Excel 2010 Essential Training
Illustration by Richard Downs

Setting Excel options


Excel 2010 Essential Training

with Bob Flisser

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Video: Setting Excel options

In addition to customizing the Ribbon bar and Quick Access toolbar on top of the Ribbon, Excel gives you a lot of control over the way it behaves. I want to show you few of its settings. Before we do, there's one other thing I need to show you. As you may have noticed, if you have something selected in a cell like this, you have this little ghosted out toolbar here, and it's called the Mini toolbar. So, if you have something selected like this, you can very quickly make it bold or italic or change the color of it without having to go all the way up to the Ribbon bar.
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  1. 1m 35s
    1. Welcome
    2. Using the exercise files
  2. 19m 31s
    1. Exploring three common uses for Excel
      3m 17s
    2. Touring the interface
      3m 38s
    3. Finding the commands you need
      3m 51s
    4. Using Backstage view or the File tab
      3m 25s
    5. Maintaining file compatibility
      5m 20s
  3. 21m 23s
    1. Creating a worksheet
      5m 23s
    2. Techniques for copying and pasting
      3m 57s
    3. Entering data automatically with Auto Fill
      4m 37s
    4. Targeting large data groups
      4m 26s
    5. Changing a worksheet's structure
      3m 0s
  4. 47m 50s
    1. Understanding formulas and functions
      4m 41s
    2. Entering data in a worksheet
      3m 22s
    3. Adding numbers manually
      5m 1s
    4. Adding numbers using Sum and AutoSum
      6m 11s
    5. Adding a whole worksheet
      1m 48s
    6. Working with numbers in columns
      4m 53s
    7. Preventing errors using absolute references
      5m 57s
    8. Working with times and dates
      3m 8s
    9. Using IF
      4m 49s
    10. Using SUMIF and AVERAGEIF
      4m 15s
    11. Naming and using cell ranges
      3m 45s
  5. 33m 57s
    1. Formatting numbers and dates
      7m 6s
    2. Applying fonts, background colors, and borders
      4m 35s
    3. Adjusting columns, rows, and text
      5m 2s
    4. Using conditional formatting
      4m 6s
    5. Using custom conditional formatting
      5m 49s
    6. Adding pictures and shapes
      7m 19s
  6. 25m 27s
    1. Inserting SmartArt
      6m 54s
    2. Coordinating a look using themes
      3m 22s
    3. Applying built-in styles
      3m 16s
    4. Creating and sharing styles
      5m 33s
    5. Using templates
      4m 9s
    6. Creating and using original templates
      2m 13s
  7. 13m 23s
    1. Making the pieces fit
      4m 57s
    2. Inserting headers and footers
      3m 51s
    3. Printing and PDFs
      4m 35s
  8. 34m 3s
    1. Finding and replacing data
      3m 12s
    2. Freezing panes
      3m 0s
    3. Repeating row and column titles
      3m 34s
    4. Creating multiple custom worksheet views
      5m 18s
    5. Hiding or grouping rows and columns
      5m 31s
    6. Managing worksheets
      7m 23s
    7. Calculating formulas across worksheets
      6m 5s
  9. 36m 34s
    1. Importing and exporting data in Excel
      8m 2s
    2. Setting workbook permissions
      6m 44s
    3. Inserting and editing comments
      6m 49s
    4. Sharing a workbook
      1m 25s
    5. Tracking changes
      3m 5s
    6. Saving files in shared locations
      10m 29s
  10. 27m 30s
    1. Splitting cell data into multiple cells
      2m 22s
    2. Joining data from multiple cells
      4m 18s
    3. Basic and multi-field sorting
      6m 30s
    4. Using tables to sort and filter data
      4m 31s
    5. Inserting automatic subtotals
      3m 46s
    6. Creating lookup tables
      6m 3s
  11. 32m 56s
    1. Using auditing to diagram
      6m 3s
    2. Using evaluation in Excel
      2m 2s
    3. Working with Goal Seek
      5m 29s
    4. Using data tables in formulas
      6m 2s
    5. Using scenarios in formulas
      5m 28s
    6. Exploring the Analysis Toolpak
      7m 52s
  12. 18m 1s
    1. Discovering PivotTables
      2m 22s
    2. Creating a basic PivotTable
      2m 46s
    3. Modifying a PivotTable
      6m 57s
    4. Creating and modifying a PivotChart
      5m 56s
  13. 26m 58s
    1. Choosing chart types
      1m 55s
    2. Inserting Sparklines
      3m 54s
    3. Creating a column chart
      3m 23s
    4. Modifying a column chart
      5m 47s
    5. Creating and modifying a pie chart
      6m 45s
    6. Placing Excel charts into other Office applications
      5m 14s
  14. 21m 53s
    1. Understanding macros
      3m 5s
    2. Recording and using a simple macro
      11m 58s
    3. Editing a macro
      6m 50s
  15. 20m 33s
    1. Customizing the Quick Access toolbar
      3m 30s
    2. Customizing the Ribbon bar
      8m 44s
    3. Setting Excel options
      8m 19s
  16. 16s
    1. Goodbye

