Microsoft Excel Office 2016/2013/2010/2007 Tips and Tricks

Transcription

1 Microsoft Excel Office 2016/2013/2010/2007 Tips and Tricks In Office 2007, the OFFICE BUTTON is the symbol at the top left of the screen. 1 Enter Fractions That Will Display And Calculate Properly a. Type 0 (zero), then a space, then the fraction (e.g.: 0 1/2). b. Press Enter. Note 1: For example 0 1/2 will calculate as one-half, suppressing the 0. Note 2: If you don't type the 0 first, Excel thinks you're typing a date and applies the date format so that 1/2 displays as 02-Jan. Note 3: If you type 2 1/2 (with a space after number 2) this will automatically become a fraction, just as the 0 1/2 did. 2 Format Negative Numbers a. Use the symbol to highlight column(s) you want to affect. b. Click HOME - FORMAT (in CELLS group). d. Click Number tab in dialog box; click Number in the Category list. e. Make a choice in the Negative Numbers field to indicate how you want negative numbers to display. f. Click OK. Note: When typing a negative number, you still need to precede it with a negative sign. For example: -2 or (2) 3 Insert Special Numeric a. Use the symbol to highlight column(s) you want to affect. Format: Zip Code, Phone Number, Social Security Number, and More. b. Click HOME - FORMAT (in CELLS group) e. Click Special in the Category list and follow directions on the screen and click OK. 4 Force Leading Zeroes to a. Use the symbol to highlight column(s) you want to affect. Show/Print b. Click HOME - FORMAT (in CELLS group). e. Click Text in the Category list and click OK. 5 Hide Zero Values a. Click FILE - OPTIONS (or OFFICE BUTTON - EXCEL OPTIONS). b. Click Advanced. c. Scroll down to the Display Options for this Worksheet section in the list. d. Click to remove checkmark by Show a zero in cells that have a Zero value. 6 Change Format of a Date a. Use the symbol to highlight column(s) you want to affect. b. Click HOME - FORMAT (in CELLS group) e. Click Date in the Category list and follow directions on the screen. 7 Import Data From Another a. In Office 2013/2010/2007: Click? symbol in upper right corner of the screen. Source In Office 2016: Click on right side of Ribbon Bar. b. Type Import External Data in the Search field of the Help dialog box. c. Click Search and follow directions on the screen. 8 Change AutoCorrect Options 9 Change Default Settings Defaults = Settings = Preferences a. Click FILE - OPTIONS (or OFFICE BUTTON - EXCEL OPTIONS). b. Click Proofing on left side of Excel Options dialog box. c. Click AutoCorrect Options button and make choices. a. Click FILE - OPTIONS (or OFFICE BUTTON - EXCEL OPTIONS). b. Make selections and click OK. Note: These changes stay in effect for all future new workbooks. south.docx , Gini Pedersen ( All Rights Reserved Page 1

