Showing posts with label Worksheet. Show all posts
Showing posts with label Worksheet. Show all posts

Tuesday, December 29, 2009

The Quick Find Next (Repeat Search without Dialogue Box) – Excel Tip

 

In order to search a text in an Excel File  we need to invoke the “Find and Replace” tool in Microsoft Excel by hitting [Ctrl]+[F] as shown in figure 1.1 below…

image Figure 1.1

To search the next occurrence of the text one has to again invoke the same “Find and Replace” dialogue box.

However, not many of us really know that Excel provides a quick way to repeat the search without invoking the Find dialogue. The quick Find Next works as stepped out below…

  1. Invoke the “Find and Replace” dialogue box by pressing [Ctrl]+[F] key combination
  2. Type the text that you intend to search and click “Find Next” button in “Find and Replace” dialogue box.
  3. Press [Esc] key to close the “Find and Replace” dialogue box.
  4. Press [Shift] + [F4] key combination to repeat the search without invoking “Find and Replace” dialogue.

I hope you found the tip useful and thank you for reading.

Tuesday, December 8, 2009

Auto Complete Functions in Excel 2007/2010


In Excel 2010 you must have noticed that while typing the formula in a cell excel displays a list of functions starting with the characters typed in the cell as shown in figure 1.1 below…

image

Figure 1.1

Excel 2007/2010 provides auto complete functionality to complete the function without the need to type it. To auto complete the desired function you can click the desired function name in the auto complete list or hit [TAB] key on the keyboard. The function name along with open parenthesis appears i the cell for you proceed with entering the function parameters as shown in figure 1.2 below.

image

Figure 1.2

Thus Auto complete makes life a bit easier for the power users.

I hope you found the information useful and Thank you for reading.

Auto Complete Functions in Excel 2010


In Excel 2010 you must have noticed that while typing the formula in a cell excel displays a list of functions starting with the characters typed in the cell as shown in figure 1.1 below…

image

Figure 1.1

Excel 2010 provides auto complete functionality to complete the function without the need to type it. To auto complete the desired function you can click the desired function name in the auto complete list or hit [TAB] key on the keyboard. The function name along with open parenthesis appears i the cell for you proceed with entering the function parameters as shown in figure 1.2 below.

image

Figure 1.2

Thus Auto complete makes life a bit easier for the power users.

I hope you found the information useful and Thank you for reading.

Friday, December 4, 2009

Did You Know ? You could Quickly Delete several Blank Rows in Excel


Guys if you have a huge worksheet with several blank rows, what do you do? The answer is simple.. Delete Them so that data is organized and can be used more meaningfully.

Question now is how do you delete all such blank row in single go? Do you write a macro? or Do you select each row manually and delete them? But what if the blank rows are in hundreds?

There is one simple and quick way to handling such spread sheets. Guess what? The best way to handle such scenario is to sort your data. Depending on your sort criteria the blank rows would either appear on top or at bottom. If they are at bottom you simply have no issues otherwise you could simply delete the blank rows.

But there could be an issue. What if you wanted all your data to be restored back in original order post deleting blank rows. There is a solutions to this. Below steps would be helpful…

  1. Insert a column before the first column in data or use column next to the last column.
  2. Enter numbers in the ascending order in first cell and drag it down till the last row containing data.
  3. Sort the data on column other than the one you inserted in step 1.
  4. Delete blank Rows in bulk
  5. Sort the data back on column you inserted in step 1 above.

I hope you found the information useful and Thank you for reading.

Did You Know ? You could Quickly Delete several Blank Rows in Excel


Guys if you have a huge worksheet with several blank rows, what do you do? The answer is simple.. Delete Them so that data is organized and can be used more meaningfully.

Question now is how do you delete all such blank row in single go? Do you write a macro? or Do you select each row manually and delete them? But what if the blank rows are in hundreds?

There is one simple and quick way to handling such spread sheets. Guess what? The best way to handle such scenario is to sort your data. Depending on your sort criteria the blank rows would either appear on top or at bottom. If they are at bottom you simply have no issues otherwise you could simply delete the blank rows.

