Excel Tips

View an alphabetical listing of Excel Tech Tips

Format Cells to Display the Cent Sign in Excel 2007 Select the range of cells you want to format Right click on the selected range and choose Format Cells from the shortcut menu Make sure the Number tab is selected in the Format Cells Dialog Box Under Category select Custom In the Type field enter [<1].00¢;$0.00_¢ (You can copy this format directly from this web page. If you type it yourself you will need to hold down the ALT key and enter 155 (or 0162) on the ten key pad to create the ¢ sign.) Click OK Insert a Worksheet Based on a Template in Excel 2007
Right click a worksheet tab Select Insert Choose the template Click OK You can choose a custom template which you have created, one of the templates available when you click the Spreadsheet Solutions tab, or click the Templates on Office Online button and choose from hundreds of templates available from Microsoft.

COUNTIFS in Excel 2007 We've had the COUNTIF function in Excel for a while. This function allows you to count records in a list that match a single criteria. What's completely new with Excel 2007 is COUNTIFS which allows you to count records based on multiple criteria. Sure, there were other ways of doing this before, but none as easy as the COUNTIFS function. Here's the syntax: =COUNTIFS(range1,criterion1,range2,criterion2,…,range_n,criterion_n) Makes it really simple to count records in a range that match the criteria you enter in the formula. If you need a little more help, check out this article on the Microsoft web site: Use the COUNTIFS function in Excel 2007 to analyze data.

Gantt Charts in Excel 2007 A previously published tip Gantt Chart for Scheduling in Excel introduced Gantt charts as tools for project management and provided a link to a downloadable template. Making a Gantt Chart

in Excel 2007 is another excellent resource for creating Gantt Charts in Excel. This 7-minute video gives you step-by-step instruction on how to use the built-in chart tool in Excel 2007 to create a Gantt chart. If you need more help, check out this article by Michele McDonough Using Excel to Create a Gantt Chart.

AutoFill with Week Days Hopefully you are already familiar with the Excel AutoFill feature for filling ranges with the months or days of the week. But what if you need to fill an Excel range with just weekdays? Here’s how: Enter the starting day into a cell Place the pointer over the lower right corner of the cell until you see the copy/fill handle (a thin black plus) Right click the handle and drag to select the range you want to fill with weekdays When you let up on the mouse button a menu will appear Select Fill Weekdays This tip works in Excel 2007 as well as earlier versions.

Long Text Entries in Excel 2007 To break a long text entry into separate lines, position the insertion point in the cell entry or on the Formula bar where you want the new line to start and press Alt + Enter. Excel expands the row containing the cell when it starts a new line. Excel automatically wraps the text in the cell when you press Enter to complete the entry, according to the cell's column width and the position of the line break. Here is another method for dealing with long text entries in Excel 2007: Select the cell containing the long text entry Click the Home tab on the Ribbon In the Alignment group, click the Wrap Text button

Or you can right click the text entry and: Select Format Cells from the shortcut menu Click the Alignment tab Click to select the Wrap text option Cleaning your Data in Excel If you have copied or imported data into your Excel workbook, you may need to clean it up. An article from Microsoft entitled Top ten ways to clean your data covers features that will help you accomplish this. The basics of cleaning your data include: Removing duplicate rows Finding and replacing text Changing the case of text Removing spaces and nonprinting characters from text Fixing numbers and number signs Fixing dates and times Merging and splitting columns Transforming and rearranging columns and rows
Reconciling table data by joining or matching

Adding Paste Values to the Quick Access Toolbar in Excel 2007 Using the Paste Values option in Excel lets you strip formulas from your data and paste only the resulting values. In Excel 2007 the Quick Access Toolbar is a great way to simplify using this feature. Here's how: Click the Office button in the upper left corner of the Excel 2007 Screen Click the Excel Options button at the bottom of the Office window to display the Excel Options dialog box Click Customize in the left pane Under Choose commands select All Commands Select Paste Values Click Add and then OK Using the Excel 2007 Camera Tool The Excel 2007 Camera tool lets you take a picture of a range of cells on a worksheet. Before you can use this tool you must first add it to the Quick Access Toolbar on the Ribbon.

click the Clear button Select Clear Formats Status Bar Sums Select the cells you want to sum Check the Status Bar in the lower right . under When creating new workbooks. You can even copy or move this picture to the clipboard and paste it into Word or PowerPoint if you need to. If you change the original data the picture also changes. Change the Number of Default Sheets in an Excel 2007 Workbook Click the Office button on the Ribbon Click the Excel Options button On the Popular tab. However. enter the number of sheets you want after the Include this many sheets option Clear All Formatting in Excel 2007 Select the cell or range of cells to clear (or press Ctrl + A to select all) Click the Home tab on the Ribbon In the Editing group. if you copy it into another program it will no longer update when the original is changed. select Commands Not in the Ribbon Select Camera and double-click to add it to the Quick Access Toolbar Click OK to close the Excel Options dialog box To use this tool: Select a range on your worksheet Click the Camera tool on the Ribbon Click where you want the picture to appear (In this workbook or even in another workbook) A graphic is created of the range you selected.To add the Camera tool to the Quick Access Toolbar: Click the Office button in the upper-left corner of the Ribbon Click the Excel Options button Click Customize In the Choose Commands From drop-down list.

