1.Sage Intelligence 100 Microsoft Excel Tips & Tricks For Advanced Business Reporting in Microsoft Excel

2. Excel on Steroids Work smarter, every day! Anytime Learning courses provide indepth coverage of business reporting using formulas and functions to provide enhanced performance and productivity for better reporting and decision making! Sign up for training on your favorite Sage Intelligence product, or take your Microsoft Excel skills to the next level with Excel on Steroids developed by Alchemex.www.SageU.com 3. Sage Intelligence 100 Microsoft Excel Tips & Tricks For Advanced Business Reporting in Microsoft ExcelDisclaimer Every effort has been made to trace the copyright holders where required. In the event of unintentional omissions or errors, any information that would enable the publisher to make the proper copyright arrangements would be appreciated. Alchemex (Pty) Ltd shall not be liable for any damage, loss or liability of whatsoever nature arising from the use or inability to use the services or content provided from and through this book. Alchemex (Pty) Ltd makes no representations or warranties, implied or otherwise, that, amongst others, the content contained in this book is free from errors or omissions. The book is supplied on an as is basis and has not been compiled or supplied to meet the users individual requirements. It is the sole responsibility of the user to satisfy itself that the contents available from and through this book will meet the users individual requirements. Neither Alchemex (Pty) Ltd nor any of its agents or representatives shall be liable for any damage, loss or liability of whatsoever nature arising from the use or inability to use this book.2011 Sage Software, Inc. All rights reserved. Sage, the Sage logos, and the Sage products and services names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. Excel is a registered trademark of Microsoft Corporation in the United States and/or other countries. The 100 Tips & Tricks For Advanced Business Reporting in Microsoft Excel Booklet is an independent publication by Sage Software, Inc. and is not affiliated with, nor has it been authorized, sponsored, or otherwise approved by Microsoft Corporation. All other trademarks are the property of their respective owners. 4. Alchemex and Business Reporting Alchemex was founded in the year 2000 with the vision of delivering a simple reporting tool to companies who experience frustrations with reporting and since inception has become the undisputed leading developer, enabler and support provider of affordable business intelligence for small to midsized organizations. Although Alchemex is a totally flexible and generic Business Intelligence solution, the success to date is attributed to focusing on rolling out solutions for the more prevalent install bases in specific regions. For nearly a decade, Alchemex has worked with and amongst business owners and financial directors of companies varying from the small to the multinational and has built intellectual property covering various well known accounting and payroll packages like Softline Pastel Partner, Softline Pastel Evolution, Sage ERP Accpac, Sage ERP MAS, Sage Simply Accounting, Sage Peachtree, Sage ERP X3, SAPB1, SYSPRO, Sage50, MYOB Accounting Plus, MYOB Premier and MYOB Exo Business, VIP Payroll, and many more. In this time Alchemex has created a powerful suite of Business Intelligence technology that is the engine that drives information into Microsoft Excel, and it is the power of Microsoft Excel as an information-gathering and -distribution application that is the common denominator that brings the innovation of Alchemex together with the increasing appetite of users of Excel to release insightful information to business users across the spectrum in an organization. Alchemex has a team of more than 40 people and a rapidly expanding network of national and international business partners who sell, consult, and train on Alchemex software and training products. Over 22,000 different companies now rely on Alchemex technology for accurate and timely reporting The fact that Microsoft Excel is the chosen delivery platform for Alchemex technology has also resulted in Alchemex becoming a leader in training high end Excel, and as a result of continued requests from a burgeoning client install base, Alchemex created the now popular Excel on Steroids workshops. This book shares some of the most powerful tips and tricks that Alchemex has learned from its clients with you so that you can also use Excel more powerfully for business reporting. If you are not familiar with the basics of Excel, then this book wont work for you, but if you are one of those people who is frustrated because you are always looking for the shortcuts and want to become more efficient in Excel 2007, then this will become your constant companion at your PC. Excel gets easier to use and even more accessible with a little help from Alchemex. We use Alchemex products extensively in our business. I believe that being able to obtain a snapshot view of your business is critical in todays business environment when there is just too much information floating about. Managers need to dedicate their skills to managingnot sifting through endless reports trying to make sense of heaps of information. Alchemex does this neatly and efficientlywith no fuss at all and delivers this information on demand and through Excel. What more could you ask for? Steven Cohen, managing director, Softline Pastel Software Alchemex is a must for any organization serious about informationits simple; its Microsoft Excel. Possibly one of the shrewdest IT investments to date. Wayne Lambson, financial director, Foreshore Ships Agency Successful Alchemex BI implementations are changing the way information is generated and used within their clients organisations. This has a direct impact on the organizations increased effectiveness and efficiency. David Ives, director, developer platform lead, Microsoft South Africa4 of 76 5. 100 Excel Tips & TricksCONTENTS The Excel 2007 Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 The Office Button. ........................................................................................................... 7 The Quick Access Toolbar..................................................................................................... 7 Worksheet Navigation Made Easy............................................................................................... 8Range Selection Made Easy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 The Home Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Font Themes ............................................................................................................... 9 Wrap Text.................................................................................................................. 9 Copying Formatting.......................................................................................................... 9 Insert Date Shortcut. ......................................................................................................... 9 Pasting Paragraphs of Text Into a Single Cell..................................................................................... 10 Converting Negative Values to Positive Values.................................................................................... 10 Viewing Parts of Several Worksheets on One Worksheet............................................................................ 11 Keeping 00 in Front of Values ................................................................................................. 12 Displaying Values That Are In Millions as Thousands............................................................................... 13 AutoSum Button ........................................................................................................... 14 Fill Series................................................................................................................. 14 Break Text Into Different Rows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Clear All From Cell/Cells ..................................................................................................... 15 Sorting Data............................................................................................................... 16 Multilevel Sorting........................................................................................................... 16 Using a Custom Sort Order................................................................................................... 16 Conditional Formatting ...................................................................................................... 17 Tracking Items in Excel ...................................................................................................... 18 Find & Select.............................................................................................................. 19 Select Visible Cells Only ..................................................................................................... 19The Insert Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 PivotTable Concept and Layout.............................................................................................. 20 . . Changing Calculation Method of Subtotals in PivotTables........................................................................... 21A History of Spreadsheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Excel Version History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Customizing Sort Options in a PivotTable........................................................................................ Grouping Fields in a PivotTable................................................................................................ Grouping Data in a PivotTable by Days of the Week................................................................................ Filtering 0 Values in a PivotTable............................................................................................... Change the Source Data in a PivotTable......................................................................................... Clear a PivotTable .......................................................................................................... Calculated Fields in a PivotTable............................................................................................... The Field List in a PivotTable.................................................................................................. Using the +/- Buttons in a PivotTable ........................................................................................... Using Field Headers in a PivotTable ............................................................................................ Using Subtotals in a PivotTable................................................................................................ Turn Off Individual Subtotals in a PivotTable...................................................................................... Using Grand Totals in a PivotTable ............................................................................................. Changing the Report Layout in a PivotTable...................................................................................... Using Blank Rows in a PivotTable.............................................................................................. PivotTable Styles........................................................................................................... PivotCharts ............................................................................................................... Microsoft Excel Charts..................................................................................................... . . Create a New Excel Chart.................................................................................................... Hidden and Empty Cells in an Excel Chart ....................................................................................... Page Breaks............................................................................................................. . . Print Titles ................................................................................................................24 25 25 26 26 26 27 27 27 27 28 28 28 30 30 30 31 32 32 32 33 335 of 76 6. 100 Excel Tips & TricksThe Formulas Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Using Functions............................................................................................................ 34 Update Formulae Manually................................................................................................... 34 Formula AuditingShowing Cell Dependencies................................................................................... 34 Finding the Cell with the Highest Value in a Range................................................................................. 35 Rounding Numbers to the Nearest Whole Number................................................................................. 36 Deleting All NonFormula Data on a Worksheet.................................................................................... 36 Filter Date Transactions to Show Only Dates That Fall Between a Range ............................................................... 37 Converting Text Dates to Dates................................................................................................ 38 Combining Text From Multiple Cells Into One..................................................................................... 39 An Alternative to VLOOKUP................................................................................................. 40 . . Inserting Symbols Into the Cell ................................................................................................ 41 Adding Criteria/Conditions to Your SUM Function ................................................................................. 42 SUMIF Between Workbooks.................................................................................................. 43 Calculating Positive and Negative Numbers...................................................................................... 44 Using CTRL as a Function Key ................................................................................................ 46Add-Ins. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Naming a Range using Column Labels.......................................................................................... 45 Name a Range of Cell/Cells................................................................................................... 45 Use Named Ranges in Formulae............................................................................................... 45 Filtering Data.............................................................................................................. 51 Clearing All Filters .......................................................................................................... 51 Removing Duplicates........................................................................................................ 51 Splitting Columns......................................................................................................... 52 . . Using Data Validation to Ensure the End Date is Greater Than the Start Date............................................................ 53 Circling Invalid Data......................................................................................................... 53The Review Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Protecting Worksheets..................................................................................................... 54 . . Being Able to Edit Certain Cells on a Protected Worksheet .......................................................................... 54 Hide Formula on a Protected Worksheet....................................................................................... 55 . . Password Protection and Read Only Access ..................................................................................... 55Top Reasons to Use Microsoft Excel 2007. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 The View Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Recording Macros.......................................................................................................... 58 Saving Workbook With a Macro ............................................................................................... 58 Developer Tab ............................................................................................................. 58 Macro Security Levels....................................................................................................... 58 Sorting Worksheets in Alphabetical Order........................................................................................ 59 Opening a Workbook on a Specific Worksheet.................................................................................... 59 Copy and Save a Worksheet Into a New File Automatically.......................................................................... 60 Removing Embedded Hyperlinks With Visual Basic................................................................................ 61 Using Group and Outline on Protected Worksheets................................................................................ 62 Assigning a Macro to the Quick Access Toolbar................................................................................... 63Using Programs outside of Microsoft Excel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 PowerPoint to Microsoft Excel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Copying Microsoft Excel Data to Microsoft Word.................................................................................. 64GLOSSARY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 656 of 76 7. 100 Excel Tips & Tricks1. How do you minimize the Ribbon?The Excel 2007 InterfaceIf you want more space on your screen for your worksheets, you can minimize the Ribbon.The new user interface makes use of the Ribbon. The Ribbon contains all the commands previously located in the complex toolbar and menu system, but now located in one place. Right-click on any of the tabs (for example, Home, Insert)The Office Button Select Minimize the Ribbon2. How do you move the Quick Access Toolbar? Right-click over the Quick Access Toolbar Select Show Quick Access Toolbar Below the Ribbon or Above the Ribbon(dependent on the current location)3. How do you customize the Quick Access Toolbar?In the top left corner of the Microsoft Excel application is the Office Button. Selecting this button brings up a popup menu that allows you to do all the document functions that were found in the old menu file functions, namely: Open New Right-click on the Quick Access Toolbar Save Select Customize Quick Access Toolbar Save As Select the desired Choose Commands From Print Select the Commands you want on the Quick Access Toolbar Prepare Select Add Send Repeat until all the commands you want are on the Quick Access Toolbar Publish Select OK CloseIt also contains the Microsoft Excel Options previously contained in Microsoft Excel 2003 in the Tools, Options Menu.The Quick Access Toolbar The Quick Access Toolbar, by default, is located above the Ribbon, next to the Office Button. This toolbar contains commands that are independent of the Ribbon tab that is currently displayed. You can move the Quick Access Toolbar from one of the two possible locations, and you can customize the toolbar by adding buttons that represent commands, including assigning your macros to icons. 7 of 76 8. 100 Excel Tips & TricksWorking with Worksheets Worksheet Navigation Made Easy Often, you may have multiple worksheets in a workbook and struggle to quickly navigate to a particular worksheet. Microsoft Excel does provide navigation arrows on the bottom left of the screen. By simply clicking on these arrows, you can scroll to worksheets on the left or right. Navigation Arows4. How do you quickly navigate between worksheets? Right-click on any of the navigation arrows You will get a list of all the worksheets in the current workbook Select the desired worksheet You will be navigated to that worksheet5. How do you select a column with only two keystrokes? Select any cell in the column you would like to select Press Ctrl + Space Bar6. How do you select a row with only two keystrokes? Select any cell in the row you would like to select Press Shift + Space BarHowever, when you have quite a few worksheets, it can be time consuming to use these navigation arrows. The right-click method can speed this up.Range Selection Made Easy It can be time consuming to use your mouse to select a range of cells, especially if it is something you need to do regularly (for instance, as a source for charts or PivotTables). To speed up this process, you can use Ctrl + Shift + *8 of 767. How do you quickly select a range of cells? Select any cell in the range of cells On the keyboard, press Ctrl + Shift + * 9. 