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12/3/2009
1
Whoa! I Didn’t Know You Could Do That in Excel:
Keyboard Shortcuts, Formatting Tricks, the Magic Spin Button, Spark Lines, and More
Douglas K. AndersonBridgett J. Milner
Indiana University
Introduction
• Us
• You
• Expectations
• Outline
Purpose of Session
• Quick and Easy short‐cuts/tips that we love
– Some well known, others maybe new to you
• Some more involved techniques to save time and effortand effort
• A glance at some ways to go beyond Excel
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CtrlVideo clip
Useful Shortcuts• Drag lower right corner into new cells• Double click lines to resize columns or rows• Ctrl+S = save; F12 = save as• Ctrl+A=select all; Ctrl+C = copy; Ctrl+X=cut• Ctrl+V = paste; Ctrl+Alt+V=paste specialCtrl V paste; Ctrl Alt V paste special• Ctrl+Z=undo; Ctrl+Y=redo• Ctrl+B=bold; Ctrl+I=italic; Ctrl+U=underline; • Ctrl+PageUp or PageDown=scroll worksheets• F9 – calculate all worksheets in open workbooks• Search “shortcuts” in Excel Help for “Excel shortcut and function keys” link.
Wrapping & Formatting Text
• Wrap & Merge
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• Alt + Enter
Whoa!
I Didn't Know You Could Do That in Excel:
Whoa! I Didn't Know You Could Do That in Excel: Keyboard Shortcuts, Formatting Tricks, the
Magic Spin Button, Spark Lines, and More
Wrapping & Formatting Text
Whoa!I Didn't Know You Could Do That in Excel:
Keyboard Shortcuts, Formatting Tricks, the Magic Spin Button, Spark Lines, and More
Keyboard Shortcuts, Formatting Tricks, the Magic Spin Button, Spark Lines, and More
• Themes Whoa!I Didn't Know You Could Do That in Excel:
Keyboard Shortcuts, Formatting Tricks, the Magic Spin Button, Spark Lines, and More
Whoa! I Didn't Know You Could Do That in Excel:
Keyboard Shortcuts, Formatting Tricks, the Magic Spin Button, Spark Lines, and More
Wrapping & Formatting Text
Whoa! I Didn't Know You Could Do That in Excel:
Keyboard Shortcuts, Formatting Tricks, the Magic Spin Button, Spark Lines, and More
Whoa! I Didn't Know You Could Do That in Excel:
Keyboard Shortcuts, Formatting Tricks, the Magic Spin Button, Spark Lines, and More
Whoa! I Didn't Know You Could Do That in Excel:
Keyboard Shortcuts, Formatting Tricks, the Magic Spin Button, Spark Lines, and More
Formatting Task (Tab 1)
• Go from this:
Whoa! I Didn't Know You Could Do That in Excel: Keyboard Shortcuts, Formatting Tricks, the Magic Spin Button, Spark Lines, and More
Whoa!
• To this: Whoa!
I Didn't Know You Could Do That in Excel: Keyboard Shortcuts, Formatting Tricks, the Magic Spin Button, Spark Lines, and More
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4
From Output to Usable TablesFrequency Percent Percent Percent
-9 0 .0 .0 .0
0 1957 56.5 56.5 56.5
1 1504 43.5 43.5 100.0
Total 3462 100.0 100.0
reside
Valid
2008 Coho2009 Coho2010 Coho1 yr Δ 1 yr % Δ 2009 Coho
39392 39758 40123 Year End
Admits Resident 1460.328 3350.256 3564.623 214.3662 0.063985 6357.021
Non‐Resident 1900.359 2544.513 3557.174 1012.661 0.397978 8229.479
Unclassified 0 0 0 0 n/a 0
Use “Format Painter” to quicklycopy and paste formats
2008 Cohort 2009 Cohort 2010 Cohort 2009 Cohort
11/6/07 11/6/08 11/6/09 Year End
Resident 1,460 3,350 3,565 214 6% 6,357
Non‐Resident 1,900 2,545 3,557 1,013 40% 8,229
Unclassified ‐ ‐ ‐ ‐ n/a ‐
TOTAL 3,361 5,895 7,122 1,227 21% 16,459
Decision Rate 34% 46% 37% ‐8% 95%
Summer 24 398
FULL TOTAL 7,146 16,857
1 yr Δ 1 yr % Δ
Admits
TOTAL 3360.687 5894.77 7121.796 1227.027 0.208155 16458.53
Decision Rate 0.340308 0.458292 0.373329 ‐0.08496 0.950205
Summer 24 398
FULL TOTAL 7145.796 16856.53
Formatting Task 2 (Tab 2)
• Go from ugly output to a usable table
– Use format painter to replicate formats
– Link cells so you only format once
Cell References
• Absolute and relative
• A1; $A$1; A$1; $A1 – F4 to toggle between
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Cell References
• Named Cells ‐
F4 & Named Cells Task (Tab 3)
• Fill in each box with the appropriate formulas. Use F4 to toggle between references.
