Excel Tutorial: Named Ranges

When referencing data in larger Excel spreadsheets, it can often lead to incorrect results because of errors when selecting data. To avoid this, use Excel Named Ranges.

Here's a quick video to do just that.

It's really quite simple.

Excel Essentials: Tutorial for Beginners Now Open

I'm excited to announce my newest course - Excel Essentials: Tutorial for Beginners!

In this course, you will learn to use Excel in under 2 hours! We not only cover the basics, but teach useful Formulas, Functions, and Analysis.

I'm proud to offer my First 30 Fans with a Coupon to take the course for FREE!

Just CLICK HERE for the FREE Coupon.

All I ask in return is that you write a review on the course.

Watch this quick preview of the course to learn more:

I hope you enjoy the course, and I know that you will learn valuable Excel skills.

Enjoy!
Debbie

How to Filter Lists using Excel

I've had a few people ask me lately how to filter lists using Excel. It really is as simple as clicking a button on the Ribbon.

If you prefer video, you can watch this short video tutorial here:

Or, you may follow these steps:

With your list open in Excel, click on the "Data" Ribbon or Tab, depending on the version of Excel you are using.

Once on the Data Tab, click the "Filter" button. (It looks like a funnel)

Excel will place arrows to the right of each field in your Header Row.

Simply click on the arrow for the Column of Data you'd like to Filter.

There are quite a few options, depending on the version of Excel you are using.

If you filter a list and decide you do not want filters anymore, simply click the Filter button on the Ribbon again. This will remove the arrows and un-filter your list.

It really is that simple.

Please be sure to "Like" us on Facebook.

If you view the video, please be sure to Subscribe and Like our video.

What other Excel help do you need? Just Go Ask Debbie!

3 Ways to Analyze Data in Excel

You used to have a bit more skill to analyze data using Microsoft Excel, but these days (specifically Excel 2013 and newer versions), there are quite a few built-in features which make data analysis with Excel very simple.

Here are three (3) ways to analyze data in Excel using the Quick Analysis icon:

1) Quick Analysis - Charts
2) Quick Analysis - Totals
3) Quick Analysis - Tables

Notice anything similar? Yes, the Quick Analysis icon allows you to format data in a few simple steps. There are actually many different options within each of the three. And, there are actually 5 different Quick Analysis options, but I am highlighting 3 that are typically used for analyzing data.

To use the Quick Analysis icon, simply highlight your data and use the Quick Analysis icon that appears in the lower right corner of the data. From there, you can easily select the option you need in order to view the data in the way you would like to showcase it.

To see how this works in detail, watch the video below.

Excel: Relative vs. Absolute Cell Reference

There are two types of cell references: relative and absolute.

Relative and Absolute references behave differently when copied into other cells.

Relative references change (relatively) when a formula is copied to another cell. In other words, they change based on the formula. So, if you copy a formula referencing Cell A1 and copy the formula to Row 2, the "A1" reference will change to "A2" since you copied the formula down a row.

Absolute references, on the other hand, remain constant no matter where they are copied. In other words, they will NOT change when you copy a formula to other rows or columns. This type of cell reference is useful when budgeting, for example. You can see what happens if revenues increase by a specific percentage. When formulas are based on the percentage cell, you can change the percentage using a single cell and all other formulas referencing this cell will update automatically according to the new number in that cell.

Watch this brief tutorial to see exactly what I mean.

Excel Formulas: Sum and Percentages

I just updated my most popular YouTube Video Course - Excel Formulas: Sum and Percentages.

If it's been a while since you've viewed it, it's worth the few minutes.

If you haven't viewed it and need assistance with the Sum and Percentage Formulas in Excel, please enjoy watching it.

Thanks,

Debbie

Excel Styles and Themes

In Excel, it is easy to just type numbers for a boring looking spreadsheet. But, did you know you can apply styles and themes similar to PowerPoint?

Here's a brief tutorial how to do just that.

Excel Properties

Have you ever sent an Excel spreadsheet to someone whom asks you details on when the worksheet was created or other details?

Well, this tip shows you how to add some basic contact and worksheet information for yourself and others.  Excel Properties allows users to search for spreadsheets and access some other details of the file including the Author, Company, and like information.  Excel 2007 allows "Comments" to be added for further reference and details.

To add information to the Excel Properties, follow these steps.

Click on the "Office Button," hover to "Prepare," and click on the "Properties" option.

HINT:  For Excel 2003 and earlier (and for 2010), click on the "File" Menu/Tab and select "Properties."

In Excel 2007 and 2010, the "Properties" window opens above the worksheet fields.

Information such as phone number, email, formulas, or other information may be added for reference.

In Excel 2003 and earlier, the "Properties" window opens as a pop-up window.

Notice that the "Properties" window prefills the "Author" field as the user of the said computer.



In Excel 2007 and 2010, click on the "Document Properties" drop-down and select "Advanced Properties" to add further information.

This window appears similar to Excel 2003 and earlier versions.

If this window is chosen, you will need to click on the "OK" button when completed.

Simply save the workbook and the added information is saved with the workbook.

When sending Excel spreadsheets to others, this information is stored for their reference.

Excel Quick Tip

Press "CTRL ~" to display all formulas.

Not only does this provide a quick view of the formula in the first cell, but it shows all formulas in the entire spreadsheet.  This can be used to quickly see information without having to scroll to the cell and view the formula in the formula bar.

Press "CTRL ~" again to hide the formulas and return to the standard view.

Excel 2007 Quick Tip

Many of you have seen the improvements made in Excel 2007; but most users have still not learned all of the handy new features.

One of these new features is located in the "Recent Documents" area.

We've all seen the recent documents list and I've shown ways to change the number of recent documents as well as turning them on and off.

But, did you know you can "Pin" specific documents to the "Recent Documents" list?

