Hyperlinks are a great way to navigate around complex spreadsheets. Most times when you create a hyperlink you link to a single cell within the sheet. In some cases there is a good reason to link to a range.
Over the years I have had many requests to help people insert blank rows between entries is a list. Apparently there is an import routine that requires it. My normal solution is a macro because it automates the whole process but there is a manual technique that is quick and easy.
Why would you purposely open a file as read-only? If you regularly open files from last month and then save them as this months’ version then read-only is your friend – see how.
PDF and Power BI
Looks like Power BI will soon be able to extract data from tables in PDF documents.
Great to see requests being acted on.
I recently helped a client reduce the size of an Excel file. The file took a while to save which was frustrating and time consuming. I thought I would share this reasonably easy solution.
If you want to filter by blanks across multiple columns the standard Filter feature can’t help you. You can use the Advanced Filter but that takes time to set up and most users don’t know how to use Advanced Filter.
Make your headings bold.
This tip applies to tables and to the structures you use for charts.
Excel looks for the bold format when it reviews tables and layouts to figure out if your table has a headings row.
You can use Ctrl + Shift + L to add or remove the filter icons to a data table. There is also an icon on Data ribbon tab.
This will work more reliably if the headings are bold.
I use the following keyboard combination on the top left corner of the table.
Ctrl + Shift + right arrow (this selects all the headings)
Ctrl + b (this applies bold to the headings)
Ctrl + Shift + L (to turn on filters)
This combination can be done very quickly.
You can just use Ctrl + Shift + L within the table, but sometimes this applies the filter to the wrong row.
I have found a keyboard shortcut combination to one on my favourite right click options and its quicker to use.
Unfortunately lots of people use the Merge & Center format in their spreadsheets. When working with other people’s files that contain Merged cells I will often remove the Merged cells format and apply Center Across Selection which is the preferred format to use. The macro below will convert Merged cells to Center Across Selection.
Press Enter and Stay in Current Cell
A trick to stay in the cell you are editing is to hold the Ctrl key down when you press Enter.
You Can Undo After You Save
I am amazed how few people know this.
Way back in Office 2007 Microsoft changed the Undo List so that it is NOT cleared whenever you save a file.
You can use Ctrl + z or the Undo icon to undo things you did before you saved the file.
If you close the file that obviously clears the Undo List.
Please let people know this as I find so many people in my training sessions do not know things have changed since Office 2003.
This applies to all MS Office apps.
Clear Borders In Excel
If you need to clear all the borders from a selected range use
Ctrl + Shift + _ (underline)
Are you trying to get your head around Filter context in DAX? I watched a video from the sqlbi.com guys and it explained it well. I thought I could add an Excel flavour to it.
Make Excel VBA Pause
Sometimes when running a macro you need to make sure Excel has had time to do something before progressing.
This is typically in large models were it can take time (a few seconds) to do a specific task eg removing a filter or updating an external data source.
You can pause a macro to allow Excel to do something by using the Wait command.
Application.Wait (Now + TimeValue("0:00:02"))
The above code will pause the macro for 2 seconds.
There are a couple of techniques to automate a unique list of items in Excel. I have covered them in previous blog posts (see links below). I thought I would describe how to use Power Query to create a dynamic unique list.
What is the best layout when working with months/quarters/half years and full years? There are a few common structures. I prefer the one that lets you create single formulas that can be quickly copied across and down with as few copies as possible.
Ctrl + Alt + F5 Not Working
The keyboard shortcut to Refresh All in Excel is
This refreshes all the data connections in the file in one step.
The problem is that on some systems (like mine) this conflicts with an Intel Graphics hot key.
To turn off the graphics hotkeys right click the Desktop and choose Graphics Options, then Hot Keys then Disable. See below.
Big thanks to StackOverflow for covering this issue – link below.
I was working on a project for a client and receiving multiple files. Some of the sheets had hidden rows or columns. I realised there is no easy way to find out if a sheet has hidden rows or columns, so I wrote a macro.