Table of contents

Entering data 1

THE AUTOFILL 1

PICK FROM LIST 4

VALIDATION 4

USING A CONSTANT 5

ENTERING THE SAME DATA IN SELECTED CELLS 6

Selecting in Excel 7

DEFINITION 7

SELECTING WITH THE MOUSE 7

SELECTING WITH THE KEYBOARD 8

SELECTING NONADJACENT CELLS 8

HOW TO SELECT EFFICIENTLY 9

The use of range names 10

DESCRIPTION 10

DEFINING A NAME 11

USING RANGE NAMES 11

MODIFYING THE CELL RANGE 12

DELETING A RANGE NAME 12

Creating tables with the same structure 14

Excel XP : Tips & Tricks

SELECTING SEVERAL SHEETS IN A WORKBOOK 14

SELECTING NONADJACENT SHEETS 14

ADDING OR DELETING SHEETS 14

CARRYING OUT THE SAME ACTION ON SEVERAL SHEETS 15

UNSELECTING SHEETS 15

NAMING THE SHEETS OF A WORKBOOK 15

Using the vocal function 17

 DEFINITION 17

ACTIVATING THE TOOLBAR 17

CHECKING THE ENTERED DATA 17

CHECKING THE DATA WHILE ENTERING THEM 17

STOPPING THE VOCAL CHECK 18

Tips on charts 19

CREATING A CHART IN ONE SECOND 19

TURNING A CHART INTO A PICTURE 19

ISOLATING THE CHART FROM THE DATA IN THE TABLE 19

Automating the formatting of cells 21

DEFINITION 21

DISPLAYING THE STYLE BOX 21

CREATING A STYLE 22

USING A STYLE 22
Shortcuts 23

Excel XP : Tips & Tricks

 Entering data

Entering data

In this chapter, you will learn how to:

ƒ Enter data in an Excel worksheet

THE AUTOFILL
It is possible to create series by using the small black square in the corner of the
cell or of the active selection (a black cross appears) and by dragging the fill
handle with the left mouse button across the cells you want to fill (either vertically
or horizontally).
EXCEL continues the series from the starting value. This tool offers a considerable
gain of time and prevents from doing a repetitive job.
Examples:

If it is one numeric data, EXCEL only repeats the contents of the cell.

When the user specifies the amount by which to increment, EXCEL will continue to

Excel XP : Tips & Tricks

increment in the delimited range by the same amount.

Excel copies alphanumeric data unless they are combined with some numeric
data.

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 Entering data

Using the right mouse button

When filling cells, you can use the fill handle while holding down the right mouse
button. It will display a contextual menu.
This contextual menu changes according to the type of data.

Numerical data

Excel XP : Tips & Tricks

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 Entering data

Alphanumerical data

Dates

With this contextual menu, you can decide which format you want to use to fill the Excel XP : Tips & Tricks
cells.

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 Entering data

Exercise 1.
ƒ Enter the following data by using the autofill.

PICK FROM LIST

When you enter data in a column, you probably have already noticed that, as soon
as you enter the beginning of a word, Excel will look in the column in order to find a
word that starts with the same character. The program will then automatically
suggest the similar word.
If you don’t want to enter characters by using the keyboard, you can right-click and
choose the PICK FROM LIST option.
In the cell you want to fill in:

ª Right-click and select PICK FROM LIST in the contextual menu.

ª Choose in the list the word you want to use.
VALIDATION
This option makes it possible to enter data by choosing them in a list.

ª Enter your list somewhere in the sheet.

ª Select the cells where you want to enter some of these data.
Excel XP : Tips & Tricks
ª Select the DATA– VALIDATION menu.

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 Entering data

ª The following dialog box is displayed:

ª Choose in the drop-down list.

ª After having chosen this option, you can specify the source of your list by
selecting the list.

ª When you click in one of the cells you selected for the data validation, a triangle
will appear which enables you to choose in the drop-down list

ª Select one of the values in the list .

USING A CONSTANT
Sometimes you want to multiply the cells in a column by a constant. Excel XP : Tips & Tricks
For example: you have to enter millions in a column, but you don’t want to enter all
the 0.

ª Enter the number that has to be multiplied by 1.000.000 in the different cells.
ª In an adjacent cell, enter 1.000.000.
ª Select the cell containing 1.000.000 and click the Copy icon.

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 Entering data

ª Select the cells in the column containing the data that will be multiplied by
1.000.000 and choose the EDIT Î PASTE SPECIAL menu.

