Wall Street Prep: Excel Crash Course Question with 100% Correct Solutions

Keyboard Versus the Mouse Almost everything that can be done in Excel using a mouse can also be done using the keyboard shortcuts Best way to learn is to disconnect the mouse and work through Excel using only the keyboard Name Box Tells you what cell you are in (top left below the ribbon) Formula Bar When you insert a formula into a cell and hit return, the cell will show you the output The formula bar, however, will show you the formula Next to "fx" right below the ribbon Worksheets An Excel file is called a workbook; You start with 1 worksheet but you can add/delete more The active worksheet is highlighted in Excel Moving Between Worksheets Ctrl + PageDown/PageUp (Option + RightArrow/LeftArrow) Adding Worksheets (Fn Shift F11) Columns Alphabetically labeled (A, B, C, etc.) Rows Numerically labeled (1, 2, 3, etc.) Main tabs Although we focus on shortcuts, virtually all commands, functions, and Excel features can be accessed through the task-oriented tabs which organize them into nine logical categories: (1) Home (2) Insert (3) Draw (4) Page Layout (5) Formulas (6) Data (7) Review (8) View (9) Developer How to Access Ribbon on Mac Ctrl Fn F2 Use arrow keys to peruse the Mac ribbon Mac Settings to Disable (1) Function Keys: Settings - Keyboard - Use F1, F2, etc. keys as standard function keys (2) Mission Control: System Preferences - Keyboard - Shortcuts - Mission Control - Disable "Move a space left" and "Move a space right" to use Ctrl RightArrow or Ctrl LeftArrow Using Function Keys Hit Fn and then the function key to use the function keys themselves on a Mac Open a New Workout Ctrl N Cmnd N The File Tab Many Excel features (Open file, Save file, Print file, etc.) are located in this tab Excel also has alternative keyboard shortcuts (using Ctrl) for many of these features Open a File: Ctrl O (Cmnd O) Save a File: Ctrl S (Cmnd S) Print a File: Ctrl P (Cmnd P) Save a File Ctrl S Cmnd S Print a File Ctrl P Cmnd P Open a File Ctrl O Cmnd O Toolbars Within each of the main tabs you will find all of Excel's features, grouped by commands Navigating to the Toolbars Without the Mouse Hit Alt and the appropriate letter (or use the right/left arrow keys) to get to the desired tab Once there, use the Tab and Shift Tab keys to navigate around, the Space to open a drop down, and Enter to select Bold Command Ctrl B Cmnd B The Home Tab Includes most formatting properties: Font type, size, and color Background color Text/cell alignment Changing currency, decimal, percent formats Inserting, deleting, and hiding rows and columns Adjusting columns and rows width Inserting, deleting, and renaming worksheets The Insert Tab Important Features: Pivot Table, Charts, Header & Footer Page Layout Tab Important Features: Print Area, Fonts, Gridlines Formulas Tab Important Features: Insert Function, Function Library, Name Manager, Formula Auditing Tools (Trace Precedents, Trace Dependents) Data Tab Important Features: Filter, Sort, Text to Columns, Flash Fill, Data Validation, Data Tables (Goal Seek), Group/Ungroup Review Tab Important Features: New Comment View Tab Important Features: Zoom, Gridlines Developer Tab Important Features: Record Macro, Add-Ins Accessing Settings (Excel Options) File Options (Alt F T or Alt T O) MAC: Excel Preferences Excel Settings Changes General: Change "Sheets in New Workbook" to 3 Uncheck "Show Workbook Gallery when opening Excel" Calculation/Functions: Change Calculation Options to "Automatic except for data tables" Check "Enable iterative calculation" Edit/Advanced: Uncheck "After pressing Enter, move selection" *Optional - Check "Automatically insert a decimal point" Protection Go to File Info Password Protecting Files (File Passwords) Alt F T I You can password protect files "Encrypt with Password" You can also protect individual worksheets so that people can't see or edit formulas "Protect Current Sheet" Shortcuts to Allow the User Input to Add More Sheets to a Workbook Alt i w Alt h i s Shift F11 Alt Shift F1 Find or Find and Replace Shortcut Ctrl F (Cmnd F) What is the recommended workbook calculation setting for Excel? Automatic Except for Data Tables Add a Cell Reference From a Different Worksheet into an Existing Formula Hit F2 to get into the existing formula; delete any incorrect formulas or operators Hit F2 again to enable "Enter" mode on the bottom-left corner of the Excel sheet Holding down Ctrl, use PageUp or PageDown to find the desired worksheet Let go of the Ctrl and PageUp/Down keys Use the arrow keys to located the desired cell reference Hit Enter Autofit Row Height Command Alt H O A Autofit Column Height Command Alt O C A Assign Column Width Command Alt H O W (Home Format Column Width) Assign Row Height Command Alt H O H (Home Format Row Height) Command to Change Zoom Size Alt+V+Z (Ctrl+MouseScroll) Autofit the Column Width Command Alt H O I (Home Format Autofit Column Width) Basic Excel Drills Most keyboard shortcuts involves Alt or Ctrl keys Alt: Press each key and let go (do you NOT need to hold to the Alt key) Ctrl: Ctrl key must be held down as you press the other key in the shortcut sequence Ctrl Commands Most commands involving Ctrl are shortcuts that are automated by default to make Excel more efficient and user friendly Save As Shortcut Alt F A Alt Commands Most commands involving Alt are shortcuts to the commands and functions inside the default eight Main Tabs Select Column & Range of Columns Ctrl Space Range: Ctrl Space Shift+RightArrow Select Row & Range of Rows Shift