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Selecting noncontiguous ranges and visible cells only

From: Excel 2010 Power Shortcuts

Video: Selecting noncontiguous ranges and visible cells only

Working with different portions of a worksheet in Excel is something you need to do at different times and a pretty well known shortcut but a great one is this idea that you can select different cells at the same time. Sometimes it's just for formatting reasons, sometimes it's because you want to delete data, any number of different approaches. Maybe I want to copy this worksheet somewhere, but I don't want to copy everything for example. Maybe I don't want to copy columns D and E. So with the mo use I will maybe select those. So I am about to hide this, but it occurs to me that maybe I shouldn't copy these salaries.

Selecting noncontiguous ranges and visible cells only

Working with different portions of a worksheet in Excel is something you need to do at different times and a pretty well known shortcut but a great one is this idea that you can select different cells at the same time. Sometimes it's just for formatting reasons, sometimes it's because you want to delete data, any number of different approaches. Maybe I want to copy this worksheet somewhere, but I don't want to copy everything for example. Maybe I don't want to copy columns D and E. So with the mo use I will maybe select those. So I am about to hide this, but it occurs to me that maybe I shouldn't copy these salaries.

So how do we select different ranges within Excel? Efter selecting one range and in no particular order we let go the left mouse button then with the Ctrl key, we perhaps select another range. If it's a formatting issue sometimes you might just say "well you know I am going to change the look of those cells" and let go the left mouse button and the change the look of that cell and this cell and that cell and so on. Make them all blue or green or whatever. We have a lot of different situations where we want to select different cells or ranges at the same time and then apply color or delete them or whatever.

Now suppose we would like to copy this information or some of this information to a different worksheet. I am thinking the Admin Training people here. Now a couple of these people have left already and so we don't want to include them so what we might consider doing is highlighting those names. For example, Debbie Wolf she has left. We don't want to take her name out of the list just yet, and also Donald Holland up here. So using the Ctrl key we will select both of those rows and then right-click and hide them, and let's say that the Admin Training list here that we are about to copy doesn't need to include Social Security numbers and, pulling down the Ctrl key here, salaries.

Right-click on either column letter. Hide those as well. So here is the data we would like to copy. It's highlighted right-click and Copy or Ctrl+C, whatever works best for you. Go to an empty sheet, for example Sheet 1. We will put it up here, right-click and Paste or Ctrl+V, either way, and it looks a little strange here. Aren't we seeing some of those names that we saw earlier? There is Debbie Wolf. There is some other names, there is Donald Holland, and the Social Security number is looking a little weirder here and so are the salaries. So it just didn't work so well.

Let's go back to HR List here where we started here. Now if we would like to copy this and not include the hidden data, we press Alt+Semicolon. Alt+Semicolon, strange keystroke shortcut. And if you look at the changed display there, I can sort of figure out what's going on. It's as if we are picking up the data in little chunks, and now when we press Copy or Ctrl+C, look at the difference on the screen. Wuite a bit different, and now it becomes even clear of what's happening. We are about to copy nine chunks of data here, but we are not including, we are not picking up the hidden data, and that's not going to be really confirmed until we actually do the paste.

So let's go back to the other sheet and paste this right under the other data, click right here, right- click, Paste. There we go. And we see what's happening. This time we are not getting the Social Security numbers. The phone number's looking little weird. We are not getting the salaries, and we are not getting the two names that we say earlier that we actually had hidden. Donald Holland up there right after Troy Chase. We don't see his name down here nor Debbie wolf, under Kent Oconnor's name. So Alt+Semicolon is a strange keystroke shortcut and we don't always remember them.

So what if you were trying to copy data like this at a later time and you forgot that keystroke shortcut? And by the way, the concept of selecting visible cells only just isn't that well known in Excel. You will find the feature buried on the Home tab in the Editing group on the extreme right under Find & Select and not so obvious here either, it's under Go To Special. Finally, in here Visible cells only, there we go. Then we could proceed with our copy if we wanted to.

So the shortcut is not so well known and by the way if you do use a filter and a filtered list which hides data, you don't have to worry about this feature because automatically when you copy data from the filtered list, it does not pick up the hidden data. So you don't have to worry about it there, but if you have created manual subtotals or as in the case here where we specifically highlighted and hid certain columns and rows. In this case too, we did need to use that shortcut or at least the feature that allows us to select visible cells only. So different uses for this feature as well as for that general idea much more widely applicable of selecting non contiguous cells.

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This video is part of

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Excel 2010 Power Shortcuts

64 video lessons · 17572 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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