ª Click the MULTIPLY radio button.

ª The data will be multiplied by the number you pasted.

ENTERING THE SAME DATA IN SELECTED CELLS
ª Select adjacent or nonadjacent cells.
ª Enter the data or the formula you want to enter in the selected cells.
ª Press the CTRL + ENTER keys.
ª The data will be entered in all the selected cells.

Excel XP : Tips & Tricks

6
 Selecting in Excel

Selecting in Excel

In this chapter, you will learn how to:

ƒ Select several cells, rows or columns

DEFINITION
The basic RULE in Excel is

Selection Î Action
You should always select before carrying out an action (calculating, entering data).
This is essential because EXCEL only carries out an action on selection.
The selection is important, as a wrong selection will produce wrong results.

SELECTING WITH THE MOUSE

Selecting data in a sheet

In EXCEL, you can use several methods to select data. The easiest method is to
use the mouse. To select several cells, drag the mouse while holding down the left
button. Release the button once you have completed the selection. The selection
will be displayed with a black background

It is also possible to click the extremity of the field while pressing the SHIFT key. Excel XP : Tips & Tricks

It is then no longer necessary to drag with the mouse. The data between the
position of the cursor and the place where you clicked will then be selected.

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 Selecting in Excel

SELECTING WITH THE KEYBOARD

Besides, the menu bar is a shared component, which means that, the more you
run the application, the less you will proportionally use the disc space or active
memory.
You can also make a selection by using the keyboard.

ª Use the keyboard arrows and the SHIFT key.

Or
ƒ Type the references of the cells you want to select in the NAME FIELD and the
cells will automatically appear with a black background.

SELECTING NONADJACENT CELLS

You can also select a range of nonadjacent cells.
To do so:

ª You simply select the first range of cells.

ª Then you hold down the CTRL key.
ª Select the other ranges.

Remark:
If you prefer selecting by using the keyboard instead of the mouse, you

Excel XP : Tips & Tricks

can use the CTRL + SPACE BAR key combination to select a column
and SHIFT + SPACE BAR to select a row.

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 Selecting in Excel

HOW TO SELECT EFFICIENTLY

An entire column Click the column heading

An entire row Click the row heading.

A sheet Click the SELECT ALL button

A rectangle of data CTRL + *

All the data in a column Position your mouse on the inferior

part of the cell
Hold down the SHIFT key
When it turns into a pointer, double-
click it

All the data in a row Position your mouse on the lateral part
of the cell
Hold down the SHIFT key
When it turns into a pointer, double-
click it

A range Use the range name

Excel XP : Tips & Tricks

9
 The use of range names

The use of range names

In this chapter, you will learn how to:

ƒ Give the cell ranges a name
ƒ Modify the contents of the cell ranges
ƒ Delete a range name
ƒ Use the cell ranges for your calculations

DESCRIPTION
We use cell addresses when we want to define a range of cells.
To use a range of cells, we define the first cell address (upper left corner) and the
last cell address (right corner).
These two addresses are separated by the :
Example :

This range of cells will be defined as follows B2:B8.

For the person who created this range, it is very simple but for somebody else it is
not clear at all. What does it mean? And what happens if I move this range, if I add
lines or columns. Of course, you guessed it these references will change.

Excel XP : Tips & Tricks

A name for this range of cells is an easy-to-remember identifier to refer to a cell, a
group of cells, a value. In the example here above, it would be easier to name the
cells B2:B8 “VAT”.
You will use this name as a reference in formulas instead of the cell addresses.
Using names has the following advantages :
ƒ formulas are easier to read and remember than formulas using cell addresses ;
ƒ you can easily move around in the document, by using the GO TO function and
clicking on one of the range names. Excel will select this range automatically.

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 The use of range names

DEFINING A NAME
There are two ways to create names :

ª Either select the range of cells you want to name.

ª Go to the menu INSERT Î NAME Î DEFINE.
ª You can type a name after checking the cell reference§.
ª Click on ADD or .

OR

ª Select the range of cells you want to name.

ª Go to the formula bar, the cell address appears on the left side.
ª Click on the name of cell that appears.
ª Type the name and press the ENTER key.
Example :

Excel XP : Tips & Tricks

USING RANGE NAMES

Formulas

These names will be frequently used in formulas as parameters. Your formulas will
be easier to read and understand.
Example :

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 The use of range names

= AVERAGE(VAT)

ª In case you forgot the name of the range, you can look for it by using the box
next to the formula bar.

