Data Validation Shortcut

I typically use the shortcut Alt A V V pressed in sequence (not held down) to open the Data Validation dialog.

I like it because you can do it one-handed. The A and V are close together.

There is another shortcut that works the same. Again, pressed in sequence and not held down. Alt D L

Use the one that is easiest for you.

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Pivot Table Shortcuts

Here’s a couple of useful keyboard shortcuts for Pivot Tables.

Display/Hide the Pivot Table Field List – this list lets you create or change the Pivot Table.

Alt J T L  – pressed in sequence, not held down.

 

To add Subtotals above the entries in an existing Pivot Table.

Alt J Y T T – again pressed in sequence, not held down.

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One Minute to Excel #10 – Create a Pivot Table

It is easy

Note sure why, but Pivot Tables are often seen a “hard” or “advanced”.

In the short video we see how easy they are.

Oops – I go over my one minute time limit by a few seconds because I format the Pivot Table as well.

Expand the Formula Bar

The Formula Bar can be expanded using the icon on the end. But there is a keyboard shortcut as well.

You can expand it or return it to one line using the keyboard shortcut Ctrl + Shift + U.

Thanks to Excel MVP Tom Urtis for sharing this shortcut recently on LinkedIn.

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One Minute to Excel #9 – Drop down list in a cell

Three techniques

This short video covers different ways to insert a drop down list into a cell.

I go over my one minute time limit by a couple of seconds, but I do cover three techniques.

One Minute to Excel #4 – Copy Anything

Mouse and keyboard combined

Copying is a common task in Excel. This technique applies to most things in Excel form cells and range to charts, images and sheets.

It also works in Word and PowerPoint.

Have you used the mouse and keyboard together? It is time to start.

Let’s go.

New Task Pane Icons

Seems new icons have been added in the right of screen to allow you to switch easily between Task Panes in a recent upgrade.

This is in the subscription version of Excel.

Power Query shortcut for Adults

The shortcut to display the Queries & Connections Task Pane is easy to remember. It is Adults Only!

To display or hide the Queries & Connections Task Pane you use. These keys are pressed in sequence, not held down.

So only adults allowed in Power Query.

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Windows Clipboard

Did you know you can accumulate copied entries in the Windows clipboard?

The default setting is to only have the last thing you copied, but a setting change can give you access to multiple items to paste.

You can also pin items to the clipboard to keep them there.

To change the setting.

Click the Windows button and choose the Settings icon

The select System.

Then select Clipboard (bottom left) and change the Clipboard History to On – done.

 

If you copy multiple items you can press the Windows key and V to access what’s on the clipboard.

Then you can click the top right elipse icon to Pin the item to the clipboard.

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Restart a Pivot Table in one go

If you want to clear all the fields from a Pivot Table you can use the clear all option.

On the PivotTable Analyze or Analyze tab click the Clear drop down and select Clear All.

 

This removes all the fields and allows you to start again from scratch.

Linking text boxes

A trick to allow copying between sheets

Linking to a text box in a sheet is straightforward, unless you want to copy that linked text box to another sheet and retain the link. Here is how you do it.

Standard Technique

To link to a text box you click the text box and then click in the Formula Bar and press = and then click the cell to link to and press Enter.

This works OK on the sheet but if you copy the text box to another sheet it links to the same cell in the other sheet. If that’s what you want, great. If it isn’t then you need to use this technique.

Text box copy technique

Click the text box click in the Formula Bar and press = then instead of clicking on the current sheet click on another sheet tab and click a cell in another sheet then return to the current sheet and then click the cell you actually want to link to and press Enter.

By doing it this way the sheet name is included in the link and that ensures the link is kept when you copy the text box to another sheet.

You could also manually type the sheet name into the Formula Bar, but using the mouse is much easier.

Fix dd.mm.yy date format

On a recent Webinar I was asked a question about an unusual date structure that was imported. The structure dd.mm.yy was not recognised by Excel as a date. Here is formula that fixes it.

Below is an example of the date issue.

The formula in cell B2 is

=SUBSTITUTE(A2,".","/")*1

As you can see the dates in column A are left aligned. That is a clue that they are not recognised as dates in Excel. Dates are right aligned.

The SUBSTITUTE function replaces the full stop between the numerals with a / and makes it look like a date.

This isn’t sufficient as the SUBSTITUTE function will return text. The *1 at the end converts the text date in to a real date that Excel recognises.

Note: Power Query can also automatically fix dates like these when it imports data.