Rev Up to Excel 2010

Transcription

1 Rev Up to Excel 2010 Upgraders Guide to Excel 2010 by Bill Jelen Published by H OLY MACRO! BOOKS PO Box 82, Uniontown, OH 44685

2 Contents About the Author Dedication Acknowledgements v v v Introduction 1 2 Customizing the Ribbon and Quick Access Toolbar 15 Protected Mode 24 Backstage View and the File Menu 30 Unlocking the Big Grid 51 A Faster Way to Paste Special 56 Page Layout View 63 Keyboard Shortcuts 71 Formula Bar Tricks 77 Quick Zoom 79 See Totals in the Status Bar 81 New and Improved Functions In Excel Tables Make Excel a Bit More Like a Database 95 Smarter Fill Handle Double-Click 102 Sort by Color 105 Improved Filter Tricks 108 Remove Duplicates 114 Add Subtotals Automatically 117 Using the Easy-XL Program 122 Pivot Tables 131 PowerPivot 148

3 Charting 165 Create Tiny Charts with Sparklines 172 Data Visualizations 179 Cell Styles 190 Document Themes Across Microsoft Office 194 Using Picture Tools and Background Removal 200 Create Business Diagrams with SmartArt 210 Using WordArt 217 Handling Large Blocks of Text 220 Equation Editor 223 Quick Translations 227 Excel in a Web Browser 229 Get Excel Answers from the MrExcel.com Board 234 Index 236

4 0 1 By far, the biggest change when you upgrade from Excel 2003 to Excel 2010 is trying to find commands on the ribbon. Rather than the familiar File, Edit, View, Insert, Format, Tools, Data, Window, Help menu bar, you are now presented with large icons and words such as File, Home, Insert, Page Layout, Formulas, Data, Review, and View. Where to Find Commands in Excel 2010 Here are some simple guidelines: The Home tab contains the most frequently used commands. If you want to find something, start looking on the Home tab. Nearly everything from the Excel 2003 Edit and Format menus is located on the Home tab. Everything from the Excel 2003 Formatting toolbar is on the Home tab. The most-used commands on the Excel 2003 Insert menu are not on the Insert tab in Excel 2010! Instead, commands to insert cells, rows, columns, and worksheets are on an Insert drop-down on the Home tab. Commands to insert a function or a name are on the Formulas tab. Insert Comment is on the Review tab. The Pivot Tables command has been moved from the Data menu to the left side of the Insert tab. Most Excel 2003 File menu commands are on the Excel 2010 File tab. This tab is called the Backstage view and is discussed in detail in Chapter 4. A few File commands are elsewhere. For example, Save Workspace is on the View tab. Page Setup and Print Area are on the Page Layout tab. Everything on the old Window menu and most things from the old View menu are now on the View tab. Help is now the blue question mark icon at the top right of the window. Everything else that used to be on the Help menu is now under File, Help. Items from the Data menu are generally on the Data tab, with the exception of the Pivot Tables command. The old Tools menu has been split among many tabs. You will find these commands spread among the Review, Formulas, Home, Data, View, and File tabs. Table 1.2 shows the break out of individual commands. 2

5 Table 1.1 shows where you can find most Excel 2003 menu commands in Excel Table Menu 2010 Ribbon File File Edit Home View View Insert Home, Insert, Formula, Review Format Home Tools See Table 1.2 Data Data, Pivot Tables on Insert Window View Help Question mark on right; or File, Help Standard toolbar See Table 1.3 Formatting toolbar Home Table 1.2 shows where you can find the commands formerly found on the Tools menu. Table 1.2 Excel 2003 Tools Menu Commands Spelling, Research, Share Workbook, Track Changes, Compare, Merge Error Checking and Formula Auditing Speech, Shared Workspace, and AutoCorrect Options Protection Goal Seek and Scenarios Excel 2010 Tab Review Formulas Add to QAT Home (Format drop-down) or Review Data (What-if drop-down) Macro View Add-Ins and Options File (Options) 3

6 Table 1.3 shows commands formerly found on the Standard toolbar. Table 1.3 Excel 2003 Standard Toolbar Icons New, Open, Save, Print, Print Preview Spelling & Thesaurus Cut, Copy, Paste, Format Painter Undo, Redo Hyperlink AutoSum, Sort Chart, Drawing Zoom Excel 2010 Tab File Review Home QAT Insert Home Insert View (or bottom right) Ribbon Components The ribbon is the new interface at the top of Excel It consists of icons and words grouped into several tabs. Within each tab, icons are further classified into groups. In Figure 1.1, there are 4 icons in the Clipboard group of the Home tab and 10 icons in the Font group. Figure Icons are classified in logical groups within each ribbon tab. Dialog Box Launchers In the lower-right corner of some groups, you will see a tiny icon showing a diagonal arrow. You can see this in the lower-right corner of Figure 1.1. This icon is a dialog box launcher. Click the icon to open a dialog box similar to the dialogs you are familiar with from Excel

7 Figure The mouse pointer is showing the dialog box launcher in the Font group of the Home tab. Dialog launchers are found in many groups. Icons That Really Contain a Drop-Down A lot of large icons look like a single icon until you hover over the icon. You will then see that the top half of the icon is a Paste icon, for example, and the bottom half of the icon is a drop-down with more choices related to the icon. Figure The Paste icon is really an icon and a drop-down. 5

8 Gallery Icons Fit Many Choices into a Tiny Space Some ribbon elements consist of a gallery of many different options. In Figure 1.4, the Chart Layouts gallery shows three thumbnails at a time. Scroll up one row Scroll down one row Open entire gallery Figure Three buttons on the right side of the gallery enable you to scroll up, down, or open the entire gallery. You can use the Up- and Down-Arrow button to scroll through three thumbnails. Or, click the third arrow to open the gallery and see all the options simultaneously (Figure 1.5) Figure The third button next to the gallery is the More button. Click that button to see all the choices at one time. Making the Ribbon a Bit More Like a Menu Although there is nothing you can do to bring back the legacy Excel menu and toolbars, you can make the ribbon behave a bit more like a menu. Press Ctrl+F1 or right-click the ribbon and choose Minimize the Ribbon. When you do so, Excel hides the ribbon, as shown in Figure