ª Click the arrow and click the range name

Remark :
ƒ Or press the F5 key.
ƒ Or use the menu INSERT Î NAME Î PASTE.
ƒ Or press the shortcut key F3 .

ª The chosen name appears in the formula bar, you can complete the formula
now.

MODIFYING THE CELL RANGE

When you create a cell range, you specify a range. If this range changes, you have
to take it into account.

ª Choose the INSERT Î NAME Î DEFINE command.

ª Select the name of the range you want to modify.

ª Click the button in order to reduce the DEFINE NAME dialog box.

ª Modify the reference by selecting the cells with the mouse.

Excel XP : Tips & Tricks
ª Click the button to validate.

DELETING A RANGE NAME

ª Click the INSERT menu.
ª Choose the NAME option.
ª Then choose the DEFINE option.

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 The use of range names

ª Select the name of the range you want to delete and press the
button.

ª Click the button to confirm.

Excel XP : Tips & Tricks

13
 Creating tables with the same structure

Creating tables with the same structure

In this chapter, you will learn how to:

ƒ Group and ungroup sheets
ƒ Enter the same data in several sheets
ƒ Apply formatting in several sheets

SELECTING SEVERAL SHEETS IN A WORKBOOK

In some cases, it can be useful to select several sheets in the same workbook, so
that the action you perform on one sheet will be carried out on all the selected
sheets at the same time.
You first have to create a group.

Selecting adjacent sheets

ª You have to click on the tab of the first sheet that will be part of the selection.
ª Then hold down the SHIFT key while clicking the last tab of the selection.

The first selected sheet has its name written in bold and the others are written on
the same white background.
In the example above, every action performed on Sheet2 will also be carried out on
the Sheet3 and 4.

SELECTING NONADJACENT SHEETS

ª Click the tab of the first sheet that is part of the selection.
ª Then click the other sheets while holding down the CTRL key.

In the example above, the Sheets2, 4 and 5 are part of the same group and all the
actions performed on the Sheet2 will be reflected on the Sheets 4 and 5.
Excel XP : Tips & Tricks
ADDING OR DELETING SHEETS
To add a sheet:

ª Right-click a tab.
ª Choose INSERT in the contextual menu.
ª Choose WORKSHEET in the dialog box.
ª Validate by clicking the button.

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 Creating tables with the same structure

ª The worksheet will be inserted before the worksheet you right-clicked.

ª Drag the tab in order to move the sheet to the desired place.
Remark:
When you drag the tab while holding down the CTRL key, you will
create an additional sheet.

To delete a sheet:

ª Right-click the tab of the sheet you want to delete.

ª Choose DELETE in the contextual menu.
CARRYING OUT THE SAME ACTION ON SEVERAL SHEETS
After having grouped some sheets, any action you carry out on one of the sheets in
the group will be reflected on the other sheets of the group.

ª Select the sheets in the group.

ª Enter the column headings.
ª Modify the column width if necessary.
ª Apply some formatting.
ª Before entering the data that is specific to each sheet, unselect the group.
UNSELECTING SHEETS
To ungroup sheets there are several possibilities:

ª Clicking the tab of a sheet that is not part of the group.

Or

ª Right-clicking the tab of one of the selected sheets.

ª Then choosing the UNGROUP SHEET option.
Excel XP : Tips & Tricks
NAMING THE SHEETS OF A WORKBOOK
By double-clicking the tab of the workbook, you can enter the name of the sheet on
the tab.

ª Select the sheet you want to rename.

ª Double-click the tab of the sheet you want to rename. The name of the tab will
appear in bold.

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 Creating tables with the same structure

ª Enter the new name.

ª Validate by pressing the ENTER key.

Excel XP : Tips & Tricks

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 Using the vocal function

Using the vocal function

In this chapter, you will learn how to:

ƒ Use the vocal function to check the data while entering them
ƒ Use the vocal function to check the data after having entered
them

DEFINITION
One of the new features in Excel XP is the possibility to carry out a vocal check on
the entered data.
You can check the data while entering them or afterwards. This voice will read your
data. It will enable you to read the numbers on the paper.

ACTIVATING THE TOOLBAR

ª Right-click a toolbar.
ª Choose the TEXT TO SPEECH toolbar.
ª The toolbar will be displayed.

CHECKING THE ENTERED DATA

ª Select the data.
ª Click the button on the TEXT TO SPEECH toolbar.

ª The program will start reading the data.

ª To stop the reading, click the button on the TEXT TO SPEECH toolbar.

