Nderground Xcel IPS: by John Franco Founder
Nderground Xcel IPS: by John Franco Founder
Nderground Xcel IPS: by John Franco Founder
VOL 1
A Simple Productivity Booster may save the day Tips are Always Welcome
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TOC
TOC .............................................................................................. 3 Introduction ................................................................................... 5 How much does this eBook cost to you? ............................................. 6 1. Jump to a Target Cell in Two Ways (without Manually Shifting Sheets/without Scrolling) ................................................................. 7 2. Get Oriented about Meaning of Named Ranges as You Write Formulas (Excel 2007) ................................................................................. 10 3. 4. Find/Replace/Select Similar Format Cells ..................................... 12 Sum Numbers-Stored-as-Texts .................................................. 14
5. Copy Formulas Down Automatically in Calculated Columns (Excel 2007) .......................................................................................... 15 6. Convert a Number/Date-Stored-as-Text to Number/Date before LOOKUP ....................................................................................... 17 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. Avoid Array Formulas by Using Helper Columns ............................ 18 Use Hidden Constants in Calculated Columns ............................... 20 Add Comments Inside Formulas ................................................. 22 Clean Text before LOOKUP ...................................................... 23 Use Named Ranges for Printing, Formatting and More ................. 24 Get Rid of Messy Columns before Loading a Csv File ................... 26 Filter by the Selected Cell ....................................................... 28 Highlight Duplicates Cells in a Flash (Excel 2007) ....................... 30 Deselect Hidden Cells ............................................................. 32 Build A Logical Formula without Logical Functions ....................... 34 Highlight Unique Cells in a Flash (Excel 2007) ............................ 35 Convert Number-Stored-as-Texts To Numbers ........................... 37 3 | Page
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21 Underground Excel Tips Volume 1 19. Sum/Count/Average only Visible Rows with SUBTOTAL Function ... 38
20. Check VLOOKUP Formula for #NA Error without Slowing Down Computations (Excel 2007) ............................................................. 40 21. Debugging shortcut ................................................................ 41
What Readers Say about Excel-Spreadsheet-Authors.com ................. 42 Excel Resources ............................................................................ 44 About John ................................................................................... 45
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Introduction
What is the power behind Tips? A tip does not require significant effort to learn and give you a boost in your productivity in some way. Additionally, an Excel Tip is perceived to be the quickest/unique way to do a thing. Here you have a list of some pros Save time by performing a given action in less time (less keystrokes, less manual work, etc)
July 15, 2009 "Hi John... you have very good content here. I am subscribing to your blog for my daily reading list." Chandoo, Pointy Haired Dilbert
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Help you connect gaps that open doors to more knowledge Grow your enthusiast for Excel so you keep more productive (action causes inspiration) Reuse the knowledge you already possess in different ways Learn a Tip in a flash and get results immediately in your work Get instant reward because its instant application nature Perform an action you didnt imagine possible Reuse Tips along time in all circumstances
Tips are workload relievers; for example, compare dragging the mouse slightly to resize column width with resizing width immediately by double clicking on the border of the column header. Even better; compare doing it individually to doing it massively by selecting and double clicking multiple columns. This eBook is a collection of 21 Tips not so exploited but very useful. Apply them and feel enthusiastic each time your productivity is boosted. If you are eager for more try these 101 Addictive Tips.
