Excel Tips and Tricks

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Excel Tips and Tricks. Presented by Darryl Geoffrey My Other Brother Software, LLC myotherbrother@aol.com 413-535-4244. Hands-on vs Demonstration. Microsoft Office Excel 2007. Results-oriented user interface RIBBON Expanded number of Rows & Columns - PowerPoint PPT Presentation

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<p>Slide 1</p> <p>Excel Tips and TricksPresented byDarryl GeoffreyMy Other Brother Software, LLCmyotherbrother@aol.com413-535-4244Hands-on vs Demonstration</p> <p>There are 2 different schools of thought. Concentration, fall behind, try it later never get back to it</p> <p>Today will be a blend of both. If you feel more comfortable just watching you can certainly do that. However, I will mention some times when you can feel free to test out what I am demonstrating.</p> <p>Also, you may not be familiar with all of the subject matter. You can ask questions, but I will be limiting my explanations.</p> <p>Regardless, for all of the samples youll see today, I have made available an excel file on the internet. Lets download that file now.2Microsoft Office Excel 2007Results-oriented user interface RIBBONExpanded number of Rows &amp; Columns1,048,576 rows/16,384 columns vs65,536 and 256Office Themes and Excel StylesImproved Sorting and FilteringImproved Chart CreationImproved connection to External Data</p> <p>1st Tip Make that Ribbon go away Double Click the current tab nameTodays presentation will focus on Excel 2007 running on a Windows 7 machine. Anyone using an older version? If so you can contact me for that versions solutions.</p> <p>First Tip Make that ribbon go away Double click the current tab</p> <p>3Downloading the Sample FileStart Internet ExplorerType www.myotherbrotherweb.com/ncyf/main.aspRight click on Excel Examples SpreadsheetClick Save AsExcelExamples.xlsxSave</p> <p>Two words about Keyboard ShortcutsAlready familiar with these: CTRL BBold CTRL UUnderline CTRL CCopySome of my favorites:CTRL 1Format Cells Dialog BoxCTRL ASelect AllF2Edit Active CellALT EnterNew line in Same CellCTRL FFind and Replace DialogMicrosoft provides a list of all of them:http://office.microsoft.com/en-us/excel-help/excel-shortcut-and-function-keys-HP010073848.aspxOr you can Google: microsoft excel keyboard shortcuts USE THEM!!!In my experience, the most proficient excel users lead a balanced life between the keyboard and the mouse. Especially if data entry is a major portion of the work. If your fingers are already on the keyboard than the fastest way to get something done is often by using the keyboard shortcut. You are probably familiar with these For example, CTRL 1 opens the format cells dialog box. The google results may have sheets you can print out.</p> <p>5Customizing the Quick Access ToolbarClick Drop Down to the right of the Quick Access ToolbarClick the individual item you want to addGo back to Step 1OR1.Click Drop Down to the right of the Quick Access ToolbarMore CommandsDouble Click each command you wantClick OK</p> <p>In 2007, the Ribbon has replaced all of the toolbars that you were used to. The Ribbon has been so well designed, that Microsoft doesnt feel you need the ability to customize it. However, you can customize the QAT at the top of the screen, adding the functions you use most often.</p> <p>Avoid the temptation to overdo it.6Selecting RangesShift Cursor Keys (Up, Down, Left, Right, Home, End, PageUp, PageDown)Click Mouse in First Cell in Range, Hold Shift, Click Mouse in Last Cell in RangeSelect Current Region Ctrl *Nonadjacent Range Select first range as above, then hold Ctrl while selecting additional cells/ranges</p> <p>While you can use the mouse to select ranges, it is also possible to do it quickly using shortcut keys</p> <p>7Example: Selecting Cell RangesOpen the ExcelExamples.xlsx WorkbookClick on the sheet named: SelectWatch first, then try</p> <p>Nos 1 5000 : click in 1 and hold and drag down, Avoiding scroll syndrome start at the endInstead, click in 1, press CTRL SHIFT Down Arrow Selects 1 5000What if only wanted 1 2500, Rather than starting at 1 and scrolling down, click in 2500, hold Shift, scroll slider to 1, click in 1</p> <p>Select current region yellow highlighted table Ctrl *, Click Autosum Fills in Total ColumnsDefine Current Region - Blank Cells included up to blank column, blank row</p> <p>A little more complex Commission Calculates Net SalesCtrl *, Create Auto Sum oops includes Commission %age. Double Click Sum, adjust linesConvert Commission %age column to Percent Highlight column, CTRL SHIFT 5 (%), Fix $ - CTRL SHIFT 4</p> <p>Nonadjacent select Select first column, hold Ctrl Select 2nd &amp; Third, still holding Ctrl click in 1st cell.