Average and Sum will be displayed. To use this feature. in Excel 2007. Data Validation in Excel 2007 Data Validation lets you restrict what goes into a cell. Tracking Revisions in Excel 2007 Excel 2007 tracks worksheet revisions so you can see what has changed on each sheet. For example. You can choose to have the changes highlighted on screen or listed on a new sheet.All versions will display a Sum. 2. By default.” . Click the sheet to make it active Click the Review tab on the Ribbon Click Track Changes in the Changes group Choose Highlight Changes Click in the "Track changes while editing" box and then set the types of changes you want to highlight. 3. 4. do the following: 1. 5. do this: Select the range of cells that you want to apply data validation to Click the Data tab on the Ribbon In the Data Tools group click the Data Validation button Under Validation criteria choose Date from the Allow drop-down menu Enter the acceptable date range Click OK If someone tries to enter a date outside this range a warning is displayed that says. the Count. But this default can be changed by right clicking on the Status Bar to display the Customize Status Bar menu. if dates being entered must be between a certain range. "The value you entered is not valid.

Click the Office button 2. Click the Excel Options button 3. click Advanced . or switch to vertical On the Home tab of the Ribbon. To display formulas in Excel 2007: 1.Import a Custom Auto Fill List in Excel 2007 Select the range of cells on the worksheet which contains the list Click the Microsoft Office button Click the Excel Options button to display the Excel Options dialog box Click the Popular tab in the left pane Click the Edit Custom List button in the right pane to open the Custom List dialog box The range of selected cells will be displayed in the Import list from cells box at the bottom Click the Import button Your list now appears in the Custom Lists window Click OK Change Text Orientation in Excel 2007 Select the text you want to rotate. click the Orientation button Change the Case of Text in Excel To change the case of text in Excel. In the Excel Options dialog box. There may be times when it would be helpful if you could SEE the formula in the worksheet. in the Alignment group. use one of the following formulas: =UPPER(A1) Changes the text in cell A1 to upper case =LOWER(A1) Changes the text in cell A1 to lower case =PROPER(A1) Changes the text in cell A1 to proper case For example: Display Formulas in Excel 2007 Worksheet When creating Microsoft Excel worksheets formula results are shown in the worksheet NOT the formula. angle.

This shortcut can help you speed up the process. The alternate row shading will remain accurate even if you add or delete rows. in the Styles group. Notice that the Banded Rows check box is selected by default in the Table Style Options group. Microsoft Excel 2007 Online Tutorials If you’re trying to learn Microsoft Excel 2007 there are excellent online resources available. just repeat the above steps. click Format as Table Under Light. By default. Scroll down to the Display options for this worksheet section 5. Select the range of cells you want to format On the Home tab. Shade Alternate Rows in Excel 2007 One way to quickly add shading to alternate rows in Excel 2007 is by applying a predefined table style.4. To apply shading to alternate columns . Or you can use the shortcut keys for toggling formula viewing on and off: Ctrl+` (accent key below the tilde ~). This shortcut works in earlier versions of Excel as well. click OK. or Dark. Right click on the sheet tab navigation arrows A menu of worksheet tabs pops up Left click the worksheet you want to view This tip works in Excel 2007 as well as earlier versions. it can be time consuming to select the one you want to view. shading is applied to alternate rows in an Excel 2007 table to make the data easier to read. Click to select the option Show formulas in cells instead of their calculated values To resume seeing the results of the formula. I recommend checking these out: Microsoft Office Online offers several Excel 2007 Courses Excel 2007 Tutorial developed by Florida Gulf Coast University Worksheet Selection in Excel If you have several worksheets in an Excel workbook. Medium. click the table style you want to use In the Format as Table dialog box.

select Transpose and click OK Use Text-to-Speech in Excel 2007 Text-to-speech was not included in the Excel 2007 Ribbon. click anywhere in the table to display the tools necessary for converting the table back to a range of data On the Design tab. Here’s how: Click on a cell to make it the active cell Click on the Copy button on the Home tab (or press Ctrl + c) Click on the destination cell where you want the results to be displayed Click the small arrow at the bottom of the Paste button to open the drop down list Click Paste Link The contents of the original cell now also appear in the destination cell. clear this check box and select Banded Columns If you want to convert the Excel table back to a regular range of cells. select Commands Not in the Ribbon Scroll down and select the Speak Cells commands you want to use and click Add Click OK when you are finished adding commands to your Quick Access Toolbar Using Paste Link in Excel 2007 Most people know how to Cut.instead of alternate rows. in the Tools group. Copy and Paste in Excel 2007 but many don’t use Paste Link. click the Paste arrow to display the Paste Special option) In the Paste Special dialog box. . which creates a link between the data or formula in the original cell and the destination cell where it’s pasted. Here’s how: Click the Customize Quick Access Toolbar arrow Click More Commands from the drop-down menu From the Choose commands from list. click Convert to Range Flipping Data in an Excel 2007 Worksheet Ever create an Excel 2007 table and then wish the columns were rows and the rows were columns? Here's a solution: Select the table Press Ctrl + c to copy (Or click the copy button on the Home tab of the Ribbon) Select the cell where you want the new table to begin (this cell CAN be in the old table) Right click to display the shortcut menu and select Paste Special (Or on the Home tab of the Ribbon. To use this feature in Excel 2007 you must first add it to the Quick Access Toolbar.

