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Contents
Moving around a worksheet/workbook........................................................................................ 3 Shortcut keystrokes 3 Go To 3 Scrolling 4 Selecting data................................................................................................................................. 4 Shortcut keystrokes 4 Select all 4 Select nonadjacent cells or cell ranges 4 Extended selection 4 Entering data ................................................................................................................................. 5 Shortcut keys 5 Making multiple entries 5 Setting limits for data entry 5 Entering numbers as text 5 Multi-line cell 5 Centre and merge 5 Shrink to fit 6 AutoComplete 6 Working with dates 7 Cell comments 7 Reviewing toolbar 8 Editing data 8 Clipboard 8 Printing .......................................................................................................................................... 9 Formatting ....................................................................................................................................10 Shortcut keys for formatting 10 Format painter 10 Conditional formatting 10 Clear formats 10 Formulae and functions ............................................................................................................... 11 Precedence of operators 11 Displaying and printing formulae 11 Converting formulae to values 11 Displaying zero values 12 Functions 12 Working with large worksheets ....................................................................................................13 Split screen 13 Freeze panes 13 Zoom 14 Custom Views 14 Filtering data 15 Working with multiple workbooks...............................................................................................16 Create workspace files 16 Close all files 16 Grouping worksheets 16 Entering data in multiple worksheets 17
1 Moving around a worksheet/workbook
Charts............................................................................................................................................18 Create a quick chart 18 Change the default chart format 18 Additional information .................................................................................................................19 Charts 19 Validation 20 Auditing features 21 Trace errors 22 Set default options 22
Page Up Page Down Alt+Page Up Alt+Page Down Ctrl+relevant arrow key Home Ctrl+Home Ctrl+Page Up Ctrl+Page Down Ctrl+End F5 or Ctrl+G (Go To) then type the reference for the cell required and press Enter. Or, type the cell reference into the Name Box and press Enter. Switch to the next pane in a worksheet that has been F6 split (Window|Split). Switch to the previous pane in a worksheet that has Shift+F6 been split. Scroll to display the active cell. Ctrl+Backspace
Go To
To move to a specific cell, press F5 or Ctrl+G then type the reference for the cell required and press Enter.
Go To Special
This is a method of selecting cells with particular contents or properties.
Find cells that don't match the active cell in a row or column
1. Select the range in which you want to compare cells. 2. Ensure the cell you want to compare is the active cell.
Helpful hint:
Use the Tab key to move the active cell in a selected range.
3. On the Edit menu, click Go To, or, press Ctrl+G. 4. Click Special. To compare the cells in a row, click Row Differences. To compare the cells in a column, click Column Differences. Excel highlights any cells that are different from the active cell.
3 Moving around a worksheet/workbook
Scrolling
Scroll lock
When you use the scrolling keys (such as Page Up and Page Down) with Scroll Lock turned off, your selection moves the distance you scroll. If you want to preserve your selection while you scroll through the worksheet, turn on Scroll Lock first, i.e., if Scroll Lock is on, you can use the navigation keys without affecting the current selection.
Selecting data
Shortcut keystrokes
Sometimes, selecting with the keyboard gives you more control over the amount of data you select. The table below lists the more useful keys for selecting:
To select Keystrokes
The active cell plus one cell up, down, left or right To the edge of the worksheet (or current block of data) To the beginning of the row To the beginning of the worksheet Extend the selection to the last used cell on the worksheet Extend the selection down one screen Extend the selection up one screen Whole row Whole column Whole worksheet
Shift+ , Shift+ , Shift+ , Shift+ Shift+Ctrl+relevant arrow key Shift+Home Ctrl+Shift+Home Ctrl+Shift+End Shift+Page down Shift+Page up Shift+Spacebar Ctrl+Spacebar Ctrl+A
Select all
A button to select all cells is located at the top left of the worksheet.
Extended selection
Press F8 to turn extend mode on or off. In extend mode, EXT appears in the status line, and the arrow keys extend the selection. Shift+F8 adds another range of cells to the selection; or use the arrow keys to move to the start of the range you want to add, and then press F8 and the arrow keys to select the next range.
Selecting data 4
Entering data
Shortcut keys
To enter Todays date Current time Same as cell above Keystokes Ctrl+; Ctrl+Shift+; Ctrl+
Multi-line cell
If you want to break a line within a cell, press Alt+Enter.