– For example, in D2 type “=” then type A2 or click on A2on A2.
• Drag this cell down to fill D3:D12.
• Now drag the column over to full E2:F12
Named Cell Questions?
• A named SINGLE cell acts like?
a) A1
b) A$1
c) $A1c) $A1
d) $A$1
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Named Cell Questions?
• Named COLUMN cells acts like?
a) A1
b) A$1
c) $A1c) $A1
d) $A$1
Named Cell Questions?
• Named ROW cells acts like?
a) A1
b) A$1
c) $A1c) $A1
d) $A$1
Formulas
• Common– Sum, Average, Count, Max, Min, IF
• Case Sensitivity– Upper, Lower, Proper
• Match tables– Hlookup, Vlookup
• Formatting error cells– Iferror
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Gift Exchange Task (Tab 4)
• Each person gives a gift to one other
• No giving within families
• Assign randomly
Giver
Erika
Aaron
Jared
– Use formulas
• =Rand()
• =Max
• =If
– Use F9 to recalculate
Blair
Adriel
Zoë
Mason
Symmes
The “magic” Spin Button
Right Click the “Quick Access Toolbar”
Select “Customize Quick Access Toolbar”
The “magic” Spin Button
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The “magic” Spin Button
Spin & Formula Task (Tab 5)
• You are given a list of prospective students with their test scores
• A colleague will invite the best to an event
• She wants to see scenarios to help her decide how many to invite– Create a flag next to these students (1 or 0) that indicates whether or not
they should be invitedthey should be invited.
– The criteria for invitation should be linked to a spin button so that it can be tightened or loosened.
– Create a total of the flags so that you can see how many invitations would be sent as the criteria are tightened and loosened.
• At what score are the best 40 students invited?
– 1270
• At what score are the best 30 students invited?
– 1310
Freeze Panes
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Ugly, unformatted data!