100 Excel Tips & Tricks8. How do you quickly open the Format dialog box? On the keyboard, press Ctrl + 19. How do you quickly wrap text in a cell? Enter in the desired text Press Alt + Enter Press Enter10. How can you quickly copy formatting? Select the cell with the desired applied formatting From the Home tab, in the Clipboard group, double-clickon the Format Painter buttonThe Home Tab Font Themes Built into Microsoft Excel 2007 are themes that group together colors, and so on. These are available depending on the choice you make. They are used in a number of places such as when you select the font or color buttons in the Font group on the Home Ribbon.Wrap Text There is a very nice keyboard shortcut to Wrap Text. Simply use your Alt + Enter key. Select any cell you would like to apply the formatting to Press Esc11. How do you quickly insert the date? Hold down the Ctrl button and then press ; (semicolon) on the keyboardCopying Formatting To help speed up the copying of formatting you can use the Format Painter button.Insert Date Shortcut Rather than typing out the date in a cell, you can use a keyboard shortcut to insert the current date instantly.9 of 76 10. 100 Excel Tips & TricksThe Home Tab Pasting Paragraphs of Text Into a Single Cell If you have text that is in a text program (for instance, Microsoft Word) and would like to copy and paste it to Microsoft Excel, by default Microsoft Excel separates the information into different cells based on the paragraph marks. In Microsoft Word12. How do you paste paragraphs of text into a single cell? Copy the desired text from the text program (Microsoft Word) Select the desired cell in Microsoft Excel Press F3 on the keyboard Select Paste Press Enter13. How can you quickly copy text? Select the desired text From the keyboard, press Ctrl + C14. How do you convert negative values to positive values? Pasted into Microsoft Excel In a blank cell, enter in the value -1 Select the cell with the value -1 Select CopyPasted into Microsoft Excel using F2 Select the desired range with negative values Right-click on the selected range Select Paste SpecialBy using the below method, you are able to paste the text into a single cell in Microsoft Excel.Converting negative values to positive values Under the Operation group, select Multiply Select OK Your values are now converted to positive valuesBefore:This tip allows you to quickly convert a range of negative numbers into positive numbers, without having to edit each cell.After:10 of 76 11. 100 Excel Tips & Tricks15.ow do you view parts of several worksheets H on one worksheet? Select the desired range to be copied Right-click the selected range, select Copy Navigate to the destination worksheet From the Home tab, in the Clipboard group, select the down arrow under Paste Select As Picture, Paste Picture Link Your object (picture) will now be pasted and can be resized as desired Repeat the above steps for additional objectsThe Home Tab Viewing Parts of Several Worksheets on One Worksheet One worksheet can be used to view several individually separate and distinct areas. This can be done using the Paste Picture Link option. There are a few options when consolidating information from multiple worksheets. The option for this tip enables you to paste the copied cells as objects (pictures). Pasting them as objects is useful as you can resize the objects. This tool is helpful when needing to print multiple areas of a workbook onto one worksheet or creating a dashboard summarizing parts of the workbook.11 of 76 12. 100 Excel TipsTricksThe Home Tab Keeping 00 in Front of Values Using a custom format allows you to keep the full number and not lose any leading zeros. Before:16. How do you keep 000 in front of values? Select the desired cell/cells Right-click on the selected cell/cells Select Format Cells Select the Number tab Under Category, select Custom In the Type box, enter 000 Select OKAfter:17. How do you format your dates to show the period number? Formatting Your Dates to Show the Period Number Select the desired cell/cellsBy using a Custom Format, you can show the period of the date (in this case the month) without changing the date in the field. Right-click on the selected cell/cellsBefore (dates in March 2007): In the Type box, enter m Select Format Cells Select the Number tab Under Category, select Custom Select OKAfter (using a Custom Format):12 of 76 13. 100 Excel TipsTricks18. How do you display values that are millions as thousands? Select the desired cell/cells Right-click on the selected cell/cells Select Format Cells Select the Number tab Under Category, select Custom In the Type box, enter 0 Select OKThe Home Tab Displaying Values That Are In Millions as Thousands Sometimes every figure in a spreadsheet is in the thousands, tens of thousands, or even in the millions. By rounding the figure to smaller, representative figures, you can save space. Before:After:13 of 76 14. 100 Excel TipsTricksThe Home Tab AutoSum Button The AutoSum button has the most common functions plus the option to select More Functions, which opens the Insert Function dialogue box. You can also key the keyboard shortcut Alt + = to do the SUM function.Fill Series The series option calls up a dialogue box that allows you to select how the series fills the selected cell; for example, you may want to incrementally increase the date by a month in a range of cells.19. How do I quickly sum up numbers? Select the cell where you would like the result to appear From the keyboard, press Alt + =20. How do I fill a range of dates/months? Enter the start date in your first cell Select the cells you want to fill, including the first cell From the Home tab, in the Editing group, select the Copy Down button Select Series In Type box select Date In the Date Unit box select Month Select OK21. How do you fill a range of text or formula? Select the range of cells to be filled Enter in the desired text or formula into the cell Press Ctrl + Enter14 of 76 15. 100 Excel TipsTricks22. How do I break text into different rows? Select the range of columns you would like to fit the text to From the Home tab, in the Editing group, select the Fill icon Select Justify Select OK23. How do you Clear All from a cell? Select the cells you want to clear From the Home tab, in the Editing group, select the Erase icon You have the option to Clear All, Formats, Contents, or CommentsThe Home Tab Break Text Into Different Rows In earlier Microsoft Excel releases, it was challenging to arrange lines in a readable layout, but Microsoft Excel 2007s new Editing, Fill, Justify feature makes it easier. In the below example, the text is flowing over to column G. You would rather have the text from columns A to D. Justify will automatically break the text.24. How to Clear a range of cells using the Fill Handle? Select a range of empty cells Select the Fill Handle Drag it back over the area you would like to clear If you also want to clear the formats in the cells, just hold down the Ctrl key as youdrag the fill handle back over the selection Before:After:Clear All From Cell/Cells Clear All clears the contents and/or the formatting of a cell.Believe it or not, you can do it by dragging the fill handle backwards.15 of 76 16. 100 Excel TipsTricksThe Home Tab Sorting Data You can access the sort functionality through the Sort and Filter icon in the Editing group on the Home tab of the Ribbon. There is also sort functionality located on the Data tab of the Ribbon. Depending on the type of data you are in when you select the SortFilter icon, the sort option will differ. For example, for dates it will read earliest to latest, while for numbers it will state smallest to largest.25. How do you quickly sort a column of data? Select a cell in the column you wish to sort From the Home tab, in the Editing group, select SortFilter Select the Sort A to Z or the Sort Z to A icon26. How do you apply multilevel sorting? Select any cell within the data list you wish to sort From the Home tab, in the Editing group, select SortFilter Select Custom Sort Select the drop-down arrow in the Sort by box and select the desired column Select the drop-down arrow in the Sort On box and select the desired option Select the drop-down arrow in the Order box and select the desired option Select the Add Level icon to specify the next sort columnRepeat steps 3 to 5 Repeat steps 6 and 7 for subsequent sort columns To change the order of the sort, use the Arrow buttons to move the sort itemsup or down Select OK27. How do you create a Custom List? Multilevel Sorting Multilevel sorting allows you to sort up to 64 columns or levels at a time. Select the desired list in Microsoft Excel Select the Office Button Select Excel Options Select the Popular category In the section Top options for working with Excel Select Edit Custom ListsIn the Custom Lists dialogue box, select Import The copied list is pasted to the list entries boxUsing a Custom Sort Order The Custom List feature allows the user to define a specific sort order. This can be useful when sorting a column in an order that is not alphanumeric. Select OK, OK28. How do I sort based on a Custom List? Select any cell within the data list you wish to sort From the Home tab, in the Editing group, select SortFilter Select Custom Sort, select the desired Column and Sort On Select the drop-down arrow in the Order box and select Custom List, select thedesired Custom List Select OK, OK16 of 76 17. 100 Excel TipsTricks29. How can you add icon conditional formatting? Select the desired cell or range From the Home tab, in the Styles group, select Conditional Formatting;a drop-down box appears Select Icon Set Select the desired option30. How do you highlight duplicates? Select the desired cell or range From the Home tab, in the Styles group, select the drop-down arrow underConditional Formatting Select Highlight Cells Rules Select Duplicate Values Select the desired Format Select OKThe Home Tab Conditional Formatting In Microsoft Excel 2003, Conditional Formatting was limited to three conditions per cell; in Microsoft Excel 2007 you may have as many conditions as you like. Another limitation in Microsoft Excel 2003 was that only one condition per cell could be true, so according to the order of the conditional formatting, the first true condition would be indicated; however, you can control this in Microsoft Excel 2007. Highlight Cell Rules : Greater Than A Date Occurring Duplicate ValuesTop/Bottom Rules: Bottom 10% Above Average Below AverageData Bars:Color Scales:Icon Sets:The parameters of the Conditional Formatting can be customized by selecting More Rules from any of the pop-up dialogue boxes.17 of 76 18. 