Shrink to fit
This feature reduces the apparent size of font characters so that all data in a selected cell fit within the column. The character size is adjusted automatically if you change the column width. Format menu|Cells|Alignment|Shrink to Fit Before After
AutoComplete
When you type the first few letters of an entry into a cell, Excel can complete the entry automatically using AutoComplete. It does this by building a list based on the entries already entered in a column. If Excel suggests an inappropriate entry, you can pick a different entry from the list. 1. Position your mouse over the next blank cell in a column. 2. Begin typing the entry Excel will try to match what you type with other items already entered in the current column and will automatically complete the entry for you. 3. Press Enter to accept Excels proposed entry. Or Continue typing to replace Excels proposed entry with your own entry. 4. Press Enter to complete your entry.
AutoFill
The fill handle allows you to copy and clear data but also to fill in series of data (dates, weekdays etc). It appears in the bottom right-hand corner of the selection or active cell. When your mouse is over the fill handle, the white plus pointer changes to a black plus.
Mouse pointer when positioned over fill handle
Fill handle
Examples of AutoFill:
Helpful hints:
If you want to copy data rather than extend the series, hold down Ctrl as you drag the fill handle. If ever you find that the fill handle is missing, on the Tools menu, click Options, and click the Edit tab. Make sure Allow cell drag and drop is selected.
Entering data
Custom AutoFill
You can create a custom AutoFill series from existing items you've listed in a worksheet, or you can type the list from scratch. If you've already entered the list of items you want to use as a series: 1. Select the list, then from the Tools menu, select Options and click the Custom Lists tab. Existing lists are displayed in the Custom Lists box on the left. 2. To use the selected list, click the Import button. 3. The new data will be added to the lists on the left, and listed in the List Entries box. 4. Click OK to accept the new custom list. Creating a new list from the custom lists tab 1. Select Tools|Options then click the Custom Lists tab. 2. Click on NEW LIST in the Custom lists box on the left. 3. Key in the new items in the List Entries box, beginning with the first entry. 4. Press Enter after each entry. 5. When the list is complete, click the Add button.
Cell comments
When a cell has a comment attached, it is automatically displayed when the mouse pointer rests over the cell. You can tell which cells have comments attached as they have a comments indicator (a red indicator in the top-right corner of the cell). If you create a cell comment and an indicator does not appear in the cell, check that either the Comment indicator only, or, Comment & Indicator, option is checked in the View tab by selecting Options on the Tools menu.
Reviewing toolbar
Show comment Show all comments Create Outlook task
New comment
Previous comment
Next comment
Delete comment
Update file
Editing data
To edit in a cell: 1. Select the cell to be changed, then either double-click in the cell or press F2 to edit it. 2. Notice that the cursor appears in the cell, ready for editing. 3. On completion press Enter or click on the green tick mark in the Formula bar to update the changes. 4. To cancel your change press Esc or click on the red cross on the Formula bar.
Clipboard
In Excel 2002 and 2003 you can copy up to 24 items at a time onto the clipboard and paste them into any Microsoft Office application. To display the Clipboard, select Edit|Office Clipboard or press Ctrl+C twice. The Clipboard task pane will be displayed on the right of your screen. Use the Option button on the Clipboard to set the following options:
Insert paste
Method one 1. Select the cells you want to move or copy. 2. Point to the border of the selection. 3. Hold down Shift (if moving) or Shift+Ctrl (if copying) as you drag. Youll see a fuzzy line that you can position horizontally (between rows) or vertically (between columns). 4. Release the mouse, and then the Shift (+Ctrl) key. Your cells will jump to their new location. Method two 1. Select the cells you want to move or copy. 2. Select Cut or Copy in the normal way. 3. Right-click where you want to move or copy the data to, and from the shortcut menu, select Insert Copied Cells.
Entering data
Paste Special
The Paste Special option gives you the ability to choose what should be pasted into the destination cells. For example, you may want to paste data without its formats, or you might want to convert a formula to a static value Paste Special gives you the choice. You can also use Paste Special to carry out basic arithmetical operations (add/subtract/divide or multiply) on the copied cells and the destination cell data. 1. Select the cells you want to copy. 2. Right-click anywhere within the highlighted block and choose Copy from the shortcut menu. 3. Click the right mouse button over the cell where you want the copied data to appear.
Helpful hint:
If you have copied a block of cells, the cell you click before you paste is the cell to which you want the topleft cell in the copied block to move.
