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TOP 10 TIME SAVING TIPS FOR MICROSOFT EXCEL 2007 – PART 1

Microsoft Excel 2007

These Top 10 time saving tips for Microsoft Excel (2007) can reduce the time it takes to complete your work to great extent. They will brighten some of the Excel most time-demanding procedures which are very often hard to achieve, especially for the beginners. There are many screenshots from the required procedures that can boost the user’s performance. They can be used for other versions of MS Word.

1. Putting text on several lines

If you’re typing text or multiple lines of data into a cell and you want the text to appear on several lines, then instead of entering the text in another cell just simply press Alt + Enter key and you’ll start a new line while you’re typing or editing data.

2. Add Calculator to The Excel Toolbar

To get the calculator on Excel screen, navigate to Quick Access Toolbar options – it’s the Down Arrow Symbol next to the undo button on the top-left corner of the Excel window,

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and choose More Commands…

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This leads to Excel Options Dialogue. Under Choose Commands From label click Drop Down Arrow to select All Commands. Next, select the Calculator Command from the list and click the Add button. The command will be shown in the Quick Access toolbar. Click OK to proceed.

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The Calculator can be opened by clicking on the Calculator Button in the Quick Access toolbar.

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3. Changing the Enter Key Behavior

In Excel, if you hit the Enter key, the cell below your current position will become active. This default behavior could be changed.

Click on the Office Button in top left corner of the Excel window and press the Excel Options button.

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Then, select the Advanced option and under the Editing Options section select your choice from Drop Down box.

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Press OK to finish.

4. Change Sheet Names and Color

To give the worksheets some personalisation like month or year names instead of the “Sheet1″ to “Sheet3″ that is default in Excel, simply right-click on the tab and click on Rename, or double-click on the worksheet tab and start typing on the tab.

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If you have a lot of worksheets it’s very easy to lose track of the right worksheet. To help find the right worksheet you can color coordinate each sheet, so all 2013 monthly sales sheets could be in shades of orange, whereas 20012 sheets could be in shades of red color.

To change color of the tab, right-click on the worksheet you want to change the color of and select Tab Color option. Then select the preferred color from the color panel. If you want more colors available then you can select the More Colors… Tab.

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If you want to change the color of more than one sheet, you have to select multiple sheets. While clicking on the sheets one by one, you hold down Ctrl key.

5. Quickly Skip Through Your Worksheets Using Shortcut Keys

You can change the active worksheets in Excel, in the same way as you switch the opened windows by pressing Alt + Tab keys.

  • To move one worksheet to the right press Ctrl + PgDn.
  • To move one worksheet to the left press Ctrl + PgUp.

6. Display Formulas Instead of Results

Use keystrokes to change between showing the formula results in the spreadsheet’s cells and the mode that displays the whole formula.

The keystroke is Ctrl + `.(The grave accent key is located on the top left of the keyboard next to key 1. In US it’s the Tilde key); press it once and Excel displays formulas instead of results.

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Press it again and the result appears again.

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The same can be done by choosing an option for displaying formulas.

Click on the Office Button in top left corner of the Excel window and press the Excel Options button.

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Select the Advanced Option and scroll down to Display Option for This Worksheet section. Then Check the box next to “Show the formulas in cells instead of their calculated results“. (Uncheck the box if you want to display results again) Click OK to finish.

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7. Keeping Data Hidden in Printouts

You may leave some of the information in Excel worksheet unprinted when printing some document. This can be useful when you want to hide confidential data, such as employee salaries.

You can hide particular rows or columns that you do not want to be printed when the printing begins. First you must select the rows or columns that you wish to be hidden (drag the mouse through the desired rows/columns while the mouse button is clicked or hold down Ctrl key from the keyboard while selecting the non adjacent rows/columns). Right click on any highlighted border from the selected rows/columns and select Hide.

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When you’re finished printing, you can quickly unhide all rows or columns by selecting the headers of the rows/columns which border the hidden rows or columns and clicking the Unhide option.

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8. Shade Alternate Rows

Shading particular rows from the long lists can improve the readability and you can do it by using Conditional Formatting icon. You can shade (with selected color) every second cell or row/column in the selected range.

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First, highlight the range of cells or rows or columns that you want to format.

Second, click on Conditional Formatting button to display the Conditional Formatting dialogue box.

Next, select the New Rule tab.

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In the displayed New Formatting Rule dialogue select “Use a formula to determine which cells to format” and enter the formula (you can copy-past here) in the ‘Format values where this formula is true:’ label. Then click Format… button.

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In the Format Cells dialogue select the Fill tab, and select blue color (any color) in the color palette. Then, click twice OK.

Because the formula colors only the cells that have even number on their row heading, you get:

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Read more in Part 2 of this article.

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