THE AMERICAN LAW INSTITUTE Continuing Legal Education

Transcription

1 67 THE AMERICAN LAW INSTITUTE Continuing Legal Education Using Everyday Tech Tools To Maximize Your Law Practice Plus Ethics April 26, 2018 Philadelphia, Pennsylvania Utilizing Microsoft Excel for a More Efficient Law Practice By Craig Brody C. Brody Associates, LLC Philadelphia, Pennsylvania C. Brody Associates 2018

2 68 Excel Basics for Lawyers - Reference Guide Table of Contents AUTOFILL DATA INTO THE SPREADSHEET... 2 EDIT, INSERT, DELETE, MOVE, COPY DATA/FORMAT COLUMN WIDTHS... 3 FORMATTING NUMBERS... 4 FORMATTING WITH STYLES... 5 EXCEL FORMULAS (GENERAL STEPS)... 6 COPYING FORMULAS WITH RELATIVE CELL REFERENCES... 7 AUTOSUM (USING THE SUM FUNCTION)... 7 COPYING FORMULAS WITH AN ABSOLUTE CELL REFERENCE... 8 EXCEL FUNCTIONS... 9 INSERTING CHARTS EDITING CHARTS WITH CHART TOOLS CHOOSING A QUICK DESIGN LAYOUT FOR CHARTS EDITING CHARTS WITH CHART BUTTONS SORTING AND FILTERING LISTS SORTING DATA (ON A SINGLE LEVEL) SORTING DATA (ON MULTIPLE LEVELS) FILTERING DATA PAGE SETUP; PRINT, VIEW RELATED COMMANDS SAVE, PRINT AND PRINT PREVIEW PRINT A SELECTED AREA OF THE SPREADSHEET RELATED PRINT NOTES FREEZE PANES COMMAND PRINT TITLES ON EVERY PAGE PAGE BREAK PREVIEW TO ARRANGE WINDOWS HIDING COLUMNS OR ROWS WORKING WITH MULTIPLE WORKSHEETS EXCEL SHORTCUT KEYS Command Step by Step procedures apply to Excel PC versions 2013 and 2016 and in many instances apply to earlier PC versions and Excel for MAC Use the class Excel file to practice these commands. Copyright 2018 C. Brody Associates Page 1

3 69 AutoFill Data into the spreadsheet 1. Enter data to be filled such as dates or numbers in a single cell. Click and drag the Black Cross (AutoFill symbol) found at the lower right corner of a cell. 2. Drag in any direction to fill cells as needed, then release. Option: Double click on the blank cross to quickly fill data down a column From: To: Copyright 2018 C. Brody Associates Page 2

4 70 Edit, Insert, Delete, Move, Copy Data/Format Column Widths Edit Cell Contents = Double click on the cell or press the F2 key then edit contents To Delete Cell Contents = Just press the Delete key To clear just cell Formats 1. Highlight cells to clear, then click the Home tab 2. Click the Clear icon 3. Click Clear Formats Clear All would remove contents AND formats Delete Cells/Rows/Columns 1. Select the data or area as needed. Click the Home tab 2. Click the Delete icon down arrow 3. Click Delete Cells, Rows, Columns, or Sheet or select data, right click then click Delete Insert Cells/Rows/Columns 1. Click the Home tab 2. Click the Insert icon 's down arrow. 3. Click Insert Cells, Rows, Columns, Sheet or right click then click Insert To change column width place mouse pointer between columns letters to find black arrow cross, then either drag to widen/narrow column or double click to widen column automatically to fit the widest entry. To AutoFit a range of cells; highlight the range of cells, click Home tab, Format, AutoFit Column Width Copyright 2018 C. Brody Associates Page 3

5 71 To quickly move data a short distance: 1. Move the mouse pointer onto the outline of the cell to move make sure you see an arrow symbol 2. Click and drag to the new destination cell and release. To copy and paste data 1. Highlight the data to copy or move. 2. Right click to choose Copy or click Control C or click the copy icon under the Home tab 3. Move to the destination cell. 4. Right click to choose Paste or click Control V. or click the paste icon under the Home tab To move data, right click then click Cut or press Control X Formatting Numbers 1. Highlight the data to be formatted. 2. Click the desired icon under the Home tab of the Ribbon for example: Comma style (2 decimal places) Percent style (0 decimal places) Accounting Number Format (2 decimal places) 3. (Optional) Click the desired decimal place icon. Clicking increases decimal places one place at a time while clicking decreases decimal places one place at a time. Note1: shortcut keys: Control + 1 Keys opens all Format Cell options; Control Shift! = shortcut for Number format; Control Shift $ = shortcut for Currency format; Control Shift % = Percent; Control Shift ~ = General (no specific numeric format) Note2: Right click a range of numbers and select formats for numbers from the Mini-Toolbar: Note: click the Format Painter icon to copy formats from one cell to another cell or range (including color, font style, number formats) NOTE: Excel s Quick Access Toolbar at the top left contains commands such as Save, Undo you can easily add commands here that appear no many what tab of the Ribbon you are in.(just click the drop down arrow at the far right of the toolbar) Copyright 2018 C. Brody Associates Page 4