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1. Jump to a Target Cell in Two Ways (without Manually Shifting Sheets/without Scrolling)
Imagine you are working between two sheets, here is the situation: You Shift between worksheets (you may need to use the horizontal arrows to move across sheet tabs) Scroll (vertically, horizontally) to the desired cell Check something, write a Formula or edit the content of the cell Return to previous cell in the previous sheet. All would be ok but the screen is not where you want, you need to do a finding-cell work each time you move intuitively across your spreadsheet
Imagine an Excel Tip that allows you to jump to the target cell instead of scrolling and shifting sheets. No, you dont need to use Named Ranges for each set of cells worth visiting. Heres how to navigate between sheets and books very easily Method 1: Jump to target cell with Go to dialog (F5):
How to
1. Select the cell at which you want to return, for example A1 2. Press F5 to launch the Go to dialog 3. Type the desired cell reference in Reference: box to jump to it; for example B35 4. You have marked A1 in the Go to pane for the current session 5. Press F5 from anywhere and double click on the desired cell that is already listed on the pane
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Step 5
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21 Underground Excel Tips Volume 1 Method 2: Jump to target cell with Watch Window dialog: Watch window allows you to debug Formulas; its main use is to see the impact of dependent cells on the watched ones. You can use it also to navigate between sheets and books, heres how
How to
1. Launch the Watch window dialog. Excel 2007 users: go to Formulas>Formula Auditing>Watch Window. Excel 2003 users: go to Tools>Formula Auditing>Show Watch Window 2. Place at the target cell you want to mark 3. Press Add watch 4. Jump to any cell from the watch window by simply double clicking on it (in the Watch Window pane)
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2. Get Oriented about Meaning of Named Ranges as You Write Formulas (Excel 2007)
Constants and names (Named Ranges) had been subjectively defined in previous versions of Excel; now you can set the meaning explicitly and read this description as you write Formulas. How do you do this? It is very easy: define the name and introduce a description. Formula Autocomplete will show the message at the cell or Formula bar while you write. Heres how First you need to define a name with a description, proceed this way
How to
1. Go to Formulas>Defined names>Define name 2. Enter the named range Name: 3. Set the Scope: 4. Write the Comment 5. Specify the reference or value in the Refers to: box 6. Ok
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21 Underground Excel Tips Volume 1 To get the description as you write you just need to start writing a Formula at any cell or at the Formula bar, Formula Autocomplete will assist you. See graphic below
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How to
1. Press CTRL + F 2. Press Options>> 3. Click the arrow to the right of Format button (located at the right of the Find what: text box) 4. Select Choose Format From Cell (you can do it manually by using Format option instead) 5. Select the cell with the target format to select. The format is previewed at the right of Find what: text box 6. Press Find All. All the cells with the selected format are shown in the pane 7. Pick cells individually or press CTRL to select more than one to do the required action: replace, find, etc Step 4
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Important notice Dont forget to select clear Find Format to be able to use find/replace command the next time. Amaze yourself ... and others with Excel Tips
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4. Sum Numbers-Stored-as-Texts
SUM function does not convert numbers-stored-as-texts to numbers. See graphic below A3 is 1 stored as text The Formula in A4 is =SUM(A1:A3) The result is 2 (A3 was not considered)
Now, see the result of the Formula C4, it is correct. How do you do it? Heres how
How to
1. Write the Formula in C4: = F1+F2+F3 instead of =SUM(F1:F3)
Avoid mistakes Dont use long Formulas like: =A1+A2+A3+A4+ Use this tip for check SUM Formulas only. Read: Excel SUM Problems to Be Aware of When You Use this Common Function Get a career boost by nurturing your Excel Skills. Learn how to write smarter Formulas, how to build simpler spreadsheets. Gain knowledge and techniques you can implement immediately. Subscribe to Newsletter monthly free Holistic Spreadsheet
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Copying Formulas down in a table presents two main problems: It is tedious to drag the Formula, especially in tables with hundreds/thousands of rows (you can double click fill handle to automatically fill Formulas down but they stop at blanks or you may forget to do it) It is difficult to remember you need to copy a modified Formula to the entire column
A calculated column with an undetected orphan Formula in the middle is the worst thing. Fortunately, Excel 2007 offers a Formula auto filling option. Proceed this way
How to
1. Activate options Formula auto fill. Go to Office Button>Excel Options>Proofing>Autocorrect Options>Autoformat As You Type>Fill Formulas in tables to create calculated columns (this option is activated by default) 2. Convert the range into a table (CTRL+T) 3. Write the Formula in the calculated column 4. Enter (Excel 2007 automatically fill up/down the Formula to the entire column)
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How to
1. Write VLOOKUP Formula 2. Add 0 to the lookup_value argument this way: =VLOOKUP(A2+0 3. Complete the Formula: =VLOOKUP(A2+0,Haystack!$A$2:$C$12,2,0)
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Well, where do you use Array Formulas most? You use AF when you need to create multiple versions of SUMIF, COUNTIF, and VLOOKUP. These functions have something in common, they cannot evaluate conditions like: between, and, or, etc. See their syntaxes below and recognize the unique-criteria-arguments (bold ones) that will contain a value that represents multiple criteria, for example: ChicagoSusan Wilson, TRUE, FALSE, etc.
SUMIF(range,criteria,sum_range) COUNTIF(range,criteria)
VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)
Hopefully Excel 2007 added SUMIFS, COUNTIS functions that eradicate this old problem. But Array Formulas are still needed for example to create VLOOKUP multiple, VLOOKUP case sensitive, etc. Heres how to set a HC for multiple VLOOKUP
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How to
At the Backend 1. Add a column to the left 2. Write a Formula that evaluates conditions in two or more columns. Use: CONCATENATE, &, IF, AND, OR, a combination of them. For this case: =CONCATENATE(B2,C2) At the Frontend 3. The Formula is done: =VLOOKUP(CONCATENATE(Susan Wilson,1526),Heystack!$A$2:$F$12,6,0) you can use "Susan Wilson"&"1526" for the lookup_value too
Step 1, 2
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How to
1. Go to Formulas>Defined names>Define name 2. Specify the Name (without spaces) 3. Set the Scope: Workbook or on a Sheet basis 4. Specify the value of the constant in Refers to: 5. Ok
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21 Underground Excel Tips Volume 1 After that, insert the constant by using Paste name dialog (F3) or through Formula Autocomplete. Read the article: Excel Formulas - How to Store Constants in a Central Location with Excel Names
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This method could be better than Cell Comments because the notes remain inside the Formula and can be seen while debugging.
