When creating ranges of formulas that you want to copy down, you sometimes have a trade off in the use of fixed and relative references. If you need to create a relative reference that acts like a fixed reference you can use a trick.
Copy Across Shortcut
In the structure below let’s assume you want to copy the SUM formula from cell B5 to cell C5.
Obviously you could use copy and paste, but that would require a few keyboard presses or mouse clicks.
Given that we already have cell C5 selected we can use
Ctrl + Shift + >
This copies whatever is in the cell on the left to the current cell.
Excel has a shortcut that allows you to follow a link to its source but it has a limitation find out how to get around that limitation.
When data is imported into Excel sometimes the values come in as text rather than values. Most functions can’t perform any calculations with text numbers, but one can. See how easy it is to add up text values.
Word tip – increase font size
I recently found this keyboard shortcut for MS Word to increase the font size of the selected word(s).
To reduce the font size use
Formatted Tables are great but there is an issue when it comes to copying formula that use the table names (Structured References). There are two techniques that cope with this limitation.
A drop down list in Excel can help speed up data input and ensure the user has entered a valid entry. If you have only a few choices, creating the drop down can be a quick process.
Converting multiple text numbers into real numbers or reversing the sign on multiple numbers is easy in Excel if you know how to use Paste Special.
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.
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.
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.
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)
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.
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.