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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.
Every proficient use of Excel knows how to quickly insert columns and rows into worksheets and keep it a one- click process, not two clicks. If we want a new row here above row 5, simply right-click on the 5 and then Insert. Now, keep in mind too this is probably not a great idea as we scroll rightward here in this worksheet. We introduce gaps in the data to the right. Press Ctrl+Z. What should we have done in this case? Selected this data first and then right- click and Insert, but this time we will get a dialog box and of course we went to in this case Shift cells down, and just as easily at a later time, it would be sensitive about this.
If we decided we really didn't need this empty space here, we do not want to get rid of the row, because what happens if we right-click on row 5 here and delete? No questions asked, but the entire row has been deleted and we have lost some data over here, not a great idea. Press Ctrl+Z. So a quick reminder here, the best way to insert rows and columns and again, you know your data well enough not to do what I just did there on purpose, but without even stopping to click their first, if you want a new row above a certain row, right- click on the row in question.
If it turns out there is no other data off to the right there, I want a new row above row 23, simply right -click the 23 and Insert. Similarly with columns, new columns will appear to the left of whichever column we have clicked on. Right-click on column D to insert a column to its left. Fast and easy. It's the best way to do this sort of thing. At a later time if we didn't want this, changed our mind, right-click column D and Delete. Now when it comes to inserting rows, sometimes you want to insert multiple rows.
Suppose on this worksheet you decided that it might look better if we have some double-spacing, at least in that early group up here. So we could right-click on row 5 and Insert and how might we speed this up a little bit. A couple of different ways. We might click row 7 and then press F4, which means repeat, click row 9, press F4, click row 13, press F4, 15 press F4 and so on, and we could certainly do that sort of thing as well. Now I am going to press a series of Ctrl+Z's here to understand. Show you another way.
If you are looking ahead and you are saying I want empty rows above certain rows, why not first click row 5 and then with the Ctrl key held down, click row 6, row 7, row 10, row 11, row 12, then right-click and Insert, and we'll get an empty row above each one of those in this way. Different approaches to that. How about a situation here where we might want to print this data out double spaced? I am going to jump into Print Preview with the Print Preview button or Ctrl+F2, and just a quick look at this to indicate this is how we would look, the portion of it anyway, standard spacing.
Now it would take us a long, long time to insert empty rows between all 700 of these entries, and if we start clicking here and then Ctrl+Click here and here and here, that's going to take a really long time. Why not do this? Select the entire worksheet and take any row boundary here or make it be about twice as tall. Jump into Print Preview. Ctrl+F2. That's the way double-spacing will look. You saw the way it looked before. We could print this out. When we are finished, what are we going to do? Come back here, click in the upper- left corner, double-click any row boundary and automatically we have the right height of rows. Again, this so-called best fit.
Now many times it makes sense to hide a column of data. Sometimes it turns out you just don't need this very often, but it has to be here so you are going to hide it. Right-click and Hide. Why not? At other times you might say, well I need to hide a couple of different columns. I don't need to see Phone that often, Benefits doesn't interest me that much. Use the Ctrl key, select different columns then right-click and Hide. It's up to you to remember of course that they are hidden, and as long as you know your alphabet of course, you will recognize missing letters up there.
Similarly with rows, you might want to hide data. In this worksheet since there is other data off to the right, at least in the early rows, we will be real careful about that, but we really don't need to see this name, or maybe this person has left and we are about to print this. We have got multiple reasons at times we are wanting to hide one or more rows and there too. To selecting them, we could right-click and Hide. Now the other question of course, the follow-up question, is how do we get these back? In some cases, it's only one column or one row you want to get back. Simply select the surrounding columns.
We are going to bring back column I, but perhaps not columns D and E, drag across column letters H and J and then one of two things. Either right-click and Unhide that certainly a logical way to do that, or once they are selected double-click the line between the letters. If it's a case we have multiple columns hidden throughout the worksheet or maybe someone who send you this, you are not sure how many are hidden, might as well click in the upper-left corner and then double-click one of the boundaries between the two columns. Similarly, with the rows here, you can't do the rows and columns at the same time, but we can certainly come back, click in the upper-left corner, double-click one of the row boundaries , and all the hidden rows reemerge as well.
Now with regard to keystroke shortcuts, this isn't exactly faster, but if you do want to insert a row, if a row is selected, you can press Ctrl+Plus and that will insert a new row above it. At a later time or a different situation you might click here and if you didn't want the row, you could press Ctrl+ Minus, but be very careful about deleting rows and columns because other data in different parts of the worksheet will get deleted without any warning. So quite a few different ways to make inserting and deleting of columns and rows, as well as hiding and unhiding columns in rows in a worksheet, made it lot simpler.
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