But there could be an issue. What if you wanted all your data to be restored back in original order post deleting blank rows. There is a solutions to this. Below steps would be helpful…

  1. Insert a column before the first column in data or use column next to the last column.
  2. Enter numbers in the ascending order in first cell and drag it down till the last row containing data.
  3. Sort the data on column other than the one you inserted in step 1.
  4. Delete blank Rows in bulk
  5. Sort the data back on column you inserted in step 1 above.

Microsoft Office 2010 in Beta State

 

For all office lovers, users and those who hate as well there is a news about the new version of Microsoft Office. Yes you heard it right. Though many of us do have developed the comfort with the Office 2007 Microsoft is about to release Office 2010.

But not to worry. Microsoft Office is in Beta State as of now and is available for download in case you wish to evaluate and contribute to the features of the Microsoft Office. The download is available in two flavors as listed below…

  1. Microsoft Office 2010 Developers download
  2. Microsoft Office 2010 IT Professionals download

Needless to describe which download is intended for which audience. For Microsoft lovers this is certainly a good news. And for all those anti-Microsoft the new opportunity to find holes and vulnerability in the new program.

To grab a beta testing copy of Microsoft Office 2010 please visit www.microsoft.com or Click here.

I hope you found the information useful and Thank you for reading.

Thursday, December 3, 2009

Making your Excel 2007 files backward compatible

 

While working with Excel 2007 several users have been inadvertently creating files that are not compatible with the older version of MS Excel e.g. 2003, 97 etc. One way to ensure that you workbook is compatible with the older version you need to Save your workbook in appropriate Excel format that recipient of the file is expected to have or use the compatibility checker tool on your workbook so that you can fix potential issues.

To ensure that a MS Office Excel 2007 workbook does not have compatibility issues that may cause loss of some or several functionality in an earlier version of Excel, you must run the Compatibility Checker tool unless you are already working on a file created in earlier version of MS Excel. The Compatibility Checker tool discovers any potential compatibility issues and can create a report for you. Follow the below instructions to use Excel 2007’s Compatibility Checker tool…

  • In Office Excel 2007, open the workbook that you want to check for compatibility.
  • Click Microsoft Office Button (image )
  • Click Prepare
  • Click Run Compatibility Checker.
  • To ensure the Compatibility is checked for every time you save the workbook, select the Check compatibility when saving this workbook check box.
  • To create a report in a separate worksheet of all the issues that are listed in the Summary box, click Copy to New Sheet.
  • Clicking Fix button may resolve some simple compatibility issues.

I hope you found the information useful and Thank you for reading.

Wednesday, December 2, 2009

Grouping Worksheets in MS Excel


I am not able to imagine the why one would want to group or ungroup worksheets in an Excel Workbook. Also have not tested this on Office 2003 platform so do not know the applicability there as of now.

Grouping Worksheet together.

One can group multiple sheets in MS Excel by selecting one or more sheet together.

  • To select a single worksheet simply click on the worksheet.
  • To select multiple adjacent sheets click on the first worksheet; Press and Hold the [Shift] key and then click the last worksheet. This will group all the worksheets together. You might have to use Tab Scrolling Buttons to navigate through worksheets tabs.
  • To select multiple non-adjacent worksheets; press and hold [Ctrl] key and click one or more non-adjacent worksheets.

Note: When you select two or more adjacent or non-adjacent worksheets together they are grouped by Excel. The status of grouped sheets are appears as [Group] in the title bar of the open worksheet.

Impact of Grouping Sheets

Grouping worksheets together changes the way excel treats grouped worksheets when editing, printing or other such operations.

  • Data being entered or edited in the active worksheet in group is reflected in all selected sheets.
    Note: The changes in active worksheet in the group apply to all worksheets that constitute the group. Hence editing a cell would replace data on the active sheet and on other sheets in group.
  • Data that you copy or cut in grouped sheets cannot be pasted on another sheet, because the size of the copy area includes all layers of the selected group and is therefore different from the paste area in a single sheet outside the group.
    Note: Make sure that only one sheet is selected before you copy or move data to another worksheet.

