I have previously posted about using CutePDF to create pdfs from Excel sheets. There is another way, but it takes a few clicks and it only works in Excel 2010 and later versions. (It may work in Excel 2007 but I have taken that version off my PC so I can’t test it.)
Close All Icon
If you have a lot of files open and you want to close them all and still leave Excel open you can add this icon to the Quick Access toolbar.
See this post if you are not sure about using the Quick Access Toolbar.
Do you use the “Filter by Selected Cell’s Value” option? If you do then you will be pleased to know there is a Quick Access Toolbar icon that applies it in one click.
This Excel keyboard shortcut is powerful, but it has a few quirks you need to be aware of. Its quick to use because the A and Ctrl keys are so close together.
Pasting a Filtered List in a Formatted Table
I have been recently working with some very large (500,000+ rows) tables. As part of the process I had to filter one Formatted Table, copy it and then paste it in another Formatted Table. Excel would sit there processing for a long time – but I found a technique to speed up the process.
After you copy the filtered list, simply paste it in a blank sheet. This is virtually instantaneous. Then copy that interim list and paste in the other Formatted Table – again almost instantaneous. Two quick pastes is a lot quicker than paste and wait.
In case you didn’t know, when you copy a filtered list, you only copy the visible cells – the filtered ones. The hidden cells are omitted from the copy.
So if you are experiencing delays in the pasting of a filtered list, just use an interim paste and then another copy to speed up your copy and paste.
For more information on Formatted Tables, check out the links below.
Inserting Data into Formatted Tables
I was recently working with a large Formatted Table in excess of 100,000 rows with Power Query.
I was copying in new data to a temporary workings table and then manipulating it with Power Query to get the required output. The data was varying lengths. I found that if you pasted data into a Formatted Table that was a lot longer than the Formatted Table it can take a long time for Excel to process the paste (I am talking tens of thousands of extra rows).
To get around this delay I found that if you first expanded the Formatted Table using Insert Rows, the paste was virtually instantaneous. Inserting the extra rows was also very quick.
So if your Table has sufficient rows the paste is quick, if Excel needs to expand the table to fit the new data, it can be slow for large data sets. Make sure you insert sufficient blank rows to speed up the paste.
You can learn more about Formatted Tables at the two blog posts below. I have also covered the topic in numerous free webinars.
Sheet Protection – No password
When you protect a sheet with a password, you must make a note of the password, otherwise you create problems for yourself.
Did you know you don’t have to supply a password?
To apply sheet protection, right click the sheet tab and choose Protect Sheet.
When the Protect Sheet dialog displays just press Enter or click OK.
This protects the sheet with no password.
This stops accidental changes and you can easily unprotect the sheet to make changes.
You can right click the sheet tab to unprotect as well.
I had a question on another post on how to convert Nov 21, 2014 into a date Excel recognises. The solution involves six functions working together.
If you need to convert a number into a text number within a formula there are a couple of ways to achieve this, but one way is a lot easier.
Let’s say you have a table of codes and every month there are a few you want to check out. You could use a VLOOKUP to extract all the details for each code, but let’s say you want to view the codes in the table.
Excel 2013 added the Data Model to Excel.
The Relationships option (Data ribbon) is part of that model. It allows you to create relationships between tables so that you can use a PivotTable to report on multiple tables.
See my December 2016 INTHEBLACK article for an example.
The keyboard shortcut to create or edit, a Relationship is easy to remember – it is
Alt a a
Pressed in sequence, not held down.
Pasting Charts in Word and PowerPoint
When you paste Excel charts into Word or PowerPoint you may also be pasting all the underlying data that created the chart.
To get around that problem, you can use the Copy as Picture option.
This option is on a drop down on the Copy button on the Home ribbon – see image below.
You have a few options to choose from on what and how to copy.
This treats the chart as a graphic, which breaks any links to the underlying data. It also makes it much easier to re-size the chart when you paste it in the destination document.
It is not dynamic at all – it is a point in time capture.
There are times in Excel when you want to see as much of the Excel grid as possible. You may be reviewing or presenting a dashboard or looking at a large PivotTable. Excel has a Full Screen mode that shows just the grid and the sheet tabs.
Format part of a text string
Many people don’t know that you can format part of a text string in a cell.
This can be useful if you want to highlight, or emphasis, a particular word or phrase in a text string.
You can double click a word in the Formula Bar or while editing in a cell and a small menu pops up – see image below.
The options are reasonably limited, but you can use Bold or Italic, change the font; the font size and font colour – see examples below.