Here’s how you can find it: Click the Office button on the Ribbon Click the Excel Options button Click Resources Click the About button to display the About Microsoft Excel dialog box Your product ID code is displayed on this dialog box Sorting and Filtering in Excel 2007 A big improvement in Excel 2007 is the ability to sort on up to 64 levels instead of the 3 we had available in prior versions.536 56 3 1.024 7 30 3 Excel 2007 Limited to memory 16.Workbook Capacities in Excel 2007 If you've upgraded to Excel 2007. you might be interested in the increased workbook capacities. This ID is your serial number. select Custom Sort to display the Sort dialog box Add Color to Worksheet Tabs in Excel 2007 It can be useful to color code the tabs of Excel worksheets: . A quick way to sort or filter data in Excel 2007 is to use the shortcut menu: Right click a column in your table Select Filter or Sort from the shortcut menu To sort by the column selected.384 1.048. You can also filter data by color or by dates and Excel will display more than 1000 items in the AutoFilter drop-down list. Workbook Capacities Number of Worksheets Columns Rows Colors Sort levels Characters in formula Nested levels in formulas Arguments in a function Conditional formats Excel 2003 255 256 65. click Sort A to Z or Sort Z to A To sort on multiple criteria. or if you are thinking about it.576 16 million 64 8. With Excel 2007 you are no longer limited to 3 sort levels and a worksheet can contain more than a million rows. You will need to have this number If you ever try to get technical support from Microsoft.192 64 255 Limited to memory Find Your Excel 2007 Serial Number When you first installed Excel 2007 you had to enter a product key number which was probably located on the CD.

To create an Excel 2007 template: Enter all necessary data and apply required formatting Click on the office button to open the drop down menu Choose the Save As option Choose the Other formats option Choose the Save As option to open the Save As dialog box Click on the Save as type option to open the drop down list Scroll through the list to find the template options For most templates. In the Font group. Creating a Template in Excel 2007 Templates are boilerplate worksheets that can save time and promote standardization. Repeat these steps for each range of cells that can be changed. and cannot be changed. follow these steps: Unlock cells that can be changed 1. then protect the worksheet Protect the worksheet . In Excel 2007.2003 Template (*. Protect Cells in Excel 2007 You can prevent users from overwriting formulas or inadvertently changing labels or formats by protecting cells in a worksheet. the worksheet. A good place to start is office. Click the Protection tab 5. click the office button and select New. Select the cells that users should be able to change 2. Deselect the Locked checkbox and click OK 6.xlt) option To use your template to create a new worksheet.xltx) option If your template contains macros. choose the Excel Template (*. Your template will be listed in the My templates… folder.microsoft. When you protect a worksheet all cells are protected. or lock. choose the Macro Enabled Template (*. On the Web you can find thousands of Excel templates for just about anything you can think of. To allow users to change certain cells in the worksheet you first identify which cells should NOT be locked.com. choose the Excel 97 .Select the tab of the sheet you want to re-color (to select more than one tab hold down the CTRL key and click each tab) Right click and select Tab Color from the shortcut menu Select color and click OK This tip also works in previous versions of Excel.xltm) option If you plan to use your template with older versions of Excel. Click the Home tab on the Ribbon 3. Then you protect. or locked. click the small arrow in the lower right corner to open the Format Cells dialog box 4.

To enter data into a worksheet that is wider or longer than the available screen area: Position the pointer beside and below the rows and/or columns to keep on the screen Click the View tab on the Ribbon . Here's how: Click anywhere in the table to display the Table Tools Design tab Click the Design tab In the Table Style Options group. Click the Review tab on the Ribbon 2. From the drop-down menu under Visibility point to Hide & Unhide 5. click Format From the drop-down menu under Visibility point to Hide & Unhide Select Hide Rows or Hide Columns To unhide columns or rows: 1. Select the rows above and below the rows you want to unhide or select the adjacent columns on either side of the columns you want to unhide 2. In the Cells group. or leave blank if you don’t want a password.1. There are 2 different features that will help you deal successfully with these issues. click Format 4. In the Protect Sheet dialog box enter a password. you can now total the data in a Microsoft Office Excel table by displaying a totals row at the end of the table. select the Total Row check box In the total row. select the function you want to use to calculate the total Hiding Columns or Rows in Excel 2007 Here's how to hide columns or rows in your Excel 2007 worksheet: 1. In the Changes group. click the cell in the column you want to calculate a total for Click the drop-down list arrow that appears In the drop-down list. Click the Home tab on the Ribbon 3. and click OK Now users can only change the cells that are unlocked. Total Data in an Excel 2007 Table New in Excel 2007. 3. 4. click Protect Sheet and click OK 3. Select the rows or columns you want to hide Click the Home tab on the Ribbon In the Cells group. Select Unhide Rows or Unhide Columns Working with Large Excel 2007 Worksheets Worksheets that are too large to be displayed on a single screen can cause problems when entering data as well as printing. If users try to change any other cells they receive a message saying they must unprotect the cells to modify them. 5. 2.

But you CAN add it to the Quick Access Menu at the top of the Excel 2007 screen. even 2007! Adding Data Forms to the Excel 2007 Quick Access Toolbar Those of you that enjoyed using the feature called Data Form in earlier versions of Excel may be unhappy when you can’t find it anywhere in the new 2007 Ribbon interface. and here’s how: Click the Office button in the upper left corner of the Excel 2007 Screen Click the Excel Options button at the bottom of the Office window to display the Excel Options dialog box Click Customize from the Options list Select Commands Not in the Ribbon from the Choose commands from drop-down list Select Form Click Add and then OK Keyboard Shortcuts in Excel 2007 .In the Window group click Freeze Panes To print a worksheet that is wider or longer than the available page size without losing the rows and/or columns required to give meaning to your data: Click the Page Layout tab on the Ribbon In the Page Setup group click Print Titles to display the Page Setup Dialog box Click the Sheet tab Select the columns and/or rows that need to be repeated on each printed page Click OK Calculated Columns in Excel 2007 Tables Click a cell in a blank table column that you want to turn into a calculated column Type the formula The formula is automatically filled into all cells of the column Freeze a Formula into its Current Value To freeze a formula into its current value: Select the formula Press F2 (Edit) Press F9 (Calc) Press Enter Now you can copy or move the value anywhere you need it. This trick works in all versions of Excel.

