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Tech Tips & Tricks

Taking advantage of any short cut is key in today's busy workday. To speed up your day, take advantage of Hilburn Solutions useful pointers about Dynamics GP, QuickBooks, and Microsoft Office Products. Learn new tricks for tasks and let us know which tip is your favorite. We welcome any questions and suggestions you may have for new Tricks & Tips you would like to share. Check back often for new tips!

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Dynamics GP - The Home Page:
  • The Home Page can be accessed by clicking on the Home Page Icon on the tool bar (an image of a house) or by accessing it through the menu, View > Home in 9.0 or by using the Home button on the Navigation Pane in 10.0.
  • The Home Page allows a user to set up quick access links to windows, reports, and SmartLists used most often in the system. Add the windows, reports, and SmartLists accessed daily and avoid having to use the menu for those areas
  • Use the 'Customize this page...' link in the top right corner to enable & disable the different sections. Use the 'Change Details' feature to edit the contents of an individual section. This can be accessed by clicking the arrow in the top right of each section in 9.0 and the Pencil Icon which will appear when the mouse pointer is over the top right of each section in 10.0.
Dynamics GP - One-Click Toolbar:
  • If buttons are better- utilize the One-Click Toolbar to add a series or specific links that are accessed most often to allow one-click access to windows in Dynamics GP avoiding the need to route through the menu for windows that are used every day.
  • Add a series of buttons for a particular module or custom buttons by accessing them in the menu in 9.0 using View > Toolbars and in 10.0 by Right-Clicking on the blue toolbar at the top of the window.
  • To help users recognize these useful shortcuts more easily, use the 'change button image' selection once in the custom menu to apply a specific picture that will help identify the button for use.
QuickBooks - How to Backup your data:
  1. Choose File - > Save Copy or Backup
  2. Choose 'Backup Copy' and click 'Next'
  3. Choose 'Local Backup' and click 'Next'
  4. Choose 'Save it Now' and click 'Next'
  5. Choose the destination for the backup and click 'Save'
QuickBooks - Adding to your Customized Icon Bar:
  1. From the View Menu, choose Customize Icon Bar.
  2. In the list at the left select the menu option you would like to add.
  3. Type the Label you would like to show under the Icon.
  4. Type the Description you would like to show when you hover your mouse over that choice.
  5. Click 'Okay' and the list of Customized Icons will show in the window.
  6. To reorder the icons within the Customized Icon section, click the diamond next to the item you wish to move and dragit up or down to the desired location.
  7. Click 'Okay'
QuickBooks - Helpful Keyboard Shortcuts:
  • CTRL-Insert to insert a line in an invoice.
  • Tab - moves to the next field.
  • Shift-Tab - moves to the prior field.
  • Down Arrow - moves down without tabbing through all the fields.
  • In the 'Date' field click the letter 'T' and the current date will appear.
  • Press CTRL-M with a report displayed the on the screen to memorize it.
QuickBooks - Export to Excel:
  1. Bring up the report you want to export to the screen.
  2. Click the 'Export' button at the top of the report window.
  3. Choose 'a new Excel workbook'
  4. Click the 'Export' button at the bottom of the window.
QuickBooks - Paying Sales Tax:
  1. Choose Vendors >Sales Tax > Pay Sales Tax to open the Pay Sales Tax window.
  2. Select the bank account to use if you have more than one account.
  3. Be sure the 'Check Date' is correct.
  4. Be sure the date in the field 'Show sales tax due through' is correct.
  5. Be sure that the 'To be printed' box is checked.
  6. Adjust the Liability if necessary to accommodate the Sales Tax Discount.
  7. Click on the 'Pay All Tax' button.
  8. Click 'OK' .
  9. Go to File > Print Forms > Checks to print the check.
Microsoft Office - Sending an Excel workbook through e-mail:

If you like, you can send an Excel workbook through e-mail directly from Excel. You must, however, be using Microsoft Outlook or Exchange. To do this:

  1. From the File menu select 'Send To'.
  2. Click Mail Recipient.
  3. Now, address the blank e-mail form that appears and send it.
Microsoft Office - Spell checking all worksheets in a workbook:

You may have more than one worksheet in a workbook that you want to check for errors. There is an easy way to check all of your worksheets at once for errors. To do this:

  1. Right-click any one of the worksheet tabs.
  2. When the context menu appears, click Select All Sheets.
  3. Press F7.
  4. Now, a spell check will take place on each worksheet in your workbook.
Microsoft Office - Quickly selecting the range of active cells in a worksheet:

Active cells in Microsoft Excel are cells that contain contents. You can select the entire range of cells in a worksheet, or simply the range of active cells. To do this:

  1. Click the top-leftmost cell of the worksheet.
  2. Press Ctrl + End.
Microsoft Office - Totaling a Column in Excel:

You can easily total the sum of an entire column or multiple columns at once. To do this:

  1. Select the column(s) you wish to total (drag the mouse over the columns you want to select).
  2. Now, click the AutoSum button (the Σ symbol).
Microsoft Office - Spicing up column headings:

If your column headings seem boring, try rotating them to spice up the appearance a little. To do this:

  1. Select the cells with the labels you want to rotate.
  2. From the Format menu, click Cells.
  3. Click the Alignment tab.
  4. In the Orientation section, either type in or click a desired angle.
  5. Click OK.
Microsoft Office - Locating the Last Entry in a Row or Column:

If you are working in a large worksheet, you may find it difficult to locate the last entry in a row or column. However, there is a solution for this.

To locate the last entry in a row:

  1. Press Ctrl + Right arrow until you arrive in the last column.
  2. Press Ctrl + Left arrow.
  3. To locate the last entry in a column:
  4. Press Ctrl + Down arrow until you arrive in row 65536.
  5. Press Ctrl + Up arrow.
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