Many times when working with a large spread sheet you need to be able to view column headings at any point in your document. You can do this by freezing the panes. First go to the View tab, and in the Window group you will click Freeze Panes. From here you can Freeze you panes based on the cells you have highlighted, the first row, or first column. To unfreeze your panes simply follow these same steps, except when you click Freeze panes this time you will see an Unfreeze Panes option.
Do you ever need the same heading information and/ or formatting in multiple sheets? Instead of inserting the information multiple times into each spread sheets here is how you can enter it only once. Simply hold down the CTRL and click on each Sheet tabs that you would like to group. Typically, the tab for the sheet you are in is white while the others are grey, but now all the sheets that you have grouped will be white. Once you have entered the information and completed the formatting you would like to appear on all your sheets, remember to go back and select an individual Sheet tab to ungroup the sheets.
Excel can be a little tricky in getting exactly what you want to print. In Excel we usually need certain records and/or columns to print, and it isn’t always separated on different pages. Here is a way to have exactly what you need print. First, highlight the cells you would like to print, and then click on the “Page Layout” Tab. In the middle of the “Page Setup” group you will click Print Area. Lastly, in the small drop down list click “Set Print Area”. Now when you go to print your document the only thing that will print will be the cells that you highlighted. If you ever need to print your whole document or change the area you need printed, just follow these same steps but click “Clear Print Area” instead.
Here is a quick short cut you can use to add a time and or date stamp into a cell in Excel. For a Date Stamp, first select your cell and then press CTRL+; (Control Key and the Semi Colon key). For the Time Stamp, once again select your cell and then press CTRL+ SHIFT+: (Control Key, Shift Key, and the Colon Key).
Many of us have used the great auto fill features that Excel has to complete a list, but what about those few times when we need the exact same information in each cell? Here is how you can do that without all the copy/ pasting. First highlight all the cells you need to have the same text, and then just start typing the information you would like to have in all the cells (note: DO NOT try and click in a cell before typing this will just un-highlight all your cells.) When you have finished entering your information instead of hitting Enter, press CTRL+ ENTER and it will fill into all your highlighted cells. This also works if you need the exact same formula in several locations of your spreadsheet.
When you have multiple spreadsheets open, it can take many clicks shifting between different files. In addition, you never want to end up entering information into the wrong file. Use Ctrl + Tab to shift between different files easily. The great part of this tip is that it also works in other programs as well like Firefox and Chrome while using Windows 7. You can easily shift between any open tabs!
Last week we talked about how to customize your ribbon, and now you can learn how to back it up so you don’t loose them. Also, this is helpful if you work on multiple computers at your office, or if you would like to have the same customizations set up at your office as you do at home or visa versa, you are going to love this tip.
You can save your customizations and export them to a USB, so you can import them on another computer without having reset everything manually. First, open your favorite Microsoft Office Program and click on the File tab. Next, click Options and then Customize the Ribbon. Now look toward the bottom right for the button that says Import/Export and click it. In the drop down list click Export all Customizations, and then select the location you would like to save to. Now on your other device follow these same steps except click Import Customization File this time instead.
All of us have certain tools of the Microsoft Office Suite that we use more than others. To make it easier you can have all your favorites in one place by creating a Custom tab. No more switching back and forth between tabs and trying to remember where the tool you need is. To do this, just follow these simple steps:
- Click on the File Tab
- On the left side of your screen click Options
- Once again on the left side of your screen click Customize Ribbon
- From here you can click New Tab in the lower Right
- Once your Tab is created, you can Add Groups and Rename your Tab and Groups by having your New Tab highlighted when clicking these options
- Lastly, to Customize your new tab you need to add the tools you would like to have listed there, by finding them on the list on the right and clicking Add while the custom Group in your new Tab is highlighted
When you are finished, Click Ok and enjoy using your new customized tab in the ribbon! It is important to note that unfortunately your customized tab will only be available in the program you created it in. For Example, if it was created in Word it will not appear in PowerPoint or Excel.
Tired of having to switch back and forth between documents when comparing data? There is tool you can use to have your documents side by side with a couple clicks.
- First click on the View tab
- Then click View Side by Side in the Window group
- You can also stay at the same point on each spreadsheet by clicking Synchronous Scrolling.
Simple as that!