For example. go to Excel shortcut and function keys published on www. Remove Duplicate Records in Excel 2007 Database Click in the database Click the Design tab In the Tools group click Remove Duplicates Text to Columns in Excel 2007 This feature can be useful for creating a database using existing information which is improperly formatted. if both first and last names have already been entered into a cell.com where you can find lots of other great resources for learning Microsoft Office. Here's a list of some of my favorites: Action Start a new line in the same cell Selects the entire worksheet Undoes the last action Redoes the last action Calculates all worksheets in all open workbooks Copy selected cells Paste Select data range Keys Alt + Enter Ctrl + A Ctrl + Z Ctrl + Y F9 Ctrl + C Ctrl + V Ctrl + Shift + * For a complete listing of all Excel 2007 keyboard shortcuts.If you are a fan of keyboard shortcuts you will be happy to know that most of the shortcuts we've used for years work exactly the same in Excel 2007. use text to columns to split names into 2 columns.microsoft. click Text to Columns Follow the instructions in the Convert Text to Columns Wizard Click here if you're using an earlier version of Excel Changing the Color of Gridlines in Excel Did you know you can change the color of the gridlines in an Excel worksheet? Here’s how: Choose Tools from the pull-down menu Select Options From the View tab be sure the Gridlines check box is selected . Select the range of cells that contains the text values Click the Data tab In the Data Tools group.office.

type 1/3 to represent one-third If you need to type a whole number and a fraction type a space between the whole number and fraction.Choose a color from the Gridlines color drop-down menu Click OK Since the gridlines do NOT print this is only for your viewing pleasure. Here is a simple trick for quickly selecting a range: Click anywhere within the range Press Ctrl + Shift + * The range is selected. pre-format the cells by selecting the cells where you want to enter fractions and choosing Format from the pull-down menu Choose cells from the Format Cell dialog box Select fraction from the category list Select the type of fraction that you would like to display and click OK Type the fraction using a forward slash between the numerator and denominator – do not type spaces – for example. You can also use randomly generated numbers to quickly populate an Excel spreadsheet. There's an easy function you can use to do this automatically: Type =RAND() in a cell to generate a number between 0 and 1 Type =RAND()*100 to generate a number between 1 and 100 Display Fractions in Excel Worksheet Have you ever wanted to display a fraction in an Excel worksheet? Try this: Before typing fractions in cells. If you have a worksheet that contains the First name in cell A1 and the Last name in cell B1. Generating Random Numbers in Excel Some types of analysis require you to use randomly generated numbers. for example 1 1/3 Combining Text from Two Cells in Excel In Microsoft Excel you can combine the text in two or more cells into a single text string by using “concatenation”. When working in Excel you often need to select a range. Selecting a Range in Excel In Excel. For example. enter the following expression in cell C1 to create a text string that displays the values of the First and Last names separated by a space: =A1&" "&B1 . This trick works in all versions of Excel. The result is displayed in the cell where you type the formula. a range is a group of connected cells.

2.12.Be sure to put a space between the double quotes in the expression. Select the cells that users can change during data entry Choose Format from the pull-down menu Choose Cells Deselect the Locked checkbox on the Protection tab. 3. If users attempt to alter any other cells they will receive a message saying they must unprotect the cells to modify them. and click OK Now users will be able to alter only the cells that are unlocked. and click OK Choose Tools from the pull-down menu Choose Protection Choose Protect Sheet. Calculate Remaining Days in the Year Have you ever wanted to calculate the number of days remaining in the year? If the date is in cell A1. Then copy the cells containing this formula back to their original position using Paste Special to convert the formula into a value: Select the column by clicking the column name Choose Copy Right click and choose Paste Special from the short-cut menu Choose Values and click OK This tip works in Excel 2007 as well as earlier versions. you may wish to add a password to prevent unauthorized users from changing a cell's protection level. Copy this formula down to each row containing the names. 5. 7. 6. In Step 7. Calculated Fields in Excel Data Forms . use the following formula: =DATE(YEAR(A1). Follow these steps: 1.31)-A1 Protect Cells in Excel You can prevent users from overwriting formulas or inadvertently changing labels or formats by protecting cells. 4.

which will guide you through the simple 3-step process Gantt Chart for Scheduling in Excel A Gantt chart is a common tool for project planning and keeping track of the status of individual tasks within a project. Select Text Choose Data from the pull-down menu Choose Text to Columns to display the Convert Text to Columns Wizard.In a previous Tip we learned an easy way to enter information into an Excel worksheet using "form view".com to download a free Gantt chart spreadsheet for . For example. Quantity. Go to www.) Text to Columns in Excel The Text to Columns feature in Excel is used to split text entered in a single cell into columns. use text to columns to split the names into 2 columns. let’s say your worksheet includes three columns. But what about calculated fields? For example.vertex42. Excel will copy the formula in each record. If you would like to have the calculated field entered as you type. Price. try this technique: Enter the column headings Enter the formula for the calculated field Click any of the column labels Select Data from the pull-down menu Choose Form As you add records. (You will not see the value in "form view" unless you navigate between records using the form’s Find Prev or Find Next Buttons. if both first and last names have already been entered into a cell. and Total which is a calculated field.