How to
1. Go to the end of any given Formula. For example: =SUBTOTAL(109,A1:A13) 2. Sum the note: + N("Quarter 4 not included"). Essentially you are adding 0 to a Formula 3. Enter. Your Formula will be something like this: =SUBTOTAL(109,A1:A13)+N("Quarter 4 not included")
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10.
Texts are the most common lookup data in Excel, sometimes you receive a #N/A error due to non-matching values; use this tip when the problem is at the frontend.
How to
1. Write the VLOOKUP Formula and specify the lookup_value 2. Delete leading/trailing/inter-word spaces with TRIM function: TRIM(A2). Clean remaining non-printing characters with CLEAN function. CLEAN(TRIM(A2)) 3. Complete the Formula: =VLOOKUP(CLEAN(TRIM(A2)),G5:H28,4,0). 4. Enter
Tip compiled from: 29 Excel Formula Tips for all Occasions [and proof that PHD readers truly rock]
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11.
How to
1. Select the range to name 2. Go to Name box at the left of the Formula Bar 3. Specify the Name (without spaces) 4. Enter
How to
1. Select cells by going to Name Box and choose the name from the list 2. Go to Page Layout>Print Area>Set Print Area 3. Click
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12.
a Csv File
Third party software reports usually come with unnecessary data for your analysis. Choose the needed fields only if you are in control of the exporting process; on the other hand, if you have a txt file already in your hands, heres a way to diminish the amount of post-importing-manual-work
How to
1. Use Text to columns wizard. For Excel 2003 users go to Data>Text to columns. For Excel 2007 users go to Data>Data Tools>Text to columns 2. Split your column with any of the two methods (step 1/3) Delimited or Fixed width 3. Select the columns you want to skip (step 3/3) 4. Select Do not import column (skip) option (step 3/3) 5. Click Finish
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13.
Excel 2007 added the feature to filter table fields by the selected cell. What does this mean? Focus on analyzing data instead of defining filter criteria each time. This quick filter method is ideal for selecting categories, for example: cities, products, subjects, suppliers, etc. You can filter by: Cell's value Cell's color Cells font color Cell's icon
How to
1. Select the cell on which you want to apply the filter or right click directly on it 2. Go to: Filter>Filter by Selected Cells value 3. Click
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14.
2007)
The Remove Duplicates command does not offer a step by step wizard so you can decide which data to delete. Decide yourself which duplicates need to be deleted or which need special treatment. It is very easy
How to
1. Go to Home>Styles>Conditional formatting>Highlight Cells Rules>Duplicate values 2. Choose Duplicate and Define the format: predefined or custom 3. Ok
Step 1
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Done
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15.
Pasting unwanted hidden cells is a well-known problem in Excel. You usually copy 4 rows and paste 6 rows because 2 were hidden. This does not occur when rows are hidden as a result of Filter command. If your case is the first outline above, here is a solution
How to
1. Select the range that contains hidden rows/columns 2. Launch Go to dialog (F5) 3. Press Special 4. Choose Visible cells only 5. Ok
You can now: Copy and paste cells Get subtotals about the visible cells at the Status Bar
Step 1
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16.
Functions
This is a handy way to evaluate simple conditions: equals to, does not equal to, less than, greater than, etc. you can use this tip in: Helper columns Ad Hoc calculations (take care of ad hoc Formulas, read: Excel Formula - 7 Critical Reasons to Avoid Hard Coded Numbers) Formulas And more
How to
1. Press = in a any given cell 2. Use logical operators to evaluate the desired condition: =, <, >, <=, >=. You can compare cell references (=A1=B1), hard coded values (=A1>1000), result of other Formulas (=VLOOKUP()=Susan) 3. Enter. The Formula will retrieve TRUE or FALSE
Example 2 using functions =VLOOKUP(F2,$L$2:$M$3,2,0)>G2 Dramatically Boost Your Productivity in Excel with 101 Tips
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17.
2007)
Unique records are useful when you need to know: Unique categories How many unique customer place an order How many suspects appear once in the Police list And more
It is very easy
How to
1. Go to Home>Styles>Conditional formatting>Highlight Cells Rules>Duplicate values 2. Choose Unique and Define the format: predefined or custom 3. Ok Step 1
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Done
Learn the solutions to 101 common problems that Excel users face
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18.