100 Excel TipsTricksThe Home Tab Tracking Items in Excel Many people use Excel to keep track of things. In the past (pre-Excel 2007) people probably would put something together like the below:31. How do you use Conditional Formatting to track items? Select the desired range of cells From the Home tab, in the Styles group, select the drop-down arrow underConditional Formatting Select Icon Sets Select the one with the Tick, Exclamation mark and X From the Home tab, in the Styles group, select the drop-down arrow underConditional Formatting Select Manage Rules Select Edit Rule Select Show Icon Only check box, select Apply, OKExcel 2007 provides great new conditional formatting rules, which allow automatic display of nicely formatted icon sets.As Excel best understands values, it is best to set up the spreadsheet with 1 for people who attended and 0 for people who didnt attend.Apply Conditional Formatting using Icon Sets.18 of 76 19. 100 Excel TipsTricks32. How do I select visible cells only? Select the range of cells From the Home tab, in the Editing group, select FindSelect Select Go To Special Under Select, select Visible cells only Select OK On the Home tab, in the Clipboard group, select Copy Activate the worksheet you want to copy it to On the Home tab, in the Clipboard group, select PasteThe Home Tab FindSelect The FindSelect button has shortcuts to many of the options found in the Go To Special dialogue box previously found in Microsoft Excel 2003 in the Edit, Go To Menu.Select Visible Cells Only There are times when you need to copy the visible data only. An example of this is when you need to copy Subtotals that have hidden rows and columns and you want to copy only the visible data. A normal copy and paste includes the hidden data, which can then be unhidden.19 of 76 20. 100 Excel TipsTricksThe Insert Tab PivotTable Concept and Layout Microsoft Excel 2007 no longer uses the PivotTable Wizard. A single dialogue box allows you to select the data range (if it was not preselected), to use external data, and also to select whether to insert the PivotTable in an existing worksheet or create a new worksheet.33. How do you create a PivotTable? Select any cell in the data list From the Insert tab, in the Tables group, select PivotTable Make sure that Select a table or range is selected Make sure your data is listed in the Table/Range box Select where you want the PivotTable to go, either in an existing worksheet orits own new worksheet Select OK A blank PivotTable is now displayed In the Field List select the fields you want in the Row Area and either drag them intothe row area on the PivotTable or into the Row Labels area on the Field List box Repeat for columns, page area/filters, and data fieldsAt this point a blank PivotTable is inserted with the PivotTable Field List located to theright of the Microsoft Excel workspace.20 of 76 21. 100 Excel TipsTricks34. How do you change the calculation method of subtotals?The Insert Tab Select the Value field you wish to change the calculation of in the PivotTable From the Options tab, in Active Cell group, the Active Field, select Field Settings(you can also double click on the field) Select the calculation method you would like to change it to (for instance, Count,Average etc.) Select OK35. How do you create a custom calculation? Select the Value field you wish to change the calculation of in the PivotTableChanging Calculation Method of Subtotals in PivotTables By default Microsoft Excel sets a field to SUM if it is in the data area and contains numbers; if it contains text then it is set to COUNT. You can, however, change these calculation methods as follows: From the Options tab, in Active Field group, select Field Settings (you can alsodouble click on the field) Select the Show Values As tab in the Value Field Settings dialogue box Select the drop-down arrow for Show values As and select tthe necessary method Select OKCustom Calculations in PivotTables There is a second tab on the Value Field Settings that allows you to select how the calculation are shown (this is the Custom Calculation functionality in Microsoft Excel 2003). For example, you may wish to see the figure as a percentage of the total.21 of 76 22. 100 Excel TipsTricksDid You Know? There are hundreds of ready-madetemplates on the Microsoft Excel website that you can download for free. Available categories include brochures, calendars, expense reports, sports schedules, and more. Where Excel 2003 had over65,000 rows and 256 columns, Excel 2007 has over 16,000 columns and over 1 million rows! In May 1996, more than 30 millionpeople were already using Excel worldwide.A A-http://www.thocp.net/companies/microsoft/ microsoft_company_part2.htmA History of Spreadsheets 1952First noncomputerized reference to the term spread sheet listed in Dictionary For Accountants and refers to a worksheet providing a two-way analysis of accounting data an accounting matrix in which the columns and rows constitute either debit or credit sides respectively or reverse. Early 60sProfessor Richard Mattessich pioneered computerized spreadsheets for business accounting, applying computerized spreadsheets to accounting and budget systems written on a mainframe computer in FORTRAN IV.1 19691971 Rene K. Pardo and Remy Landau develop LANPAR spreadsheet compiler. Pardo and Landau file a patent covering a recalculation algorithm, which is initially rejected. After 12 years of appeals it is granted and becomes the worlds first software patent.2 1979Dan Bricklin and Bob Frankston release VisiCalc for the Apple II computer system. VisiCalc helps the Apple II bridge the gap from hobbyist users to businesses that need a useful financial analysis tool, which helped propel Apple as a successful business. While not the first spreadsheet program, its combination of features and affordability helped it become the first popular spreadsheet program. VisiCalc had 254 rows and 63 columns.3 1980SuperCalc is developed by Sorcim and is notable for being one of the first spreadsheet programs capable of solving circular references (that is, cells that depend on one anothers results).4 1981Lotus 1-2-3 hits the market and is the IBM PCs first killer app (as VisiCalc was for the Apple II). Designed primarily to combine visual graph functions with spreadsheet applications, 1-2-3 was faster, more powerful, and easier to learn than VisiCalc, giving IBM great success in the PC arena. 1982Microsofts MultiPlan is launched. Designed to compete against VisiCalc, Microsofts first spreadsheet program was its first foray into the realms of business applications. While being outsold by Lotus 1-2-3 in the United States, Multiplan sold well overseas, giving Microsoft a solid platform for future international growth. 1984AppleWorksone of the first packages that contained an integrated suite of products, AppleWorks included a spreadsheet module that could work seamlessly with all other modules, such as the word processor. AppleWorks was so popular for a time it even overtook Lotus 1-2-3 in industrywide sales charts. It was one of the first applications to use menu bars rather than a command line interface.5 1985Microsoft Excel first appears for the Macintosh platform.http://www.cs.umd.edu/class/spring2002/cmsc434-0101/MUIseum/applications/spreadsheethistory1.html http://en.wikipedia.org/wiki/Spreadsheet 3 http://www.danbricklin.com/firstspreadsheetquestion.htm 4 http://en.wikipedia.org/wiki/SuperCalc 5 http://apple2history.org/history/ah19.html 1 222 of 76 23. 100 Excel TipsTricksExcel Version History VERSIONCOMMENTS11985Version 1, for the Macintosh, was released. Version 1.0.6 and 1.5 are released over the course of the next three years.21987The first Windows version. Labeled 2 to correspond to the Mac version, it included a run-time version of Windows.2.21989Excel 2.2 for Macintosh includes the ability to apply different styles within a single document and a 40% increase in calculation speed.31990Included workbooks, toolbars, drawing capabilities, outlining, add-in support, 3D charts, and many more new features.41992Released for Windows 3.1, it becomes the first popular version due to the widespread use of Windows 3.1.51993A major upgrade included multisheet workbooks and replaced Excel Macro language with Visual Basic.71995*Known as Excel 95. The first major 32-bit version of Excel,** which is very similar to Excel 5 in relation to features.81997Known as Excel 97. A new interface for VBA developers, UserForms, data validation, and more.91999Known as Excel 2000. Can use HTML as a native file format, self-repair capability, enhanced clipboard, pivot charts, modeless user forms, digital signing of macros.102001Known as Excel 2002, this is part of Office XP. It has a long list of new features, perhaps the most significant of which is the ability to recover your work when Excel crashes.112003Microsoft Office Excel 2003. The new features in this version include: (a) Improved support for XML, (b) A new list range feature, (c) Smart Tag enhancements, and (d) Corrected statistical functions.122007Microsoft Excel 2007. A major overhaul to the standard Office interface with the introduction of the Ribbon, changes made to the standard file extensions for Office documents, extended conditional formatting features, increased business intelligence functionality, and much more.Importance of Spreadsheet Security Typing errors can lead to inaccurate information, which can have a devastating effect on business Nevada, USA, 2006: Incorrectlytyped formulae led to a $5 million discrepancy in budgetary figures.A Northern Territory, Australia, 2005:A manual error in a departmental spreadsheet led to a AUS$200 million mistake in government funding figuresB Excel 2007 is rich with security and error-checking features, such as formula evaluation, cell precedent and dependence tracking, data validation, and the ability to track changes made to the sheet. Combined, these features help give you the peace of mind about the data you use to make your decisions. In addition, automated business intelligence tools, such as the Alchemex product range, remove a large proportion of the manual aspects of report creation, avoiding the opportunity for typing errors. Excel and Alchemex can save your business time and money, giving you peace of mind. A-http://www.nevadadailymail.com/story/1135458.html B-http://www.abc.net.au/news/newsitems/200506/ s1394937.htm* here is no Excel 6. Beginning with Excel 7, the version numbering was changed so all of the Microsoft Office applications would have the same T version number. **There was also 32-bit version of Excel 5, but it was not widely distributed23 of 76 24. 