ID HSName* totsat2 actco satv satm SISCnvGPA HS
375720 Bloomington High School South* 1340 30 560 690 4
1355549 Blue Valley North High School* 1460 33 700 740
1672221 Blue Valley Northwest Hs* 1190 26 540 550 0
1727142 Colby High School* 1510 34 . . 4 94.71
1731086 Pembroke Hill School* 1260 28 600 620 4
1868647 Pembroke Hill School* 1280 28 630 650 0
1887131 Shawnee Mission East Hs* 1260 28 580 530 4
1925929 Shawnee Mission East Hs* 1140 24 570 570 4
1927027 Shawnee Mission Northwest Hs* 1300 29 520 680 3
1968389 Shawnee Mission South Hs* 1030 22 . . 3.65
Number of cases read: 10 Number of cases listed: 10
Txt2Col, Lead0, WriteSyntax Task (Tab 6)
• From ugly text, extract ID number
– ID must have 10 digits, with leading 0s
• Extract Reception variable
• Write syntax to add Reception variable into an existing data set, matching on ID number
Text to Columns
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Text to Columns
• Find Text to Columns tool on data ribbon
• Choose fixed width or
• Choose delimited• Specify character used as delimiter
• May need multiple stages to fully parse
Leading Zeros
• Pad the ID number with leading 0s, up to 10 digits
– For example, 315700 should become 0000315700
Make the IDs text so they don’t revert to numbers– Make the IDs text so they don t revert to numbers when copied
Retaining Leading Zeros (1 way)
Then Change Column B to “Text”
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Make Excel write your syntax
• Concatenate formula
– concatenate()
• =concatenate(a1,”Text between”,b1,”more text”,c1)
– with &with &
• =a1&”Text between”&b1&”more text”,c1
Conditional FormattingTop GPA &
Rank Next3rd
Highest Middle Lower
Lowest GPA & Rank Test Only
1510 - 1600 3.73 3.53 3.38 3.22 3.07 2.91 3.68
1410 - 1500 3.69 3.30 3.30 3.15 2.99 2.91 3.65
1310 - 1400 3.57 3.25 3.02 2.87 2.72 2.46 3.12
1210 - 1300 3.47 3.18 2.98 2.73 2.27 2.69 3.03
1110 - 1200 3.33 3.10 2.86 2.72 2.50 2.12 3.07
1010 - 1100 3.20 3.00 2.82 2.69 2.45 2.56 2.90
910 - 1000 3.07 2.85 2.73 2.55 2.58 2.29 2.78
810 - 900 2.91 2.57 2.37 2.37 2.75 2.34 2.47
710 - 800 2.73 2.73 2.47 2.25 2.03 2.02 2.29
610 - 700 2.56 2.30 2.04 1.77 1.51 1.50 2.10
510 - 600 2.39 2.00 1.61 1.22 1.00 1.00 1.00
High School Record
Co
nve
rte
d A
CT
/ S
AT
Sco
re
Top GPA & Rank Next
3rd Highest Middle Lower
Lowest GPA & Rank Test Only
1510 - 1600 3.73 3.53 3.38 3.22 3.07 2.91 3.68
1410 - 1500 3.69 3.30 3.30 3.15 2.99 2.91 3.65
1310 - 1400 3.57 3.25 3.02 2.87 2.72 2.46 3.12
1210 - 1300 3.47 3.18 2.98 2.73 2.27 2.69 3.03
1110 - 1200 3.33 3.10 2.86 2.72 2.50 2.12 3.07
1010 - 1100 3.20 3.00 2.82 2.69 2.45 2.56 2.90
910 - 1000 3.07 2.85 2.73 2.55 2.58 2.29 2.78
810 - 900 2.91 2.57 2.37 2.37 2.75 2.34 2.47
710 - 800 2.73 2.73 2.47 2.25 2.03 2.02 2.29
610 - 700 2.56 2.30 2.04 1.77 1.51 1.50 2.10
510 - 600 2.39 2.00 1.61 1.22 1.00 1.00 1.00
High School Record
Co
nve
rte
d A
CT
/ S
AT
Sco
re
Add Color to Allow for Easy Understanding
Edit the Formatting to Match your Preferences or Report
410 - 500 2.21 1.70 1.18 1.00 1.00 1.00 1.00
Missing or out of range 3.30 3.30 3.12 2.93 2.75 2.56 3.18
410 - 500 2.21 1.70 1.18 1.00 1.00 1.00 1.00
Missing or out of range 3.30 3.30 3.12 2.93 2.75 2.56 3.18
Top GPA &
RankNext 3rd Highest Middle Lower
Lowest GPA
& RankTest Only
1510 ‐ 1600 3.73 3.53 3.38 3.22 3.07 2.91 3.68
1410 ‐ 1500 3.69 3.30 3.30 3.15 2.99 2.91 3.65
1310 ‐ 1400 3.57 3.25 3.02 2.87 2.72 2.46 3.12
1210 ‐ 1300 3.47 3.18 2.98 2.73 2.27 2.69 3.03
1110 ‐ 1200 3.33 3.10 2.86 2.72 2.50 2.12 3.07
1010 ‐ 1100 3.20 3.00 2.82 2.69 2.45 2.56 2.90
910 ‐ 1000 3.07 2.85 2.73 2.55 2.58 2.29 2.78
810 ‐ 910 2.91 2.57 2.37 2.37 2.75 2.34 2.47
710 ‐ 800 2.73 2.73 2.47 2.25 2.03 2.02 2.29
610 ‐ 700 2.56 2.30 2.04 1.77 1.51 1.50 2.10
510 ‐ 600 2.39 2.00 1.61 1.22 1.00 1.00 1.00
410 ‐ 500 2.21 1.70 1.18 1.00 1.00 1.00 1.00
Missing or out of range 3.30 3.30 3.12 3.22 2.75 2.56 3.18
High School Record
Converted
ACT/SA
T Score
Conditional Formatting
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Conditional Formatting
Cond Formatting Task (Tab 7)
• Recreate the example from the previous slide in your spreadsheet.