4. Choose Paste Special. The following dialog box will appear: 5. Select an option in the Paste section of the dialog box to choose what will be pasted into the destination cells. 6. Select an option from the Operation section of the dialog box to choose the mathematical operation you want to perform on the copied data. 7. Check the Skip Blanks box to stop empty cells being pasted. 8. Click OK to close the dialog box and paste the data.
Transpose data
If you need to change the way data is stored in a worksheet, i.e., you may want to display rows as columns, or vice versa, you can use the Transpose option. The transposed version of the data cannot overlap the original data, i.e., you need to paste it into another area of the worksheet.
Printing
Using the Page Setup dialog box you can: Print gridlines. Print column and row heading. Repeat the heading on every page. Centre horizontally and/or vertically on the page. Adjust the size of your print out.
Printing
Formatting
Shortcut keys for formatting
Excel has some shortcut keys that can be used for formatting data. See the list in the table below: To Display the Cells command (Format menu). Apply the General number format. Apply the Currency format with two decimal places (negative numbers appear in parentheses). Apply the Percentage format with no decimal places. Apply the Exponential number format with two decimal places. Apply the Date format with the day, month and year. Apply the Time format with the hour and minute, and indicate am or pm. Apply the Number format with two decimal places, 1000 separator, and minus () for negative values. Apply the outline border. Remove all borders. Apply or remove bold formatting. Apply or remove italic formatting. Apply or remove an underline. Apply or remove strike-through formatting. Hide rows. Unhide rows. Hide columns. Unhide columns. Keystrokes Ctrl+1 Ctrl+Shift+~ Ctrl+Shift+$ Ctrl+Shift+% Ctrl+Shift+^ Ctrl+Shift+# Ctrl+Shift+@ Ctrl+Shift+! Ctrl+Shift+& Ctrl+Shift+_ Ctrl+B Ctrl+I Ctrl+U Ctrl+5 Ctrl+9 Ctrl+Shift+9 Ctrl+0 Ctrl+Shift+0
Format painter
The format painter tool can be used to copy all formats from one area of a worksheet to another. 1. Select the cell that has the formatting you want to use. 2. Click the Format Painter button on the Standard toolbar. Your mouse pointer will change to display a paintbrush next to the selection pointer. 3. Select all the cells to which you want to apply the formats by dragging over them. As soon as you release the mouse, the formats will appear. If you want to apply the format to several separate cells, double-click the Format Painter icon, then click in the cells you want to apply the formats to. Click on the Format Painter icon again to turn it off.
Conditional formatting
You can make Excel format cells in certain ways according to whether their data meet a specified condition. For example, in a table of numbers, you might want to display numbers over 100 in red, numbers below 50 in green and anything in-between in blue. You can use Conditional Formatting on the Format menu to achieve this.
Clear formats
If you want to keep the cell contents, but remove all the formatting from those cells, on the Edit menu, select Clear then Formats.
Formatting 10
Functions
AutoSum
The AutoSum feature allows you to add all numbers in a contiguous row or column. To use AutoSum: 1. Click a cell below the column of numbers or to the right of the row of numbers. 2. Click the AutoSum button on the Standard toolbar, and then press Enter.
Excel automatically guesses the range of cell references that you wish to sum (these can be amended if necessary).
Helpful hint:
Always check automatically generated formulae before accepting them, as Excel doesnt always guess correctly.
Formatting
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Freeze panes
When you want certain rows or columns to remain static on screen while you scroll down or across data on a worksheet, you can use Freeze Panes. 1. Select the cell below and to the right of the cells you want to freeze. Freeze lines 2. Select Window | Freeze Panes. You will see solid lines appear below and to the right of the frozen rows and columns. If you only want the freeze for rows, select the cell in column A below the rows you want to freeze. If you only want the freeze for columns, select the cell in row one to the right of the columns you want to freeze.
Unfreeze panes
Select Window|Unfreeze Panes. If you have both columns and rows frozen, the Unfreeze command removes both.
13 Working with large worksheets
Zoom
If you need all your columns to fit onto one screen, select them, and then from the View menu select Zoom to access the zoom dialog box. Choose the Fit Selection option and click OK. Your screen will be scaled so that the selected columns are all visible without scrolling.
Custom Views
Creating Custom Views allows you to save different display and print settings, and apply them quickly and easily to the worksheet at any time. The settings, which can be saved, include print settings, row heights and column widths, display settings, selected cells, window size and positions, and settings for panes and frozen titles. This can be advantageous when dealing with large worksheets where switching from one area to another might otherwise be awkward. It also allows a number of different print settings including the print area to be saved as part of the same worksheet file.
