DYNAMIC EXCEL TIPS & TRICKSafwa4.org/docs/aswa2012.pdf · Creative Artistic Colorful Verbose Random Intuitive Holistic Synthesizing Subjective Looks at wholes Solver You are a farmer

Leslie Miller, MCE February 16, 2012

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DYNAMICEXCEL TIPS & TRICKS

By Leslie Miller, MCEdFebruary 11, 2010

Spokane Chapter ASWA

Introductions & Housekeeping

• Introductions

• URL instructions:• http://edresources.org/ASWA2012

• Overview

• Hands On


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Dynamic Excel Tips & Tricks• How are you at spinning plates?

• Spreadsheets are too labor intensive?

• Want to standardize some spreadsheet reports?

• What about external data?

• Do you really know the ins and outs of using the mid level or higher level functions of Excel?

• Don’t have time to deal with the hyperbole of an extended class?

• Here are the tools that you need to do your job - by someone who speaks “accountant”!

Just Show Me!• Shortcuts

• Simple macros

• Subtotals

• Pivot tables

• Conditional formatting

• Hidden sheets

• Concatenating cells

• Data validation

• Solver

• Filtering

• Goal seeking


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Basic Tools• Paste Special:

• Intern error sample• Paste Links

• Shortcut Macros (Auto fit)• Auditing Tool Bar

Employee IDEmployee

Name Department Hourly Wage 1 Jane Doe Sales 0.07930 2 Mary Wilson Accounting 0.15000 3 John Smith Marketing 0.10000

Employee ID

Employee Name

Department Hourly Wage

1 Jane Doe Sales 0.07930

2Mary Wilson

Accounting 0.15000

3John Smith Marketing 0.10000

Basic Tools• Numbering ID

• ABC-1 works• 27-ABC-1 works• 1-ABC does not

• Grouping Tabs• 3D References• Hiding Gridlines using Macros• Removing Duplicates• Custom Formatting – KWH• Custom Lists• Hyperlinks (do not work with

Chart Pages)• Cover Pages


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External Data

Create “Live” Dashboards using external data.

Use this same concept for integrating standard monthly data.

Raw DataThis spreadsheet needs to provide more information, separate names, and additional criteria.


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Subtotals

Be sure to sort in ascending order the column you want the first subtotals to be assigned to.

Click on the + or – to show or hide the detail for each department.

Filtering

By Department

Quick Tips:

You can toggle your formulas by CTRL+~.


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Advanced Filtering

By Department and by Wages over 15.00

Quick Tips:Hide those rows or columns that you do not in your view.

Set up Criteria for Advanced Filtering

Macros

Create a simple “Auto Fit” Macro

Create Departmental Macros


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Concatenating CellsCombining Cells

Result

Pivot Tables & Charts

Quick Tips:

•Excel Options•Advanced Items•Display for worksheet

•No Grid Lines•No Zeros to Print


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Conditional Formatting

Highlight largest and smallest items.

Hidden Sheets

Excel 07:•Right mouse click on tab

•Select “Hide”

Excel 03:

•Go to Format•Sheet•Hide

Quick Tips:

•Hold down the ALT key to adjust the size of an object and bypass the “snap to grid”.


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Data Validation

Set criteria that will be validated during input.

This sheet shows those cells that do not fit the criteria.

Goal Seeker

Quick Tips:

Named Ranges will help make your formulas sensible.


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SolverLeft Brain:

•Logical•Sequential•Rational•Analytical•Objective•Looks at parts•Succinct•Bullets•Clear•Concise

Right Brain:

Creative

Artistic

Colorful

Verbose

R a n d o m

Intuitive

H o l i s t i c

Synthesizing

Subjective

Looks at wholes

SolverYou are a farmer who raises cattle and wheat on your farm. Your farm consists of 5000 acres of land usable for either wheat or cattle. You are limited to a maximum of 5,000,000 gallons of water during the year.

What is the best mix of cattle and wheat to maximize your profit?

REMEMBER: You can grow a partial acre of wheat but you cannot raise part of a cow! Your answers should reflect this small but vital point.

As an experienced farmer:It takes 10 acres to raise one head of beef; 1/50 of an acre produces one bushel of wheat.The Current Market Price is $400.00 per head of beef; $2.20 per bushel of wheat.Water usage for One cow is 1500 gallons of water during its time on your farm; one bushel of wheat requires 25 gallons of water during the growing season.To be profitable, you must raise at least 50 head of cattle; 1000 acres of wheat (how many bushels is that?).

