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Excel 2010 Power Shortcuts
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Accelerating data entry


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Excel 2010 Power Shortcuts

with Dennis Taylor

Video: Accelerating data entry

Data entry is generally a fairly boring topic, but we do throughout the course of using Excel need to put data in this worksheet, that worksheet. A few tips here are going to make this a little bit easier. In column A we have Name. We are going to be building a small list here, let's imagine. In column B we want to put in for example a current salary or 2011 salary. I would like to have the 2011 appear above Salary because maybe the entry below, it's not going to be that wide. So rather than putting in an entry and then using a command to format this, you can as you type an entry, press Alt+Enter to force a line break.
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  1. 1m 37s
    1. Welcome
      1m 17s
    2. Using the exercise files
      20s
  2. 22m 45s
    1. Entering data or formulas in non-adjacent cells simultaneously
      2m 28s
    2. Converting formulas to values with a simple drag
      2m 34s
    3. Copying data or formulas down a column instantly
      2m 56s
    4. Adjusting all or selected column widths or row heights in a flash
      2m 21s
    5. Instantly displaying all worksheet formulas
      3m 16s
    6. Two quick shortcuts for creating charts
      1m 18s
    7. Print Preview
      1m 7s
    8. Instant date or time entry
      1m 16s
    9. Undo/Redo/Repeat
      3m 19s
    10. Zooming in and out quickly
      2m 10s
  3. 7m 37s
    1. Expanding and collapsing the Ribbon and Full Screen view
      1m 23s
    2. Keyboard command access
      2m 22s
    3. Quick Access toolbar display tips
      3m 52s
  4. 14m 30s
    1. Split screens and frozen titles in a flash
      5m 56s
    2. Repeating title creation and suppression
      6m 17s
    3. Customizing your display of Status Bar totals
      2m 17s
  5. 11m 31s
    1. Navigation shortcuts
      2m 30s
    2. Tips for navigating between workbooks
      3m 48s
    3. Navigating within worksheets
      5m 13s
  6. 11m 12s
    1. Selecting an entire row, column, or worksheet
      3m 20s
    2. Selecting noncontiguous ranges and visible cells only
      4m 39s
    3. Selecting the current region and moving around region corners
      3m 13s
  7. 22m 16s
    1. Accelerating data entry
      6m 27s
    2. Auto-Fill techniques for entering dates
      4m 59s
    3. Auto-Fill techniques for entering times
      2m 37s
    4. Custom lists for rapid entry
      5m 54s
    5. Cell editing tips
      2m 19s
  8. 12m 38s
    1. Copy/Move acceleration tips
      3m 27s
    2. Worksheet Copy/Move shortcuts
      2m 29s
    3. Dragging and inserting variations
      3m 47s
    4. Instantly displaying Paste Special options
      2m 55s
  9. 29m 31s
    1. Rapid formula creation
      3m 48s
    2. Selecting all cells that depend on the active cell
      5m 24s
    3. Selecting all cells that can affect the active cell
      2m 38s
    4. AutoSum shortcuts
      2m 57s
    5. Rounding shortcuts
      5m 14s
    6. Generating random numbers
      3m 16s
    7. Counting unique entries
      3m 11s
    8. Performing calculations without formulas
      3m 3s
  10. 17m 4s
    1. Controlling rows and columns
      5m 50s
    2. Realigning imported text
      2m 27s
    3. Handling blank cells
      4m 20s
    4. Collapsing and expanding detail
      4m 27s
  11. 28m 8s
    1. Formatting numbers
      6m 49s
    2. Aligning data
      3m 49s
    3. Adding background color for readability
      3m 43s
    4. Formatting data conditionally
      1m 54s
    5. Creating custom formats
      6m 23s
    6. Formatting periods over 24 hours
      3m 2s
    7. Applying strikethroughs and borders
      2m 28s
  12. 25m 46s
    1. Sorting shortcuts
      2m 40s
    2. Cleaning up spaces
      4m 47s
    3. Identifying duplicates
      6m 10s
    4. Splitting columns
      3m 57s
    5. Ensuring unique entries
      2m 46s
    6. Forcing dates to be weekdays only
      3m 56s
    7. Displaying unique items from large lists
      1m 30s
  13. 18m 38s
    1. Placing and adjusting charts
      2m 37s
    2. Creating chart titles from cell content
      2m 22s
    3. Creating and manipulating shapes
      5m 31s
    4. Linking and unlinking pictures
      8m 8s
  14. 9s
    1. Goodbye
      9s

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Excel 2010 Power Shortcuts
3h 43m Intermediate Aug 12, 2010

Viewers: in countries Watching now:

In Excel 2010 Power Shortcuts, Excel expert Dennis Taylor shares tips and shortcuts to vastly increase efficiency and get the full power out of Excel 2010. There are tips for working with the Ribbon and Quick Access toolbar, navigating workbooks and selecting cells, rapid data entry and editing, working with formulas, formatting data, working with charts, sorting data, and much more. Exercise files accompany the course.

Topics include:
  • Creating charts with keyboard shortcuts
  • Converting formulas to values by dragging
  • Repeating Undo and Redo actions
  • Displaying formulas instantly
  • Navigating quickly through worksheets and across workbooks
  • Formatting numeric, and date/time data in a flash with keystroke shortcuts
  • Inserting dates or times instantly
  • Grouping rows or columns to create collapsible regions
  • Building data-entry shortcuts with Auto-fill
  • Displaying unique items from large lists
Subjects:
Business Productivity
Software:
Excel
Author:
Dennis Taylor

Accelerating data entry

Data entry is generally a fairly boring topic, but we do throughout the course of using Excel need to put data in this worksheet, that worksheet. A few tips here are going to make this a little bit easier. In column A we have Name. We are going to be building a small list here, let's imagine. In column B we want to put in for example a current salary or 2011 salary. I would like to have the 2011 appear above Salary because maybe the entry below, it's not going to be that wide. So rather than putting in an entry and then using a command to format this, you can as you type an entry, press Alt+Enter to force a line break.