</p> <p>Other than copy what can you do with a range? Data entry exampleData Entry Jan Sales Tab/Shift tab, Enter/Shift Enter, Ctrl Click Arrows lose selection</p> <p>8AutoFillWorks with Days, Months, Dates, NumbersPatterns 2,4,6; Jan-01, Feb-01Double Click Extends Fill Along Adjacent Current RegionCopyCtrl DragRight Click DragCustom Lists</p> <p>Type 2 in B5Click drag about 5 2s - UndoDouble Click 2s all down Ctrl Down Arrow - UndoCtrl - Click Drag 2 3 4 5 UndoType 4 in B6Repeat above1, 2 Give it a clueHighlight both 2 and 4Jan, 09JanMon12/1/10</p> <p>9Auto Fill Custom ListsOffice ButtonExcel OptionsEdit Custom ListsType New ListClick Add ButtonClick OKOR4.Click in Import List Box4a. Highlight List Items5.Click Import</p> <p>Never had to Regarding clicking on Expand Collapse Button Clicking on Sheet collapses dialog, letting go, brings it back</p> <p>Note, once you click Import or Add, Cancel does not cancel the addition, just the dialog box</p> <p>Lists are computer, not sheet based</p> <p>Add sales team by importtype amy drag down note matched capitalization10Formatting OutputInsert Header/FooterInsert Tab, Header and Footer in Text GroupCustomizeRepeat Rows/ColumnsPage Layout Tab, Dialog Box Launcher on Page Setup GroupSheet TabRows/Columns to RepeatClick on SheetAdjust Page BreaksView Tab, Page Break Preview in Workbook ViewsDrag to Adjust Blue LinesSplitting Windows and Freezing PanesClick in the cell to be the new upper left cellTo Split into Multiple WindowsDouble Click either Split Box, or Click View Tab, Split in Window GroupAdjust as necessaryTo Freeze PanesClick View Tab, Freeze Panes in Window Group</p> <p>To make it easier to work on large spreadsheets, you can split a sheet into multiple window and scroll each independently</p> <p>Freeze panes, is similar, except that it creates the illusion of Row and Column Headings</p> <p>This has no impact on printed output.12OutlinesSummarizes data on successive levelsUp to 8 levelsDefault Detail above or left of summary (customizable)Excel can create Summary RowsNot affected by UndoMay require multiple triesClear Outline removes the outlineUse Outline Sheet to show examples</p> <p>13Example: OutlineYou want to create a summary so you can see how each rep did in various levels, from extreme detail (per region per month) to total summary (overall total, all reps, 6 month period)Insert AutoSums for Each Qtr and for 6 month period (Shortcut: Alt =)Highlight Current RegionClick SubtotalSubtotal each Column at each change in RepHighlight Jan/Feb/Mar columns, click GroupHighlight Apr/May/Jun columns, click GroupHighlight Jan 2nd Qtr columns, click GroupShow double click autosum, then discuss shortcut key. Also show drop down for other options.</p> <p>AFTER auto subtotals, highlight columns and double click to auto width</p> <p>Now show the different options clicking 123 or +/-, Greater the number, greater the detail</p> <p>14How to Dress Up A TableUsing the Outline we just created, we will do some quick formattingSelect Current RegionHome Tab, Format as TableTurn off FilterSelect Style(Ctrl *)Return to Outline finalCtrl * - Discuss Ctrl * vs Ctrl Shift 8Home format as tableChoose Design respond to boxBefore turning off Filter Discuss and show effects Sales for a Rep, Sales for A regionSales greater than 300Show design effects rollover</p> <p>15Paste Special</p> <p>Everyone knows how to copy and paste, but in Excel when you do that, all of the formatting and formulas are copied as well. In most instances this is okay, but occasionally, you may want just certain things copied such as Values instead of Formulas, Formatting instead of Values, or you may want to change the orientation (Transpose). The Paste Special option (Home tab, Clipboard Group, Paste Drop Down)16Paste Special Values - ExampleYou have a workbook containing one sheet for raw data for the year. At the end of the year, you transfer summary information to the Summary sheet and wipe out the raw data. The annual totals are calculated based on formulas using the raw data.Highlight the summary columnPress Ctrl CGo to the Summary SheetHighlight the new year column, click Paste SpecialChoose ValuesShow what happens with copy paste REF!