100 Excel TipsTricksThe Insert Tab Customizing Sort Options in a PivotTable Adding your own custom sort options can make your PivotTable even easier to read. Often you need to sort your PivotTable in month order, but normal sorting sorts your months in alphabetical order and not month order.36. How do you apply a Custom Sort when sorting a PivotTable? Select any cell in the column you would like to sort in the PivotTable From the Home tab, in the Editing group, select SortFilter Select Custom Sort Select More Options Deselect, Sort automatically every From the drop-down arrow, select the sort order (for example, Jan, Feb, Mar) Select OK37.ow do you default your PivotTable to sort based on the H Custom List? From the Options tab, in the PivotTable group, select Options Select the heading tab ToolsFilters Select Use Custom List when sortingFrom PivotTable options, you can also set the PivotTable to use the Custom List by default.24 of 76 25. 100 Excel TipsTricks38. How do you Group Dates in a PivotTable? Select the Field (Date) you wish to group From the Options tab, in the Group group, select Group Field The Grouping dialogue box appears, displaying dates or times Enter the starting and ending information in the fields provided In the By list, select the option you wish to group By (for example, Months) Select OKThe Insert Tab Grouping Fields in a PivotTable The group and ungroup functionality is located on the Options tab, in the Group group. The function operates the same way as for Microsoft Excel 2003. You can also right-click to access this function.39. Is there a quick way to Ungroup Dates? To Ungroup Dates, select the Field (Date) you wish to Ungroup From the Options tab, in the Group group, select Ungroup40. How do you Group Dates by weeks? Select the Date field in the PivotTable From the Options tab, in the Group group, select the Group Selection button Under By, select Days Next to Number of Days, select 7Grouping Data in a PivotTable by Days of the Week Extending PivotTable functionality even further, data can be grouped into preset categories such as days of the week. Select OKDays725 of 76 26. 100 Excel TipsTricksThe Insert Tab Filtering 0 Values in a PivotTable It is possible to now show any 0 values in your PivotTable. To do this you can apply an AutoFilter.41. How do you ensure that 0 values do not show in the PivotTable? Select the cell to the right of the last heading on the PivotTable From the Data tab, in the SortFilter group, select Filter Select the drop-down arrow from the Value heading (for example, Sum of Product Sale) Deselect 0 Select OK42. How do I change the Source Data? Select any cell in the PivotTable From the Options tab, in the Data group, select Change Data Source Select the new Data Source Select OKChange the Source Data in a PivotTable Once you have created your PivotTable, you may decide that you would like to refer to a different data source.43. How do you clear all filters from a PivotTable? Select any cell in the PivotTable From the Options tab, in the Actions group, select Clear Select the desired optionClear a PivotTable You may want to clear all the fields on the PivotTable to start again. A very nice new feature in Microsoft Excel 2007 is that if you have applied multiple filters on the fields in the PivotTable and you wish to view all the data, you can clear all filters.26 of 76 27. 100 Excel TipsTricks44. How do you create a Calculated Field in a PivotTable? From the Options tab, in the Tools group, select Formulas Select Calculated Field from the drop-down menu In the Name box enter the new name Select the field the calculation is based on in the Field List Select Insert FieldThe Insert Tab Calculated Fields in a PivotTable Selecting Formulas calls up the same Insert Calculated field dialogue box as Microsoft Excel 2003. In the Formula box, create the formula Select Add Select OK45. How to you show or hide the Field List? From the Options tab, in the Show/Hide group, select Field List46. How do you use the Hide and Show buttons? From the Options tab, in the Show/Hide group, select +/- Button47. How do you remove the Field Headings from the PivotTable? From the Options tab, in the Show/Hide group, select Field HeadersThe Field List in a PivotTable You will need to use this button if you close your Field List and then need to make some changes.Using the +/- Buttons in a PivotTable Hide and Show detail is now located in the PivotTable as a small plus (show detail) or minus (hide detail) icon. You can switch the Show/Hide button off, by selecting the below button from the Options tab, in the Show/Hide group.Using Field Headers in a PivotTable This option removes the headings from the PivotTable.27 of 76 28. 100 Excel TipsTricksThe Insert Tab Using Subtotals in a PivotTable In Microsoft Excel 2007 there is a shortcut for turning the Subtotals on and off. This, however, applies to all the Subtotals and switches them all off or on.48. How do you turn off all Subtotals? Select any cell in the PivotTable From the Design tab, in the Layout group, select Subtotals Select Do Not Show Subtotals49. How to do you turn off individual Subtotals? Right-click on the desired field Select the Subtotal fieldname50. How do you turn off all Grand Totals? Select any cell in the PivotTable From the Design tab, in the Layout group, select Grand TotalsThe Tabular form of the PivotTable Layouts does not allow for the subtotals to be shown at the top.Turn Off Individual Subtotals in a PivotTable To turn off individual subtotals you still need to go to the field settings for that field.Using Grand Totals in a PivotTable There is a quick way to change how the grand totals are displayed. This will be applied to the entire PivotTable.28 of 76 Select Off for Rows and Columns 29. 100 Excel TipsTricksExcel Efficiency Calculator Considering that Excel is used pervasively as a platform to share and present critical information that drives business decisions, have you ever wondered, How much time and money is inefficient use of Excel costing your business? Simply automating the reporting process can result in a massive time saving and increased productivity as well as provide less tangible returns like data integrity, standardization, and elimination of loose spreadsheet use.Our expectations have been exceeded by the way Alchemex delivers critical business information from our system. We have converted weeks of repetitive work every month into a few hours. Now thats what I call a measurable return on investment Ravind Sukdeo, financial director, Bidfreight Port Operations (a member of the BIDvest Group Ltd) Similarly, improved Excel skills can save time and money.Ive learned amazing new things with Excel on Steroids, and this will definitely improve my efficiency at the office. For example I finalized our quarterly stock-take three hours earlier than normal just because I was able to work through the data so much quicker. Linka Lubbe, financial controller, JOST, South AfricaVisit www.alchemex.com and use our efficiency calculator (example below) for your business.29 of 76 30. 100 Excel TipsTricksThe Insert Tab Changing the Report Layout in a PivotTable By default, Microsoft Excel uses Compact Form for your PivotTable. When using Compact Layout, you lose access to each of the field headings. You can access them by selecting the down arrow next to the main row heading and then changing the Selected Field box. You will also not be able to double click to access the Field Settings. To view the PivotTable as you would in Microsoft Excel 2003, choose Show in Outline Form.51. Where do you go to change the PivotTable Report Layout? Select any cell in the PivotTable From the Design tab, in the Layout group, select Report Layout Select the desired option52. How do you insert Blank Rows after each item? Select any cell in the PivotTable From the Design tab, in the Layout group, select Blank Rows Select Insert Blank Line after each Item53. How do you apply a PivotTable style? Select any cell in the PivotTable From the Design tab, in the PivotTable Styles group, select one of the visible stylesor scroll through all the available styles You can also select the More button, to view the Styles You also have the option to create your own PivotTable Style at the bottom of the gallery,which displays the New PivotTable Style dialogue boxUsing Blank Rows in a PivotTable To space out a PivotTable, you can choose to insert blank lines after each item.PivotTable Styles In Microsoft Excel 2003, you could apply AutoFormat to the PivotTable. In Microsoft Excel 2007 you can change the style of a PivotTable by using a gallery of styles. To remove a format, select Clear at the bottom of the list. You can only delete your custom PivotTable styles.30 of 76 31. 100 Excel TipsTricks54. How do you create a PivotChart from a PivotTable? Select any cell within the PivotTable report From the Options tab, in the Tools group, select the PivotChart icon Select the ChartType Select OK You can now edit your chart by using the chart type and other options55. How do you create a PivotChart from scratch? Select a cell in the data list From the Insert tab, in the Tables group, select the drop-down arrowbelow PivotTable Select PivotChart from the drop-down list Make sure that the selected data range is correct and select OK Use the PivotTable Field List to create the PivotChartThe Insert Tab PivotCharts PivotCharts are much easier to create and use in the new user interface. The filtering functionality is made much easier, and there are specific PivotChart tools and context menus available so that you can analyze the data in the chart. You can now change the layout, style, format, and its elements the same way that you can for a regular chart. In Microsoft Excel 2007, the chart formatting that you apply is preserved when you make changes to the PivotChart. As you change the PivotChart, its associated PivotTable changes and vice versa. There is a new PivotChart Filter Pane that gives you access to your chart fields for filtering. You can move the PivotChart to another location (for instance, a new worksheet using the Move Chart function). When creating a PivotChart, make sure your PivotTable report has at least one row field to become the Category field in the PivotChart report, and a Data field to become the Series field.31 of 76 32. 