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Collapsing and expanding detail

From: Excel 2010 Power Shortcuts

Video: Collapsing and expanding detail

If you wanted to make a presentation based on the data we see on the screen here, you might well consider showing less information than what we are currently seeing. This is a bit of overwhelming to absorb when projected on the screen. One of the things you might consider doing manually would be to hide the column with the data for the months. Now I'll start off the process, but suggest there is a better way to do this using Outlining. I am dragging across columns B, C, D, using the Ctrl key, drag across the F, G, H, and then J, K, L, Ctrl is still held down, N, O, P. There we go, and then what? Right-click and Hide, and that will be a good starting point, a lot less clutter.

Collapsing and expanding detail

If you wanted to make a presentation based on the data we see on the screen here, you might well consider showing less information than what we are currently seeing. This is a bit of overwhelming to absorb when projected on the screen. One of the things you might consider doing manually would be to hide the column with the data for the months. Now I'll start off the process, but suggest there is a better way to do this using Outlining. I am dragging across columns B, C, D, using the Ctrl key, drag across the F, G, H, and then J, K, L, Ctrl is still held down, N, O, P. There we go, and then what? Right-click and Hide, and that will be a good starting point, a lot less clutter.

We can get the big picture and so on. If during your presentation if you needed to show the detail, you have to drag across here for example and either double- click or right-click and Unhide and so on. There might be a better way to do this, and I am suggesting there is a better way using the Outlining capability. Let's try to do some Undos here and go back to the original display. Now in this worksheet, our formulas in column A, nothing too sophisticated here. This is simply adding up data from January, February, March, and that pattern exists throughout the worksheet, moving rightward in the column I, Column N.

There are also formulas for example, in row 7. This is adding the two cells above it. There are some formulas right here doing the same kind of thing. This formula subtracts the two, but there is pattern that exists here. Without rigging the example, and this is not rigged in any way, if we simply click in here, and then on the Data tab, let's go to the choice under Outline called Group and choose Auto Outline. Now all we need to have done here is is to have the active cell within the data, as it is here on cell H5, any one there, just click Auto Outline. So what happens? A bunch of funny symbols on the screen, some numbers on the left.

The numbers that we see right here above the row numbers, these are outlining numbers. I am going to click the 2. Watch the display. This collapses the view to only show quarters. If I click 1, collapses to only show the grand total. So let's say 2 might be a better choice here. Over on the left-hand side we see four numbers. That's because they are interim sets of totals. Click the 3. It collapses a little bit. Click the 2. It collapses substantially. You may not want to star this skimpy of a display, but that would be your call of course.

And so, with these buttons here, and the numbers on the left-hand side, we can expand and collapse this information much more readily than going through a command cycle. And also if you are making a presentation here, you might want to double-click on the tab at the top of the screen, or possibly even on the View tab Show Full Screen, meaning we don't see anything at the top of the screen other than the data and the symbols. Again, your call on how this might be displayed, but another angle here too. If the presentation for much of the timeframe is not going to be discussing the detail and you don't need to see those symbols all the time, simply press Ctrl+8.

It hides the symbols. So much of your discussion might be with the screen looking some thing like this. Now if a discussion does break out, and someone says, "well you know, last year our second quarter numbers are a little bit problematical, what's the detail behind second quarter? What's you prediction for that?" If we press Ctrl+8, the symbols and layers come back again and I am going to click the plus right here above second quarter, and we see the detail for the second quarter. So maybe we have a discussion about that for a while, and if we no longer to see that detail, well then we will click the minus here to hide it.

So with this Outlining capability, you have got much more possibility of a dynamic presentation, and you can easily collapse and expand the display without going into long command sequences that are of no interest to many people in your audience. At some point here of course, maybe the presentation is over, by pressing Escape, you bring back the menu and by double-clicking one of the tabs you bring back the Ribbon. If somewhere in this process, you say, "well, okay, we are done with the presentation," or "I don't need to use this for the moment," we go back to the Data tab, choose Ungroup, and simply Clear Outline, and you will also want to do that if you want to make design changes to your layout.

So you possibly could have that features on a lot of the time as you use this, or just when needed, but it's a great way to quickly collapse data for presentation purposes and expand it as needed. Again, occasionally you will use Ctrl+8 to get rid of those symbols for a cleaner presentation.

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This video is part of

Image for Excel 2010 Power Shortcuts
Excel 2010 Power Shortcuts

64 video lessons · 18830 viewers

Dennis Taylor
Author

 
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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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