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Excel 2010 Essential Training from lynda.com
6h 21m Beginner Jun 09, 2010

Viewers: in countries Watching now:

In Excel 2010 Essential Training, Bob Flisser demonstrates the core features and tools in Excel 2010. The course introduces key Excel skills, shows how to utilize these skills with in-depth tutorials on Excel functions and spreadsheet formatting. It also covers prepping documents for printing, working with large worksheets and workbooks, collaborating with others, using Excel as a database, analyzing data, charting, and automating and customizing Excel. Exercise files are included with the course.

Topics include:
  • Copying and pasting techniques
  • Working with formulas and functions
  • Dealing with formula errors
  • Creating lookup tables
  • Naming cell ranges
  • Formatting data and worksheets
  • Finding and replacing data
  • Creating SmartArt diagrams
  • Creating charts and PivotTables
  • Recording macros
  • Sharing workbooks
Business Education + Elearning
Bob Flisser

Setting Excel options

In addition to customizing the Ribbon bar and Quick Access toolbar on top of the Ribbon, Excel gives you a lot of control over the way it behaves. I want to show you few of its settings. Before we do, there's one other thing I need to show you. As you may have noticed, if you have something selected in a cell like this, you have this little ghosted out toolbar here, and it's called the Mini toolbar. So, if you have something selected like this, you can very quickly make it bold or italic or change the color of it without having to go all the way up to the Ribbon bar.

Now, some people like it, some people don't, and one of the first items in Excel's Options is to turn that Mini toolbar off. So, I just want you to keep that in mind. So, let's go up to the File tab to get into Backstage view, and down here towards the bottom click Options. So, over here on the left we have all these categories. And the General category is selected there by default. So here it is, Show Mini toolbar on selection. Now, let's deselect that, click OK and select anything else. I'll just double-click this and now you see the Mini toolbar isn't there.

You can sort of have it both ways because when you have something selected, you can still right-click and the Mini toolbar is going to come up regardless. So that way you can have it if you like it and if you don't. Let's just escape out of there and go back to the File tab, back to Options. Now, if you're not sure what any of these items are, you can roll over one of these little information icons, and it gives you some information. The General tab gives you what are probably the most common customizations you might make, like what font and size and view do you want to use, how many worksheets in a new tab, and also what's your username. I'll leave everything else the way it is.

Now, let's go to the Formulas section. It's kind of rare that you'd want to change anything here. But I do want to call your attention to this Workbook Calculations. If you have a very large worksheet, maybe your worksheet has links to a workbook that's on a slow running network. Every time you make a change to your worksheet, it could take a long time for your worksheet to update and for the calculations to take place. And keep in mind Excel recalculates the workbook every time something happens. If you change a number, if you enter something in a cell, if you change something in a cell, the worksheet recalculates.

So, if that's really slowing things down, you can turn Workbook Calculation to Manual. And then when you make your changes, you won't see them immediately until you force the recalculation. And you can force the recalculation simply by pressing the F9 key on your keyboard. The rest of the items in here you could probably leave alone. Let's go over here to Proofing. This Proofing is pretty much the same thing that you would see in Word or PowerPoint. Then you can see it helps you spell things, helps you print things out.