100 Excel TipsTricksThe Insert Tab Microsoft Excel Charts With Microsoft Excel 2007, charts have a new look; layouts use different fonts and colors. The Ribbon interface has a Chart group, which becomes visible once a chart has been generated. Once you have selected your chart type, the chart is automatically embedded in the worksheet, and whenever you select the chart, the Chart Ribbon will be available on the Ribbon.Create a New Excel Chart To easiest way to create a chart is to select the data table and then select the Insert tab. In the Charts group select the chart type you require.Hidden and Empty Cells in an Excel Chart Selecting the Hidden and Empty Cells button allows you to determine how the graph deals with blank spaces in your data. You have the option to show them as gaps, as zeros, or to smooth the graph over the gaps.32 of 7656. How do you create a Chart with a shortcut key? Select the range you would like to Chart Press F11 on the keyboard A new worksheet will be inserted with the Chart57. How do you have an empty cell show as a zero in a chart? Select the Chart From the Design tab, in the Data group, select Select Data Select Hidden and Empty Cells Select Zero Select OK, OK 33. 100 Excel TipsTricks58. How do you change margins in Excel 2007? From the Page Layout tab, in the Page Setup group, select Margins Select the desired setting If you select Custom Margins, you get the Microsoft Excel 2003 Page Setupdialogue box and you can manually adjust the margins Select OK59. How do you insert a Page Break?The Page Layout Tab Page Breaks There is no need to change your view to Page Break Preview to insert Page Breaks. Please ensure you are in column A when you are inserting a Page Break. You can also select Remove Page Break to remove a page break. Select the cell in column A, below to where the Page break must appear From the Page Layout tab, in the Page Setup group, select Breaks Select Insert Page Break60. How do you remove a Page Break? Select the cell in column A, below the Page Break to be removedPrint Titles From the Page Layout tab, in the Page Setup group, select BreaksThis is not a new feature in Microsoft Excel 2007, but it is now found in the Page Setup group. Print Titles are a fantastic tool when you need to repeat a certain column or row on each printed page. Select Remove Page Break61. How to you repeat a row when printing a worksheet? Determine which row is to be repeated From the Page Layout tab, in the Page Setup group, select Print Titles Select the Collapse Dialogue button in the Rows to Repeat at Top Select the desired row Press Enter Select OK33 of 76 34. 100 Excel TipsTricksThe Formulas Tab Using Functions Functions are available on the Formulas tab. You can insert a function by using the Insert Function icon or use the Function Library group, which lists the available functions in logical groupings (for instance, Financial).Update Formulae Manually When there are a number of formulas on a worksheet, especially if there is a lot of data to be referenced, changing one formula can slow the application down substantially. By using the option to manually recalculate, you can bypass this recalculation and avoid the delay. You can then choose to manually update your formulae.62. How do you set your formulas to update manually? Select the Microsoft Office button From the bottom right, select Excel Options Select Manual Select OK63.ow do you trace cells that are preceding or dependant on H the current cell? To trace all cells that are preceding: Select the desired cell From the Formulas tab, in the Formula Auditing group, select Trace Precedents If the Precedent cells are found on another worksheet, you get a dotted line Double click on the dotted line, select the reference, select OK To trace all dependant cells: Select the desired cell From the Formulas tab, in the Formula Auditing group, select Trace Dependents To remove all the arrows: Select the desired cell From the Formulas tab, in the Formula Auditing group, select Remove ArrowsFormula AuditingShowing Cell Dependencies Some spreadsheets can get very complicated, with many cells relying on other cell calculations to deliver information, and a change of one cell can have dramatic effects. Formula Auditing shows you which cells are connected.34 of 76 35. 100 Excel TipsTricks64.ow do I create a Formula that will find a cell with the H highest value in a range? Open Microsoft Excel Select the desired result cell Enter in the below:=ADDRESS(MATCH(MAX(D:D),D:D,0),4,4) =ADDRESS(MATCH(MAX(Column to calculate max), Column to find the max, finds the first value that is exactly equal), use column D (4) as the result reference, use relative reference) MATCHMATCH(lookup_value,lookup_array,match_type) The MATCH function returns the row number of the highest value.The Formulas Tab Finding the Cell With the Highest Value in a Range At times you may be working with data where you need to find the maximum value. To do this, you can sort or use the MAX function. You may not want to sort the column and are looking for the MAX value, but would like to know the cell address that contains the maximum value. ExampleLookup_value: Is the value you use to find the value you want in a table. Lookup_value can be a value (number, text, or logical value) or a cell reference to a number, text, or logical value. Lookup_array: Is a contiguous range of cells containing possible lookup values. Match_type: Is the number -1, 0, or 1. Match_type specifies how Microsoft Excel matches lookup_value with values in lookup_array. If match_type is 0, MATCH finds the first value that is exactly equal to lookup_value. Lookup_array can be in any order. ADDRESSADDRESS(row_num,column_num,abs_num,a1,sheet_text) The ADDRESS function returns the cell address of the highest value. Row_num: Is the row number to use in the cell reference. Column_num: Is the column number to use in the cell reference. Abs_num: Specifies the type of reference to return. 1 - Absolute, 2 - Absolute row; relative column, 3 Relative row; absolute column, 4 - RelativeMAXMAX(number1,number2,...) Number1, number2: Are 1 to 255 numbers for which you want to find the maximum value.35 of 76 36. 100 Excel TipsTricksThe Formulas Tab65. How do you round a number to the nearest whole number?Rounding Numbers to the Nearest Whole Number Using the ROUND function, you can round a number upwards to the nearest hundred, thousand, million, or higher. Select the desired cell Enter in the below formula:=ROUND(C2,-2) Press EnterExample The Rounded Up column is rounding the values up the nearest hundred.ROUNDROUND(number,num_digits) Number: Is the number you want to round. Num_digits: Specifies the number of digits to which you want to round the number.Deleting All NonFormula Data on a Worksheet Have you ever found that at the beginning of the financial year you need to make a copy of the previous years workbook? If so, youd need to delete all the old years data but you would really like to keep all of the formulae in the worksheet. By using the Go To dialogue box, it is a quick and easy method.Constant36 of 7666. How do you delete all nonformula data? Make a copy of the desired worksheet Press F5 on the keyboard (The Go To dialogue box will pop up) Select Special Select Constants Select OK All cells containing constants (everything except formulae) will be selected Press Delete on the keyboard 37. 100 Excel TipsTricks67.ow do I Filter date transaction to only show dates between H 30 and 60 days? Select the desired cell Enter the below:The Formulas Tab Filter Date Transactions to Show Only Dates That Fall Between a Range Copy the formula downBy using a combination of the TODAY and AND function, you can determine whether a date falls inside of a particular date range. Use Filtering to Filter all values that are TRUEExample=AND(TODAY()-B3=30,TODAY()-B3=60)TODAYTODAY( ) Returns the serial number of the current date. The serial number is the date-time code used by Microsoft Excel for date and time calculations. If the cell format was General before the function was entered, the result is formatted as a date.ANDAND(logical1,logical2, ...)This result gives you an answer of either True or False which you can then filter or use in combination with another function. This can be a handy when used in combination with a SUMIF to calculate transactions in certain date range.Logical1, logical2, ... : Are 1 to 255 conditions you want to test that can be either TRUE or FALSE.37 of 76 38. You have the book. Now get the hands-on training. Excel on Steroids Learn how to capture more meaningful data, in less time, using your favorite spreadsheet. These specialized training workshops developed by Alchemex provide in-depth coverage of key Microsoft Excel functionality. B Workshop 1:usiness Reporting Using Formulas and Functions M Workshop 2:anaging Data Lists and Macros D Workshop 3:ata Analysis using PivotTables / Chartswww.SageU.com 39. Sage Intelligence Reports you can rely on. Information you can act on. 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Subject to Alchemex (Pty) Ltd terms and conditions. 40. 100 Excel TipsTricksThe Formulas Tab Converting Text Dates to Dates Occasionally, dates may become formatted and stored in cells as text. For example, you may have entered a date in a cell that was formatted as text, or the data might have been imported or pasted from an external data source as text. Dates that are formatted as text are leftaligned instead of right-aligned in a cell. You can use the DATEVALUE function to convert most other types of text dates to dates.68. How do you convert text dates to dates? Select the desired cell Enter the below:=DATEVALUE(A2) The DATEVALUE function returns the serial number of the date that is represented by the text date Format the cell (serial number) to a date: Select the desired cell/cells (B2:B3) Right click on the selected cells Select Format Cells Select Date Select the desired FormatDATEVALUEDATEVALUE(date_text) Date_text: Is text that represents a date in a Microsoft Excel date format. For example, 1/30/2008 or 30-Jan-2008 are text strings within quotation marks that represent dates. Using the default date system in Excel for Windows, date_text must represent a date from January 1, 1900, to December 31, 9999. Using the default date system in Microsoft Excel for the Macintosh, date_text must represent a date from January 1, 1904, to December 31, 9999. DATEVALUE returns the #VALUE! error value if date_text is out of this range. If the year portion of date_text is omitted, DATEVALUE uses the current year from your computers built-in clock. Time information in date_text is ignored.40 of 76 41. 