Defining a view
Before defining a view, you should ensure that the display options, zoom percentage, print settings, etc., are as you wish to record them. 1. From the View menu select Custom Views. The Custom Views dialog box will appear: 2. From the Custom Views dialog box select Add. 3. Choose whether or not to include print settings or hidden rows and columns as part of the view by checking the required options. 4. Enter the name under which this view is to be saved and click OK. Once a view has been defined the display and print settings of the worksheet can be changed (for example, you could hide rows and/or columns so that a chart is displayed next to its data with an appropriate header when printing). You could then set up a view that would save those settings.
Showing a view
Having defined as many views as are needed for the current worksheet, you can switch between them. 1. Select Custom Views from the View menu, and then highlight the name of the desired view. 2. Click on the Show button. If the Print or Print Preview commands are executed, the correct settings (including the header) will be applied to each view.
Deleting a view
1. Select Custom Views from the View menu, and then highlight the name of the view you want to delete. 2. Click the Delete button.
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Filtering data
AutoFilter
When you use the AutoFilter command, drop-down list arrows are displayed next to each of the column labels in the list. When you open a drop-down list, a list of all the unique entries for that column is displayed. By selecting one of the entries from the drop-down list, called a filter criterion, you instruct Excel what to search for. Excel then filters the list so that only the sets of data that contain the entry you selected will be displayed. To apply an AutoFilter: 1. Place the active cell anywhere within your list. 2. From the Data menu, select Filter, then AutoFilter. Your list column labels will appear with drop-down list arrows to the right. 3. Click the drop-down arrow for the column by which you want to filter to display the unique values from that column. Select the value you are filtering for. 4. Repeat step 3 until you have set filter criteria for all columns that you wish to filter by. 5. The list will show only those rows that match your criteria. If you print the worksheet whilst a filter is active, only visible rows will be output, so you can print out multiple views of your data from a single list. To remove a single column filter: 1. You can see which columns have filter criteria active because the drop-down list arrows are blue. Click the drop-down list arrow for the column whose criteria you wish to remove. 2. Select All from the top of the list. To remove all column filters: From the Data menu, select Filter and then Show All.
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Grouping worksheets
Selecting a worksheet
Click on the sheet tab to select a sheet.
After you select a group of worksheets, such as those illustrated above, the word Group appears in the title bar of the workbook.
Working with multiple workbooks 16
Entering formulae
As with data entry, if the sheet is laid out in the same way, it is possible to enter formulae into several sheets at once. 1. 2. 3. 4. Select the sheets into which you wish to enter the formula. Enter the formula into the cell on the top sheet and copy the formula to the required cells as normal. Once the formulae have been entered click on any tab to deactivate group mode. Click in any of the sheets to see the formulae updated.
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Charts
Create a quick chart
The quickest way to create a chart is to: 1. Click anywhere in the data from which you want to create a chart. 2. Press F11. A column chart will have been created automatically on a separate worksheet.
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Additional information
The following pages contain some additional tips and tricks that advanced Excel users may find useful.
Charts
Create a chart from visible worksheet data
You can create and update charts that plot only visible data on your worksheet. For example, you can hide rows and columns or use AutoFilter to display only part of your data, and then you can create a chart from only the rows or columns displayed. 1. If the chart is embedded in the worksheet, double-click it. If the chart is on a separate sheet, click the Chart sheet tab. 2. Select Tools|Options, then click on the Chart tab. 3. Select the Plot Visible Cells Only check box.
Helpful hint:
To keep your chart from being updated whenever you hide or display data, clear the Plot Visible Cells Only check box.
Unattached text
Floating text may be typed directly onto the chart, and then dragged to the desired position. To add floating text to a chart: 1. With your chart selected, type the text you want to see displayed on it and press Enter. (The text will initially appear in the formatting bar.) 2. Move the text to the desired location by clicking and dragging it.