But I want to show you something that I think is pretty cool is AutoCorrect. So let's click AutoCorrect Options. This will let you create custom abbreviations and have Excel expand those abbreviations for you. Let me show you what I mean. Let's say you're tired of typing Two Trees Extra Virgin Olive Oil Company. You can type in ttoc and I'll just press the Tab key, and every time I type in ttoc this is going to replace it with Two Trees Extra Virgin Olive Oil Company.

A bit of a mouthful. Much easier to type ttoc. So, click Add, click OK, click OK. So, now let's see where it says Payroll. Double-click after the word Payroll and we want to say Payroll for. Instead of saying Payroll for Two Trees blah, blah, blah, just type ttoc and hit Enter and it fills in the rest. Let's go back. File tab > Options, so all of that is under Proofing. Let's go to the Save tab and this will tell you what is the default file location, where will you open things up.

Right now, I have the set to open up in the Chapter 13 folder of the Exercise Files. Those people will simply set this to the Documents folder or the My Documents folder depending upon which version of Windows you're running. And the AutoSave is also pretty handy, and what the AutoSave will do is every 10 minutes or whatever number you have in here, Excel will make a temporary backup copy. So, if Excel crashes or the computer crashes or something happens, the most that you will lose is 10 minutes of work. Now, that doesn't mean that Excel is going to save your work against your will.

It's simply making a backup copy and if you save your work that overrides anything that's in this auto recovery. Now, if your computer is running slowly or again, you are on a slow running network or something to that effect, you can turn off this Save AutoRecovery and it will speed up Excel a little bit, but just keep in mind if you do that you're sort of working without a safety net. Let's go over here to Language. If you need to use Excel in a foreign language or you have a foreign language keyboard, this Language section will help you do that. Let's go to the Advanced section and over here some people like to change this.

After pressing Enter what happens to your cursor? Well, you know already that the currency goes inwards, but maybe I like it to go to the right, maybe I like it to go up, you can change that and scroll down here a little bit. You have some Clipboard options here. If you don't like that little Paste Options button that comes up at the bottom when you paste data, you want to turn it off, you can turn it off this way, and let's scroll down here. This is something that I generally set on any of my computers, where it says Show all windows in the Taskbar. I generally turn that off and here's why.

If you have multiple Excel workbooks open, you could switch them by going to the View tab and choosing Switch Windows, or you could also switch workbooks by pressing Alt+Tab on your keyboard and switch from one workbook to the next. But that's okay if Excel is the only program you have running. But if you have a lot of programs running, maybe you have Excel, and Word, and email, and web browser, and who knows what else, then when you try to Alt+Tab from one workbook to another, you have to Alt+Tab through all of those other programs as well. But if you deselect that, Show all windows in the Taskbar, then Excel will occupy only one spot on the Taskbar, and you cannot Alt+Tab between one workbook and another.

But if you know that you can press Ctrl+F6 to switch from one workbook to another or you know you could go to the View tab and choose the Switch Windows button to go from one window to another, then you're not stuck and you can move from one workbook to another pretty quickly. But again, that's personal preference. I leave it up to you. And let's scroll-down here, and you have some display options. You can set display options for the workbook. You can set display options for the particular worksheet that you're on. Scroll down here. Under Formulas where it says Enable multi -threaded calculation, it's generally a good idea to turn that on.

That's a new feature in Excel 2010. If you're running a 64-bit version of Windows, and you're running the 64-bit version of Excel 2010, multi-threaded calculation will make Excel run faster when you have some complicated calculations to do. Scroll down here a little bit, and here are some other options, mostly personal preference, and these two options up here are good for accessibility settings. So, if you have any physical difficulty using the computer, you might want to use these options.

These other four options here, we've viewed already in other movies in this course. Customizing the Ribbon, customizing the Quick Access toolbar, customizing the Add-Ins. The Trust Center we saw briefly in another movie and what this will do is this gives you some information on Microsoft's privacy settings. You might opt into Microsoft's Customer Experience Improvement Program and what that'll do is as things are happening, maybe things are going slowly, maybe you're executing some unusual routines, who knows, Microsoft will collect anonymous data to help them improve the next version of Excel or perhaps the next update to Excel.

This gives you an explanation of what kind of information they are collecting from you. Now, there are so many options here. It can really seem overwhelming, but honestly, you shouldn't have to mess with most of these settings, and they're all here because there are so many millions of Excel users all over the world, the program has to cover all circumstances that might crop up.

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