Debbie Mayo Smith, International Motivational Speaker
Motivational Speakers, Sales, Marketing, Time Management, Productivity, Technology, Tips

Archive for the ‘Excel Tips’ Category

Software Tips To Avoid Costly Blunders

Friday, April 9th, 2010

 

Duplicate letters or emails, misspellings, incorrect email addresses can make you look silly, plus they’re wasteful. Before you start your next mass communication, here are a few utterly superb tricks that you can use to eliminate waste and a red face.

First, copy the list you’re going to use into Excel if not there already. Why? Because is not just for numbers. You can work database magic, Enmasse!

 Problem: First and last names in one column, you can’t personalise.
Solution: Under the data menu, Text to columns will split it apart. Tell Excel what to look for – comma, space.

Problem: Double or triple last names
Solution: Need to use those Van de Geens split into three columns by text to columns? Concatenate will put many columns into one. 

Problem: Duplicates
Solution: The exact function will show you where. Simply sort by one column – example email addresses. Use exact to compare. It will return a true for the duplicates. Office 2007 has a new remove duplicates function.

Problem: Mixed upper and lower case
Solution: The function Proper will turn everything to proper tense, meaning first letter of each word capitalized, the remaining lower case.

Problem: Extra spaces between names so your text to columns doesn’t work
Solution: The function Trim gets rid of all spaces in excess of one between items.

With the exception of Text to columns, the functions listed are found under Insert function or the fx icon. After using a function, you have one last step. You see Excel still sees the results as functions (you’ll see the end result). To work with the new data simply highlight the column, copy and paste special. Under paste special select value. This removes the function and replaces it with the new proper format of your text, the last names combined from concatenate.

Five strategies for better profit from your database

Thursday, January 14th, 2010

1. Never let a viable prospect go You spent time and money through networking, good customer service, advertising and website development to get prospective customers to your figurative door. Don’t waste your money or time spent. Establish a communication stream to keep in contact until they are ready to do business or refer. 2. Excel is Magic It doesn’t matter what database software you use to store your information because it’s simple to bring it into Excel to then manipulate, clean, de-duplicate and add to it in seconds flat. 3. Plan for the future today If targeting improves success – do you have enough information to do so? Have you ever stopped to contemplate what new products, services, customer service initiatives you’d like to do over the next few years? A new branch or store? What about additional staff? Will you ever need to know or monitor their productivity or their contribution to business? If so how will you measure it? What fields would you need? Phone numbers.  Are you consistently collecting mobile phone numbers so you can do sms messaging in the future? 4. Categories not columns The last thing you want to do is work with an endless line up of columns. Don’t set up separate columns for clients, prospects, old clients, suppliers. Instead have one column called client type and have different Categories (or variables) you enter into the one column, being client, old client, prospect, supplier. 5. Treat your business referrers well Do you have a distinct communication, thank you and reward plan for those business colleagues that refer business your way? Why not? A suggestion to help them could be a tip newsletter about how to improve their business success. Why not create a recurring reminder to prompt you every few months to telephone for a chat. The more thought you put into developing and using your database, the more you’ll be rewarded.

Sunday, April 26th, 2009

 Business Quick Tips April 2009 Vol 5 No# 42

1. Are you a leader or follower?

 

 

2. What people really want

3.

Computer tips: removing duplicates in Excel; control is the key

4. Can you name the new book?

5. Travel Schedule

Debbiespeaks Website | Business
Books
|
http://www.successis.co.nz/newsletter/sign-up.htm QuickTips Sign-up

 


 1. Are you a leader or follower?

Tap here for the video brochure www.successis.co.nz

You know the Internet has made marketing more visual. Consider this. The Britians Got Talent singer Susan Boyle got over 100 million views of her Idol song, 20 million viewed Obama’s inaugural speech, most TV commercials are put on YouTube and much more – does a paper brochure still stand the test of time?

I made the move this week, putting a video brochure on the website, on my blog, on Linked In as well as on YouTube which hosts the video (and foots the bill for the bandwidth required from viewing it). However, doing a straight video is not enough. If you look at any other speakers video, it’s the same old boring little person on the stage, a male voice over, thunderous applause – all about them. I did something very different. If you’re curious, have a look because it leads into the next article on using humour to be more successful.
 

Get to the video via the image at right (no graphic showing?) or see the unique way it displays on the www.debbiespeaks.co.nz website.

By the way, if you like it (or don’t) let me know please Video feedback

 


2. What people really want

I guarantee that if you add a bit of humour into a presentation. a report, memo or conversation, it will make you more memorable and persuasive. In this modern age of information overload, instant gratification and Twitter, humour works wonders.

Humor to fit your persona.

If you are not naturally funny, you’ll crumble at the thought of adding it. I’ve read umpteen books on the how-to but as my daughter Samantha said in an exasperated breath (as I stopped to look through yet one more book) “What’s the point mom”?
You can know the various ways that books tell you how you can be more funny or write funny lines, but if it’s not naturally in your personality, the how-to won’t put ideas in your head. Here are a few tips on how even the most serious can get that smile. Easy Humor Adds

Funny graphics. Laughing at yourself works, poking fun at your oddities or shortcomings. Highlight the things your kids tease you about. Another area to exploit is problems in common with your listening or audience. Throw in something (unexpected) about the partner, pets, teens….