Choose Format from the pull-down menu Select Cells Select Custom from the Category list In the Type box. not text . enter a space and a quote. 4. Select the tab of the sheet you want to re-color. To select more than one tab hold down the CTRL key and click each tab. select the default value General After the word General. 5. Select a color from the Format Tab Color dialog box 6. Select Sheet 4. Click OK Add Text to Displayed Numerical Values in Excel You can add text to the value of a cell by following these steps: 1. Choose Format from the pull-down menu 3. next enter the word you want to display and another quote. Click on OK The format you create will put the word tons after any number you enter into the cell.creating simple project schedules and timelines. 3. but Excel will still treat the value as a number. 2. 2. For example General "tons" 6. Select Tab Color 5. Add Color to Worksheet Tabs in Excel It can be useful to color code the tabs of Excel worksheets: 1.

4. 3.microsoft. There may be times when it would be helpful if you could SEE the formula in the worksheet. 2. and enter =MOD(ROW(). To turn this feature off: 1.2)=0 in the second box 5. you can learn various ways to count and sum records based on criteria. To display formulas: . 3. it changes from an arrow or plus sign into a four-sided arrow.com Shade Alternate Rows in Excel Shading alternate rows can improve legibility in Excel worksheets containing long lists."Smith") To read the entire article. if A1:A125 is the column containing the names. Click Tools from the pull-down menu Choose Options Click the Edit tab Uncheck "Allow cell drag and drop" Click OK Display Formulas in Excel Worksheet When creating Microsoft Excel worksheets formula results are shown in the worksheet NOT the formula. 4. Highlight the range of cells that you want to format Choose Format from the pull-down menu Select Conditional Formatting to display the Conditional Formatting dialog box Select Formula Is from the first drop-down list box. use this formula: =COUNTIF(A1:A125. Click OK twice to return to your worksheet Disable Drag and Drop in Excel If you place your mouse pointer on the side of a cell in an Excel worksheet. go to: www.Counting Data in Excel In the article "Count and Sum Your Data in Excel 2002" by John Walkenbach Microsoft MVP. 2. Select the Patterns tab and specify a color for the shaded rows. 1. For example: to count records for Smith. It's easy to move data you don’t want to move. 5. Conditional Formatting can be used to apply cell shading to every other row in a worksheet range. Click the Format button to bring up the Format Cells dialog box 6. If you click and hold the left mouse button down you can drag and move the cell information. Choose a light color so the black text will still be legible 7.

or click the Find Previous button to find the previous instance . Excel displays a blank form Enter data into the first field and then press the Tab key to move to the next field When you get to the end of your data entry. In cell A2. using slashes to separate day.TODAY(). 2. To try this: 1. Open your worksheet and select any cell within the worksheet range Click Data on the menu bar Click Form on the drop-down menu Click the New button to enter a new record. just repeat the above steps. The age (in years) will be displayed in cell A2. type =DATEDIF(A1. To enter data or search for data without having to do a lot of scrolling. months. type a birth date in cell A1. the "form view" displays only the results of the formula. and year. 3.. This function makes it easy to calculate a person's age. 5. do the following: 1. Calculate a Person's Age in Excel The DATEDIF() function in Excel calculates the number of days. In a blank worksheet. month. Enter your search term into the appropriate field (e. thus preventing it from being accidentally overwritten. Click the Find Next button to find the next instance."y") and press ENTER. Close all Open Files in Excel or Word Hold down the shift key Select "File" from the pull-down menu Click "Close All" Simplify Data Entry with “Form View" Ever tried entering data into a wide Excel worksheet? When columns expand past your viewing area it can become difficult. press the Enter key to go to the next blank record Note: If there are formulas in your worksheet. Or you can use the shortcut keys for toggling formula auditing mode on and off: Ctrl+`. or years between two dates. 1. To search for specific data or a record. 6. Choose Formula Auditing Mode To resume seeing the results of the formula.g. 4.1. use "form view". Click the Criteria button to clear the form 2. Select Tools from the pull-down menu 2. Choose Formula Auditing 3. enter Human Resources into the "Department Name" field) 3. 2.

Let’s assume the pass mark is 75 and the marks are in column B. press TAB or ENTER.Note: If you enter multiple criteria. 2. The format for this function is: =IF("if the condition stated here is true". 3. starting from row 5. The "form view" does not support OR searches. Excel automatically includes it in a drop-down list of entries that users previously typed in the column. After users enter an item once. But you don't need to create the actual lists to ensure accuracy. users must type it manually. The completed entry exactly matches the pattern of uppercase and lowercase letters of the existing entries. "then enter this value". It’s particularly handy if you need to specify two or more different responses for a cell based on specified conditions. "else enter this value") For example. if the automatic completion feature is turned on. You can also use the scrollbar to scroll through the records. to see at who passed or failed an exam an IF function could be used. follow these steps: 1. Select the cell under the Vendors column for the next order. Excel will find the record that meets all of the criteria. Select the vendor's name from the list. data will be entered automatically when you begin typing a column entry for the second time! To accept the proposed entry. For example. Select or clear the Enable AutoComplete for cell values check box. "Pass". Using Text to Speech in Excel . Using IF Functions in Excel The Excel IF function is a great tool that can be used when the information you want in a cell is conditional. Excel will include the name the next time someone accesses the list. Press [Alt] and the down arrow. and press [Enter] or [Tab] to move to the next cell. 2. On the Tools menu. If the vendor's name is not on the list. the formula would look like this: =IF(B5>75. "Fail") Drop-Down Lists Increase Data Accuracy Giving users the option to select data from lists rather than type it manually can help eliminate many data entry errors. to access the list of vendors previously typed in the Vendors column of an Orders spreadsheet. click Options. and then click the Edit tab. To turn automatic completion of cell entries on or off: 1. Of course.

