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Excel 2010 Power Shortcuts
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Custom lists for rapid entry


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Excel 2010 Power Shortcuts

with Dennis Taylor

Video: Custom lists for rapid entry

In Excel, we can quickly build series based on month or day of the week simply by making an entry. And for example Sunday drag from the lower right-hand corner, and we get the next day, next day, next day. These are built-in automatic. Suppose you have a list that you frequently use. Here's a list of departments within a company. It happens to be alphabetized. That's not any kind of requirement, but it's a sensible way to organize information. What if you've been using this a lot and your mode of operation has been every time you need this list you jump to this file and you go to this worksheet and you copy this and paste it somewhere else.
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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

Custom lists for rapid entry

In Excel, we can quickly build series based on month or day of the week simply by making an entry. And for example Sunday drag from the lower right-hand corner, and we get the next day, next day, next day. These are built-in automatic. Suppose you have a list that you frequently use. Here's a list of departments within a company. It happens to be alphabetized. That's not any kind of requirement, but it's a sensible way to organize information. What if you've been using this a lot and your mode of operation has been every time you need this list you jump to this file and you go to this worksheet and you copy this and paste it somewhere else.

All right, not a bad idea, perhaps reasonably efficient, but what if you could have at your fingertips this list and have it available in the same way that we enter days of the weeks or months? In other words, simply type in one of the entries then drag from the corner and get the other ones. And probably in this little scenario too you would always be typing the ADC, which is the first name here, and then dragging it from the corner. We're about to talk about is what's called a custom list. You can take any list. Maybe list of people, or inventory, your clientele, all kinds of different concepts here. Create the list at least once or be prepared to type it. In this case it's already there so I'm highlighting it.

I'm about to turn this into what's called a custom list. Highlight it, then click the File tab in the ribbon and choose Options. And in the categories along the left- hand side choose Advanced, scroll all the way to the bottom, and you'll see a choice in here Edit Custom Lists. Click here. Already built-in are the ones that refer to the days of the weeks, the months of the year, and the respective abbreviations. And if we didn't have our list highlighted, we'll click in the List entries panel right here.

Start typing and pressing Enter after each one, but we have it highlighted. Let's import this. There it is, and it takes its place in the list. When we click OK and exit this dialog box, this list will be here with the other entries potentially forever till we take it out. And the list stays in your Excel settings. This is not a function or a creature of this worksheet and so no matter which worksheet, which workbook you're working with from now on, this list is available once we click OK and OK.

I know we're in this worksheet. We probably don't need it here. Maybe I'll go to a different worksheet. Here's an empty one. I need my list right here for example. I'll type ADC, and now you don't have to type the first group but most of the time you would. Drag from the corner. What we're getting here? And I don't remember exactly how many I have. I think it's about 25 or so, so there of is. You drag it a bit too far, well, okay it starts over. Not a big deal. Get rid of it. That's at your fingertips. It's available all the time. Now, there's another list you might have seen here off to the right. And it's not very large and you might say "well why would you need that? [00:02:4632] You could almost type it by the time you drag it. Well not quite, but there is another rationale for it.

You'll notice this isn't alphabetized, but it isn't you might say somewhat coherent order. And as I go to the worksheet here called HR List, here's the reason that you might want to have a custom list. I want to sort this data here by Status. So I'll click in column F and do it the fast way. On the Data tab, simply click A-Z, the entire list has been reorganized, and we group them by Status. And I'm happy, although wait a minute here I'm saying gee, you know what, the Contract people are ending up first. They're not bad, but why not have the Full Time group appear first? They run the company.

We can have the Full Time names first. If we did a reverse alphabetical sort they wouldn't be on top. The hourly people would be. Therefore Status is here. What we'd like to be able to do is sort this on the basis of a custom list. So back on the worksheet here, we have got this data here, and let's highlight this and make this be a custom list as well. Once again, the File tab in the Ribbon, then Options, then the Advanced category, all the way to the bottom, Edit Custom Lists. We got it highlighted. Let's just import it and click OK and OK.

So back on the worksheet that has the database list we want to sort this. Now we can't use A-Z buttons in this case. We must use the actual Sort dialog box. We do want to sort this by Status, Sort On Values, but we don't want the Order to be A to Z. That's the alphabetical default order. Click the drop arrow here and choose from the custom lists that we have available. And sure enough it's this one. Click OK, click OK. And that's the order that we want to sort. When you find yourself saying I want to sort my way, this is how to do it.

Create the custom lists. Now, you have to monitor or remember that you do have a custom list, and you might have a few more, and a few more, a few more. And occasionally, you will run into little problems when you're creating a list because of certain word might appear in both of them. The other rationale that we use for creating a list to quickly get it anytime we want. Probably we wouldn't be using this small list for this, but if you were setting up statistics over on the side here or something, and you wanted the list of an employee account, or a salary account, or something you might just for example-- I'm going to drag this with the Ctrl key, just put the word Full Time right there and then drag down three more cells and there the other ones.

So I will put my statistics over to the right or whatever. So it's handy for that, but the real reason for you to creating this small list here or the smaller custom lists is to use it for sorting purposes. And many times I think that's the more compelling reason. But over time you want to remember that the lists are stored in your Excel settings. And you might forget that from time to time, and so if you occasionally want to go out to File > Options just see which lists you have out there. Again, it's in the Advanced category, drag this down, Edit Custom Lists. Just a quick look at your lists that you have out there.

If you need to make changes within the list, I think it's best to just get rid of it. For example, click here, delete i,t create a new list somewhere, and then start over rather than somehow trying to edit this. So it makes more sense to do it to other way. So two good reasons for having a custom list in Excel.

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