Keeps the data in the same cell, but it puts the data under the previous entry. I pressed Alt+Enter after the 2011. I am typing Salary. Now I am pressing Enter. It looks like this. And you could stack these up multiple times too. If I want to put in 2011 Tax Rate, the indicator below that maybe is only going to be a letter or two, 2011, Alt+Enter, Tax, Alt+Enter, Rate. Probably what a lot of people would do also as a follow up here, it would be on the Home tab to perhaps put these in the top of the cell, using that Alignment button there or maybe in the middle, whatever it looks best to you.

But Alt+Enter is fast, and it's easy, and it's ideal for situations where the column needs to be a lot narrower than the actual heading, fast and easy. There is also a feature in Excel called Auto Complete. It's been around for a long time. Suppose some of the names here, maybe it's a slightly different setting, the names might be recurring. So I am going to put in Smith right here and Anderson. And I am about to put in Smith again. I'll just type the S, and sure enough this pops up. This feature is referred to as Auto Complete. It only works with text.

It only works in columns. It's quite handy though. If I am about to type Sanders, well of course, I don't want to type Smith. I will type a and then nders. Now what happens when I type the letter S? It doesn't prompt with anything, until I put in the most significant character, in this case the second one. If I put in a, it's going to prompt me with Sanders and so on. If you do have a situation where names start to repeat or words or text repeat, you can get to this two other ways. If you reach that stage where you rarely will have any new entries, you can do one or two things.

Right-click and pick from dropdown list that's automatically generated. You will have your list in here. It will be alphabetized. Do that. Another way from the keyboard, Alt+Down Arrow. That activates the list then use your Arrow keys come to the one you want, press Enter, and so on. And as you add names to the list, this list will grow and here, and there you are going to say, well, it's gotten too big, so it might as soon as you reach 8 here. You will see a scroll bar as well. Again, it's Alt+Down Arrow to activate the list, then the arrow keys to come to the one you want. If you are putting in a series of numbers, maybe a different setting than the data here suggests, maybe it's an ID number or maybe it's a transaction number.

It could be one of those situations where you won't care what the number is. You just want to make them different somehow. So imagine in that kind of a situation. You might start with a number like this, 1001, and every time you put in a new number, just the next number, next number, next number. If you drag the lower right-hand corner of the active cell when it has a value, it simply repeats the entry. That's disappointing to a lot of people. They would like to see a change. A lot of you hold down the Ctrl key, it will. It will change by 1. Now as you do this though, make sure you let go with the mouse before the keyboard.

So as far as you drag this, I am holding down the Ctrl key here. As soon as I let go, these have all grown by 1. If you try and you create a series with a particular interval, there is no reason to write formulas. If you wanted to for example put in 5, 10, 15 or whatever, that sort of thing, put in two of the entries, highlight both of them and then drag from the corner to get your series. So whatever that interval happens to be, this will happen over and over and over again. In a different setting here too, if we happened to be using this, this way, if we highlight the 2 and drag upward, it goes backward in time.

You can create these series in a row too. If you drag rightward, just as you would downward, the series will grow. If you drag upward or leftward, it goes in reverse order. I think most of the time we are talking about dragging down a column, but it works in all four directions. Just be sensitive as to the way it moves. So these tips will help you in filling in certain kinds of data. One other slight tip here, and I say slight because it's not major, but it's handy at times. It reminds us the second or two we save here and there sometimes makes a difference. In this worksheet imagine that we are about to create formula here for New Salary.

Maybe it's based on this percent or maybe it's just a simple formula based on this. Looking ahead, we would want to be copying the formula down this column. So what if I were to write a formula here. Equal this current salary times this rate. I am going to press F4 to make it an absolute address, because we want to be able to copy it down the column and then simply add on the original salary. Now what happens when I press Enter? The active cell moves down. That's the default setting in Excel. Let me go back up here and imagine I am still typing this.

If I know that I am about to copy this down the column, because I don't want to have to reposition this, I am going to press Ctrl+Enter instead the active cell doesn't move; it stays in place. Then I can either drag or double- click depending upon which shortcut I know, 7.17] double-clicking is going to be best here, but I don't have to reposition the active cell. And any time you are about to copy a formula as you are writing it and you can sense it ahead of time, just press Ctrl+Enter. Now occasionally you might find yourself in this situation where it's more convenient if you are typing data to have the active cell move to the right, and you probably know that you can press the Tab key or the Right Arrow as you finish an entry.

But if you wanted to be a little bit more mechanical, let's say, or automatic, you can, and probably temporarily, click the File tab, go to Options and then choose the Advanced category in the left-hand side, and the very first choice says After pressing Enter, move selection. Probably this says Down, and you probably want to leave it that way, but if you don't want the active cell move anywhere as you press Enter, you might Uncheck this, or if you have a situation work for a file, you want the automatic reaction to move right, well then pick that choice.

I think few people need this or use this, but at least recognize that it's there. Occasionally maybe someone has been playing with it and has set this, and it's on their computer, and you are using their computer you might have some surprises there. Just recognize that it's there. But the value of the tip mainly is to just save that second or two, so that you don't have to reposition the active cell after writing a formula.

Find answers to the most frequently asked questions about Excel 2010 Power Shortcuts.


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Q: Where can I learn more about Excel formulas?
A: Discover more on this topic by visiting Excel formulas on lynda.com.
 
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