Right Brain:


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Solver Criteria: in “Accountant Speak”Left Brain:

Solver - Answer


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February 15, 201223

Leslie [email protected]

Q&A

Thank You!

URL for file downloads – http://edresources.org/ASWA2012

Introduction

I intend this to be a complete list of Excel shortcut keys when a worksheet is active.

Most of these key combinations perform the same task in both New Excel (version 2007 andafter) and Classic Excel (earlier versions). Where the tasks differ, "XL-C:" indicates the ClassicExcel result and "XL-N:" indicates the New Excel version.

In addition to the All Shortcuts sheet, this workbook includes a Dialogs sheet. This shows allshortcut keys I've found that launch dialogs in Excel. Notice that in some cases, you can usemore than one key combination to launch the same dialog. For example, both F5 and Ctrl+Glaunch the Go To dialog.

Please email me your additions or corrections. When I make corrections I'll update theworkbook and alert everyone who subscribes to my newsletter.

Note: I don't own a Mac. But if Mac users want to send me additions or corrections for Macs,I make this info available as well.

Charley Kyd, Excel [email protected]

Shortcuts to Excel 2003 and 2007 Dialogs Send additions or corrections.Shortcut XL 11 Command Title Description

Ctrl+OCtrl+F12

File, Open Open Open a worksheet

Ctrl+PCtrl+Shift+F12

File, Print Print Print a document

F12 File, Save As Save As Save a workbook as new fileCtrl+S File, Save or File, Save As Save or Save As Save or Save As

Ctrl+‐ (hyphen)Ctrl+‐ (minus)

Edit, Delete Delete Deletes selected files

Ctrl+FShift+F5

Edit, Find Find Find

Ctrl+H Edit, Replace Replace ReplaceF5Ctrl+G

Edit, Go to Go To Go to cell or range name

Ctrl+Shift+= (equal)Ctrl++ (plus)

Insert, Cells Insert Inserts cells in worksheet

Shift+F3 Insert, Function Insert Function Quick access to worksheet functionsCtrl+K Insert, Hyperlink Insert Hyperlink Insert HyperlinkCtrl+Shift+F3 Insert, Name, Create Create Names Create names from row and column

labelsCtrl+F3 Insert, Name, Define Define Name (XL 11)

Name Manager (XL12)Define a range nameManage range names

Ctrl+Alt+F3 New Name Define a range nameF3 Insert, Name, Paste Paste Name Pastes a defined name into a formula.

Ctrl+1 Format dialog Format Displays the format dialog for selected object: cell, chart, drawing object, etc.

Ctrl+Shift+FCtrl+Shift+P

Format, Cells, Font Format Cells In XL12, opens the Format Cells dialog with the Font tab selected

Alt+' (apostrophe) Format, Style Style Format Style dialog box

Alt+F8 Tools, Macro Macro Opens the Macro dialog.Alt+F11 Tools, Macro, Visual

Basic EditorVBE (window) Opens VBA's Visual Basic Editor (VBE)

F7 Tools, Spelling Spelling Spelling dialog.

Ctrl+LCtrl+T (XL 12)

Data, List, Create List Create List Create List (XL 11)Create Table (XL 12)

Ctrl+A‐‐with insertion point to the right of a function in a formula

Function Arguments Provides help using the function

ExcelUser Keyboard Shortcuts, New Excel (XL-N) and Classic Excel (XL-C) Recent Change Send additions or corrections.Key Default Shift Ctrl Alt Ctrl+Shift Alt+Shift Ctrl+Alt Ctrl+Shift+Alt

Function Keys

F1 Help Help (Context Sensitive)

XL‐C: Show/Hide TaskPaneXL‐N: Show/Hide Ribbon

XL‐C: Create a chart sheet of selected data.XL‐N: Insert a chart object

New Sheet Insert a new XL4 Macro sheet.

F2 Toggle Enter and Edit Modes

Insert or edit a comment.

XL‐N: Print preview Save As dialog Save Open dialog Print Dialog

F3 Paste Name dialog Insert Function dialog XL‐C: Define Name dialogXL‐N: Name Manager dialog

Create Names dialog XL‐N: New Name dialog

F4 Re‐Do Find Next (from last search)

Close active window. Close Excel Find Previous (from last search)

Close Excel Close Excel Close Excel

F5 Go To dialog Find dialog Restore window XL‐N: Refresh All PivotTables

F6 XL‐C: Next pane of split windowsXL‐N: Also ribbon, Zoom & task pane

Previous pane of split windowsXL‐N: Also ribbon, Zoom & task pane

Next workbook window

Switch to VBA IDE if open

Previous workbook window

F7 Spelling dialog XL‐N: Show Research pane

Move window with arrow keys. (Esc to stop.)