so have your installation CDs ready. Enter data in a cell. you can stop to correct the error in that cell. Text to Speech is not part of the standard installation of Excel. For a 9 percent tax rate. and then click Show Text To Speech Toolbar. and use your mouse and keyboard to make the necessary changes. such as a tax rate. On the Tools menu. the computer will read back the data in the cell. 2. Choose how the computer will read back your data by clicking By Rows or By Columns on the Text To Speech toolbar. try this online tutorial developed by Florida Gulf Coast University: Spreadsheet Basics Customizing Excel Sorting and Filling Graphics . point to Speech. enter the formula =5000*TaxRate and Excel will use the constant value defined for TaxRate and return 450.09. Click Speak Cells if you want the computer to read back each cell in your selection. To correct an error. In the Refers to area. To play back a group of cells: 1. 2. and when you hear an error. On the Text to Speech toolbar. After you press ENTER. type the constant value and click on OK. Each cell is highlighted as the value is spoken. click Stop Speaking. Select a group of cells to read back. 6. Define Constant Values in Excel Use the Name tool to define a constant value. for example. For example. Microsoft Excel Online Tutorial If you’re trying to learn to use Microsoft Excel. you would enter 0. 4. 3. Click Speak Cells to continue.Proofreading a spreadsheet can be time-consuming. The Text to Speech feature in Excel 2002 can really help speed up this process by reading selected data back to you for verification. To play back after every cell entry: 1. Go to Insert | Name | Define and type a name—TaxRate. The available voices depend on your default language installation and any language packs you may have installed. your computer must have a sound card installed and speakers attached. Note: To use Text to Speech. click Speak On Enter. 5. that you frequently use in Excel formulas.

The contents of the cell are displayed in the Text Box. 3. Then repeat step 3 if you have additional lines to enter. In the Formula bar. From the Drawing toolbar. Excel automatically wraps the text in the cell when you press Enter to complete the entry. select Text Box. Add a text box to the worksheet. Type the second line. according to the cell's column width and the position of the line break. 2. 4. Select the Text Box.Modifying A Worksheet Formatting Cells Formulas and Functions Charts Page Properties and Printing Keyboard Shortcuts Enter a Line Break Within a Cell in Excel To Enter line breaks in an Microsoft Excel worksheet Click the cell where you want the label or heading to appear. and press F2. Excel expands the row containing the cell when it starts a new line. Here is another method for dealing with long text entries: 1. 4. 2. Type the first line of information. Press ALT + ENTER. position the insertion point in the cell entry or on the Formula bar where you want the new line to start and press Alt+Enter. For Example: . Select the cell containing the long text entry Choose Format and Cells from the pull-down menu Click the Alignment Tab Select Wrap text Linking Cells to a Textbox or Object in Microsoft Excel 1. create a link to a cell by typing = and then selecting the cell. 3. Press ENTER when you've finished typing. Note: This trick also works in Microsoft Word Long Text Entries in Excel To break a long text entry into separate lines.

Tennesse. To learn how to do this.com.Insert Time/Date in Excel or Access Here are a few keyboard shortcuts you can use to insert the current time and date in a Microsoft Access table or Microsoft Excel spreadsheet. To update this information automatically. To print a worksheet that is wider or longer than the available page size without losing the rows .microsoft. 2. There are 2 different features that will help you deal successfully with these issues. Smyrna. To enter data into a worksheet that is wider or longer than the available screen area: 1. Click Freeze Pane. Working with Large Excel Worksheets Worksheets that are too large to be displayed on a single screen can cause problems when entering data as well as printing. you must use the TODAY and NOW functions. courtesy of Kimberly Schenk. This tip comes to us from www. search for Insert the current date and time in a cell in Excel Help and then click Insert a date or time whose value is updated. the information remains static. 3. this keyboard shortcut only works if you are entering data in the Datasheet or Form view. Editor's Note: When you insert the date and time using this tip. Select Window from the pull-down menu. Position the pointer beside and below the row and/or column names. Current date: Press CTRL+SEMICOLON Current time: Press CTRL+SHIFT+ SEMICOLON Current date and time: Press CTRL+ SEMICOLON then SPACE then CTRL+SHIFT+ SEMICOLON In Access.

Select the cell just beneath the column or just to the right of the row. Press Enter. couldn't get the tips to display. select the name that you want to insert (you can use the mouse. Select the cell where you want the new table to begin (this cell CAN be in the old table). Under Chart Tips. Click the AutoSum icon (on the Standard toolbar). Quickly Sum Any Row or Column of Data 1. 3. 3. Choose Tools + Options. which tell you the data series and value represented by a chart element. 3. Shortcuts for Using Names in Formulas Next time you'd like to add a name to a formula you're writing: 1. delete the remains of your old table. 2. If necessary. select both Show Names and Show Values. 6. 4. Select the appropriate Print Titles option and click the columns and/or rows that need to be repeated on each printed page. In the Options dialog box. Click OK. With the cursor positioned where you want to insert the name. In the Paste Special dialog box.and down-arrow keys. Choose Edit + Paste Special. 2. 4. Choose File from the pull-down menu. Select the table. Flipping Data in an Excel Worksheet Ever create an Excel table and then wish the columns were rows and the rows were columns? Here's a solution: 1. What you may not know is that you can get the same job done without so much as a glance at the . The Paste Name dialog box appears. press F3. Correct the problem immediately. Using your up. click the Chart tab. 2. 2. we told you how to display Chart Tips. Select Page Setup and click the Sheet tab. but why take your hands off the keyboard?). 5. no doubt. as follows: 1.and/or columns required to give meaning to your data: 1. 3. select Transpose and click OK. 2. too. Choose Edit + Copy. Why? Our best guess is that somehow you--or some deviant with whom you work--has set Excel to NOT display Chart Tips. Displaying Chart Tips in Excel Last time. But some of you.

