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30 quick technology tips

Technologies such as Excel help accountants work smarter and faster, however even increased effectivity is handy to these who examine to use tech equipment extra effectively.
Accountants are continually searching for methods to do extra and higher work in much less time. Technology equipment are excellent aids in that quest, however they can do even greater if you understand the proper techniques. To rejoice CIMA's centenary, FM journal is thrilled to current one hundred pointers and hints for higher leveraging applied sciences such as Microsoft Excel (some aspects are accessible solely in the ultra-modern Microsoft Office and Windows versions).

Excel speedy tips:

1. Hide zero values. Including many zero values in your information can be distracting. To effortlessly cover zero values, go to the File tab, Options, Advanced, and uncheck Show a zero in cells that have zero value.

2. Delete clean rows. You can also have a spreadsheet with clean rows that are unfold all through the worksheet. Instead of deleting every clean row individually, you can delete all clean rows at once. For this to work, your header rows have to be on the first row of the spreadsheet. Select the whole columns that include your records with the aid of clicking on the letters at the very pinnacle of the columns. On the Data tab, Sort & Filter group, pick out Filter. Click the drop-down arrow on the proper facet of the first column of your data, uncheck (Select All), and take a look at (Blanks). If any numbers are nonetheless visible, go to the 2nd column of your records and repeat the step above. Continue to repeat the steps for every column till no facts appear. Select the filtered rows and go to the Home tab, Cells group, and pick Delete. On the Data tab, Sort & Filter group, pick Clear.

3. Name a mobile or range of cells. A telephone or a vary of cells can be given a title in Excel. You can reference the title in your formulation and features alternatively than attempting to understand or locate a particular phone or vary of cells. To do this, spotlight the telephone or vary of cells that ought to be named, then kind the identify in the Name Box (the field to the left of the method bar). Click Enter.

4. Instantly pick out an whole desk or records range. To right away choose an whole desk or facts range, click on  inside the desk or facts vary and press Ctrl+A.

5. AutoSum shortcut. To rapidly sum a listing of values, choose the mobilephone at the backside of a vertical listing of values or to the proper of a horizontal listing of values and press Alt+=, then Enter.

6. Quickly foot and crossfoot. AutoSum can be used to insert sum formulation that complete all columns and rows at the equal time. Highlight a desk of data, plus one extra row beneath and one extra column to the proper of the data. Click the AutoSum button or press Alt+=.

7. Transpose data. Sometimes you want information that are organised horizontally to be vertical, and vice versa. To do this, reproduction the statistics and vicinity your cursor in the first mobile you desire the facts to be pasted. On the Home tab of the ribbon, pick out Paste from the Clipboard group, then pick out Paste Special. Check Transpose, then click on OK.

8. Sort statistics primarily based on colour. Sorting facts in Excel is no longer constrained to sorting primarily based on mobilephone values. Data can additionally be sorted based totally on mobile shade and font colour. To do this, choose the information to be sorted. On the Home ribbon tab, choose Sort & Filter from the Editing group, then choose Custom Sort. Ensure that My information has headers is checked if headers had been protected in your selection. In the Sort by way of drop-down list, pick the column on which you prefer to sort. In the Sort On drop-down list, select Cell Color or Font Color. In the Order drop-down list, pick out the coloration you choose proven first. Next, click on Add Level placed at the pinnacle left of the Sort window. Complete the equal steps as above for the 2nd color that ought to be shown, and so on till you have advised Excel on the order in which to type all mobilephone colorations or font colours.

9. Quickly resize a column to in shape contents. You can also have statistics in a cellphone that is plenty shorter than, or too lengthy to match in, the default width of a column. Instead of attempting to manually regulate the width of the column to get the proper size, double-click the boundary between two column headers (eg, the line between the A and the B for the first and 2nd columns), and the column measurement for the column to the left will be flawlessly sized to accommodate the phone with the longest text.

10. Extract characters from the left of a textual content string. You may need to extract a portion of information to the left of a text string. For example, you may need to extract the place code of a phone number. Use the function LEFT(Text, Num_chars). For Text, reference the cell that incorporates the text string. For Num_chars, enter the number of characters to the far left of the textual content string to extract. Click OK.

11. Extract characters from the right of a text string. You may want to extract a portion of data to the right of a textual content string. For example, you may need to extract the last 4 digits of a National Insurance number. Use the function RIGHT(Text, Num_chars). For Text, reference the cell that contains the textual content string. For Num_chars, enter the number of characters from the far right of the textual content string to extract. 

12. Extract characters in the center of a textual content string. You may additionally want to extract a element of records in the center of a textual content string. For example, you might also want to extract digits in the center of a product number. Choose the feature MID(Text, [Start_num], [Num_chars]). For Text, reference the phone that carries the textual content string. For Start_num, enter the function of the first personality to extract (eg, if you desired t justo begin extracting at the fourth personality in a textual content string, the Start_num would be 4). For Num_chars, enter the range of characters from the Start_num of the textual content string to extract. Click OK.