F8 Toggle Extend selection mode.

Add another range to selection mode

Resize window Macro dialog

F9 Calculate Now Calculate active sheet Minimize window Calculate all Rebuild the dependency tree, then calculate all.

F10 F11: Toggle menu bar F12: Toggle ribbon keytips

Activate Right Click (Context) Menu.

Toggle Maximize & Restore window

smart‐tag menu

F11 XL‐C: Create chart sheetXL‐N: Create chart object

Insert new worksheet. Insert XL 4 Macro sheet

Opens and shows VBA IDE

Open Script Editor

F12 Save As dialog Save Open dialog Print dialog

Number Keys 1 ! 1 ! Format dialog for the

selected object: cell, chart, etc.

Apply number format: #,##0.00

G:\MillerL\ASWA\Kyd's Excel Shortcut Keys Page 3 of 10


2 @ 2 @ Toggle bold formatting.

Apply the time format:h:mm AM/PM

3 # 3 # Toggle italic format. Apply the date format: d‐mmm‐yy

4 $ 4 $ Toggle underlining. Apply the currency format:$#,##0.00_);[Red]($#,##0 00)

5 % 5 % Toggle strikethrough. Apply the percentage format: 0%

6 ^ 6 ^ Shift from hiding, displaying, and using placeholders for objects

Apply the exponential format: 0.00E+00

7 & 7 & Display or hide the Standard toolbar.

Outline border of the selected cells.

8 * 8 * Displays or hide the outline symbols.

Select the current region.

9 ( 9 ( Hide the selected rows.

Unhide any hidden rows within the selection.

0 ) 0 ) Hide the selected columns.

Unhide any hidden columns within the selection.

Letter Keys A a A Select all. With

insertion point after a function in the formula bar, display the Function Arguments dialog.

Insert the argument names and parentheses for a function, after you type a valid function name in a formula

B b B Toggle bold formatting.

C c C Copy. Used twice, displays clipboard.



D d D Fill (Copy) Down ‐ If a single cell is selected, copy the cell immediately above it. If a range is selected, copy the uppermost cell into the lower ll

XL‐C: Data menuXL‐N: Alt, D key combo

E e E XL‐C: Edit menuXL‐N: Alt, E key combo

F f F Find Dialog XL‐C: File menuXL‐N: Alt, F key combo

Font Drop Down List

G g G Go To Dialog H h H Replace Dialog XL‐C: Help menu

XL‐N: Alt, H key combo

I i I Toggle Italics XL‐C: Insert menuXL‐N: Alt, I key combo

J j J K k K Insert Hyperlink L l L XL‐C: Create List

XL‐N: Create TableXL‐N: Toggle AutoFilter

M m M N n N New Workbook O o O File Open dialog XL‐C: Format menu

XL‐N: Alt, O key comboSelect all cells with comments.

P p P Print dialog XL‐C: Point size drop down listXL‐N: Font tab of Format Dialog

Q q Q R r R Fill Right S s S Save or Save As T t T XL‐N: Insert Table XL‐C: Tools menu

XL‐N: Alt, T key comboXL‐N: Toggle Total row in Table

U u U Underline XL‐N: Toggles expanding and collapsing the formula bar



V v V Paste XL‐C: View menuXL‐N: Alt, V key combo

Paste Special

W w W Close Workbook Window

XL‐C: Window menuXL‐N: Alt, W key combo

X x X Cut Y y Y Redo last action Z z Z Undo last action

Keys Near the 10-Key Pad - Minus Toggles the Add mode Delete dialog Toggle Excel's Window

control + Plus Insert dialog * Multiply Go To Current Region

/ Divide Go To Current Array

Punctuation Keys ` ~ ` (Left Quote) ~ (Tilde) Alternate between

displaying cell values and displaying formulas in the worksheet

(~) Apply the General number format.

- _ ‐ (En Dash, minus) _ (Em Dash) Delete dialog Toggle Excel's Window control

Remove the outline border from the selected cells.

Toggle Excel's Window control

= + = (Equal Sign) Start a formula

+ (Plus Sign) Calculate all sheets in all open workbooks

Autosum a range of cells.

(+) Display the Insert dialog box to insert blank cells.

[ { [ (Left Bracket) { (Left Brace) Select only cells that are directly referred to by formulas in the selection. (Go To Special dialog, Precedents.)

