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Repeating title creation and suppression

From: Excel 2010 Power Shortcuts

Video: Repeating title creation and suppression

The data in this worksheet appears to have been set up for printing purposes. Rather than repeating the department name over and over and over again in column A, we only see it referenced once at the beginning of the department. So by implication, these people here are in the ADC department, these people in the Admin Training department and so on. And it's potentially a huge list. And it is easier on the eyes when we are working with this data on the printed page. Now as it turns out we are going to be adding more data eventually here.

Repeating title creation and suppression

The data in this worksheet appears to have been set up for printing purposes. Rather than repeating the department name over and over and over again in column A, we only see it referenced once at the beginning of the department. So by implication, these people here are in the ADC department, these people in the Admin Training department and so on. And it's potentially a huge list. And it is easier on the eyes when we are working with this data on the printed page. Now as it turns out we are going to be adding more data eventually here.

And the problem is if we sort the data. Suppose we put in a new column that's salary or building or something like that and we sort the data. We will not be able to sort the data by department again because these are blank. What we'd like to do now is to fill this in. Now this could be somewhat tedious and it could be thousands of rows. It's going to take a while. So pulling together a variety of tips at once, let's talk about a couple of ideas. If we could some how select just the cells in here that don't have data, and that sounds like it's probably kind of tedious.

Is there a way to do that and where would we look for that kind of feature? Well it is here, and I think you'd have a tough time finding it. Let's select column A. And in English let's say we would like to highlight all the cells in column A that are blank. Now we don't want to do this below the data. This goes down you know a few hundred rows and ends eventually after row 800 or somewhere like that. We only care about this and here we've selected column A, but how do we select the blanks? On the Home tab, the extreme right button, Find & Select. Sounds like a good choice, but now what? I think there are quite jumps out at us. Go to Special.

Let's choose Blanks. Click OK. Only the blank cells are highlighted. Now I am dragging the scroll bar on the right-hand side to show you that below the data here, it's not highlighting the cells. In other words it's not going down to row one million and forty eight thousand. It's just highlighting these. So what do we want each of these blank cells to contain? We want each of these cells to be equal to the cell above it. So how about typing = and then press up arrow.

Now for the moment we are seeing a formula in cell A3. It's about to put in the data from A2. And you may remember one of the top 10 shortcuts is if you've got multiple cells highlighted and you write a formula and you press Ctrl+Enter what happens? The same relative formula goes in all these cells. So I am going to press Ctrl+Enter, and we see what's happening here. Now we are all set. Or are we? Because what we have I column A for the moment are some cells with pure text in them and others with formulas.

What we really want to do here is to take these formulas and convert them into values. And simply click column A here and with the right mouse button we'll temporarily drag this into column B and then right back on top of column A, using one of our top 10 tips of copying here as Values Only, so there we are. This truly is ADC. No more formulas anymore. And now we can proceed, put in our other columns as needed, and we can sort the data by Employee Name and then later sort it by Department, whereas we could not have done that previously.

So it's a combination of tips that brings these together. Going the opposite direction can be a little tricky. And it's a good idea not to get rid of this data. But what if you did want to print this information and not have these appearing all the time? The secondary entries, just the first ones. Let me make a suggestion then we'll show you how to get there. What if we could some how make the font be white? Hmm. Sounds like a cheap trick doesn't it? I am clicking column A, and I am going to use on the Home tab Conditional Formatting.

And none of the rules here is quite appropriate for what we want to do. We want to create a new rule. And that new rule will use a formula. Now in English here's what we are about to say. First of all, the active cell right now on the worksheet is A1. We can see this in the upper left-hand corner. So I am going to write a quick formula here =a1=. Now this is an unlikely entry. a1048576. What is that all about? If cell A1 is equal to the one above i. Well there is no cell above it. What did I type in here? The cell at the very bottom of the worksheet, so whenever a cell in column A is equal to the cell above it we want its fonts to be white.

Now as you look at cells A2, A3, A4 that starts to make a little sense maybe. If cell A3 is the same as cell A2 we are going to make its font be white, but this formula is certainly as not intuitive, and it seems a little strange, but it will work. So whenever this occurs and again we have to kind of translate this and say what this means. This means when any cell in column A is equal to the cell above it we want to use a special format there. And that format is to use a font whose color is white.

Click OK, click OK, click outside of it, and we don't see this. And of course when we print this we will not see that. Now if you click column A you do see that faintly in the background. So maybe it is a cheap trick, but it gets the job done. Now if we don't need this any more, we'll just click column A, jump back here, click this button and eventually there we go, automatic. We are all set. But our Conditional Formatting is still there isn't it? So we would have to actually take off the rule.

Conditional Formatting and clear the rules from the selected cells. There we go. So we've seen here two different examples, one where we needed to fill in the actual entries when they were missing. And second approach didn't really take them out but gave us the visual impression they were gone, and we did that for printing purposes.

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This video is part of

Image for Excel 2010 Power Shortcuts
Excel 2010 Power Shortcuts

64 video lessons · 17752 viewers

Dennis Taylor
Author

 
Expand all | Collapse all
  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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