There is an easy technique to copy a single formula and paste it without affecting relative references but what if you wanted to paste lots of formulas?
Many people know that you can select the whole sheet with Ctrl + A but there are lots of other selections it can perform.
Here’s another way to create a Step Chart. This one is quicker. I wrote previously about using a scatter plot and error bars but it required a lot of chart changes. This one hacks a line chart and requires no chart changes.
If your sheet has a lot of colour and you want to print it on a black laser printer, one of the Page Setup options can improve the print.
On the Sheet tab of the Page Setup dialog there is a Black And White option – see image below.
This removes all the colour and prints in black only,
You can access the Page Setup dialog from the Page Layout tab. Click the small arrow on the bottom right of the Page Setup section.
Let’s say you have a filtered list and in each of the filtered cells you want to enter a sequential number, but in the hidden rows you don’t want to enter anything. There is a way, but it takes a few steps.
Data entry and calculating
In some large models Excel may calculate for a few seconds after you make an entry.
In most cases you don’t have to wait for Excel to finish calculating before you make your next entry.
Type your entries as fast as you like. Excel will finish calculating once you are done.
When you only want to copy the visible cells Excel has a special option that allows you to select visible cells only before copying. But there a way to make that the default option.
When you create a checkbox you need to link it to a cell on a sheet to be able to use its result. The user could overwrite that linked cell with a value or text and affect formulas that are using the checkbox linked cell. You can add a validation to make sure the linked cell only contains TRUE or FALSE.
Have you tried using different line colours in Excel? I’ve been experimenting with using grey lines instead of the default thin black lines when formatting reports.
Gauge charts are not a standard chart in Excel and are quite complex to create. Gauge charts should be avoided for dashboards.
My free Excel webinar for June 2018 covered Copy and Paste Tips and Tricks. Download the materials using the button below and watch the video.
The session focuses on the Paste Special dialog plus a little known pasting feature that is great for dashboards.
It covers the hows and whys of
- Paste Values, Paste Formulas, Paste Formats
- Converting negative to positives
- Fixing Text numbers in-situ
- Applying a Factor to a range
- Paste Link – how and why to use it
- Transpose (switching rows to columns and visa-versa)
- Paste Picture Link (great for dashboards)
The session includes lots of keyboard shortcuts. As always, I shared a few other tips during the session.
It is common knowledge (or it should be) that running a macro clears the undo list. In general you can’t undo a macro. However some macros also clear the clipboard which can stop you copying and pasting. I have found a workaround for the clipboard problem.
Over the years I have had many requests to help people insert blank rows between entries is a list. Apparently it is for an input routine that requires blanks. My normal solution is a macro because it automates the process, but there is a manual technique that is quick and easy.
Show all comments
Cell comments are useful for instructions and documentation.
If you want to make all the comments on a sheet visible, use Alt v c pressed in sequence, not held down.
Once visible this shortcut also hides all the comments in one go.
This is an old Excel 2003 shortcut that still works.
How do you know if a cell is locked in Excel? There is an easy was to find out. And it also makes it easier to lock or unlock the cell.
Name Box and Macros
I have found out yet another feature of the Name Box.
The Name Box is on the left of the Formula Bar and above the column letters – see image below.
During a recent macro webinar I tried to create a new range name called Test using the Name Box.
But I also has already created a macro called Test as part of the training.
As soon as I pressed Enter after typing Test into the Name Box to create the Test range name, I was magically transported to the VBA window to the Test macro – Wow!
This means you can’t create a range name in the Name Box that is the same as a macro name.
You have to use the Define name icon on the Formulas tab to do that.
Easy Financial Year Formula
To get the Australian financial year from a date you usually use an IF function based on the month number.
I recently learned a new hack from Matt Allington of Exceleratorbi.
You can add 184 to the date and then use the YEAR function. See table and formulas below.
The formula in cell B2 is
The formula in cell C2 is
Both formulas have been copied down.
A simple solution to a frustrating issue. Thanks Matt.
Grouping is a powerful feature in PivotTable reports but sometimes Excel won’t let you apply grouping. There are a few reasons for this.
In Excel it is quite common to test a cell for either a zero or a blank. If either of these two entries are found then you do a particular calculation. There is an easy way to handle this.