Jennifer is the Management Information Specialist, Excel Detective and Microsoft Trainer at Deaconsulting. Find out more by visiting www.deaconsulting.co.uk
Posts by Jennifer Deacon
Following a hefty chunk of data analysis the last few days, CTRL + SHIFT + L has probably been my most used shortcut this week. This activates data filters on your Excel spreadsheet – alternatively you can switch them on and off by going to Data then Filter on the ribbon (or toolbar pre Microsoft Office 2007). THe shortcut however really comes into its own on toggling the filters on and off, saving time clearing them each time.
If you’re not already familiar with filters then I thoroughly recommend you check them out, data filters (or autofilters) are a simple way of helping drill down through your data. Take for example the following spreadsheet which is based on the Nobel Peace Prize winners (taken from the Guardian’s DataBlog)
Let’s assume that to start with we wanted to just drill down to find out who were the UK winners. Activate the filters by either using the shortcut or by going to Data on the ribbon and choosing the filter option on versions 2007 and 2010.
By using the data filter we can click on the little arrow on the country column and select just the UK. Suddenly all other data becomes hidden and only those winners from the UK are shown.
You can see that the filter has been activated because there is a small filter symbol rather than an arrow (to indicate which column has been filtered). In addition the row numbers are also highlighted in blue (see the pic above). If you want to you can also drill down further by using other filters, for example to see which UK institutions have got the award just use the filter on column F, “institution or individual”.
Sometimes though you can get carried away with layering multiple filters on different columns and as I said above, this is where the shortcut really comes into its own. Rather than having to go through all the filters to uncheck them if you wish to go back to display all data in the original list just use CTRL+SHIFT+L to toggle the filters on and off.
Don’t forget to have a play with some of the other options on the filters – in Excel 2007 and later versions you can use multiple options to drill down, selecting for example particular years by checking and unchecking boxes:
You can also use the autofilters to pull out data such as the top 10 largest values, or values between certain criteria – choose the Number filters option and then select which options you’re after.
Did you know that you can put line breaks inside excel cells? It’s quite straight forward, within the cell just click ALT + Enter to make the line break. An example is if an address is entered in a single cell:
Personally it’s not something that I would use often as it makes the data harder to extract and analyse, but what happens if you have a spreadsheet has these incell line breaks, and need to break them out into columns? In the example here you may want to do an analysis on the geograhic spread or want to do a mail merge so want a list with columns for towns, counties etc.
If the lines were in separate cells you could use the paste special > transpose option to convert vertically listed data items into horizontal and vice versa however in this instance it won’t work as all the data is in a single cell. Instead what we need to do is remove the line breaks.
Using ALT + ENTER means that Excel inserts a line feed character, or ASCII CHAR(10) which shows as a new line. We need to remove these instances of CHAR(10) which appear invisible on screen and replace them with something else to act as a delimiter which we can then use to break the data into columns.
- To start with add a new helper column on your spreadsheet, in this instance it would be column B and type the formula =SUBSTITUTE(A1,CHAR(10),”£”)
- Fill this formula down against the rows that you have. This formula searches the cell indicated (eg cell A1) for all instances of CHAR(10) and substitutes them with £
- You can then use the Text to Columns function to break the data into columns using £ as the delimiter. You can of course use any character you like rather than the £ however make sure that it’s something you know doesn’t already appear in your data as otherwise the columns may break in the wrong places. And watch out for using the wildcard characters too (see my previous post on searching for wildcard characters)
The other alternative is to use find and replace to identify the line feed breaks which may be more appropriate if you have a large dataset with line breaks within the cells that need removing in a number of different columns. across the spreadsheet. However if you open the find and replace dialog box (CTRL + H) and type ALT + ENTER in the find box what happens? Erm, yes nothing – it just moves to the next box. Instead in the find box hold down ALT and type 010 then move the replace box and type in what you want the delimiter to be – eg £. Click Replace all and it should do the same as above but without the helper column.
In an almost unprecedented frenzy I blogged twice this week: once on wildcard searching in Excel, and also on finding out the day from a given date in a spreadsheet. As usual I tweeted a number of shortcuts which are as below, and was delighted to bump into someone this week who thanked me for tweeting the shortcuts, CTRL + K for hyperlink in particular. It’s good to know they’re being used! Here’s this week’s roundup:
Toggle Office Ribbon CTRL + F1
Find CTRL + F
Replace CTRL + H
Open Text to Columns Dialog ALT + A then E
Select All CTRL + A
That’s it for me, I’m off to London to revisit some old haunts frequented before our move to Shropshire. Have a lovely weekend!
I read an article this morning on Lifehacker which outlined some ways to work out what day of the week a given date was. Clever as these methods are, if you’re by a computer you can do this through Excel as long as it’s for a date after 1st January 1900:
- Open a new spreadsheet or find a blank cell and enter the date eg: 1/11/2003.
- Making sure that the cell is selected open the format cells dialog (CTRL + 1)
- Select custom number format.
- Overwrite the entry in the type box with DDDD and you can see in the sample field that what the day of the week was.
Reading a blog post solution prompted my two shortcut tweets today (I missed one yesterday, hence the extra!)
CTRL + F and CTRL + H open the Find and Replace tool respectively, both very handy shortcuts that I use frequently. You only need remember one as can then choose the tabs at the top of the dialog box to go to the one you need. Also handy that they are among those that don’t just work in Excel but across the Microsoft office suite in Word, PowerPoint and Access as well.
It’s a straightforward tool – there are a few options you can change when searching which I’ll save for a future blog post – but the post reminded me of my time in an office when we once needed to remove asterisks that had appeared in a set of data. My colleague’s first thought was to go straight to CTRL + H, activating the replace box and put * in the first box, leaving the second box blank, thus replacing it with nothing and in effect removing the pesky asterisks
But wait, what do you think happened? As * is used as a wildcard character to indicate any number of characters Excel assumed that they were looking for any characters and then removed them all, leaving a blank spreadsheet and a howling colleague. Quick use of CTRL + Z (undo) and the spreadsheet was returned to before.
The solution: before the asterisk in the “find what” box use a tilde sign ~ before the asterisk: ~* This tells Excel that it’s an actual * that is being searched for and is not being used as a wildcard.
This should also be used if searching and / or replacing for a question mark ( ? is used as a wildcard indicating a single character) and if you’re actually looking for a tilde you’ll need to have ~~ in the find what box.
Hope that this is helpful, more information is in a microsoft knowledgebase here.