100 Excel TipsTricks69. How do you combine text from multiple cells into one cell? Select the desired cell Enter in = Select the first cell to joinThe Formulas Tab Combining Text From Multiple Cells Into One If necessary, add any additional data that my not be found in a cell (/)Using thesign is the same as using the Concatenate function, but much simpler. Enter in Example Enter in Select any additional cells to join Press EnterBelow is an example in column C, of where the Main Account and Sub Account numbers need to be joined into one cell with a / to separate the Accounts.41 of 76 42. 100 Excel TipsTricksThe Formulas Tab An Alternative to VLOOKUP Using a combination of MATCH and INDEX, you can return values from an array regardless of what information is in the first column of the array. In a VLOOKUP, the main search criteria (for example, a salespersons name) needs to be in the first column of the arrayusing MATCH and INDEX; it doesnt matter which column the result is in.70. What Formula can I use as an alternative to VLOOKUP? Select the desired cell Enter in the below:=INDEX(A1:C12,MATCH(A15,B2:B12),3) =INDEX(Complete List,MATCH(Lookup cell,Column from List with Lookup Value),Column Number from list for result) Select OKMATCHExampleMATCH(lookup_value,lookup_array,match_type) Returns the row number of the highest value. Lookup_value: Is the value you use to find the value you want in a table. Lookup_value can be a value (number, text, or logical value) or a cell reference to a number, text, or logical value.You can either create the functions in two steps as in cells B20 and C20, or you can create a Nested Function as in cell D20.Lookup_array: Is a contiguous range of cells containing possible lookup values. Match_type: Is the number -1, 0, or 1. Match_type specifies how Microsoft Excel matches lookup_value with values in lookup_array. If match_type is 0, MATCH finds the first value that is exactly equal to lookup_value. Lookup_ array can be in any order. INDEXINDEX(array,row_num,column_num) Returns the value of an element in a table or an array, selected by the row and column number indexes. INDEX looks at an array, based on the row number found in the MATCH Function, and return the answer from the specified column. Array: Is a range of cells. Row_num: Selects the row in array from which to return a value. Column_num: Selects the column in array from which to return a value.42 of 76 43. 100 Excel TipsTricks71. How do you insert a Symbol? Create the Symbol list: Open a blank workbook Select cell A1 Enter in the below:=CHAR(ROW()) Copy the function down to cell A255The Formulas Tab Inserting Symbols Into the Cell It can sometimes be difficult to insert a special character, such as or, into a cell. Special characters each have their own unique number combination. Example This displays in each cell the character whose code number is that cells rownumber. For example, the Euro Currency symbol appears in cell A128, which indicates that its code number is 128 If necessary, save the workbookCHARCHAR(number) Number: Is a number between 1 and 255 specifying which character you want. The character is from the character set used by your computer.Euro Ellipsis Dagger Double Dagger Bullet Trademark Cents 0128 0133 0134Registered Plus/Minus Paragraph 0174 0177 01820135Degree0176 0149 0153 0162Pounds Yen Copyright 0163 0165 0169Code If using a laptop, be sure to turn on your NUMLOCK padSymbol(for example, 0128)Common Symbols Using the numeric keys on your NUMLOCK pad, enter in the desired codeCode Hold down ALT on the keyboardIf you know the code number, you can enter that character any time by holding down the ALT key, and typing the four-digit code number on the numeric keypad (the keys on the far right of your keyboard; do not use the normal number keys above the letter keys). Even though character code numbers are only three digits (between 0 and 255), you must type in the leading zeros to ensure that you get the proper character. Symbol Select the desired cellCommon Symbols To apply the desired Symbol:You can change the font of the column to see what characters are supplied by various fonts. Fonts with lots of useful symbols include Symbol, WebDings, the 3 WingDings fonts, Ref Specialty, ENCICON, Marlett, MonoType Sorts, and MS Reference. Note that you may not have all these fonts on your computer.43 of 76 44. 100 Excel TipsTricksThe Formulas Tab Adding Criteria/Conditions to your SUM function Using the DSUM function, you can specify criteria and conditions regarding which cells should be added together. An alternative to using DSUM is using SUMIF. But SUMIF cant do complex criteria. Example The table contains a list of totals sales per day, showing how many hours were worked that day, the week number, and the month. In cell H4 is a running total using the DSUM function, which takes into account a number of criteria that have been set up in the range A1:F2 (such as a specific day for a specific month as long as the hours in the work day were greater than 12 but less than 17).44 of 7672. How do I add criteria/conditions to the Sum function? Select the desired cell Enter in the below formula:=DSUM(A5:E1121,5,A1:F2) Press EnterDSUMDSUM(database,field,criteria) Database: Is the range of cells that makes up the list or database. A database is a list of related data in which rows of related information are records and columns of data are fields. The first row of the list contains labels for each column. Field: Indicates which column is used in the function. Field can be given as text with the column label enclosed between double quotation marks, such as Age or Yield, or as a number that represents the position of the column within the list: 1 for the first column, 2 for the second column, and so on. Criteria: Is the range of cells that contains the conditions you specify. You can use any range for the criteria argument, as long as it includes at least one column label and at least one cell below the column label for specifying a condition for the column. 45. 100 Excel TipsTricks73. How do you use the SUMIF function between workbooks? Open the workbook that contains the source Open the workbook that will contain the formulae Select the desired cell in the workbook that will contain the formulae Using the FX button on the Formula Bar, locate the Sum Function To nest in the IF Function, from the Formula bar, in the Name Box,from the drop-down arrow, select IF If the IF function does not appear, select More Functions and locate the IF Function Enter in the arguments in the Logical TestLogical_test If cells A3:A12 in the Data workbook on Sheet 1 = East Value_if_true If the above is true, sum the range B3:B12 Value_if_false IF the above is not true, place 0 Press Ctrl + Shift + EnterThe Formulas Tab SUMIF Between Workbooks When using the SUMIF function between workbooks, you may get a VALUE error if the source workbook is not open. This behavior occurs when the formula that contains the SUMIF, COUNTIF, or COUNTBLANK function refers to cells in a closed workbook. To work around this, use a combination of the SUM and IF functions together in an array formula. An array formula is a formula that can perform multiple calculations on one or more of the items in an array. Array formulas act on two or more sets of values known as array arguments. Each argument within an arraymust have the same number of rows and columns SUMIFSUMIF(range,criteria,sum_range) Range: Is the range of cells that you want evaluated by criteria. Cells in each range must be numbers or names, arrays, or references that contain numbers. Blank and text values are ignored. You must enter an array bypushing Ctrl + Shift + Enter You cannot add the {} (braces)that surround an array yourself, pushing Ctrl + Shift + Enter will do this for youCriteria: Is the criteria in the form of a number, expression, or text that defines which cells will be added. For example, criteria can be expressed as 32, 32, 32, or apples. Sum_range: Are the actual cells to add if their corresponding cells in range match criteria. If sum_range is omitted, the cells in range are both evaluated by criteria and added if they match criteria.45 of 76 46. 100 Excel TipsTricksThe Formulas Tab Calculating Positive and Negative Numbers Have you ever had a column with positive and negative numbers, but would like to sum the positive and negative numbers separately? This can be done by using the SUMIF function. Example74. How can I calculate positive and negative numbers? To add the positive numbers as per the example: Select the desired cell Enter in the below:=SUMIF(A2:A10,0) Press Enter To add the negative numbers: Select the desired cell Enter in the below:=SUMIF(A2:A10,0) Press EnterSUMIFSUMIF(range,criteria,sum_range) Range: Is the range of cells that you want evaluated by criteria. Cells in each range must be numbers or names, arrays, or references that contain numbers. Blank and text values are ignored. Criteria: Is the criteria in the form of a number, expression, or text that defines which cells will be added. For example, criteria can be expressed as 32, 32, 32, or apples. Sum_range: Are the actual cells to add if their corresponding cells in range match criteria. If sum_range is omitted, the cells in range are both evaluated by criteria and added if they match criteria.46 of 76 47. 100 Excel TipsTricks75. How do you name a selection using column labels as names? Select the range you want to name, including the row or column labels From the Formula tab, in the Defined Names group, select Create from Selection Select Top Row (assuming your headings are in the top row) Select OK76. How do you name a range of cell/cells?The Formulas Tab Naming a Range Using Column Labels This is useful when you have a list and want to name the column separately. You can use the column labels as the range name. Select the desired cell/cells From the Formula bar, click on the Name box Enter in the desired Named Range Press Enter77. How do you insert a Named Range in Formulae? Place your cursor where you would like to insert the Named RangeName a Range of Cell/Cells From the Formulas tab, in the Defined Names group, select Use in FormulaYou can also name a range of cell/cells. This applies a Name to an entire range. Select the desired Named Range78.hat is the keyboard shortcut to insert a Named Range W in Formulae? Place your cursor where you would like to insert the Named Range Press F3 on the keyboard Select the desired Named Range Select OK79. How do you paste a list of Named Ranges? Select a cell in the worksheet where you would like the list to be pasted Press F3 Select Paste ListUse Named Ranges in Formulae When using a named range in a Formula, you can select Use in Formula to insert the named range. Alternatively, you can select F3, which brings up a list of Named Ranges.47 of 76 48. 