13. Merge a couple of cells into one textual content string. You may additionally want to mix statistics from more than a few cells into one textual content string in one cell. You can additionally encompass spaces, symbols, etc, in the new textual content string you are creating. Choose the characteristic CONCATENATE (Text1, Text 2, etc). For Text1, enter the telephone reference, text, or any different characters for the opening of the textual content string. For Text2, enter the cellphone reference, text, or different characters for the subsequent section of the textual content string, and so on. For example, if you had a first title in telephone A1 and a remaining identify in telephone B1, and you desired to mix the first and final identify into one telephone with a area setting apart the two, you would reference telephone A1 for Text1, enter a area (in quotes) for Text2, and reference mobilephone B1 for Text3: CONCATENATE (A1," ",B1).

14. Hide/unhide worksheets. To disguise a worksheet, right-click on the tab of the worksheet (located at the backside of the Excel workbook) and pick Hide. To unhide a worksheet, right-click on any tab of the worksheet, pick out Unhide, then select which sheet to unhide.

15. Hide/unhide columns/rows. To disguise columns or rows in a worksheet, pick the columns or rows to be hidden, right-click inside these rows or columns, and pick Hide. To unhide columns or rows in a worksheet, pick out the columns or rows surrounding the hidden columns or rows, right-click inside these columns or rows, and pick out Unhide.

16. Copy seen cells only. You can also have a spreadsheet with hidden rows and/or columns however choose to reproduction solely the cells that are visible. To do this, click on F5, Special, Visible cells only, OK. Then press Ctrl+C to copy.

17. Sum information from a range of locations on a spreadsheet. You may additionally want to sum values that are now not all listed collectively in a spreadsheet. You can sum these values, however you can't use the AutoSum shortcut or the AutoSum tool. Choose the characteristic SUM. For Number1, pick a mobilephone or vary of cells that will be covered as section of the total. For Number2, pick out any other cellphone or vary of cells that will be covered as section of the total. Continue for Number3, if needed, and so on till you seize all numbers that must make up the sum. Click OK. Example: SUM(A2,C9:C12,E5).

18. Instantly replica a method to a couple of rows. Many of the formulation we use are supposed to work for more than one rows of data. In that case, when a method is brought to your first row of data, that system desires to be copied down to all rows of data. Instead of grabbing the Fill Handle (the strong inexperienced container that seems in the backside proper nook of a cellphone when it is selected) and dragging all the way down, it is less difficult and faster to actually double-click the Fill Handle. This will work if the cells in the column to the let of the copied formulation are no longer empty.
19. Freeze panes. When you have a giant spreadsheet with titles for the columns and rows, it will become hard to comprehend which cellphone you are viewing if you have scrolled the place you can no longer see the column and/or row titles. To preserve the column and row titles on the screen, pick the mobilephone under the first column title and to the proper of the first row title. On the View tab, pick out Freeze Panes from the Window group, then pick out Freeze Panes.

20. Visually signify your facts the usage of Sparklines. Sparklines are small charts that match in a single mobile and are used to visually characterize your records (see cells G3:G5 in the screenshot below). Select the mobile or cells the place you would like the Sparkline(s). On the Insert tab, inside the Sparklines group, pick Line, Column, or Win/Loss. Select the information to be covered in the Sparkline(s).
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21. Instantly convert a vary of facts into a table. To convert a vary of information into a table, click on somewhere inside the vary of facts and press Ctrl+T.

22. Convert a desk into a vary of data. To convert a desk into a vary of data, click on somewhere inside the desk and right-click. Select Table, then Convert to Range.

23. Instantly chart a vary of data. To chart a vary of data, click on somewhere inside the vary of statistics and press Alt+F1.

24. Switch between formulation and values. You can without difficulty view your formulation by means of urgent Ctrl+` (grave accent). This will enable you to view all formulas. Clicking it once more will swap you again to viewing values.

25. Change the case of textual content to all uppercase. To trade textual content to all uppercase, click on the telephone the place you would like the uppercase textual content to appear. Choose the feature UPPER(Text). For Text, pick the phone that includes the textual content to be converted. Then reproduction the method down for all text.

26. Change the case of textual content to all lowercase. To trade textual content to all lowercase, click on the cellphone the place you would like the lowercase textual content to appear. Choose the feature LOWER(Text). For Text, pick out the telephone that incorporates the textual content to be converted. Then replica the components down for all text.

27. Change the case of textual content to capitalise the first letter of every phrase and all different letters to lowercase. To alternate the textual content to capitalise the first letter of every phrase and make all different letters lowercase, click on the mobile the place you would like the transformed textual content to appear. Choose the feature PROPER. For Text, pick out the mobilephone that consists of the textual content to be converted. Then reproduction the method down for all text.

28. Disable AutoCorrect one time for one situation. AutoCorrect can be very beneficial for fixing accidental grammatical errors. However, every now and then Excel will proceed "correcting" some thing that is no longer an error and must no longer be changed. You can coach Excel to quit "correcting" this briefly by means of typing the word, hitting the spacebar once, then clicking Undo or urgent Ctrl+Z.

29. Disable AutoCorrect completely for one situation. You can train Excel to quit "autocorrecting" a phrase completely through going to File, Options, Proofing. Select AutoCorrect Options and scroll down to discover the phrase that Excel is autocorrecting. Click on the phrase and pick out Delete. Click OK.

30. Create a Text Box. To create a textual content box, go to the Insert tab, Text group, and pick Text Box. Left-click on the mouse and drag to create the borders of the textual content box. You can then type textual content internal the textual content box.



30 quick technology tips 30 quick technology tips Reviewed by संदीप on July 09, 2020 Rating: 5

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