Publication Date: April 28, 2010
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Hi fellow Excel Addict,
As you have probably noticed, each week I include a quote with my newsletter. I find that reading quotes break me out of my routine for a few short moments and prompts me to rethink some of my beliefs. This week I read a quote (see below) in an email I received that really resonated with me. If you are over 40 and have not achieved all of your goals in life, I hope this quote may also resonate with you.
The quotes I share are usually on topics such as success, persistence, goals, gratitude, knowledge and sharing. These are things I strive for every day and, from many emails I receive, these also strike a chord with many of my readers.
Sharing this newsletter with like-minded Excel users from all around the world is one of my goals. I hope that reading and learning new ideas from it is one of yours.
I hope you enjoy this weeks tips.
To your SUCCESS !
Francis Hayes (The Excel Addict)
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This week's tips..
1) Easy Keyboard Shortcut To Compare Lists (XL2000-2007)
2) Creating Cool Graphics Using Just Excel (XL2000/XL2007)
3) Seeing The Big Picture
If you're having trouble displaying graphics in this email, I have posted an online HTML version of this week's newsletter here.
Last week's tips were...
1) Keyboard Shortcut To Select All Objects (XL2000-2007) *REVISED*
2) Quickly Create A Series Of Weekdays (XL2003/XL2007)
3) Use Bcc To Keep Forwarded Email Addresses Safe
You can still find last week's newsletter here.
You can access even more tips on my website by going to my members' page.
Make sure you save a copy of your spreadsheet before trying these tips, just in
case you make an error or the procedure doesn't produce the results you want.
Easy Keyboard Shortcut To Compare Lists (XL2000-2007)
There are various methods you can use in Excel to compare lists of data. Sorting, Conditional Formatting and using formulas such as MATCH or VLOOKUP are just a few of them. But if you simply want to compare two ranges of cells, which should be identical, without any messing around with formulas, there is a very quick keyboard shortcut that can help you do this in just a couple of seconds.
There are a few things you need to note about this shortcut...
1) The lists must be text. This shortcut doesn't work for numeric data;
2) The lists must have the same number of rows and occupy the same rows (e.g. B5:B30 & C5:C30);3) Once the lists have been selected, the column containing the Active Cell, is used as the control column that the other columns are compared against. So it is best to select the control column last;
4) The lists can be in neighboring columns or separated columns (keeping in mind note #2);
Now that you've got all that, highlight your lists and press CTL + \
Cells in the 'non-control' column(s), whose values don't match the values in the control column, are selected. I like to temporarily add a Fill color to make them more visible.
Creating Cool Graphics Using Just Excel (XL2000/XL2007)
Most Excel users don't realize how easy it is to jazz their spreadsheet documents with graphics. The possibilities are limited only by your imagination.
Need to add a company graphic or your team's picture to a report? Maybe an image related to the topic of your spreadsheet would add some interest. You can do all this with just Excel. There's no need for Photoshop or any other fancy image editing software.
Creating graphics in Excel takes just a few steps and a little practice. In no time you will be amazing your friends and colleagues with the graphics you can create with just Excel.
Here are the basics...
1) Display any image on your computer screen that you want to put in your worksheet and press the PrintScreen button on your keyboard. Note that if you hold down the ALT key while pressing the PrintScreen key, only the active window or dialog will be copied;
2) Right-click in your spreadsheet and select Paste. The result will be a huge screenshot but, don't worry, it's easy to crop out just the part you want;
3) After you have pasted the screenshot, in Excel 2000-2003, a Picture toolbar will appear (if not, right-click the image and choose Show Picture Toolbar). Click on the Crop tool. In Excel 2007, you will see a Picture Tools contextual tab appear on the Ribbon. Click the tab to activate it and, on the right side of the Ribbon, click the Crop tool in the Size group;
4) Thick, black cropping handles will appear on the corners and sides of the selected image. Move your mouse pointer to the top left corner of the image. Click and hold the mouse button and drag inwards to crop the area of the image you are moving over. Then release the mouse. Repeat this process from the bottom right corner until you are left with just the part of the image you want to keep. If you accidentally crop too much of the image, simply click again on the cropping handle and drag in the opposite direction to 'uncrop' part of the image;
5) Once you are happy with your cropped image, turn off cropping by either clicking the Crop tool again or simply click outside of the image.
6) If you would like to resize the image, you first need to select it (if it's not already selected). Then drag the small sizing handles that are visible on the corners and sides of the image. To maintain the image's aspect (i.e. length to width) ratio, hold down the CTRL key while dragging the sizing handle on one of the corners. You can make the image smaller or larger. One thing I love about editing images in Excel is that the quality of the picture is maintained when you resize it, even better than most image editing software.
7) Once you have your graphic cropped and resized, it's a good idea to compress the image. Pictures can dramatically increase the file size of your workbook. To reduce the file size of your workbook, you can reduce image resolution, apply compression and discard the cropped parts the image without affecting the quality of the image.
Select the image and click the Picture Tools tab in Excel 2007 and click the Compress Pictures tool on the left side of the Ribbon. In Excel 2000-2003, click the Compress button on the Pictures toolbar. A Compression Settings dialog will appear. Select the options you want to use (defaults are usually fine) and click OK.
Now, those are just the basics. To take your graphics capabilities to new heights, explore some of the other options on the Picture Tools tab in Excel 2007 or the Drawing Toolbar (View, Toolbars, Drawing) in Excel 2000-2003. You will be amazed at what you can create in Excel.
P.S. You may be interested to know that I create ALL graphics for my newsletter, ebook and website using Excel.
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Seeing The Big Picture
As you are browsing the Internet, notice how much of your screen all those toolbars, taskbars and every other kind of bar is taking up. Discover how much better everything looks in Full Screen mode. Press the F11 key to toggle between Full Screen mode and regular mode. Nicely designed websites look so much better without the distraction of your browser window frame.
At first, you may find it difficult navigating without the toolbars but, when you learn these keyboard shortcuts, you'll be browsing the Internet with ease and enjoying 'the bigger picture' in Full Screen mode.
(These keyboard shortcuts should work with the most popular web browsers)
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