100 Excel TipsTricksUsing CTRL as a Function Key CTRL+ Copies a formula from the cell above the active cell into the cell or the Formula Bar. CTRL+ Copies the value from the cell above the active cell into the cell or the Formula Bar. CTRL++Displays the Insert dialog box to insert blank cells. CTRL+1Displays the Format Cells dialog box. CTRL+2 Applies or removes bold formatting. CTRL+3 Applies or removes italic formatting. CTRL+4 Applies or removes underlining. CTRL+5 Applies or removes strikethrough. CTRL+6Alternates between hiding objects, displaying objects, and displaying placeholders for objects. CTRL+7 Displays or hides the Standard toolbar. CTRL+8 Displays or hides the outline symbols. CTRL+9 Hides the selected rows. CTRL+0 Hides the selected columns.48 of 76Keys CTRL+F8 performs the Size command (on the Control menu for the workbook window) when a workbook is not maximized. ALT+F8 displays the Macro dialog box to run, edit, or delete a macro. F9 Calculates all worksheets in all open workbooks.F9 followed by ENTER (or followed by CTRL+SHIFT+ENTER for array formulas) calculates the selected a portion of a formula and replaces the selected portion with the calculated value. SHIFT+F9 calculates the active worksheet. CTRL+ALT+F9 calculates all worksheets in all open workbooks, regardless of whether they have changed since the last calculation. CTRL+ALT+SHIFT+F9 rechecks dependent formulas, and then calculates all cells in all open workbooks, including cells not marked as needing to be calculated. CTRL+F9 minimizes a workbook window to an icon. F10 Selects the menu bar or closes an open menu and submenu at the same time.SHIFT+F10 displays the shortcut menu for a selected item. ALT+SHIFT+F10 displays the menu or message for a smart tag. If more than one smart tag is present, it switches to the next smart tag and displays its menu or message. CTRL+F10 maximizes or restores the selected workbook window. F11 Creates a chart of the data in the current range.SHIFT+F11 inserts a new worksheet. ALT+F11 opens the Visual Basic Editor, in which you can create a macro by using Visual Basic for Applications (VBA). ALT+SHIFT+F11 opens the Microsoft Script Editor, where you can add text, edit HTML tags, and modify any script code. F12 Displays the Save As dialog box. 49. 100 Excel TipsTricksOther UsefulUsing CTRL as a Function KeyARROW KEYSCTRL+A Selects the entire worksheet. Move one cell up, down, left, or right in a worksheet. CTRL+ARROW KEY moves to the edge of the current data region in a worksheet. SHIFT+ARROW KEY extends the selection of cells by one cell. CTRL+SHIFT+ARROW KEY extends the selection of cells to the last nonblank cellin the same column or row as the active cell. LEFT ARROW or RIGHT ARROW selects the menu to the left or right when a menuis visible. When a submenu is open, these arrow keys switch between the main menu and the submenu. DOWN ARROW or UP ARROW selects the next or previous command when a menuor submenu is open. In a dialog box, arrow keys move between options in an open drop-down list or betweenoptions in a group of options. ALT+DOWN ARROW opens a selected drop-down list.BACKSPACE Deletes one character to the left in the Formula Bar. Also clears the content of the active cell.DELETE Removes the cell contents (data and formulas) from selected cells without affectingcell formats or comments. In cell editing mode, it deletes the character to the right of the insertion point.END Moves to the cell in the lower-right corner of the window when SCROLL LOCKis turned on. Also selects the last command on the menu when a menu or submenu is visible. CTRL+END moves to the last cell on a worksheet, in the lowest used row of therightmost used column. CTRL+SHIFT+END extends the selection of cells to the last used cell on the worksheet(lower-right corner).ENTER Completes a cell entry from the cell or the Formula Bar, and selects the cell below(by default). In a data form, it moves to the first field in the next record. Opens a selected menu (press F10 to activate the menu bar) or performs the actionfor a selected command. In a dialog box, it performs the action for the default command button in the dialog box(the button with the bold outline, often the OK button). ALT+ENTER starts a new line in the same cell. CTRL+ENTER fills the selected cell range with the current entry. the worksheet contains If data, CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire worksheet. When the insertion point is to the right of a function name in a formula, this displays the Function Arguments dialog box. CTRL+SHIFT+A inserts the argument names and parentheses when the insertion point is to the right of a function name in a formula. CTRL+B Applies or removes bold formatting. Copies the selected cells. CTRL+C CTRL+C followed by another CTRL+C displays the Microsoft Office Clipboard. CTRL+DUses the Fill Down command to copy the contents and format of the topmost cell of a selected range into the cells below. CTRL+FDisplays the Find dialog box. SHIFT+F5 also displays this dialog box, while SHIFT+F4 repeats the last Find action. CTRL+GDisplays the Go To dialog box. also displays this F5 dialog box. CTRL+HDisplays the Find and Replace dialog box. Applies or removes italic CTRL+I formatting. CTRL+KDisplays the Insert Hyperlink dialog box for new hyperlinks or the Edit Hyperlink dialog box for selected existing hyperlinks. SHIFT+ENTER completes a cell entry and selects the cell above.49 of 76 50. 100 Excel TipsTricksUsing CTRL as a Function KeyKeysCTRL+LDisplays the Create List dialog box.HOME Moves to the beginning of a row in a worksheet.Creates a new, blank file. CTRL+N Moves to the cell in the upper-left corner of the window when SCROLL LOCK is turned on.CTRL+ODisplays the Open dialog box to open or find a file. Selects the first command on the menu when a menu or submenu is visible.CTRL+SHIFT+O selects all cells that contain comments. CTRL+SHIFT+HOME extends the selection of cells to the beginning of the worksheet.CTRL+PDisplays the Print dialog box. CTRL+RUses the Fill Right command to copy the contents and format of the leftmost cell of a selected range into the cells to the right. CTRL+S Saves the active file with its current file name, location, and file format. Applies or removes CTRL+U underlining. Inserts the contents of the CTRL+V Clipboard at the insertion point and replaces any selection. Available only after you cut or copied an object, text, or cell contents. CTRL+W Closes the selected workbook window. Cuts the selected cells. CTRL+X CTRL+Y Repeats the last command or action, if possible. CTRL+ZUses the Undo command to reverse the last command or to delete the last entry you typed. CTRL+SHIFT+Z uses the Undo or Redo command to reverse or restore the last automatic correction when AutoCorrect Smart Tags are displayed.50 of 76 CTRL+HOME moves to the beginning of a worksheet.PAGE DOWN Moves one screen down in a worksheet. ALT+PAGE DOWN moves one screen to the right in a worksheet. CTRL+PAGE DOWN moves to the next sheet in a workbook. CTRL+SHIFT+PAGE DOWN selects the current and next sheet in a workbook.PAGE UP Moves one screen up in a worksheet. ALT+PAGE UP moves one screen to the left in a worksheet. CTRL+PAGE UP moves to the previous sheet in a workbook. CTRL+SHIFT+PAGE UP selects the current and previous sheet in a workbook.SPACEBAR In a dialog box, performs the action for the selected button, or selects or clears a check box. CTRL+SPACEBAR selects an entire column in a worksheet. SHIFT+SPACEBAR selects an entire row in a worksheet. CTRL+SHIFT+SPACEBAR selects the entire worksheet. If the worksheet contains data, CTRL+SHIFT+SPACEBAR selects the current region.Pressing CTRL+SHIFT+SPACEBAR a second time selects the entire worksheet. When an object is selected, CTRL+SHIFT+SPACEBAR selects all objects on a worksheet. ALT+SPACEBAR displays the Control menu for the Excel window.TAB Moves one cell to the right in a worksheet. Moves between unlocked cells in a protected worksheet. Moves to the next option or option group in a dialog box. SHIFT+TAB moves to the previous cell in a worksheet or the previous option in a dialog box. CTRL+TAB switches to the next tab in dialog box. CTRL+SHIFT+TAB switches to the previous tab in a dialog box. 51. 100 Excel TipsTricksMicrosoft Chart AdvisorChart Advisor is an add-in that provides an alternate approach for creating charts in Excel 2007. This add-in uses an advanced rules engine to scan your data and, based on predefined rules, displays charts according to score. Top scoring charts are available for you to preview, tweak, and insert into your Excel worksheet. Method:Duplicate Remover for Excel Handy plug-in to find and remove duplicates from Excel. You can select, color, copy, or delete duplicate data or unique entries and compare two Excel lists with a different number of columns.Duplicates Manager for Excel Excel add-in to find and delete duplicates in Excel lists. You can delete Excel duplicates from any range, remove duplicate rows from a table, find duplicates in two Excel lists, and more.Fuzzy Duplicate Finder for Excel Allows you to find and correct Fuzzy Excel duplicates, typos, misspelled words, and similar records in Excel workbooks. Pick a data set you want to chart and select a cell in the data. Then click on the Chart Advisor button in the Insert Menu (highlighted in this picture).Merge Cell Wizard for Excel Add-in for merging Excel cells values, columns, and rows. Places values from several cells to one cell or joins several cells, preserving their values.Text Manager Helps you work with text in Excel. You can change case, remove characters or text (such as excess spaces), or join (concatenate), text from several cells to one.Backup AssistantChart Advisor Overview panel. Notice the chart recommendations in a row at the top and the ability to see chart scores as tool tips when hovering over the score.Make backup copies of Excel workbooks before you change them. You are prompted to back up a file immediately after it is opened.Merge Tables for Excel Handy add-in to look up and copy matching data from Excel lists. For example, you can merge matching rows from an Excel tab