Ungrouping the Worksheets

To ungroup the selected worksheets right click on one of the sheet in the group and then click Ungroup Sheets in the context sensitive menu.

I hope you found the information useful and Thank you for reading.

Using Tab Scrolling Buttons in MS Excel

 

Tab Scrolling Button are nothing but the sheet navigation buttons and are used to to scroll through the available worksheets in a Microsoft Excel Workbook. When you start the MS Excel application you see three worksheets by default. However, if your workbook includes several worksheets, you would be forced to use the Sheet Navigation Button for viewing the hidden worksheets. The sheet navigation button is located at bottom left of the Excel application interface as shown Figure 1 below.

image

Figure 1

The Tab Scrolling Buttons are used to scroll through the list of available sheets in an Excel Workbook File. If you are able to see all worksheets in current view then clicking it will have no visual change in current view.

The Tab Scrolling buttons can also be used to jump to a particular worksheet without scrolling through all the sheets. In order to jump to a sheet directly right click on any of the Sheet Navigation Buttons. A list of available sheets in the Workbook is displayed in Figure 2 below.

image

Figure 2

You can click on a sheet to directly jump to that. This tip becomes handy when working on an excel workbook with several worksheets.

I hope you found the information useful and Thank you for reading.

MS Excel Editing Tips and Tricks

 

Most of us work on excel. Data entry using excel in cell at times becomes very tedious and therefore most of us prefer word when it come to editing text for the data entry. There are several quick tips and tricks available to make one’s life easy while working with MS Excel for data entry and manipulation…

Task / Objective Shortcut / Key Sequence
New Workbook [Ctrl] + [N]
Edit Current Cell [F2]
Enter multiple lines of data with line breaks the way you can type in MS Word Tables. To insert carriage return use.. [Alt] + [Enter]
Wrapping Text enter in the cell [Ctrl] + [1] + {Click Alignment Tab} + {Wrap Text}
Change Relative Cell Ref (e.g. A1) to Absolute ref. (e.g. $A$1, A$1,$A1). Relative references change when copying data from one cell to another. Absolute reference do not change.(Toggle Key) [F4]
Toggle between Show Formula Mode/Normal Mode. [Ctrl] + [`]
Close Current Workbook. Will prompt to save before closing in case of unsaved changes [Ctrl] + [w] / [Ctrl] + [F4]
Create Table and Set filters on table headers [Ctrl] + [L] Or [Ctrl] + [T]
Insert Hyperlink Dialog [Ctrl] + [K]
Auto Sum Alt + [-]
Current Date [Ctrl] + [;]
Current Time [Ctrl] + [:]
Complete Formula with parenthesis and parameters [Ctrl] + [Shift] + [A]
Delete Selected Cell [Ctrl] + [-]
Insert Blank Cell [Ctrl] + [Shift] + [=] or [Ctrl] + [+]
Insert Cut Cells above current selection [Ctrl] + [Shift] + [=] or [Ctrl] + [+]
Insert Copied Cells above current selection [Ctrl] + [Shift] + [=] or [Ctrl] + [+]
Select appropriate option and click ok
Copy data from Cell above current selection [Ctrl] + [']
Copy data from Cell above current selection along with formatting [Ctrl] + [d]
Copy Contents from Cell to the Left of current selection [Ctrl] + [R]

Happy Editing… Cheers

I hope you found the information useful and Thank you for reading.

Tuesday, December 1, 2009

MS Excel Quick Formatting Tips

 

Formatting Data in Excel take hell lot of time. It is therefore necessary for every one to know the quick key sequences. The table below lists such short cut to enable you with some quick data formatting key sequences.

