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The Excel Addict - Help with Excel 2007

Publication Date: June 9, 2010
 


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Greetings from The Excel Addict

Hi fellow Excel Addict,

Francis Hayes (The Excel Addict)This week I've got more tips that I hope you'll like. Try them and let me know what you think.

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    This week's tips..

    1) How To Input/Display Minutes That Exceed An Hour (XL2000-XL2007)
    2) Sorting Data Using Absolute Values (XL2000-XL2007)
    3) Limit Your Internet Search To A Specific Website

    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) Plan Your Garden With Excel's Drawing Tools (XL2000-XL2007)
    2) Count Cells That Include Specific Text (XL2000-XL2007)
    3) Access Right-Click Menus Without A Mouse

    You can still find last week's newsletter here.

    You can access even more tips on my website by going to my members' page.  

    QUOTE OF THE WEEK:

    "Seek always to do some good, somewhere... Even if it's a little thing, so something for those that need help, something for which you get no pay but the privilege of doing it." --Albert Schweitzer



    CAUTION: 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.


    Microsoft Excel Tip #1

    How To Input/Display Minutes That Exceed An Hour (XL2000-XL2007)

    If you need to record elapsed times such as race times, you may want to enter just minutes and seconds, not hours. To enter minutes that exceed an hour, there's an important concept you will need to know. 

    When you enter a time, Excel interprets the number before the first colon as the hours, the number after the first colon as minutes and, if there is a second colon and a number (optional), Excel will treat that as seconds.

    So, with that in mind, if you enter a value 123:45 in a cell, Excel will interpret that as 123 hours and 45 minutes. For entering minutes that exceed an hour, the trick you need to know is to enter times with a leading zero for hours. So, in the previous example, you would enter 0:123:45 and Excel will correctly interpret this as 0 hours, 123 minutes and 45 seconds. 

    Input minutes in an Excel worksheet greater than an hour

    The second part of this exercise is to apply the correct number formatting to your cells to display these times properly. To format the cell to display the time as minutes and seconds and prevent the minutes from rolling over at 60, use the format [m]:ss

    Press CTRL+1 and on the Number tab click Custom and type [m]:ss in the Type field. With this custom number formatting applied to your cells, you can also total the times to display just minutes and seconds.

    Enter minutes in Excel that exceed an hour

    Microsoft Excel Tip #2

    Sorting Data Using Absolute Values (XL2003/XL2007)

    I use this a lot, so I'm guessing that you may also find this tip useful.

    Whenever you sort a list of numbers that includes both positive and negative amounts, assuming that you sort in descending order, the largest positive numbers go to the top and the largest negative numbers go to the bottom. On a short list, this may not be a problem, but on a long list your largest positive and negative numbers will be far apart.

    Sort data in Excel based on absolute value

    You may find that sometimes you need your data sorted but you want to ignore the sign. For example, if you are working with variances, you may want to see all large variances grouped together, whether they are positive or negative.

    You can accomplish this by using the ABS (Absolute) function.

    1) In a blank cell, in the column immediately to the right of your data, enter the formula =ABS(D5);

    2) Replace D5 with the reference to your first amount cell;

    3) Copy that formula down the column to the bottom of your list;

    4) Now sort your data in descending order based on this column. 


    Sort data in Excel based on absolute value

    You will now have your data sorted based on absolute values showing your most significant items (positive or negative) toward the top of your list.



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    Microsoft Excel 2000 - 2003

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    Non-Excel Tip


    Limit Your Internet Search To A Specific Website


    If you have poked around in the Google's Advanced Search options, you may have seen that there is an option there that allows you to return your search results from a particular website.

    Limit your Internet search to a specific website

    If this is something you do often, you may like to know that there is an even easier way to do this. In the regular Google search box, simply type search_term site:target_site>.

    Example:        oil spill site:cnn.com




    My goal: To reach One Million Excel Users

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