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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.
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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