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Additional information
Validation
Restrict cell entries to the data from a list
You can restrict entry in a cell by creating a list (somewhere else on the worksheet) and only allowing entries from the list. 1. On the same worksheet, type the list of valid entries down a single column or across a single row. Do not include blank cells in the list. 2. Select the cells that you want to restrict. 3. From the Data menu, select Validation, and then click the Settings tab. 4. In the Allow box, select List. 5. In the Source box, enter a reference to your list of valid data. If you want to select from a list of the entries when you click into a restricted cell, make sure the In-cell drop-down check box is selected. To specify that the entry is not valid if the restricted cells or the cells that contain your list of valid data are blank, clear the Ignore blank check box. To display messages to prompt for entries and to explain or prevent incorrect entries, specify the types of messages you want on the Input Message and Error Alert tabs. To suppress messages, clear the Show input message when cell is selected check box on the Input Message tab, and clear the Show error alert after invalid data is entered check box on the Error Alert tab. When the cell with the validation rule is selected, a drop-down arrow appears. Clicking on it displays the list of options.
Helpful hints:
If the list of valid entries is short, you can type them in the Source box, instead of typing the entries on a worksheet, separated by the Windows list separator character (comma by default). For example, you could type Yes, No, in the Source box instead of entering the two words on a worksheet. If the list of valid entries might change, name the list range, and then enter the name in the Source box. When the named range grows or shrinks because of changes you make to the list on the worksheet, the list of valid entries for the cell automatically reflects the changes. If the list of valid entries is in another worksheet or workbook, define a name for the external data on the active worksheet. In the Source box, you can then refer to the name on the same worksheet. For example, if the list of valid entries is in cells A6:A12 on the first worksheet in a workbook named Budget.xls, you could define the name ValidData on the active worksheet to be =[Budget.xls]Sheet1!$A$6:$A$12 and then enter =ValidData in the Source box.
Additional information
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Auditing features
Using the auditing tools you can examine the relationship between cells and formulae on your worksheet and identify errors. When you use the auditing tools, tracer arrows point out cells and provide data to formulae (the precedents) and the cells that contain formulae that refer to the cells (the dependents). A box is drawn around the ranges of cells that provide data to formulae.
Auditing toolbar
When you use the buttons on the Auditing toolbar, tracer arrows point to cells referred to by formulae. If those cells contain formulae, click the button again to see the next level of cells that provide data to the formula. To display the Auditing toolbar: From the Tools menu, point to Auditing, and then select Show Auditing Toolbar.
Tracer arrows
The precedent, dependent and error tracers display arrows on the worksheet to represent the flow of computations: Blue tracer arrows show cells that provide data to the formula. Red arrows point to formulae that cause error values.
Helpful hint:
Before using the auditing tools, check that the Hide All check box on the View tab in the Options dialog box is NOT selected.
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Additional information
Trace errors
If a formula displays an error value, such as #DIV/0!, you can use the Tracer Error icon to locate all cells referenced by the formula. Red arrows point to formulae that cause error values, blue arrows point to cells that contain values creating the error. 1. Select the cell that contains the error. 2. Click the Trace Error icon on the Auditing toolbar. or Select Tools|Auditing|Trace Error. To select the cell at the other end of an arrow, double-click the arrow.
General tab
Recently used file list Select this option if you want your most recently used files listed at the bottom of the File menu. Set the number of files you want listed. The default is four.
Additional information 22
Sheets in new workbook Select the number of sheets for future new workbooks by clicking the up and down arrows to increase or decrease the figure. The default is three. Font and Size Select a standard font and size for all new workbooks by selecting a font and point size from the list boxes. Default file location Specify which folder you want Excel to default to when you open and save files, by typing a location.
View tab
Show
If you want the task pane open whenever you start Excel, ensure the Start-up Task Pane option is ticked. If you wish each document to be shown as a separate window on the Windows Taskbar, check the Windows in Taskbar box.
Comments
If you are using comments, ensure the Comment indicator only box is checked so that red indicators appear in the cells containing cell notes.
Window options
To display page breaks that have been set automatically by Excel, select the Page breaks check box, and click OK. You can change the colour of the Gridlines, or remove them all together, by using the Window options at the bottom of the dialog box. By default, row and columns headers are displayed in Excel worksheets. To switch then off, deselect the Row & column headers check box, and then click OK. If you would prefer cells with calculations that amount to zero to be left blank, rather than displaying a 0, deselect the Zero values option. Sheet tabs are normally displayed at the bottom of the worksheet. They can be switched off by deselecting the Sheet tabs check box. If your workbooks only contain one worksheet, you do not need to display sheet tabs. When the sheet tabs are not displayed, the horizontal scroll bar will run right across the bottom of the worksheet.
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Additional information