Launch old style dialogue boxes from the dialogue box launchers at the bottom of the ribbon.

Transcription

1 Ribbon Overview Ribbon Overview Launch old style dialogue boxes from the dialogue box launchers at the bottom of the ribbon. Add buttons to Quick Access Toolbar either by right clicking or via the Customise Quick Access Toolbar drop-down Either choose from the commands on the drop-down, or go to More Commands, to choose from a complete list. Filter the commands available via the Choose commands from drop-down Hide the ribbon with Control + F1 this acts as a hide/unhide toggle switch. Page 1 of 13

2 Faster Ways to Navigate Faster Ways to Navigate Control + Home Control + Shift + Home Control + End Control + Shift + End Control + Arrow Keys Control + Shift + Arrow Keys Move to cell A1 Select from current cell to A1 Go to end of continuous data range Select to end of continuous data range Move up/down/left/right to end of data range Select up/down/left/right to end of data range Click Column Cell Reference Button (e.g. A, B, C etc) to select whole column (including empty cells to end of worksheet) Click Row Cell Reference Button (e.g. 1, 2, 3 etc) to select whole row (including empty cells to end of worksheet Data User of Enter Key After typing in a cell, press the Enter key to accept the data typed and move to the next cell down. The direction of the Enter key can be adjusted in Options, found on the File Tab: Moving / Copying Data Move with Mouse Copy with Mouse Copy and paste with keyboard Hover over the cell border until you have a 4-arrow cross, then click and drag As above, but hold down Control key before you click and drag, and keep it held until you release the mouse. Copy using Control + C, or the Copy button from the Home Tab. Then Paste using Control + V, or the Paste button from the Home Tab. Page 2 of 13

3 Faster Ways to Navigate Use Paste Options as above to control how content is pasted Alternative Method: Copy using Control + C, or the Copy button from the Home Tab. Press Control + Alt + V for Paste Special dialogue Page 3 of 13

4 Faster Ways to Navigate Default Cell Alignment By default Excel right-aligns numbers, or other content it regards as a number, such as Dates, and left aligns text: Default alignment can be over-ridden using the align buttons on the Home tab, or setting alignment options in the Format Cells dialogue (Control + 1) Page 4 of 13

5 Faster Ways to Navigate Centre Headings Over Multiple Columns Type the heading in the left-most cell of the range where it should be centred: Select the the range Click the Merge and Center button on the Home Tab Auto-adjust Column Width If you notice hash symbols in your spreadsheet it means the column is too narrow to display the content. To audo-adjust, double-click the column divider in this case the line between column D and column E. Page 5 of 13

6 Conditional Formatting Use conditional formatting to make data more meaningful to the reader Select the data Click Conditional Formatting on the Home Tab Choose the appropriate options, for example Highlight Cell Rules / Greater Than 35, , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , In the example to the left data greater than 30,000 is shaded light red To the right is a more complex example where two series of data are compared and are shaded differently based on whether new data is greater than, equal to, or less than the old data this type of conditional formatting requires the use of a formula-based rule Page 6 of 13 Original value New value

7 Conditional Formatting To set up this type of conditional formatting, first select the data where you want the formatting to show On the Home Tab, click Conditional Formatting, and choose New Rule Click Use a formula to determine which cells to format Set up the first condition, for example colour cells purple if the value in the new column is equal to the value in the old column Type the formula in the Format values where this formula is true box The Formula should be in this format: =<cell reference for new data>=<cell reference for old data> Click the format button, choose a colour for the fill Click OK, and OK again Now create another two more rules using (in this example) the formulas =L4>K4, and =L4<K4 choosing a different fill colour for each At the end of the process, go to Conditional Formatting / Manage Rules. There should be three rules as shown below: Page 7 of 13

8 Conditional Formatting Colour Scales use a spectrum of colours to distinguish different value ranges within a series of data. Excel provides a selection of default colour scales, or they can be modified. To use a default colour scale: Select the data Click Conditional Formatting on the Home Tab Hover the mouse of Colour Scales, and choose from the default selection Page 8 of 13