To do so, simply click on the "Office" button to bring up the "Recent Documents" list.

Move the mouse to the spreadsheet you want to keep on this list permanently and click on the "Pin" icon on the right side of the spreadsheet name.

See image below.



The spreadsheet will remain on the list as more spreadsheets are added.

HINT:  This is an Office 2007 feature and may be used in Word 2007, PowerPoint 2007, etc.

To "unpin" the spreadsheet, simply click on the "Pin" icon again to "unpin" the spreadsheet from the list.

Excel Quick Tip

If you've ever needed to copy information in an Excel spreadsheet (who hasn't, right?), then this Quick Tip will become one of your favorites.

Let's say you have information in Cell A5 that needs to be copied into Cell A6.

With the cursor in Cell A6, simply press "CTRL + D."

It's that simple!

How Green is Your Excel?

Have you seen the little green triangle in the upper left corner of a cell in Excel?

What is this green triangle?

It simply tells you that something is wrong with the formula in the cell.  It may not create an error message; but when you click on the green triangle, you'll see a yellow exclamation point.

Click on the drop down next to the yellow exclamation point and Excel will provide some possible answers.

If you have Excel 2007 or 2010, the yellow exclamation point provides you with a "trace error" function which helps follow the formula to find out where there may be a mistake.

Understand these "smart tags" like the green triangle and you'll be able to correct errors without a lot of frustration.

How to Print Excel Formulas

I have many students that ask me how to create a list of the most used Excel Formulas.  There are a few ways... 

If you want a list from Microsoft Help, just open your help by pressing F1 or use your Office Assistant.  Search for Formulas and Print the Help page.

But sometimes this list isn't entirely what you want.  So, you can simply create your own list of formulas and print your list for future reference.

To do so, follow these instructions.

Type a list of the common formulas you use (or use an existing spreadsheet that someone else has created).

Click Tools | Options.

Click on the VIEW Tab.

On the View Tab, check "Formulas" in the Windows Options area of the Tab.

Click OK and you will return to your spreadsheet with the Formulas showing, instead of the results.

It's that simple.

Transpose Columns in Excel

Sometimes data that you have in Columns may look better in Rows, or vice versa.

To transpose Columns to Rows (or Rows to Columns) in Excel, is very easy. To do this, follow these simple steps:

1. Highlight the data you wish to transpose.

2. Click the Copy button.

3. Click into an empty cell (Note: it must be in a location separate from your current data or you may run into problems).

4. Right-click and choose "Paste Special".

5. On the Paste Special sub-menu, click the "Transpose" check box and click OK.

Remember, for this to work your data must truly be in a data format. If there are Blank Rows or Columns and/or the data is all in One Column or Row, the Transpose feature will not know what to do with your data.

Join Cells in Excel

Do you need a Full Name field to import into a particular program? But, you only have First Name and Last Name fields in Excel? There are many times when you need to Merge or Join Cells in Excel - this tip shows you how easy it really is:

Insert a New Column.
Type =CONCATENATE(Cell1,Cell2,etc)

Using the formula above, here is an example of the results:
Cell1 Cell2 Cell3 RESULTS
Go Ask Debbie GoAskDebbie

If these are the results you wish, simply Copy the formula down the column to include all rows you wish.

But, let's say you need a Space or a Comma between each of the cells once they have been merged. To do this, type your formula as follows:

=CONCATENATE(Cell1," ",Cell2," ",etc)

This would create the following result from the above scenario "Go Ask Debbie". Notice now there are spaces between the cell contents.

Get creative this can help you create many different types of results.

Excel Scaled Printing

Excel spreadsheets can get very large, very quickly. And, how do you fit all of that information on one page? Well, you may need more than one page, but Excel allows you to scale your data as much as you need.

To scale your spreadsheet, follow these steps:

Choose File Page Setup

Select the "Page" Tab (Should be the Default Tab)

In the Scaling area of the dialog window, specify how you would like to scale the document. You have the option to scale to a percentage or fit to a certain number of pages that you wish.

Once you have chosen the Scaling options, I recommend to click on the Print Preview button to make sure the spreadsheet will print how you would like.

Should you need to make changes, simply Close the Print Preview window and you will return to the Page Setup to make any necessary adjustments prior to printing.

Excel Conditional Formatting

Excel includes a powerful feature that allows you to dynamically change the formatting of individual cells based on the results being displayed in that cell. For instance, you could make the text in the cell larger and red if a result is less than a certain threshold. Likewise, you could color the background of a cell based on the result of a formula.

To take advantage of conditional formatting, follow these steps:

Enter your cell formula as you normally would.

Choose Conditional Formatting from the Format menu. Excel displays the Conditional Formatting dialog box.

Use the controls in the dialog box to specify the threshold or ranges you want to set for formatting to be changed.

Click on the "Format" button to edit the formatting you wish to appear when the condition is True.

Click on OK to close the Format Cells dialog box.

Click on the Add button and define more conditions (and formats), if desired.

Click on the OK button to close the Conditional Formatting dialog box.

You should now see the formatting in all of the cells that meet the condition.

Naming Excel Worksheet Tabs

If you have large Excel spreadsheets with multiple Tabs, it may help you to Name each Tab with a name that is relative to the data contained within the Tab.

As a default, Excel opens three (3) worksheets. Each worksheet has a Tab at the bottom of the screen named "Sheet1", "Sheet2", and "Sheet3". Obviously these mean nothing if you have data on Sheet2 that is February's data.

To rename the Tabs, simply follow these steps:

1) Double-click the Tab and Replace the name "Sheet1" with whatever you would like it to be. For example, "JAN" for January's data.

2) Once you have typed the new name, simply click ENTER.

Now the Tab makes more sense and will help you move amongst the Tabs quicker.