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ExcelEfficiencies

ExcelEfficiencies - Excel Efficiency Techniques in Excel...

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Efficiency Techniques in Excel E XCEL R EVIEW 2000-2001 Excel
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This handout is meant to serve as a quick review of some of the principal features of Excel. It’s not meant to cover all Excel’s features or to treat them in any depth. This guide may jog your memory about a feature or two you might have used and then forgotten or introduce you to something new in Excel that you’d like to explore further. If you’re not already familiar with a feature described here and you think it might be useful to you, I hope you’ll consult Excel’s online help or a good reference guide for a complete description. Examples are drawn from Excel 97 but generally also apply to the 2000 version. Paula Ecklund Spring 2000
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Contents Page I. Workbook Organization The workspace .................................................................................................................. 1 The document window ................................................................................................... 2 Toolbars ............................................................................................................................. 3 Worksheet tabs: adding, deleting, naming, reordering ............................................. 4 Copying and moving worksheets ................................................................................. 5 Configuring the Excel environment to suit you .......................................................... 6 II. Data Entry & Edit Determining the Enter key order of movement .......................................................... 7 The formula bar ................................................................................................................ 8 Formats and when to apply them ................................................................................. 9 Fill and Extend .................................................................................................................. 10 Why name cells & ranges? .............................................................................................. 12 Validation .......................................................................................................................... 13 Special copying ................................................................................................................. 14 Transposition .................................................................................................................... 15 III. Getting Basic Information The status bar .................................................................................................................... 16 The title bar ....................................................................................................................... 17 Online help ........................................................................................................................ 18 Go to particular objects or types .................................................................................... 19 IV. Arranging & Viewing the Worksheet Adding & deleting rows & columns ............................................................................. 20 One- and two-way splits ................................................................................................. 21 Viewing multiple windows (& moving between them) ............................................ 22 Moving & selecting: power keyboard techniques ...................................................... 23 Zoom .................................................................................................................................. 24 Custom views ................................................................................................................... 25 Combining views & scenarios: the Report Manager .................................................. 26
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V. Calculations Recommendations ............................................................................................................ 27 Copying formulas: Relative & absolute addressing ................................................... 28 Using built-in functions .................................................................................................. 31 Analysis Toolbox .............................................................................................................. 33 Referencing across sheets or books ............................................................................... 35 VI. Debugging Testing your model (with small numbers) .................................................................. 37 Audit features ................................................................................................................... 38 Handling error values ..................................................................................................... 39 VII. Data Management Essentials Sort ...................................................................................................................................... 40 AutoFilter .......................................................................................................................... 41 Subtotal .............................................................................................................................. 42 Outline ............................................................................................................................... 43 Data Table .......................................................................................................................... 44 Pivot Table ......................................................................................................................... 46 VIII. Documenting Adding comments to cells .............................................................................................. 49 IX. Format Tips Row & column autofit ..................................................................................................... 51 Autoformat ........................................................................................................................ 52 The formatting toolbar: highlights ................................................................................ 54 Conditional ........................................................................................................................ 56 The drawing toolbar ........................................................................................................ 57 Styles: changing & creating (within a workbook) ...................................................... 58 X. Charting Basics ....................................................................................................................... 59
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XI. Printing Basics Fit to page .......................................................................................................................... 63 Headers & footers ............................................................................................................ 64 Printing part of a worksheet ........................................................................................... 65 XII. Other Resources .................................................................................................................. 66
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Workbook Organization 1 I. Workbook Organization ü The Workspace Excel’s workspace is the window that holds the Excel menus, toolbars, status area, and workbook documents. You can have more than one workbook open at the same time. You can have more than one view of the same worksheet document visible at the same time. Use Window, New Window to get a second worksheet view. Use Window, Arrange, Tile to see multiple sheets or books at the same time.
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Workbook Organization 2 ü The Document Window A workbook may be displayed in a document window within the Excel workspace. A document window is distinct from the workspace window, as in the illustration below. Here, both the workspace window and the document window have their own unique title bar.
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