Print as usual. If your cursor is ANYWHERE WITHIN THE TABLE.mouse: 1. Your names have been created. Choose File + Page Setup. the makers of Excel have included a neat feature that converts your colors to sensible. Select the cell containing the date. Click OK.) 2. 4. right? WRONG. Click the Sheet tab. Select the cell just beneath the column or just to the right of the row. this one does NOT seem to work on an HP LaserJet 4 printer. 3. (If your table ISN'T enclosed by blank rows and columns OR if your table contains blank rows and columns. Changing Color to Black and White You've formatted your cells in brilliant color. legible grays: 1. 5. One warning: Like many of Excel's other color printing features. Click OK. Press Enter. 2. you have to select the table manually. Turn a Date into a Weekday 1. 4. Create Instant Range Names You've got a huge table. 2. Press Ctrl + Shift + *. This keystroke displays the Create Names dialog box. This keystroke selects the entire current table--that is. in the Type box. Guess the only thing to do is reformat all those colored cells to light gray or no color at all. Click the Number tab. right? Wrong again. the current region enclosed by empty rows and columns. 2. your brilliant colors are translated into bland shades of gray--gray that sometimes is dark enough to make your cell contents hard to read. But your printer is black and white. Press Ctrl + Shift + F3. Under Category. with Top Row and Left Column already selected! 3. select Black and White. Press Alt + = and press Enter. Wish we knew a reason why. This keystroke is the same as clicking OK. 5. Big job. financial-statement breath. Under Print. type "dddd" (without the quotation marks). . Right-click the cell and choose Format Cells from the shortcut menu. you can get the whole job done with three keystrokes: 1. select Custom and. So on paper. and you want to turn all the row and column labels into names. Anticipating a legion of black-and-white printer users who couldn't resist formatting in color. 3.

3. select the name you want to insert into your formula. When you get to where you want to insert a name. to enter the formula for you): 1. 4. such as "=SUM" (without the quotation marks) 2. 5. In the Paste Name dialog box. 2. 4. Washington. Z52). Press Ctrl + Shift + A Excel displays the function's arguments RIGHT THERE IN THE CELL (and in the Formula bar). Not only have you spared yourself the digital (in both senses of the word) pain of typing the names. 4. of course!). Autofill AutoFill the last day of each month--even though they're not the same number of days apart. we give you the handy Go To method. drag to the left or down.Using Names in Formulas If you've got names in your worksheet and you want to write formulas that refer to these names. repeating Steps 2 through 4 if you need to insert another name. Hold down the Shift key. In the Reference box. press F3. all you have to do is replace the function arguments with cell addresses. 1. Type the last day of the next month--"7/31/99"--into the cell below or to the left (again. Press Enter (or click OK). cell A1). Type the name of the function. without quotation marks). Continue entering your formula. Start typing your formula. Type the last day of a month--as in "6/30/99"--in one cell (without the quotation marks). 3. Suppose you want to select the range A1:Z52: 1. Excel makes the job about as easy as you can imagine (without actually sending someone from Redmond. but you've also eliminated the possibility of misspelling the name. 3. that is--try this: 1. 5. Using the AutoFill handle. 2. type the address of the cell at the bottom-right corner of the range you want to select (in this case. 2. Select both cells. Select the cell at the top-left corner of the range you want to select (in this case. Help Entering Formulas If you want help entering a formula --one that includes a function. Click OK. Moving Around an Excel Worksheet Today. Choose Edit + Go To (OR press Ctrl + G). . Excel understands that you want the last days of each month (including leap days.

Type "=A1*profit" (without the quotation marks). copies from cell A1 the first five characters from the left. ". 4. how might I create a second column in which each cell contains only the first five of these characters? Is this possible?" Yes. suppose you want to multiply a value in the cell A1 by this named constant: 1. But the Name feature has another use: You can use it to assign a name to a number that's NOT EVEN ENTERED IN YOUR WORKSHEET. 3. as follows: . Press Enter. 3. Type a name for your multiplier--such as "profit" (without the quotation marks).5)" (without the quotation marks). Excel multiplies the contents of A1 by . more precisely. Only problem is that once you chart them. type "=LEFT(A1. Select the remaining cells in column B that you want to copy the formula into and press Enter. Suppose. that a particular worksheet requires you to regularly multiply numbers by the number . Name a Number You may be familiar with using Excel's Name feature. In the Refers To box. Select an empty cell. type the value--in this case. Now you can use this multiplier in a formula. For example. 4.267--and use the name in your formulas--as follows: 1. 3. This feature lets you name a cell (or range of cells) so that you can refer to the cell (or range) by name rather than the more complex cell address in formulas. use the chart to initiate a goal-seek operation. Our advice: Change the chart! Or. for example. Copying Selected Characters "If I have a column of text in which each cell contains eight characters. You can assign a name to the number . and the totals look SO good you decide to chart them. Using Goal Seek You build a sales forecast in Excel. Suppose the column containing the eight-character cells is column A (starting in cell A1). as entered.267. 2. and you want the corresponding first-five-character entries in column B (starting in cell B1). 2. 2. Click OK. you wish they looked a little better. In cell B1. The LEFT function.The troublesome large range is selected without scrolling.267" (without the quotation marks). Choose Edit + Copy. Choose Insert + Name + Define. Press Enter. Try this: 1.267.