</p> <p>Notice the new column takes on the formatting of the existing table17Paste Special Formats (excludes Column Widths)You notice the new column has no currency formattingHighlight the original data rangePress Ctrl CReturn to SummaryClick in 2010Paste special, formats</p> <p>Show formulas - Ctrl ~</p> <p>18Paste Special - TransposeYou may wish to take some data and transpose it (change rows to columns and columns to rows)Highlight desired dataCtrl CClick in target locationPaste Special Checkmark in TransposeClick OKSample transposeNonadjacent Areas names &amp; totalsCopy Click I2 paste special transpose - !REF, undo, paste special, values, transpose, ok</p> <p>19Protection and PasswordsA locked cell cannot be changedA hidden cells formula cannot be seenBy default, all cells are locked, but not hiddenLocking/hiding cells has no effect until you protect the worksheetYou can assign a password when you protect a sheetCell Protection is found on Format Cells (Ctrl 1)Sheet/Workbook Protection is on Review Tab</p> <p>Go to Protection SheetIf locked, how come I can edit?20Protect Sheet/Workbook Options</p> <p>Go to OrderFormExample SheetGo to Protection SheetDiscuss things </p> <p>Show OrderForm No password protectuser is only allowed to select unlocked cells</p> <p>21So you want to Password Protect the file?</p> <p>Office CircleSave AsToolsGeneral Options</p> <p>Formulas and FunctionsInsert Function Button</p> <p>Talk about search for functions, cell references as arguments, no need to collapse23Status Bar CalculationsCalculations are automatically performed on highlighted cellsResults are displayed in Status barDefault Calculations are: Average, Count and SumOther options available:Numerical Count, Max, MinRight click Status Bar to Customize</p> <p>Copying WorksheetsFamiliar with Right Click Sheet NameMove or CopyFamiliar with Reordering Sheets by DraggingTIP: To copy a worksheetDrag as if moving to new locationPress Ctrl after clicking Sheet name, but before releasing in new locationRelease clickNOTE: This works from Workbook to Workbook as long as both workbooks are visible.25Too Many SheetsToo Little TimeHave you ever had a workbook with so many sheets that it takes forever to scroll to the sheet?Try this: Right click on the Sheet Selector Arrows Select desired Sheet from list that appears or click More SheetsScroll to Desired Sheet</p> <p>Group WorksheetsSelect Multiple Sheets using Ctrl or ShiftThe word Group appears next to File NameAny Editing or Formatting will apply to the same cell in each Grouped SheetClick another sheet to UngroupAvoid saving file while sheets are groupedMoving/Copying Data Between Sheets(Alternative to Cut and Paste)Select desired range on SourceSheetMove mouse to border becomes 4 headed arrowHold down Alt to Move/Ctrl Alt to Copy and click borderDrag Selection down to desired sheet tabTargetSheet appears drag to new positionNaming RangesYou can assign a name to a cell or range, by selecting the range and clicking in the Name BoxNames can be used in place of cell referencesNames give your formulas more meaning=TotalSales-Expenses vs =B3-C2Names box allows you to jump to cellsNames are absolutecopying or moving formulas does not change cell referenceNames can be edited using Name Manager, on the Formula Tab in the Defined Names group</p> <p>Use whats in a name sheetName the range of miles driven: MilesIn cell B21 type =Sum(Miles) Enter 29Other Tips as Time PermitsNumber Formatting Buttons/ShortcutsCreating a Custom FormatMerge and Center Multiple CellsRotating Text in a CellWrapping Text in a CellChanging Text IndentChanging Column Width and Row HeightHiding/Unhiding Columns and RowsDrawing/Erasing BordersFormat PainterConditional FormattingCreating CommentsCreating Charts</p> <p>Unhide Just to right of hidden column30</p>

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