled or disabled, that are currently installed in Microsoft Office. It sorts the add-ins in tabs that refer to the Microsoft Office program that they are installed in. Displayed are tabs for Microsoft Access, Excel, Outlook, PowerPoint and Word.

The listings contain checkboxes, the startup type of the individual add-in, its name and description. The Office add-in will be loaded if the checkbox is checked. All it takes to disable an add-in is to uncheck it in the program.

EnableDisable might also come in handy to permanently disable add-ins in Microsoft Office in case they are not needed at all. All in all a very straightforward comfortable tool to manage Microsoft Office add-ins.

Tags: access, enabledisable, excel, microsoft-office, office, office add-ins, outlook, powerpoint, word

Google Docs Adds Office Excel 2007 XLSX Support

Martin — Fri, 20 Mar 2009 16:04:15 +0000

While Google Mail (Gmail) is already able to process Office 2007 file formats such as xlsx, docx or pptx by converting them to html format so that they can be viewed online Google Docs could not until now. This is kinda strange as one would think that Google Docs would be the primary application to display the Office XML formats. Google’s priority seemed to have been different. The developers have finally started to begin adding support for the new Office 2007 file formats beginning with the Excel 2007 format xlsx.

Not all pages have been updated in Google Docs with the information about the added Excel 2007 xlsx support. The upload page for example is not listing the new format as supported. The two other Microsoft Office 2007 file formats, that is Word 2007 with docx and PowerPoint 2007 with pptx, are not yet supported but it is very likely that the Google Docs team will add support for those file formats eventually.

The data transfer of the xlsx files produces good but not excellent results. The color highlighting of a test Excel 2007 file was for example not displayed on the Google Docs page of the document. The main information on the other hand were all displayed the way they looked in the real Office Excel document.

Tags: docx, excel, excel 2007, google docs, microsoft excel, microsoft powerpoint, microsoft word, microsoft-office, office 2007, office xml, pptx, xlsx

Learn Microsoft Excel: Smart Paste

Martin — Mon, 13 Oct 2008 08:23:06 +0000

Ashish Mohta posted an interesting Microsoft Excel tip at his website that explained how to smart paste contents from Notepad into Microsoft Excel. The procedure is actually working with any kind of text editor not just Notepad.

When you normally copy paste contents into Microsoft Excel they will all be stored in the same cell in the Excel application. That is usually not the desired way of presenting the information. It is possible to copy and paste the contents into other cells or prepare the text in the text editor in a way that the contents are automatically copied into separate cells.

Pasting text into different Excel cells can be done by making use of the TAB key in the text editor. Pressing Tab represents a new cell in Excel when pasting the contents into Microsoft Excel. To create a four column layout in Excel one would simply write down the name of the first column, press tab, write down the name of the second column, press tab and so on.

The same holds true for additional rows. Just make sure to press tab only once even if the contents do not match in the text editor they will in Microsoft Excel. So even if the columns in the text editor will not look even they will be perfectly fine in Microsoft Excel.

Tags: excel, excel tutorial, Learn Microsoft Excel, microsoft, microsoft excel, notepad, text editor

Microsoft Excel Autobackup

Martin — Wed, 03 Sep 2008 06:42:43 +0000

Excel Autobackup is an Microsoft Excel add-in which adds automatic backup capabilities to Excel. The default autosave in Excel is overwriting previous versions of the spreadsheet without asking the user if that is what he wants.

The Excel add-in provides automatic backups of Excel spreadsheets. The interval of each automatic backup, the destination folder, the days the backups will be kept and the maximum number of backups can be defined when the add-in is loaded and activated in Microsoft Excel.

The Excel Autobackup add-in has to be activated before it can be used. To do that a user would have to click on the Office ribbon and select Excel Options at the bottom of the menu. There he would click on the Add-ins menu entry on the left side and the button Go at the bottom the the add-ins menu once it is displayed.

This opens a list of available add-ins and a browse button among others on the right side. The user would then click on Browse and select the autobackup.xla file on the computer’s hard drive. This loads and activates the plugin. After clicking OK in the menu the previously described settings can be changed and the add-in will start to automatically backup Excel spreadsheets right away.

The backup will be named after the original filename with an additional number to differentiate the backups.

Tags: backup spreadsheets, excel, excel add-in, excel autobackup, microsoft-office, office 2007, spreadsheets

Default To Doc in Word 2007

Martin — Tue, 05 Aug 2008 21:22:51 +0000

It seems that Lifehacker is having Ghacks week which I personally do not mind but the amount of articles that they referred to is stunning. I found reference to another blog that had a tutorial on how to change the default save format in Word 2007 from Docx to Doc.

I had some problems in the past when I saved documents in Word 2007 in docx format only to get cries for help of users who could not open the document because they were using a previous version of Word. I had the option to explain to them how they could open it (convert online or download the compatibility pack) or convert it to doc and send it to them again.

This happened several times and I finally decided to look for an option to change the default save format in Word. The article at Technix Update reminded me of that and I thought it would be nice to post the quick tutorial as well.

All that needs to be done is to open Word 2007. Once open a click on the Office icon on top and a selection of Word Options loads the menu where the default format can be changed. Just select Save in the left pane and pick Word 97-2003 Documents instead of the default Word Document.

A document that is simply saved will from now on have the file extension doc and not docx. I have not checked but I assume similar options are available for Excel and Powerpoint.