9 Status Bar Calculations Status Bar Calculations are a quick way of viewing some basic calculations relating to your data without including them in your worksheet Right click the Status Bar and select the type of calculations required Select any data, and the calculation results will be shown on the Status Bar Page 9 of 13

10 Autofill and Relative / Absolute Cell References Excel gives a lot of control over the amount of content to print on each page. Page Break Preview is the easiest way to manage this process. Before using Page Break Preview, adjust Margins Click Margins on the Page Layout Tab choose from pre-set margin settings or go to Custom Margins and enter your own margins From the View tab click Page Break Preview Dotted blue lines show where the page breaks will occur according to the current page setup To adjust a page break drag and drop it to a new location An adjusted page break will show as a solid blue line To remove a page break, right click on the cell underneath or to the right of the break, and choose Remove Page Break To add a page break, right click in any cell and choose Insert Page Break To insert only a horizontal page break, right click in any cell in Column A To insert only a vertical page break, right click in any cell in Row 1 Right clicking anywhere else in the worksheet will insert both horizontal and vertical page breaks, above and to the left of the current cell To ignore all default page breaks and print only selected cells, select cells to be printed, right-click and choose Set Print Area. To reinstate default page breaks after setting print area, right-click anywhere on the worksheet and choose Reset Print Area Page 10 of 13

11 Autofill and Relative / Absolute Cell References Once Print Area or Page Breaks are as required, go to the Page Setup dialogue to make further adjustments e.g.: Select Titles to print on each page Print Gridlines Adjust Page Order Insert Header / Footer Content Page 11 of 13

12 Autofill and Relative / Absolute Cell References Auto-fill is a great time-saving tool for quickly applying the same formula to multiple cells A common scenario is where a simple calculation has to be made using two columns of data, with the result appearing in a third column In the example below we have a worksheet containing contractors hours and rate Billing ID First Name Last Name Office Month Rate Hours 200 William Moore Dallas January Catherine Johnson Dallas January William Moore Dallas February Catherine Johnson Dallas February Catherine Johnson Dallas March William Moore Dallas March Catherine Johnson Dallas April William Moore Dallas April William Moore Dallas May Catherine Johnson Dallas May Catherine Johnson Dallas June William Moore Dallas June William Moore Dallas July Catherine Johnson Dallas July William Moore Dallas August Catherine Johnson Dallas August William Moore Dallas September Beth Miller Los Angeles January Beth Miller Los Angeles February Beth Miller Los Angeles March Beth Miller Los Angeles April Beth Miller Los Angeles May Beth Miller Los Angeles June To calculate payment due, we would multiply hours by rate, with the result going in a new column. Type an equals sign in a new column, click on the figure in the first row of the Hours column, type the multiplication symbol, then click on the figure in the first row of the Rate column Press Enter to accept the formula At this point we have calculated the amount due for the first entry only To apply the same formula to each entry at once we can double-click on the black dot at the lower right-hand corner of the cell containing our calculation Alternatively, hover over bottom right-hand corner black dot, click and drag down If we examine the formula for each calculation we will see the formula adjusts itself automatically to include the correct row. Therefore the formula for the first three rows will be =G2*F2 =G3*F3 =G4*F4 Page 12 of 13

13 Autofill and Relative / Absolute Cell References This is because for this type of calculation Excel automatically uses Relative References, which change automatically when the formulae are copied to other cells using Autofill In a different scenario an Absolute Reference may be needed. For example, once we have calculated the amount due to each contractor we may wish to increment that amount by 7.5% for each person. This means multiplying each Amount Due figure by 1.075, as shown to the right: In this case we need to ensure that each Amount Due is multiplied by and that Autofill does not cause Excel to read down since the cells underneath are empty We therefore need the cell reference for the to be an Absolute Reference. This is done by pressing F4 after clicking on the cell, and will result in signs appearing in the cell reference in front of the column and row references F4 in fact toggles the status of the reference between Absolute, Relative and Mixed Now if we examine the formulae for the first three calculations they will appear as: =H2*I2 =H3*I2 =H4*I2 Page 13 of 13