Excel XP : Tips & Tricks

Remark:
By default, Excel reads per row, but you can modify the direction by
clicking the button. The program will then read per column.

CHECKING THE DATA WHILE ENTERING THEM

ª Click the button on the TEXT TO SPEECH toolbar.

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 Using the vocal function

ª The program will inform you that the vocal check has been turned on.
ª Enter the next data.
ª After having pressed the ENTER key, the program will repeat the contents of
the cell.

STOPPING THE VOCAL CHECK

ª To stop the vocal check, click the button on the TEXT TO SPEECH toolbar.

ª The program will inform you that the vocal check has been stopped.

Exercise 2.
ƒ Turn the vocal check on while entering the data.
ƒ Enter the data contained in the following table.
ƒ Have the data checked.

Excel XP : Tips & Tricks

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 Tips on charts

Tips on charts

In this chapter, you will learn how to:

ƒ Create a chart in one second
ƒ Turn the chart into a picture
ƒ Isolate the data you used to create the chart

CREATING A CHART IN ONE SECOND

ª Position the cursor in the data.
ª Press the F11 key.
ª The default chart will be made.
TURNING A CHART INTO A PICTURE
By default, Excel creates your chart as an object. To turn it into a picture:

ª Select the chart.

ª Click the EDIT menu while holding down the SHIFT key.
ª Choose the COPY PICTURE option.
ª Open another Excel sheet.
ª Click the EDIT menu while holding down the SHIFT key.
ª Choose the PASTE PICTURE option.
ISOLATING THE CHART FROM THE DATA IN THE TABLE
The Excel chart is based on the values contained in the table. To break the link
that exists between those elements:

ª Select the series used for the chart.

Excel XP : Tips & Tricks

19
 Tips on charts

ª Click in the FORMULA BAR.

ª Press the F9 key and validate with the ENTER key.

ª The cell references are replaced by figures.

These steps will have to be repeated for each data series.

Excel XP : Tips & Tricks

Exercise 3.
ƒ Open the Graphiq1 file.
ƒ Click in the data of the ‘Vins’ sheet.
ƒ Test the functionalities you have learned in this chapter.

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 Automating the formatting of cells

Automating the formatting of cells

In this chapter, you will learn how to:

ƒ Display the style box
ƒ Create and use a style

DEFINITION
After having applied several formatting characteristics on some cells, you might
want to keep these formatting characteristics in order to use them regularly on
another part of your table.
You can name the formatting in order to apply it on some cells according to your
needs.

DISPLAYING THE STYLE BOX

ª Right-click a toolbar.
ª Choose the CUSTOMIZE option.
ª In the dialog box that appears, choose the COMMANDS tab.
ª Select the FORMAT category.
ª In the list of commands, select the style box and drag it to the FORMATTING
toolbar.

Excel XP : Tips & Tricks

21
 Automating the formatting of cells

ª The style box will appear on your toolbar. The NORMAL style is displayed.

CREATING A STYLE
ª Apply some formatting on one or several cells.
ª Select the cell(s) containing the formatting.
ª Click in the style box the name of the NORMAL style. The name will be
highlighted.

ª Enter the name for your new style .

ª Press the ENTER key.

ª The name of your new style appears in the list.

USING A STYLE
ª Select the cells you want to format.
ª Click the triangle on the right of the style box.
ª The list of styles appears.
ª Select the style you want to apply.
Excel XP : Tips & Tricks

Exercise 4.
ƒ Use the ‘Vins’ sheet in the Graphiq1 file to create
several styles.
ƒ Test it on another part of the sheet.

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 Shortcuts

Shortcuts

In this chapter, you will learn how to:

ƒ Use shortcuts to work with more efficiency

In each program, you can use shortcuts to work more efficiently.

The following list contains all the useful shortcuts.

SHORTCUT FUNCTION

CTRL + C Copy

CTRL + V Paste

CTRL + X Cut

CTRL + Z Undo the last action

F4 Repeat the last action

CTRL + A Select the entire worksheet

CTRL + F Find

F11 Create a chart based on the data in the

current range

SHIFT + F11 Insert a sheet

ALT + ENTER Start a new line in the same cell

Excel XP : Tips & Tricks

CTRL + ; Enter the date

CTRL + : Enter the time

CTRL + * Select the current region around the

active cell

F2 then F9 PASTE – VALUE of the active cell

F3 Paste a name

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 Shortcuts

SHORTCUT FUNCTION

SHIFT + F3 Paste a function

ALT + = AutoSum

Excel XP : Tips & Tricks

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