2 10 Display Formulas In Cells a. Click Ctrl + ~ (tilde) key to see formulas in each cell. 11 Split Screen in order to View 2 Different WORKBOOKS at the Same Time 12 Remove Split Screen for the 2 WORKBOOKS 13 Split Screen in order to View 2 Different WORKSHEETS of a Single Workbook at the Same Time 14 Remove Split Screen for the 2 WORKSHEETS Note: The ~ (tilde) key is below the Esc key on the keyboard. b. Click Ctrl + ~ again to hide formulas. a. Open 2 workbooks. b. Click VIEW - ARRANGE ALL (or WINDOW - ARRANGE). c. Click to place a dot by Vertical. d. Click (if necessary) to remove the checkmark by Windows of Active Workbook. Click Maximize button at top right of one of the workbooks so it fills your screen. a. Click VIEW - NEW WINDOW (in WINDOW group) and note that :2 appears after the filename in the Title Bar at the top middle of the screen. b. Click VIEW - ARRANGE ALL. c. Click to place a dot by Vertical. d. Click (if necessary) to place a checkmark by Windows of Active Workbook. f. In the top window, click on the Q1 Data worksheet tab. g. In the bottom window, click on the Q2 Data worksheet tab. Note: Repeat Step a to view more than 2 different worksheets at the same time. a. Click the X in the upper right corner of one of the open windows which should close the copy and remove the :2 reference. b. Click Maximize button at top right of remaining workbook. 15 Excel Shortcuts All Versions of Excel: a. Tab Move one cell to the right. b. Shift + Tab Move one cell to the left. c. Ctrl + Home Move to the Home cell of the worksheet (cell A1). d. Ctrl + End Move to the last cell in the worksheet. e. Ctrl + Page Down Move to the next worksheet. f. Ctrl + Page Up Move to the previous worksheet. 16 Turn on Word Wrap Capability 17 Use Word Wrap for a Sentence that is Wider than a Cell Note: For a comprehensive list of Excel shortcuts go to... a. Use the symbol to highlight a column(s). b. Click HOME - WRAP TEXT (in ALIGNMENT group). a. Click in a cell in column chosen above. b. Type a 5-7 word sentence. c. Press Enter. d. Click the small triangle symbol in the upper left corner of the spreadsheet -- above the Row number 1 and to the left of the Column letter A to select all cells in the worksheet. e. Position your cursor over the symbol on the horizontal line between two of the row numbers on the left side of the screen. f. Double click this symbol to resize the depth of the row containing the sentence you typed in Step d above. 1 Note: If you only want to word wrap the contents of a single cell, press Alt + Enter keys at the end of each line within the cell as you type it and then adjust the depth of the rows as explained in Steps e through g above. 1 c south.docx , Gini Pedersen ( All Rights Reserved Page 2

3 18 Insert Current Date From Your System 19 Insert Date that Remains Current with System Date 20 Download Templates from Microsoft 21 Save a Workbook into an Older Version of Excel 22 Save a Workbook as a PDF (Portable Document File) so it can be Viewed on any Computer Don't forget to do Step k. a. Click in an empty cell. b. While holding down the Ctrl key press the ; (semicolon) key -- Ctrl + ; c. Press Enter. Note: This date will remain the same each time you open this workbook. a. Click in an empty cell. b. Type =TODAY() and press Enter.. a. Click FILE - NEW. b. Type into Search for Online Templates field the type of template you want (e.g. expense report) and press Enter. c. Click on a expense report template choice and click Create. Note: You can customize this template and save it for future use. a. In Office 2016/2013: Click FILE - SAVE AS - COMPUTER (or BROWSE). In Office 2010/2007: Click FILE (or OFFICE BUTTON) and click Save As. b. Click the triangle to the right of the second field -- probably says Excel Workbook (*.xlsx). c. Click Excel Workbook (*.xls) to save a copy of an Office 2016/2013/2010/2007 workbook in a format that can opened and edited in older versions of Excel (prior to Office 2007) and click Save. Note: Excel is not needed to view a PDF; however, the Adobe Reader is required; this free program can be downloaded from Adobe.com. a. In Office 2016 only: Click FILE - SAVE AS - BROWSE. b. In Office 2013 only: Click FILE - SAVE AS - COMPUTER - BROWSE. c. In Office 2010/2007 only: Click FILE (or OFFICE BUTTON) and click Save As. d. Click the triangle to the right of the second field -- probably says Excel Workbook (*.xlsx). e. Click *.PDF in the list and click Save. 23 Lock a Workbook a. Click FILE - INFO; click Protect Workbook and make choices. 24 Add DEVELOPER to the Ribbon Bar so you can Create a Macro (Note: You need to do this 1 time only.) Office 2016/2013/2010: a. Click FILE - OPTIONS. b. Click Customize Ribbon on left side of Excel Options dialog box. c. Click to place a by Developer on right side of the Excel Options dialog box and click OK. Office 2007: d. Click OFFICE BUTTON - EXCEL OPTIONS. e. Click POPULAR on left side of dialog box. f. Click to place a checkmark by Show Developer Tab and click OK. 25 Create a Macro a. Click FILE (or OFFICE BUTTON in Office 2007) - NEW - Blank Workbook. b. Click Create if available (in some versions). c. Click DEVELOPER - RECORD MACRO (in CODE group). d. Type in name you want to assign to this macro (single word name only). e. Click in Shortcut Key field. f. While holding down the Shift key, type a letter F (or other letter). Note: You will now see Ctrl + Shift + F in the Shortcut Key field. g. Click the triangle to right of Store Macro in field h. Click Personal Macro Workbook. i. Click OK. j. Perform steps to be assigned to the macro. k. Click DEVELOPER - STOP RECORDING when done. Step j is where you actually create the macro. 26 Run a Macro a. Open a new workbook. b. Press keystrokes assigned to the macro (e.g. Ctrl + Shift + F). 27 Learn about VLookup Go to south.docx , Gini Pedersen ( All Rights Reserved Page 3