Top GPA &
RankNext 3rd Highest Middle Lower
Lowest GPA
& RankTest Only
High School Record
1510 ‐ 1600 3.73 3.53 3.38 3.22 3.07 2.91 3.68
1410 ‐ 1500 3.69 3.30 3.30 3.15 2.99 2.91 3.65
1310 ‐ 1400 3.57 3.25 3.02 2.87 2.72 2.46 3.12
1210 ‐ 1300 3.47 3.18 2.98 2.73 2.27 2.69 3.03
1110 ‐ 1200 3.33 3.10 2.86 2.72 2.50 2.12 3.07
1010 ‐ 1100 3.20 3.00 2.82 2.69 2.45 2.56 2.90
910 ‐ 1000 3.07 2.85 2.73 2.55 2.58 2.29 2.78
810 ‐ 910 2.91 2.57 2.37 2.37 2.75 2.34 2.47
710 ‐ 800 2.73 2.73 2.47 2.25 2.03 2.02 2.29
610 ‐ 700 2.56 2.30 2.04 1.77 1.51 1.50 2.10
510 ‐ 600 2.39 2.00 1.61 1.22 1.00 1.00 1.00
410 ‐ 500 2.21 1.70 1.18 1.00 1.00 1.00 1.00
Missing or out of range 3.30 3.30 3.12 3.22 2.75 2.56 3.18
Converted ACT/SA
T Score
Create a Simple Macro
After recording, hit “stop” button.
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Create a Simple MacroChoose Shortcut (Ctrl + q)
After Recording, Check Macro
Other Copy & Pastes
Copy & Paste as Picture
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Display Different Sized Tables in 1 Workbook
Allows tables of different sizes to display & print on 1 tab
Table 1. IU GPA by High School Record and Test Score
Top GPA &
RankNext
3rd
HighestMiddle Lower
Lowest
GPA &
Rank
Test Only
1510 ‐ 1600 3.73 3.53 3.38 3.22 3.07 2.91 3.68
1410 ‐ 1500 3.69 3.30 3.30 3.15 2.99 2.91 3.65
1310 ‐ 1400 3.57 3.25 3.02 2.87 2.72 2.46 3.12
1210 ‐ 1300 3.47 3.18 2.98 2.73 2.27 2.69 3.03
1110 ‐ 1200 3.33 3.10 2.86 2.72 2.50 2.12 3.07
1010 1100 3 20 3 00 2 82 2 69 2 45 2 56 2 90
High School Record
SAT Score
1010 ‐ 1100 3.20 3.00 2.82 2.69 2.45 2.56 2.90
910 ‐ 1000 3.07 2.85 2.73 2.55 2.58 2.29 2.78
810 ‐ 910 2.91 2.57 2.37 2.37 2.75 2.34 2.47
710 ‐ 800 2.73 2.73 2.47 2.25 2.03 2.02 2.29
610 ‐ 700 2.56 2.30 2.04 1.77 1.51 1.50 2.10
510 ‐ 600 2.39 2.00 1.61 1.22 1.00 1.00 1.00
410 ‐ 500 2.21 1.70 1.18 1.00 1.00 1.00 1.00
Missing or out of range 3.30 3.30 3.12 3.22 2.75 2.56 3.18
Table 2. Applicants by Residency and Test Score
Converted
ACT/S
no residency
non-resident resident
1300+ 7 6024 1977 8008
1200 - 1290 2 4508 1857 6367
1100 - 1190 16 5141 2834 7991
1000 - 1090 11 2326 2616 4953
<1000 46 1442 3016 4504
missing 46 949 243 1238
128 20390 12543 33061Total
Residency
Total
Con
vert
ed A
CT
/ S
AT
S
core
(B
ande
d)
Admissions Task (Tab 9)
• Copy and Paste the GPA table from the Conditional Formatting tab into Table 1.
