Hi fellow Excel Addict,
Welcome to the first day of Autumn (it is, here in the northern hemisphere). I hope you're having a great week too. So far, our September weather here in eastern Newfoundland has been fantastic. I'm starting to like this retirement thing...being able to go out an enjoy the nice weather whenever I want.
Yes, it's nice to be in control of my own time but with that comes a need for discipline to get work done that needs to be done. On beautiful warm days like today, that can sometimes be difficult. So here I am again, late at night putting the finishing touches on my newsletter.
If hope you'll find today's tip helpful.
Take care and enjoy the rest of your week,
Francis Hayes (The Excel Addict)
If you missed my last newsletter, you can click here to view it online.
You can access even more tips on my website by going to my members' page.
If you have a favourite quote, send it to me and I may post it in my newsletter.
Custom Footers For All
Here's one habit I developed way back in my early days of Excel that I have stuck with and it has been a life-saver many times.
Sometimes we learn a cool new tip that we know can help us but quickly go back to our old habits. The nice thing about this tip is that, once you set it up, you don't even have to remember to do it, it's automatic.
This tip is about always knowing where the workbook that produced a report is located, when it was printed and who created it.
Have you ever had different versions of a printed report in your hand and couldn't tell which one was the most recent? How you ever you wondered which workbook generated a particular report? And how many times have you asked, "Who prepared this report?".
To avoid problems like these, I recommend printing a footer on all of your worksheets that shows the file path, workbook name, date, time and the name of the report owner. That way, you'll have this information for all your printed reports.
To add this custom footer to your worksheet...
1) From the Page Layout tab, click on the small (dialog launcher) arrow on the bottom right corner of the Page Setup group (or you can click the Print Titles command) to open the Page Setup dialog;
2) Click the Header/Footer tab in the Page Setup dialog;
3) Click in the section of the footer where you want your footer to print (I always use the right section);
4) Click on the File Path button (this includes the path and the filename);
5) Press the ENTER key to move down to the next line;
6) Click the Date button then type a blank space, and click the Time button;
7) Press the ENTER key to move down to the next line;
8) Type the text you want to use to identify the report owner/preparer (e.g. Report Owner: Francis Hayes);
9) Now, select all of the text in that footer section and click the Format Text button to choose the font format you want to use. I prefer to use a small text size, maybe 7 or 8, and a medium gray color so that the footer is inconspicuous on the report but is still legible.
Now, you wouldn't want to have to manually add this footer every time you create a worksheet, so to automate this step, you will need to add this custom footer to your default workbook and worksheet templates.
Custom worksheet and workbook templates enable you to add customizations (default font, margins, print settings, etc...) that will be included with all new worksheets and workbooks.
If you haven't previously created custom worksheet and workbook templates, here's an earlier tip, "Create Custom Default Worksheet And Workbook Templates", I published earlier this year that shows you how.
Maybe you might even consider recommending this tip for your entire office staff so that it's easy for everyone to know where, when and who all reports come from.
P.S. Note that this new custom footer will be automatically added to all new worksheets, however, for your existing files you will need to do it manually.
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