2. 4. Under Categories. because those rotation commands are buried deep in your Format Cells dialog box. Obviously. In the Horizontal box. 2. select Justify. Excel "raises the bar" on your chart and adjusts the selected cell accordingly. or vertically.1. Of course. 5. Because Excel has NO shortcut key for justifying text (such as Word's Ctrl + J shortcut key). type the address of the cell you want to change to get the desired value. if desired. they aren't particularly accessible. Under Commands. Now. Click the Commands tab. this must be a cell referenced in the formula that generates the value of the bar you adjusted. Rotate Text Down. 4. you'd think there is absolutely no way to justify (align) text in an Excel cell. 3. choose Format. Drag the largest handle on the element to enlarge the element. Right-click the selection and choose Format Cells from the shortcut menu. . Under Categories. Click the Alignment tab. Choose Tools + Customize. 3. Crowded Worksheets? Add These Buttons One way to relieve worksheet crowding is to rotate your column labels so they read up. Click Close. down. choose Format. Click OK. whenever you want to angle or rotate text. 4. Select the cell(s) in which you want to align text. Under Commands. Select the chart element--the bar or line--that you wish were a bit larger. Repeat Step 4 to drag the Rotate Text Up. as follows: 1. In the Goal Seek dialog box--which appears as soon as you adjust the chart element--set the To Value field to the exact value you want for the adjusted element. Add them to the Format toolbar. just select the cell(s) and click the appropriate button Justified Text To look at Excel's Formatting toolbar. you may want to move the Justify button to the Formatting toolbar as follows: 1. 5. Click OK. like so: 1. 2. 5. Click the Commands tab. and. 4. 6. Choose Tools + Customize. 3. But you most certainly can. find the Vertical Text button and drag it into place on your Formatting toolbar. 2. 5. In the By Changing text box. find the Justify button and drag it to your Formatting toolbar. making it about as large as you want it to be (don't worry about being precise just yet). Angle Text Upward and Angle Text Downward buttons to the Formatting toolbar. Click Close. 3.

For example. 4. For example. Go ahead. Under Scaling. as in "01/31/99" (without the quotation marks). dates. Fitting Worksheets on Pages In the past.75 points (a point is 1/72 of an inch). type the last day of a month. Choose Tools + Track Changes. every 10 minutes. Click to check in the "Track changes while editing" box and then set the types of changes you want to highlight. set Fit To to 1 Pages Wide by 2 Pages Tall. Click Print. Excel's default column width is 8. 2. What we didn't define--and what the Row Height and Column Width dialog boxes do not make clear--is what the units of measurement are. But you can also use the option to fit a larger range onto a specified number of pages. In cell A2. 2. You can even use the same technique to fill every other day. 3. Click OK. . if you want to fill Row 1 with the last day of each month.43 characters. type the last day of the next month (in this example. we told you that Excel's default row height was 12. every three months. SmartFill By now you all know about Excel's SmartFill feature. Choose File + Page Setup. every third day. Assuming that you're losing sleep over this. 2. 3. which lets you quickly fill a range with successive numbers. simply by dragging two existing dates. But what you may not know is just how smart the feature is. to print a 10 column by 250 row worksheet on two pieces of paper. just do as follows: 1. To see these tracks. Using the fill handle in the bottom right corner of the selection. In cell A1.43. do the following: 1.Default Row Height and Column Width Last time. you'd do the following: 1. we've told you how to use Excel's Fit To printing option to fit slightly more than a page on a page. without the quotation marks). Click the sheet to make it active. 4. and so on. Choose Highlight Changes. enjoy this new and exciting knowledge! Tracking Revisions Excel tracks worksheet revisions so you can have some idea of what has been done to each sheet. drag across Row 1. 3. we'll tell you: Excel's default row height is 12. "02/28/99"--again. and so on. Select A1:A2.75 and that its default column width was 8. Excel fills each cell you drag over with the last day of each successive month. 4.

and select Hide. but it does keep others from instantly seeing what you're working on. 3. click the Contents tab . 3. For example. Choose File + Properties 2. select it (click on its tab). To hide a worksheet. and select Hide. choose Window + Hide. Data Validation "Validation" lets you restrict what goes into a cell. click on it to select it. the ones with lots and lots of worksheets. it is a fine tool when you set up a worksheet that someone else will use. that person sees a warning that says. For Date validation. This isn't password security. You know. click the Allow drop-down menu Choose what kind of data you want for this cell In the additional menus that appear. In the Data Validation dialog box. Click OK If someone tries to enter anything other than a date or a date outside the approved range into this particular cell." and gets a chance to enter something else. 5. Although you don't need this feature so much for your own work. Hiding Workbooks. which must be within the next year. you specify which range of dates are acceptable 6. To hide a row or column. it's nice to know that you can see what's in that document at a glance. To hide an entire workbook. "The value you entered is not valid. you'd do the following: 1. Working with Multiple Worksheets Let's hope you never have to wrestle with complicated Excel documents. In the Properties dialog box. 4. But if you do. Columns or Rows You can hide some of the data on your worksheet. 2. Click the cell Choose Data + Validation. 1. Worksheets. for example. choose Format + Sheet. 2. choose Format + Row or Column. to create a cell that asks for a date. To see a list of all that's in the document.You can choose to have the changes highlighted on screen or listed on a new sheet. set the limits for that data. do the following: 1. You create a validation test that makes sure only the right type of data--and only within the appropriate range--goes into a cell.

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