• Create a shortcut (ctrl+w) to paste output as a picture linkpicture link.
– Paste the 2 tables from the “Paste Output” tab (tab 8) into “Column Width & Spin” tab under the appropriate titles, as linked pictures (Tables 2 & 3).
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View Macro
SolutionTable 1. IU GPA by High School Record and Test Score
Top GPA &
RankNext
3rd
HighestMiddle Lower
Lowest
GPA &
Rank
Test Only
1510 ‐ 1600 3.73 3.53 3.38 3.22 3.07 2.91 3.68
1410 ‐ 1500 3.69 3.30 3.30 3.15 2.99 2.91 3.65
1310 ‐ 1400 3.57 3.25 3.02 2.87 2.72 2.46 3.12
1210 ‐ 1300 3.47 3.18 2.98 2.73 2.27 2.69 3.03
1110 ‐ 1200 3.33 3.10 2.86 2.72 2.50 2.12 3.07
1010 ‐ 1100 3.20 3.00 2.82 2.69 2.45 2.56 2.90
910 ‐ 1000 3.07 2.85 2.73 2.55 2.58 2.29 2.78
810 ‐ 910 2.91 2.57 2.37 2.37 2.75 2.34 2.47
710 ‐ 800 2.73 2.73 2.47 2.25 2.03 2.02 2.29
610 ‐ 700 2.56 2.30 2.04 1.77 1.51 1.50 2.10
510 ‐ 600 2.39 2.00 1.61 1.22 1.00 1.00 1.00
410 ‐ 500 2.21 1.70 1.18 1.00 1.00 1.00 1.00
Missing or out of range 3.30 3.30 3.12 3.22 2.75 2.56 3.18
Table 2. Applicants by Residency and Test Score
High School Record
Converted
ACT/SA
T Score
Table 3. Applicants by High School Record and Test Score
no residency
non-resident resident
1300+ 7 6024 1977 8008
1200 - 1290 2 4508 1857 6367
1100 - 1190 16 5141 2834 7991
1000 - 1090 11 2326 2616 4953
<1000 46 1442 3016 4504
missing 46 949 243 1238
128 20390 12543 33061Total
Residency
Total
Con
vert
ed A
CT
/ S
AT
S
core
(B
ande
d)
Top GPA & Rank
Next3rd
HighestMiddle Lower
Lowest GPA & Rank
Test only
1510 - 1600 399 59 11 8 0 2 13
1410 - 1500 1157 298 95 59 17 11 101
1310 - 1400 2257 1061 346 196 77 49 216
1210 - 1300 2735 2251 1094 674 238 147 382
1110 - 1200 1803 2544 1519 952 395 324 460
1010 - 1100 716 1401 951 708 425 378 489
910 - 1000 231 655 545 518 425 377 337
810 - 900 65 190 199 194 188 238 147
710 - 800 16 48 43 59 60 104 56
610 - 700 1 11 11 5 14 30 18
510 - 600 0 1 1 1 3 7 4
410 - 500 0 0 0 2 0 0 1
Missing or out of range 69 159 105 91 27 74 713
High School Record
Co
nve
rte
d A
CT
/SA
T S
core
Admissions Task, part 2
• Set Admissions Standards to admit the best 20,000 applicants.