Convert Number-Stored-as-Texts To
Numbers
Numbers stored as texts are threads to your work, you know: Lower SUM result #N/A error because non-matching values in VLOOKUP/HLOOKUP/MATCH Wrong Filter/Sort results And more
How to
1. Select any empty cell 2. Copy this cell (essentially putting a zero on the clipboard) 3. Highlight the cells with numbers-stored-as-text 4. Go to Paste Special (CTRL+ALT+V)>Add 5. Ok About this tip: I use this method, but then Bob Umlas pointed out that this method is a few keystrokes shorter Bill Jellen MrExcel.com Get a career boost by nurturing your Excel Skills. Learn how to write smarter Formulas, how to build simpler spreadsheets. Gain knowledge and techniques you can implement immediately. Subscribe to Newsletter monthly free Holistic Spreadsheet
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19.
SUBTOTAL Function
Hidden rows are not excluded in SUM/COUNT/AVERAGE/MAX/MIN functions; what does this mean? Your results may appear greater, distorted, etc. See result of B8 Formula =SUM(B2:B7); it is 78,921 instead of 54,521
How to avoid this situation? Use SUBTOTAL function Excel 2007 users
How to
1. Write SUBTOTAL function 2. Specify function_num as 109. 101 to 111 options ignore values of rows hidden by the Hide Rows Command. 3. Complete the Formula: =SUBTOTAL(109,B2:B7) 4. Enter
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How to
1. Write SUBTOTAL function 2. Specify function_num as 9, 1 to 11 options will ignore any hidden rows 3. Complete the Formula: =SUBTOTAL(9,B2:B7) 4. Enter
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20.
How to
1. Embed the VLOOKUP Formula into an IFERROR function. The syntax is IFERROR(value,value_if_error). The Formula is done: =IFERROR(VLOOKUP(A2,$H$18:$I$21,2,FALSE),"Not Found") 2. Enter
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21.
Debugging shortcut
Well, the list ended here. Picking Great tips is Like Panning for Gold. It Takes a Lot of Time and Patience. If you are eager for more, you can have 101 Amazing Time-Saving Tips in your hands in just a few minutes from now! Lets see the 21th Tip See all Formulas at once on the screen instead of pressing F2 in each cell or moving your eyeballs up and down between Cells and Formula Bar.
How to
1. CTRL + ` (single left quotation mark)
Showing results
Showing Formulas
You can also do it this way: Excel 2007 users: go to Office Button>Advanced>Display options for this worksheet:>Show Formulas in cells instead of their calculated results. Excel 2003 users: go to Tools>Options>View>Formulas Get a career boost by nurturing your Excel Skills. Learn how to write smarter Formulas, how to build simpler spreadsheets. Gain knowledge and techniques you can implement immediately. Subscribe to Newsletter monthly free Holistic Spreadsheet
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July 15, 2009 "Hi John... you have very good content here. I am subscribing to your blog for my daily reading list." Chandoo, Pointy Haired Dilbert
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See more testimonials
Posted on June 19, 2009 in the LinkedIn group Microsoft Excel Users. For the article: SUMIF Multiple 7 Ways to Sum Values Based on Multiple Criteria "This is an excellent article. I have dealt with the exact issues mentioned here and had not considered many of the options mentioned. I am truly interested to discover what other suggestions and ideas the author may be able to share." Robert Parker Project Manager at LeTourneau Technologies Longview, Texas Area
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Excel Resources
Forums http://www.mrexcel.com/forum/index.php http://www.excelforum.com http://www.eng-tips.com/ http://www.allexperts.com/el/Excel/ http://www.tek-tips.com/ Articles, Blogs, Tips and more http://www.mrexcel.com/ http://www.chandoo.org/wp/ http://www.blog.contextures.com/ http://www.blogs.msdn.com/ www.cpearson.com/ www.contextures.com/ http://www.spreadsheetpage.com/ http://www.exceluser.com/ http://www.mvps.org/links.html#Excel http://www.ozgrid.com/ http://www.exceltip.com/
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About John
John Franco is native of Ecuador, he is a Civil Engineer and a bachelor in Applied Linguistics with focus on creating systems for work, his long term objective in life is helping others to put their ideas into world. His first entrepreneurial initiative is the web site http://www.excel-spreadsheet-authors.com/; which is dedicated to mid/advanced Excel users so they can polish their skills to reach higher productivity and clarity. He quitted his job after having worked for 7 years for Norberto Odebrecht Construction Company (the 44th largest construction contracting firm from around the world according to Engineering News Record 2008).
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