4 Microsoft Excel Pivot Table and Chart Basics Office 2016/2013/2010/2007 The purpose of a Pivot Table is to reorganize data in a table for deeper analysis. A Pivot Chart can then be created, if desired, from the Pivot Table. Note: The exact steps listed below require you to download a file called "pivot.xls" from my Website. A. Go to B. Depending on what web browser you are using (Chrome, Safari, Firefox, etc.), you will then need to do one (or a combination) of the following steps next: Click the rectangle at the bottom left of the screen Click Save Click Open 1 Open Pivot Table Open the pivot.xls file you downloaded above. Data Workbook Note: If you see an button near top middle of screen, click it. 2 Start Pivot Table a. Click in a cell that contains data in the table. b. Click INSERT - PIVOT TABLE (in TABLES group). c. Click to place a dot by Existing Worksheet in Create Pivot Table dialog box. d. Type A17 in Location field and click OK. 3 Create Pivot Table with 1 Field 4 Add a Field to the Pivot Table 5 Change Wording of Field Header 6 Change Format of Dollar Amounts 7 Create Another Pivot Table with 2 Fields Note: In the Pivot Table Fields panel on the right is a list of all fields in your table followed by 4 areas -- Filters, Columns, Rows, and Values. Click and drag the Total Cost field to the Values area. Note: Sum of Total Cost appears below the table on the left (total of G2:G14). Click and drag Prod No. field to the Rows area. Note: Pivot Table now breaks down Total Cost by Prod No. a. Click in cell A17 and type Product No. to replace words Row Labels. b. Press ENTER. a. Click and drag to highlight B18:B23. b. Click HOME - down arrow by GENERAL (in NUMBER group); click CURRENCY in the list. a. Click in a cell of the original table at the top left -- above the pivot table you created. b. Click INSERT - PIVOT TABLE (in TABLES group). c. Click to place a dot by Existing Worksheet in Create Pivot Table dialog box. d. Type D17 in Location field and click OK. e. On right side of screen, click and drag the Quantity field to the Values area. f. Click and drag Customer field to Columns area and note Pivot Table changes. g. Click and drag Customer field from Columns to Rows area and note Pivot Table changes. Note: Sum of Quantity by Customer now appears below the table on the left. 8 Modify Existing Pivot Table a. Click in cell D17. b. Click and drag Order Date field to Rows area (beneath Customer) and note Pivot Table changes. 9 Filter Data by Date a. Click in cell B18; click and drag Years field to Filter area. b. In cell B15 click the down arrow by All. c. Click 2014 in the list and click OK to see only values for the year d. Click the down arrow by 2014 and click All and OK to remove this filter. 10 Sort Pivot Table Data a. Click in cell B18; click DATA - SORT (in SORT & FILTER group) b. Click to place a dot by Smallest to Largest and click OK to sort dollar amounts. 11 Create a Pivot Chart a. Click in cell A17. b. Click INSERT - PIVOT CHART (in CHARTS group); click Pie and OK. 12 Learn More about Pivot Tables Go to More Excel Tips and Tricks -- south.docx , Gini Pedersen ( All Rights Reserved Page 4

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