Space Range: Shift Space Shift+DownArrow Undo Ctrl Z Excel Formulas Start with the = sign The = sign tells Excel that the info that will follow the = sign should be treated as a formula and not as plain text Once you type in the = sign, use the arrow keys to navigate around the Excel workbook to find the cells you need for your formula Operations in Excel Copying Across Formulas Ctrl + C to copy, Ctrl + V to paste Open Format Cells Dialog Ctrl+1 (Cmnd+1) AD Navigating Format Cells Dialog Using the Arrow keys to get around the tab To get in a tab, either use Tab key or use Alt and the relevant letter Use Space to toggle check boxes Highlight a Contiguous Range Ctrl + Shift + Arrows (Cmnd + Shift + Arrows) Combining Data in Two Sheets into Another Sheet (1) Copy and paste the relevant headers into the third sheet (2) Type "=" in the relevant column in the third sheet and then use Ctrl PageUp/Down (Option Right/LeftArrow) to get to the first sheet and find the right data (3) Press "+" and then find the relevant data in the second sheet and press "Enter" (4) Ctrl+C to copy that formula and then apply it to the rest of the table (5) Delete and retype any important formulas (ex. Net Profit) (6) Add in formatting by Ctrl+C the table in sheet 1 or 2, moving to the upper corner of the table in sheet 3 and using Paste Special and then format: Alt+E+S+T or Ctrl+Alt+V+T (Ctrl+Cmnd+V+T) Paste Special Alt+E+S (Ctrl+Cmnd+V+T) Let's the user dictate the specific attributes of a cell or highlighted region that should be pasted Open a New Workbook Ctrl+N Toggle Between Workbooks Ctrl+Tab (Cmnd ~) Referencing Cells from Other Workbooks (1) Hit "=" (2) Hit Ctrl+Tab (Cmnd ~) to go to the other workbook (3) Find the relevant data and hit Enter How to Autofit a Range of Columns (1) Select the columns by hitting Ctrl+SpaceBar (2) Hold down the shift key and use left and right arrow keys to highlight the range of columns (3) Hit Alt+H+O+I to autofit the columns Moving Around the Format Cells Dialog Move across tabs with Ctrl+Tab Move counterclockwise across form elements with Shift+Tab Select a checkbox with Spacebar Freezing and Splitting Panes Excel worksheets often become too large to allow users to view all of their contents on one screen 'Freezing Panes' and 'Splitting Panes' options provide users with the flexibility to select specific rows and columns that always remain visible when scrolling in the worksheet Panes Portions of the worksheet that are bounded and separated by vertical and/or horizontal bars To Freeze Panes Click the cell below the desired row and to the right of the desired column where you want to freeze panes Hit Alt+W+F+F to freeze To unfreeze, hit Alt+W+F+F again (ViewFreeze Panes and then ViewUnfreeze Panes) *Note: To create a horizontal freeze, go to the leftmost column! Splitting Panes Allows users to scroll in both areas of the worksheet, while rows and columns in the non-scrolled area remain visible Directions: (1) Click the cell below the desired row and to the right of the desired column where you want to split panes and hit Alt+W+S (2) To un-split, click Alt+W+S again (3) Press F6 to move from pane to pane in a clockwise direction; press Shift+F6 to move from pane to pane in a counter-clockwise direction (ViewSplit) *Note: To create a horizontal split, go to the leftmost column! Redo Ctrl+Y Entering an Active Cell F2 (Fn+F2) Go to the Beginning of an Active Cell Formula Ctrl+Home (Fn+Ctrl+LeftArrow or Cmnd+UpArrow) Go to the End of an Active Cell Formula Ctrl+End (Fn+Ctrl+RightArrow or Cmnd+DownArrow) Jumping from One Formula Element to the Next Ctrl+Arrows (Cmnd+Arrows) Highlight Formula Elements & Maintain Contiguous Elements Ctrl+Shift+Arrows (Cmnd+Shift+Arrows) Highlight the Whole Formula of an Active Cell Shift+DownArrow (Shift+Up/DownArrow) How to Revert Back to Original Formula after Editing an Active Cell Esc How to Exit Cell Edit Mode in an Active Cell F2 (Fn+F2) Clearing a Cell Alt+H+E (HomeClear) Clear All: Alt+H+E+A Clear Format: Alt+H+E+F Clear Comments: Alt+H+E+M Add Comment Shift+F2 (Shift+Fn+F2) Esc twice to exit Right Fill from Cell Left Highlight the cell you want to copy Shift+RightArrow to the cells that you want to be filled Hit Ctrl+R Down Fill from Cell Up Highlight the cell you want to copy Shift+DownArrow to the cells that you want to be filled Hit Ctrl+D Inserting Rows (1) Go to any cell in the row below the desired row (2) Press Alt+I+R OR (1) Highlight the row below the desired row with Shift+Space (2) Press Ctrl Shift + to insert the new row Inserting Columns (1) Go to any cell in the desired column (2) Press Alt+I+C OR (1) Highlight the desired column by pressing Ctrl+Spacebar (2) Insert a column by pressing Ctrl Shift + Deleting Rows and Columns Row: Alt+H+D+R Column: Alt+H+D+C OR Highlight the row/column and press Ctrl - Paste Only Formulas Alt+E+S+F Paste Only Formatting Alt+E+S+T How to change a list of numbers quoted in 1,000s to 1s In another cell, enter the number 1000 Copy this cell, then highlight your list of numbers Press Alt+E+S+M (Paste Special Multiply) Paste Special Operations Allows you to apply operations to large amounts of data You can convert large amounts of data to positive to negative or vice versa *Note: You should ONLY paste on numbers that are hard inputs Converting Positive Numbers to Negative Ctrl+C the data values Special paste the new numbers using the Subtract operation - Alt+E+S+S OR In another cell, enter the number -1 Ctrl+C -1 and special paste on the relevant numbers using the multiply operation (Alt+E+S+M)