( { ) Select all cells that are directly or indirectly referred to by formulas in the selection. Highlight Indirect Cell P d t ] } ] (Right Bracket) } (Right Brace) Select only cells with

formulas that refer directly to the active cell. (Go To Special dialog, Dependents.)

( } ) Select all cells with formulas that refer directly or indirectly to the active cell. Highlight Indirect Cell Dependents.



\ | \ (Backslash) | (Pipe) In a selected row, select the cells that don't match the formula or static value in the active cell.

In a selected column, select the cells that don't match the formula or static value in the active cell.

; : ; (Semicolon) : (Colon) Enter the current date. Select only visible cells in selection

Enter the current time.

' " ' (Single Quote) " (Double Quote) Copy the formula from the cell above the active cell into the formula bar

Format Style dialog Copy the value from the cell above the active cell into the formula bar

, < , (Comma) < (Less‐Than Symbol) Copy the formula in the cell above the active cell to the active cell

. > . (Period or Decimal) > (Greater‐Than Symbol)

Move clockwise to the next corner of the selection

Copy the formula in the cell to the left of the active cell to the active cell.

? / ? (Question Mark) / (Forward Slash) Select current multi‐cell array.

Other Keys Arrow

Down

Move down one cell. Extend selection down one cell.

Move down to the last cell in the area.

Display AutoComplete list

Move down to the last cell in the area and extend the selection.

Arrow

Left

Move left one cell. Extend selection left one cell.

Move left to the last cell in the area.

Move left to the first cell in the area and extend the selection.

Ungroup rows or columns. Ungroup selected PivotTable items

Move to the left between nonadjacent selections

Arrow

Right

Move right one cell. Extend selection right one cell.

Move right to the last cell in the area.

Move right to the last cell in the area and extend the selection.

Group rows or columns. Group selected PivotTable items

Move to the right between nonadjacent selections

Arrow

Up

Move up one cell. Extend selection up one cell.

Move up to the last cell in the area.

Close the AutoFilter list for the current column

Move up to the first cell in the area and extend the selection.

Back-

space

Delete one character to the left in the formula bar

Collapse selection to the active cell.

Scroll to display the active cell

Undo



Delete Clear selection and activate the formula bar. Clear one character to the right in the formula bar.

Cut selection Clear to the end of the line

End Toggle End mode. (Scroll Lock on: Move to lower‐right corner of window )

Extend selection to the last cell in the row.

Select bottom right cell of the used range.

Extend the selection to the bottom‐right cell of the used range.

Enter

Return

Complete cell entry. Enter value and move up in selected range.

Fill selected range with the entry in the active cell.

Redo. In formula bar: Start a new line in the same cell.

Array‐enter the formula(s)

Esc Cancel most dialogs and modes

Cancel most dialogs and modes

Display the Windows Start Menu

Display the Windows Task Manager

Home Move to the first cell in a row. (Scroll Lock on: Move to upper‐left corner of window.)

Extend selection to the first cell in the row.

Select the first cell in a window or pane.

Extend the selection to the first cell in a window or pane.

Insert Toggle Overwrite mode while editing.

Paste Copy

Page

Down

Move down one page Extend selection down one page.

Move to the next sheet in a workbook.

Page Right Extend selection to the next sheet in a workbook.

Extend Selection Page Right

Page

Up

Moves one screen up in a worksheet.

Extend selection up one page.

Move to the previous sheet in a workbook.

Page Left Extend selection to the previous sheet in a workbook.

Extend Selection Page Left

Space-

bar

In a dialog box, perform the action for the selected button, or selects or clears a check box.

Select entire selected row(s) in a worksheet.

Select entire selected column(s) in a worksheet.

Display the Control menu for the Excel window.

Select the entire worksheet. If worksheet contains data, select current region; press keys a second time to select entire worksheet. When an object is selected, selects all objects on a worksheet.



Tab Move: Right one cell in a worksheet. Between unlocked cells in a protected worksheet. To the next option in a dialog box.

Move to the previous cell in a row or a dialog.

Move to the next workbook or window. Switch to the next tab in a dialog box.

Switch to the next program

Move to the previous workbook or window. Switch to the previous tab in a dialog box.

Switch to the previous program

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Documents

DYNAMIC EXCEL TIPS & TRICKSafwa4.org/docs/aswa2012.pdf · Creative Artistic Colorful Verbose Random Intuitive Holistic Synthesizing Subjective Looks at wholes Solver You are a farmer