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Targeting large data groups

From: Excel 2010 Essential Training

Video: Targeting large data groups

In Excel, as with all other Windows programs, you have to know how to select your data if you want to modify it. So let's take a look at a few techniques. Well some are pretty straightforward. Put your mouse pointer here at the beginning and you can just drag and as long as you don't let go off the mouse button, you can reduce or enlarge the selection area. Okay, that's great, but what if you wanted to select some things that are not quite so straightforward? Well let's do this. Click on the first cell here A5. Now if you scroll down, you can see there's the end of this selection area.

Targeting large data groups

In Excel, as with all other Windows programs, you have to know how to select your data if you want to modify it. So let's take a look at a few techniques. Well some are pretty straightforward. Put your mouse pointer here at the beginning and you can just drag and as long as you don't let go off the mouse button, you can reduce or enlarge the selection area. Okay, that's great, but what if you wanted to select some things that are not quite so straightforward? Well let's do this. Click on the first cell here A5. Now if you scroll down, you can see there's the end of this selection area.

Well, it can be kind of hard to try to drag to select that, because Excel starts doing that and it can scroll much faster than you can select. So I'm just going to press Ctrl+Home. So here's an easier way to do that. Click the first cell, scroll down, so I'm just to use going to use the rolling wheel on the mouse, put your mouse pointer on the last cell there, and before you click hold the Shift key down. So if you Shift+click, now you can select that entire area. Then you could go in reverse too. Just click to deselect, click the last cell, go up here and Shift+click the first one.

Now let's say if you know where you want to select to, so for example, this cell here we know is cell G28. Let's click over here and now click up on that Name box. Now if you simply type G28 and press Enter, your cursor goes to G28. Well, that's great but if you click there and click in the Name box, type G28 and press Shift+Enter, now you can select that entire area. So if you want to select large areas of cells, I think that's a pretty good way to do it.

Well, you could also select random areas. So for example, I'll select this row, hold the Ctrl key down, and with the Ctrl key down, you can select random areas, even individual cells, as long as you're holding the Ctrl key down and then click anywhere and you can deselect. Now you could do this with entire columns and entire rows. So example, you can click the header for Column B and if you hold Ctrl key down, you can click headers for other columns and select other columns.

Why would you want to do this? Well, maybe you want to make them Bold, so you hit the Bold button, or maybe you want to make them Italic or some other formatting. So that's what that's for, and that's the Ctrl key. If you click the header for column B and Shift+click the header for column G, now you select all of them. You could also drag to select. Make sure that it's a down arrow. Then you can drag to select, and rows work the same way. You can click a row, hold down your Shift key, and then Shift+click to select more, Shift+click to select fewer.

If you use the Ctrl key you can select one and any random other rows that you want and again you can click somewhere to deselect. Now if you wanted to select an entire column or an entire row, of course you can click just the header of one or the header for the other and there's a little shortcut for that. If you press Ctrl+Spacebar, you can select an entire column. If you press Shift+Spacebar that will select an entire row. Now what if we wanted to select this whole data area? Now this data area, this begins at row 5 ends at row 28, and ends at column G.

This is what's called a current region in Excel terminology. Click anywhere in this current region and to select all the cells in this region, press Ctrl+A and that selects all the cells in that current region. But what happens once your current region is selected and you press Ctrl+A again, that selects the entire sheet. So if you want to select all 16.7 million cells in the worksheet and the current cell is cell there that's surrounded by other cells, just press Ctrl+A twice. Well, what if you have the cell out here that selected that's surrounded by empty cells, then you only have to press Ctrl+A once.

Now there is another technique. Over here in the upper left corner where the columns and rows meet is this little gray box. Click that and that always selects all of the cells in the worksheet, not just current area. And again, why would you want to do that? Well maybe you want to change the font. Now I'll click the font selection here, and I'll choose something else. Now I've changed the font of all of the cells including cells that I haven't typed in yet. So as long as you know how to select and how to move around in the worksheet, you're going to find that you're doing Excel much faster.

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This video is part of

Image for Excel 2010 Essential Training
Excel 2010 Essential Training

80 video lessons · 126148 viewers

Bob Flisser
Author

 
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  1. 1m 35s
    1. Welcome
      57s
    2. Using the exercise files
      38s
  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
      16s

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