Sunday, May 4th, 2008

Excel – reuse chart formats

You’ve gone to all the trouble to format a chart nicely and you’d like to reuse the format again some time in the future. Instead of recreating the format each time, save it so you can apply it with a single click.

In Excel 2003, right click your chart and choose Chart Type > Custom Types tab and click the User-Defined button. When you do this an Add button appears – click it and type a name and description for your chart when prompted to do so. Click Ok twice when you are done.

Now, in future, when you create a chart you can select this format from the Chart Wizard options or apply it to an existing chart by selecting the chart, right click and choose Chart Type > Custom Types and click User-defined. Select your format and click OK to apply it to the chart.

One word of warning, for some reason, Excel includes chart titles as a format so you’ll lose your existing chart title if you have one when you apply the new format to it. It’s not a big deal but it helps to know that it’s going to happen.

Helen Bradley

Saturday, January 26th, 2008

Excel 2007 makes Lovely Lists

Lists were a big addition to Excel 2003 as they allowed you to work with list data in Excel more easily than ever before. One key plus was that they let you create charts that expanded automatically as the data in the list grew. This was something you simply couldn’t do before very easily.

Now in Excel 2007 lists are called tables and they are simple to create using the Format As Table option on the Home tab on the Ribbon. One gotcha is that you shouldn’t use a table format if you don’t want to create a list, instead use the much more cumbersome and much less pretty Cell Styles options.

When you create a list you automatically get Filter buttons for the list. If you don’t like or want them, disable them by clicking to disable the Filter button on the Data tab – just make sure your cell pointer is somewhere in the list when you do this. Like in Excel 2003, if you create a chart based on your table, it expands when you add new data to it.

Helen Bradley

Wednesday, January 16th, 2008

Multiple Paragraphs of text in an Excel cell

Multiple paragraphs of text in an Excel cell sound good, they look good but how the heck do you create them? If you press the Enter key you enter the current text into the cell and move away from it – obviously, pressing the Enter key isn’t the answer.

The solution is to press Alt + Enter to create a new line of text in the current cell. Do this as often as you need to. You might have to make the row taller to fit the text if Excel doesn’t make the adjustment for you.

Helen Bradley

Saturday, January 12th, 2008

Freeze your titles

When a worksheet exceeds one screen it can be difficult to work as the title row disappears off the screen. Solve this by freezing the titles in place so they don’t move but you can still move around your worksheet – it’s the best of both worlds.

To do this, place your cell pointer below and to the right of the row and column containing your column and row titles. Not choose Windows > Freeze Panes to fix these rows. These titles are saved with your worksheet.

If you need to undo them at a later date, choose Window > Unfreeze Panes to undo the effect.

Helen Bradley

Tuesday, December 11th, 2007

Selecting chart elements in Excel 2007

It used to be easy to know what part of a chart you had selected in Excel 2003 – you just read the name off the left hand side of the Formula Bar.

Look in vain for this same feature in Excel 2007. Click anything on the chart and the formula bar just says Chart 1 – like duh! I know I have the chart selected it’s the element on it that I’m interested in.

The solution is the new Chart Element tool. Click the chart to select it, choose Chart Tools > Format on the ribbon and in the top left corner is the Chart Element list. Not only will it tell you what you have selected on the chart but it’s a dropdown list of names of various chart elements. Click one and that portion of the chart is selected automatically.

It’s a handy new tool, I’d just like the benefits of the features from Excel 2003 and 2007 blended into one.. call me fussy.

Helen Bradley

Wednesday, November 28th, 2007

Do You Undo?

This post is subtitled Undos that Do and Those that Don’t

If you’re using Excel 2003 or earlier, you have a big problem with the Undo command, you see much of the time, it plain doesn’t work.

Curious? Try this: open an Excel file, make some changes to it (minor however, you won’t be able to undo these however much you think you can). Check the Undo button – it is enabled. Save the file. Now check the Undo button again. Yikes, it’s now disabled. You see, after you save a file in Excel 2003, all the Undo steps are removed – no more Undo. It pays to know this is how it works.

In Excel 2007, things are much better, and the Undo retains the changes even after you have saved the file. Much nicer behavior.

Helen Bradley

Monday, October 1st, 2007

Take a snap – Excel 2003 and earlier.

Need a copy of part of an Excel worksheet? Too easy!

You can take a picture of a range in Excel and, for example, insert into Word as a picture or place it an image in another area on a workbook. To do this, first select the area to snap and hold Shift as you open the Edit menu. Choose Copy Picture, select As shown on screen or As shown when printed and click Ok.

Now go ahead and paste the image wherever you desire. This Shift + Edit menu option also works for copying a clip art or other type of image inserted into an Excel workbook.

Helen Bradley

Monday, September 17th, 2007

Error Checking in Excel

Chasing problems in Excel worksheets is a major pain. It helps to create them accurately in the first place but when you’re trying after the fact, to find problems, Excel has some tools that can help. One of these is the often overlooked Go To option.

Go To can find formulas that vary from those in the cells that surround them. This can help you find formula errors which would otherwise be difficult to locate.

So, for example, if you have a column of cells which should all contain the same formula you can check to make sure they are written the same way by selecting the cells and choose Edit, Go To, Special, Column Differences (in Excel 2007, from the Home tab select Find & Select, Go To Special and then click Column Differences). Any cells which contain a formula that relates to a different series of cells to those in the active cell will be selected so you can check them. The Row Differences option does the same thing for rows of cells.

Helen Bradley

Wednesday, August 15th, 2007

View formulas in Excel

If you’ve ever wanted to view your formulas in an Excel worksheet, perhaps because you suspect one has been overwritten by data or you need to troubleshoot something press CONTROL + ~ to display formulas so you can troubleshoot or debug them. Press the same keystroke again to return to your regular view of your worksheet.

If you select a cell with a formula in it before you press CONTROL + ~ you will see not only the worksheet formulas but also all the precedents to the formula in the current cell.

Helen Bradley

Wednesday, August 1st, 2007

How old are you?

I know.. it’s none of my business, but sometimes you wonder, don’t you, just how old you are in days? If this question consumes your waking hours, put the calculator away and crank up Excel.

Excel’s Datedif function, while not documented, calculates the difference between two dates in a number of formats; days, months or years. The syntax of the function is: =datedif(start date,end date,units to return). The units must be provided by a quoted string in the format: “y” – full years, “m” – full months, “d” – full days, “md” – full days in excess of the last full month, “ym” – full months in excess of the last full year and “yd” – full days in excess of the last full year.

So, for example, this formula determines the number of days between the dates in cells B6 and C6: =DATEDIF(B6,C6,”d”). Type your birthday and today’s day in the cells and you’ll know immediately how old you are in days..

Helen Bradley

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