• Show color‐coded standards in Table 4 with admits in green:
Table 4. Admits by High School Record and Test Score
High School Recordadmits in green:
Unhide columns K‐S to begin
Top GPA &
RankNext 3rd Highest Middle Lower
Lowest GPA
& RankTest Only
1510 ‐ 1600 399 59 11 8 ‐ ‐ 13
1410 ‐ 1500 1,157 298 95 59 ‐ ‐ 101
1310 ‐ 1400 2,257 1,061 346 196 ‐ ‐ 216
1210 ‐ 1300 2,735 2,251 1,094 ‐ ‐ ‐ 382
1110 ‐ 1200 1,803 2,544 ‐ ‐ ‐ ‐ 460
1010 ‐ 1100 716 1,401 ‐ ‐ ‐ ‐ ‐
910 ‐ 1000 231 ‐ ‐ ‐ ‐ ‐ ‐
810 ‐ 910 ‐ ‐ ‐ ‐ ‐ ‐ ‐
710 ‐ 800 ‐ ‐ ‐ ‐ ‐ ‐ ‐
610 ‐ 700 ‐ ‐ ‐ ‐ ‐ ‐ ‐
510 ‐ 600 ‐ ‐ ‐ ‐ ‐ ‐ ‐
410 ‐ 500 ‐ ‐ ‐ ‐ ‐ ‐ ‐
Missing or out of range 69 159 105 ‐ ‐ ‐ ‐
20,226 Total
High School Record
Converted
ACT/SA
T Score
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16
Link a “spin button” to a named cell which can be used to adjust standards
Steps for completing
Populate a grid with admits if the cell has a value above the standard
Create a sum to examine total admits; adjust standards until target is met.
LookUp Task (Tab 10)
• Fill in the Enrolled column of Table 1 with the output found in the table to the right (L3:L9) using a LOOKUP function.
• If the value does not exist in the output, fill the Enrolled column cell with “n/a”
LookUp Task (Tab 10)
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17
• I named K3:L9 vlooktable
• Formula: =IFERROR((VLOOKUP(B3,vlooktable,2,FALSE)),"n/a")
LookUp Task Solution
• Output: Table 1.
State Data Abbreviation Applicants Admits Deposits Enrolled
Indiana IN 12,777 8,895 5,137 4,692
Illinois IL 6,333 5,068 1,257 970
Arkansas AR 16 13 1 n/a
Iowa IA 41 30 6 5
Kansas KS 80 72 16 10
Missouri MO 461 369 81 67
Nebraska NE 27 22 5 3
Oklahoma OK 25 15 2 1
Graphing
Select data and insert graph
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18
Add a secondary axis
Graph Task (Tab 11)
• Create this Graph from the data provided:
1160
11808,000
Enrollment and Mean SAT by Cohort
1060
1080
1100
1120
1140
1160
6,000
6,500
7,000
7,500
2005 2006 2007 2008 2009
Enrolled
Mean SAT
Sort & Filter
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19
Define Filters
Sort & Filter Task (Tab 12)
• What are the 4 “HAState”s with more than 750 matrics in order largest to smallest?
– IN, IL, OH, NY
• What 3 states have 176 matrics?• What 3 states have 176 matrics?
– CT, MA, MN
Pivot Tables
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Pivot Task (Tab 13)
• Create a Pivot Table of the data from the Sort & Filter Tab
• In this table show HA state with Apply, Admit, Deposit and Matric for All HAStates with aDeposit, and Matric for All HAStates with a totsat2>1000.
• Examine the “Grand Total” of these. How many matrics are included in your table?
– 36,282
Pivot Task Solution
Importing Data
12/3/2009
21
Microsoft Query
Microsoft Query
Builds SQL code for you
Microsoft Query
12/3/2009
22
Importing Data
MapPoint ‐ Demo
Sparklines – Microcharts DemoIntense, Simple, Word‐Sized Graphics
12/3/2009
23
Whoa! I Didn’t Know You Could Do That in Excel:
Keyboard Shortcuts, Formatting Tricks, the Magic Spin Button, Spark Lines, and More
Douglas K. Andersondkanders@indiana.edu
Bridgett J. Milnerbharsh@indiana.edu
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