# 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.

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.

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.

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.

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.