I used to show a picture of our six children, then launch in straight to the business point of not treating customers the same. Now I ask first “why did I show you this picture” After a pregnant pause I answer my question with “To make you feel real sorry for me.” Instant laughter. Then I launch into the business point. This builds empathy, but does not detract from the business message about to come.

When giving examples, work in threes. Have the third one unexpected and funny. For example “Have you ever heard something life changing? Will you marry me, the job is yours. Shoes, 50% off”. This last line is good when there are a lot of females in the audience.

Google Images are great for humor

Unexpected funny graphics are an easy way to add a laugh. Go directly to Google images  www.google.com/images. You can hone your search by content and image size. When you find the image you want, don’t select it from the thumbnails you see. Click to go to the original source where you’ll get the proper image itself (vs. the Google small thumbnail).

Adding the word cartoon to your search in images will give you exactly that – only the cartoons.

Tip: Larger sized images are better for print and presentations.

 


 3. Two great computer tips

Removing duplicates in Excel

One of the great pains of a dbase in Excel is getting rid of doubles. It can take hours and hours – or if you watch this video it’s one click (Excel 2007; or just a few more in Excel 2003 and prior) http://www.youtube.com/watch?v=ET9Y8sJRH0I

Control is the key

Did you know that simply by holding down the control key you can click and select from different parts of a document, file, worksheet and make changes to them all at once? Have a look.

 

By the way, This link will take you to 26 Hewlett Packard Videos (as well as Chinese and Korean versions).
http://h30458.www3.hp.com/au/en/smb/786357.html

 

 


 4. Can you help name a new book?I’m 7/10ths thought completing the manuscript for a new d atabase m arketing book. The first half is strategy. The second is screen shot computer tips on how to automate the cleaning, fixing, adding and merging of your customer information for use.

Help me come up with a great title – Please!!!! I’m hopeless.

Superb Tips and Tricks For Managing Your Customer Information.

The person that comes up with a great title will get five copies of the book upon printing by Penguin.

name Debbie’s book


 5.Debbie’s travels Would you like to meet? Do you require staff training or have a networking event? Look below for when I’m in your area.

Simply contact me now by email or fill in the speaking quote form The topic and presentation page has been updated for 2009 if you ‘re interested. Topic page on the website

Date City
6-7 August Perth Australia
30-31 July Sydney Australia
23-24 July Melbourne Australia
16-17 July Brisbane Australia
9-10 July Adelaide Australia
29-30 May Alice Springs Australia
20-21 May Auckland New Zealand
19 May Queenstown New Zealand
11 May Rotorua New Zealand

Read
the last Issue of Business Quick Tips

New?
Subscribe Now

No more? Here’s the politically correct yada yada yada “Debbie, no more communications please, unsubscribe here

Published by href=”http://www.successis.co.nz” target=”_blank”>SuccessIS. Debbie
Mayo-Smith International Motivational Business Speaker and Author,
35 Chelmsford Ave, Glendowie, Auckland NZ. Phone 64 9 575 5359.
Copyright 2009 SuccesslS. All rights reserved.
SuccessIS
is committed to protecting your privacy.

We do not sell, trade, rent or otherwise disclose any personal information
you provide to us.

 

 

 

Video: Automatically Enter Time Or Dates Into Excel Spreadsheet Cells

Tuesday, February 17th, 2009

Video: Splitting First Last Names Apart Automatically

Wednesday, February 11th, 2009

It was 10 PM, a Thursday evening, seven years ago. All the kids were in bed. My husband walked into the living room, looked over my shoulder and exclaimed “Debbie, what the heck are you doing”? “Oh honey, I want to do a personalised email merge and I have over 3000 first and last names I need to split apart.” I replied.

Watch this one minute video to find out the three click wizard he showed me to automatically separate first and last names -whether there’s five or five thousand.

Search

 Subscribe to blog

Free Quick Tips
View and sign up for Debbie's free monthly newsletter now!

Call Debbie Now!
64 (9) 575-5359 NZ
61 (3) 9005 7563 Melbourne
61 (2) 8005 7551 Sydney

Debbie@successis.co.nz


Books

Marketing in Today's Wired World

Marketing in Today's Wired World alerts you to the many profitable and clever ways you can use email, txt, video and audio messages to boost revenues, recruit new business, cut costs, improve customer service and leapfrog in front of your competition.
Read more...

101 Quick Tips for Google and Email
101 Outlook and Google Tips Debbie's years of experience working with email and Google are packed into this easy to read #1 bestselling book.
Read more...

101 Quick Tips: Create a Great Customer Experience
101 Customer Experience Tips do you want more sales, referrals and repeat business? Then you need this book! You won't want to miss these 101 tips to place your head and shoulders above the crowd to build customer loyalty, word of mouth, and profits.
Read more...

101 Quick Tips: Surviving the Kids
101 Balancing Tips with nine children between them and busy careers, let Debbie and Mary Lambie use their experience to make this practical little book a goldmine of solutions for you.
Read more...

Conquer Your Email Overload Superb Tips and Tricks For Busy People
Save hours a week using clever, timesaving 'how-to' solutions to the top problems you have using email, your calendar, address books/contacts.
Read more...