Excel Tips and Tricks

Presented byDarryl Geoffrey

My Other Brother Software, LLCmyotherbrother@aol.com

413-535-4244

Hands-on vs Demonstration

Microsoft Office Excel 2007

• Results-oriented user interface – RIBBON• Expanded number of Rows & Columns

– 1,048,576 rows/16,384 columns vs65,536 and 256

• Office Themes and Excel Styles• Improved Sorting and Filtering• Improved Chart Creation• Improved connection to External Data

1st Tip – Make that Ribbon go away – Double Click the current tab name

Downloading the Sample File• Start Internet Explorer• Type www.myotherbrotherweb.com/ncyf/main.asp• Right click on Excel Examples Spreadsheet• Click Save As• ExcelExamples.xlsx• Save

Two words about Keyboard Shortcuts

• Already familiar with these:– CTRL B Bold– CTRL U Underline– CTRL C Copy

• Some of my favorites:– CTRL 1 Format Cells Dialog Box– CTRL A Select All– F2 Edit Active Cell– ALT Enter New line in Same Cell– CTRL F Find and Replace Dialog

• Microsoft provides a list of all of them:– http://office.microsoft.com/en-us/excel-help/excel-shortcut-and-function-k

eys-HP010073848.aspx– Or you can Google: microsoft excel keyboard shortcuts

USE THEM!!!

Customizing the Quick Access Toolbar

1. Click Drop Down to the right of the Quick Access Toolbar

2. Click the individual item you want to add3. Go back to Step 1

OR1. Click Drop Down to the right of the Quick Access

Toolbar2. More Commands3. Double Click each command you want4. Click OK

Selecting Ranges

• Shift 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 Range

• Select Current Region – Ctrl *• Nonadjacent Range – Select first range as

above, then hold Ctrl while selecting additional cells/ranges

Example: Selecting Cell Ranges• Open the ExcelExamples.xlsx Workbook• Click on the sheet named: Select• Watch first, then try

AutoFill

• Works with Days, Months, Dates, Numbers• Patterns – 2,4,6; Jan-01, Feb-01• Double Click – Extends Fill Along Adjacent

Current Region• Copy• Ctrl – Drag• Right Click – Drag• Custom Lists

Auto Fill Custom Lists

1. Office Button2. Excel Options3. Edit Custom Lists4. Type New List5. Click Add Button6. Click OK

OR4. Click in Import List Box4a. Highlight List Items5. Click Import

Formatting Output

• Insert Header/Footer1. Insert Tab, Header and Footer in Text Group2. Customize

• Repeat Rows/Columns1. Page Layout Tab, Dialog Box Launcher on Page Setup Group2. Sheet Tab3. Rows/Columns to Repeat4. Click on Sheet

• Adjust Page Breaks1. View Tab, Page Break Preview in Workbook Views2. Drag to Adjust Blue Lines

Splitting Windows and Freezing Panes

Click in the cell to be the new upper left cellTo Split into Multiple Windows• Double Click either Split Box, or Click View

Tab, Split in Window Group• Adjust as necessaryTo Freeze Panes• Click View Tab, Freeze Panes in Window

Group

Outlines

• Summarizes data on successive levels• Up to 8 levels• Default – Detail above or left of summary

(customizable)• Excel can create Summary Rows• Not affected by “Undo”• May require multiple “tries”• Clear Outline removes the outline

Example: 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)

1. Insert AutoSums for Each Qtr and for 6 month period (Shortcut: Alt =)

2. Highlight Current Region…Click Subtotal…Subtotal each Column at each change in Rep

3. Highlight Jan/Feb/Mar columns, click Group4. Highlight Apr/May/Jun columns, click Group5. Highlight Jan – 2nd Qtr columns, click Group

How to Dress Up A Table

Using the Outline we just created, we will do some quick formatting

• Select Current Region• Home Tab, Format as Table• Turn off Filter• Select Style

Paste Special

Paste 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.

1. Highlight the summary column2. Press Ctrl C3. Go to the Summary Sheet4. Highlight the new year column, click Paste Special5. Choose Values

Paste Special – Formats (excludes Column Widths)

• You notice the new column has no currency formatting

• Highlight the original data range• Press Ctrl C• Return to Summary• Click in 2010• Paste special, formats

Paste Special - Transpose

You may wish to take some data and transpose it (change rows to columns and columns to rows)

1. Highlight desired data2. Ctrl C3. Click in target location4. Paste Special – Checkmark in Transpose5. Click OK

Protection and Passwords

• A locked cell cannot be changed• A hidden cell’s formula cannot be seen• By default, all cells are locked, but not hidden• Locking/hiding cells has no effect until you protect

the worksheet• You can assign a password when you protect a

sheet• Cell Protection is found on Format Cells (Ctrl 1)• Sheet/Workbook Protection is on Review Tab

Protect Sheet/Workbook Options

So you want to Password Protect the file?1. Office Circle2. Save As3. Tools4. General Options

Formulas and Functions

• Insert Function Button

Status Bar Calculations

• Calculations are automatically performed on highlighted cells

• Results are displayed in Status bar• Default Calculations are: Average, Count and

Sum• Other options available:– Numerical Count, Max, Min

• Right click Status Bar to Customize

Copying Worksheets

• Familiar with Right Click Sheet Name…Move or Copy• Familiar with Reordering Sheets by Dragging• TIP: To copy a worksheet1. Drag as if moving to new location2. Press Ctrl after clicking Sheet name, but before

releasing in new location3. Release clickNOTE: This works from Workbook to Workbook as

long as both workbooks are visible.

Too Many Sheets…Too Little TimeHave you ever had a workbook with so many

sheets that it takes forever to scroll to the sheet?

Try this: 1. Right click on the Sheet Selector Arrows 2. Select desired Sheet from list that appears

or click More Sheets…3. Scroll to Desired Sheet

Group Worksheets

• Select Multiple Sheets using Ctrl or Shift• The word Group appears next to File Name• Any Editing or Formatting will apply to the

same cell in each Grouped Sheet• Click another sheet to Ungroup• Avoid saving file while sheets are grouped

Moving/Copying Data Between Sheets(Alternative to Cut and Paste)

1. Select desired range on SourceSheet2. Move mouse to border – becomes 4 headed

arrow3. Hold down Alt to Move/Ctrl Alt to Copy and

click border4. Drag Selection down to desired sheet tab5. TargetSheet appears – drag to new position

Naming Ranges

• You can assign a name to a cell or range, by selecting the range and clicking in the Name Box

• Names can be used in place of cell references• Names give your formulas more meaning– =TotalSales-Expenses vs =B3-C2

• Names box allows you to “jump” to cells• Names are absolute…copying or moving formulas

does not change cell reference• Names can be edited using Name Manager, on the

Formula Tab in the Defined Names group

Other Tips as Time Permits

• Number Formatting – Buttons/Shortcuts

• Creating a Custom Format

• Merge and Center – Multiple Cells

• Rotating Text in a Cell• Wrapping Text in a Cell• Changing Text Indent

• Changing Column Width and Row Height

• Hiding/Unhiding Columns and Rows

• Drawing/Erasing Borders• Format Painter• Conditional Formatting• Creating Comments• Creating Charts