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Saying I Don t Know
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Here s a simple phrase that, believe it or not, can earn you a lot of respect in the desktop support world: I don t know, but I ll find out. As a DST, you may often feel as though you are expected to know everything that relates to computers even concepts such as advanced financial calculations in Excel. Obviously, it is an unreasonable expectation, but that does not make the pressure any less real. When you come upon something you do not know, regardless of whether you feel it is something you should know, do not be afraid to admit it. And do not be afraid to do some work finding out the answer. You have a wealth of information at your disposal in the form of books, the Internet, newsgroups, Microsoft TechNet and Microsoft Knowledge Base, and other users. A good DST is one who can isolate a problem and figure out the answer even if you do not know the answer off the top of your head.
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Troubleshooting Calculations
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When a calculation has a logical error or an error with its syntax, the end user is alerted to it with the error message #VALUE! in the cell box instead of a numeric value. If it is
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Lesson 2
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Supporting Excel 2003
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your job to troubleshoot this error, you have to understand what calculation the user is trying to make, look up the correct formula in the Help files or create your own, or rewrite the formula that the user has already written. Excel offers some help as well, and sometimes that help is sufficient. Figure 7-9 shows an example of an error message. Notice that there is a box next to the error, and clicking the arrow in this box opens the drop-down menu shown. It is an error in value, and there are options to get help for the error, show calculation steps, edit the formula in the Formula bar, and more. Generally, selecting Help On This Error is the best choice for beginners.
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Figure 7-9
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Automatic help with errors is available from the drop-down menu.
You will have to practice creating formulas and performing calculations to get a feel for how Excel works and to troubleshoot problems for end users. If your end users use Excel to perform their daily tasks, you might consider taking a short course in the sub ject or working through the Microsoft Office Online Excel tutorials.
Working with Macros
Another component of Excel (and other Office applications) that many users employ is the macro. A macro is a short program that a user can create to automate tasks. When a user creates a macro, keystrokes and mouse movements are recorded, and the user can play those movements back at any time with only a few quick clicks of the mouse. For instance, if calculating the company s payroll each month requires the user to repeat the same steps perhaps selecting a range of cells, selecting various menus and menu options, and creating the same print configurations the user can automate those steps by recording a macro for them. The next time the user needs to perform that task, he or she simply runs the macro.
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7
Troubleshooting Office Applications
Your role as a DST might require you to create and troubleshoot macros. In the next three sections, you learn to do both.
Creating Macros
To create a simple macro for an end user in Excel 2003 (the procedure is similar in other applications), follow these steps: 1. From the Tools menu, choose Macro and then Record New Macro. 2. In the Macro Name text box, enter a name for the macro. The name of the macro must start with a letter and must not contain any spaces. It cannot be a name used as a cell reference. 3. To create a shortcut key for running a macro, type a letter in the Shortcut Key box. 4. In the Store Macro In drop-down list, select the location in which to store the macro. If you want the macro to be available each time you use Excel, select Per sonal Macro Workbook. If you want the macro to be available only to this workbook, select This Workbook. If you want the macro to be available for a new workbook, select New Workbook. See Figure 7-10.
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