Task / Objective Shortcut / Key Sequence
Cell Format Cell Dialog (Gives option for various formatting options including fonts, border, color, protection, data type etc.) [Ctrl] + [1]
Bold / Normal (Toggle Key) [Ctrl] + [2] / [Ctrl] + B
Italic / Normal (Toggle Key) [Ctrl] + [3] / [Ctrl] + I
Underline / Normal (Toggle Key) [Ctrl] + [4] / [Ctrl] + U
Strike Out / Normal (Toggle Key) [Ctrl] + [5]
Box the Current Selection [Ctrl] + [Shift] + [7] or [Ctrl] + [&]

I hope you found the information useful and Thank you for reading.

Monday, November 30, 2009

MS Excel Navigation Shortcuts

There are several navigational shortcuts that can help one expedite the work by allowing quick Navigation within worksheet and across worksheets/workbook in Microsoft Excel. Below tables lists such know short-cuts. Some shortcuts are likely to be specific to a particular version of Microsoft Excel and however, in general should be applicable to all.

Task / Objective Shortcut / Key Sequence
Jump to Cell A1 [Ctrl]+[Home]
Jump to the last cell in the worksheet that contains Data. [Ctrl]+[End]
Jump to Next Sheet (To the right of current sheet) [Ctrl]+[PgDn]
Jump to Previous Sheet (To the left of current sheet) [Ctrl]+[PgUp]
Go To a Cell [F5]
Toggle between open workbooks. More than one workbook (excel file) must be open Ctrl + TAB
Hide Column [Ctrl] + [0]
Unhide Column [Ctrl] + [Shift] + [0]
Hide Row [Ctrl] + [9]
Unhide Row [Ctrl] + [Shift + [9]
Show/Hide Chart [Ctrl] + [6]
Select Multiple Cells (Hold [Ctrl] key while clicking cell. You can click random cells in the worksheet.) [Ctrl] + [Click]
Select Range of Cells (Hold Shift Key while selecting cells to select a range) [Shift] + [Click] or [Shift] + {Arrow Keys}
Select current data block (cell containing data including and adjacent to current selection) [Ctrl] + [*] or [Ctrl] + [Shift] + [8]

I hope you found the information useful and Thank you for reading.

Saturday, November 28, 2009

MS Excel Shortcuts

You may want to keep below set of key sequences handy as it can definitely improve your productivity while working with Excel.

Task Key Sequence

Hide Column

[Ctrl] + [0]

Unhide Column

[Ctrl] + [Shift] + [0]

Hide Row

[Ctrl] + [9]

Unhide Row

[Ctrl] + [Shift] + [9]

Refresh

[Ctrl] + [6]

Strike Out

[Ctrl] + [5]

Underline

[Ctrl] + [4]

Italic

[Ctrl] + [3]

Bold

[Ctrl] + [2]

Format Cell Dialog

[Ctrl] + [1]

Change Relative Cell Ref to Absolute ref. (Toggle Key)

[F4]

Edit Current Cell

[F2]

vzGo To a Cell

[F5]

Toggle between Show Formula/Normal Mode in whole worksheet (Toggle Key)

[Ctrl] + [`]

Close Current Workbook

[Ctrl] + [w]

Copy Contents of Cell to Left

[Ctrl] + [R]

Create Table and set filters

[Ctrl] + [L] Or [Ctrl] + [T]

Insert Hyperlink Dialog

[Ctrl] + [K]

Current Date

[Ctrl] + [;]

Current Time

[Ctrl] + [:]

Copy Contents of Cell above current selection

[Ctrl] + [']

New Workbook

[Ctrl] + [N]

Delete Selected Cell

[Ctrl] + [-]

Insert Blank Cell

[Ctrl] + [=]

Auto Sum

Alt + [=]

Complete Formula with parenthesis and parameters

[Ctrl] + [Shift] + [A]

Toggle between open workbooks

[Ctrl] + [TAB]

Open Worksheet to left of current worksheet

[Ctrl] + [PgUP]

Open Worksheet to right of current worksheet

[Ctrl] + [PgDn]

Box the Current Selection

[Ctrl] + [Shift] + [7] or [Ctrl] + [&]

I hope you found the information useful and Thank you for reading.