Tags: doc, docx, excel, microsoft-office, office tip, powerpoint, word

Remove Hidden Data tool for Office 2003 and Office XP

Martin — Mon, 30 Jun 2008 16:20:48 +0000

Much like images that have been created with digital cameras Word documents contain hidden meta data that contain information about the author of the document. It can also contain additional information like comments and remarks, previous authors or revisions. While that is normally not a problem for the author because most recipients do not care or know that those information are available it can become a problem in some cases.

The most notable is that it is a privacy issue for the author of the document. I would not feel comfortable if I had to publish a document on the Internet that would contain information about me. The information could also be used by someone else to find out if you are the real author of the document.

Microsoft’s Remove Hidden Data tool for Office 2003 and Office XP is an add-in that provides the user with an option to remove that meta data from the documents. The application that created the document has to be installed to make this work though. I’m not sure if it is backwards compatible but it seems to be logical that it should be.

The application can be controlled from within the applications of Microsoft Office or from the command line. The following information can be removed with the Office tool:

Comments.
Previous authors and editors.
User name.
Personal summary information.
Revision marks. The tool accepts all revisions specified in the document. As a result, the contents of the document will correspond to the Final Showing Markup view on the Reviewing toolbar.
Deleted text. This data is removed automatically.
Versions.
VB Macros. Descriptions and comments are removed from the modules.
The ID number used to identify your document for the purpose of merging changes back into the original document.
Routing slips.
E-mail headers.
Scenario comments.
Unique identifiers (Office 97 documents only).

Restrictions prevent it from removing those information from the following types of documents:

Documents using rights-management permissions
Protected documents
Digitally signed documents
Shared workbooks

It does work pretty well. Users of Office 2007 on the other hand do not need to install this tool because the feature to remove the hidden data was build into that application. More on that later.

Tags: excel, hidden data, microsoft-office, office, office 2003, office xp, powerpoint, word

Go-OO Open Office Fork

Martin — Sun, 15 Jun 2008 22:30:59 +0000

Go-OO (found at Neowin), which probably stands for Go Open Office, is a fork of the original Open Office software that adds a multitude of features and optimizations to Open Office. The developers created a page on their website that details the improvements that Go-OO offers over the original Open Office client.

It starts with additional build in file support for Microsoft Office 2007 file types like docx, pptx and xlsx which can be imported without difficulties. Other import additions include SVG and Microsoft Works support as well as a filter to import WordPerfect Graphics. Then we have improved Excel interoperability, VBA macro support, improved EMF rendering, text Grid rendering and rich fields support which might be interesting to some users.

Linux users will probably like the build in 3D transitions in presentations, the Unix systray quick-starter and GStreamer integration.

Best of all it still feels and looks like Open Office which means that transition from Open Office to Go-OO should be fluid. The only aspect that I find a bit troublesome is that the application cannot be installed if a newer version of Open Office was found on the computer. I had Open Office 3 installed and I was only able to install Go-OO after uninstalling that client.

Tags: excel, office, open-office, powerpoint, word

Office 2003 Service Pack 3

Martin — Wed, 19 Sep 2007 05:50:34 +0000

Microsoft released the Office 2003 Service Pack 3 just a few hours ago which contains the latest updates for Office 2003. The pack with a size of 117 Megabytes contains 22 security patches and updates as well as the previous two service packs for Office 2003. The main emphasize of this service pack seems to be security related because 14 of the 22 updates are security related.

Besides the security update Office 2003 Service Pack 3 contains also stability improvements which have been implemented after receiving enough user feedback on several issues. There is no Windows Genuine Advantage check before you can download the new service pack and I assume there will also be none when installing it.

All important applications like Word 2003, Excel 2003 and Outlook 2003 receive at least one security update. Cautious users can also download and install updates separately if they feel that they do not want to download the 117 Megabytes.

Read More:

Office 2003 Service Pack 3

Tags: excel, microsoft, office 2003, office 2003 service pack 3, outlook, word

Open Office 2.2 released

Martin — Thu, 29 Mar 2007 21:21:25 +0000

The open source alternative for Microsoft Office Open Office has been released today. In version 2.2, users will immediately notice the improvement in the quality of text display in all parts of OpenOffice.org. The reason for this is that the previously optional support for kerning, a technique to improve the appearance of text written in proportional fonts, has now been enabled by default. OpenOffice.org’s unique pdf export function has also been enhanced with the addition of the optional creation of bookmarks feature, and support for user-definable export of form fields.

Turning to some of the enhancements made to the individual components of OpenOffice.org, the Calc spreadsheet has received additional enhancements to its support for Microsoft file formats, including improved support for Pivot Tables and some specialised trigonometric functions. Base, the database component, has improved SQL editing functionality as well as a new “Queries within Queries” feature. Compatibility options for some database drivers, such as Oracle ODBC, have been improved. Impress, the presentations component, offers improvements in the handling of hidden slides which has been made more intuitive.

Tags: excel, free-office, microsoft-office, Open Source, open-office, word

Convert to pdf online

Martin — Tue, 14 Feb 2006 09:23:32 +0000

The ExpressPdf website lets you convert word and excel documents as well as websites to pdf online. It´s easy and straightforward. All you need to do is select a document or a website url to convert, provide your email address and the new pdf will be sent to the email address.

You can choose between four different quality settings: Default, Screen Optimized, eBook Optimized and Print Optimized. Enough said, great service, try it out.

Tags: acrobat, acrobat reader, adobe, converter, excel, pdf, word

gHacks technology news » excel

How To Join The Microsoft Office Web Apps Technical Preview Right Now

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