WORD, EXCEL, and POWERPOINT: Copy and Paste Commands

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Here is a table that will help you remember different ways when you are copying and pasting.

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EXCEL: Move or Copy Worksheets

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1. Select the worksheets that you want to move or copy.

To select Do this
A single sheet Click the sheet tab.

If you don’t see the tab that you want, click the tab scrolling buttons to display the tab, and then click the tab.

 

Two or more adjacent sheets Click the tab for the first sheet. Then hold down SHIFT while you click the tab for the last sheet that you want to select.

 

Two or more nonadjacent sheets Click the tab for the first sheet. Then hold down CTRL while you click the tabs of the other sheets that you want to sheets select.

 

All sheets in a workbook Right-click a sheet tab, and then click Select All Sheets on the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.).

 

Tip When multiple worksheets are selected, [Group] appears in the title bar at the top of the worksheet. To cancel a selection of multiple worksheets in a workbook, click any unselected worksheet. If no unselected sheet is visible, right-click the tab of a selected sheet, and then click Ungroup Sheets on the shortcut menu.

Keyboard shortcut To move to the next or previous sheet tab, you can also press CTRL+PAGE UP or CTRL+PAGE DOWN.

2. On the Home tab, in the Cells group, click Format, and then under Organize Sheets, click Move  or Copy Sheet.


Tip You can also right-click a selected sheet tab, and then click Move or Copy.

3. In the Move or Copy dialog box, in the Before sheet list, do one of the following:

  • Click the sheet before which you want to insert the moved or copied sheets.
  • Click move to end to insert the moved or copied sheets after the last sheet in the workbook and before the Insert Worksheet tab.

4. To copy the sheets instead of moving them, in the Move or Copy dialog box, select the Create a copy check box.

Note When you create a copy of the worksheet, the worksheet is duplicated in the workbook, and the sheet name indicates that it is a copy — for example, the first copy that you make of Sheet1 is named Sheet1 (2).

Tips

  • To move sheets in the current workbook, you can drag the selected sheets along the row of sheet tabs. To copy the sheets, hold down CTRL, and then drag the sheets; release the mouse button before you release the CTRL key.
  • To rename the moved or copied worksheet, right-click its sheet tab, click Rename, and then type the new name in the sheet tab.
  • To change the color of the sheet tab, right-click the sheet tab, click Tab Color, and then click the color that you want to use.

 

EXCEL: A Simple Way to Assign Grade Letters for Your Students

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Here is a simple formula to help you to determine your students grade.

 

The formula is as follows:

=IF(C4>89,”A”,IF(C4>79,”B”, IF(C4>69,”C”,IF(C4>59,”D”,”F”))))

then copy it down to the remaining cells.

EXCEL: Creating A Gantt Chart

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If you need to manage and chart your project and do not have or know how to use Project Manager.  Do not worry, with Excel you can set up the timeline and chart it as well.

Steps:             

Design the timeline in a simple table.

Click in a blank cell

Insert Bar 2-D Stacked bar (no cells selected)

Right Click in the empty chart and Select Data…

Click the Add button to add series

In the Name Series area, Click on Start Date Label located in B1

To include the values of the date (series), DELETE the existing information ={1} and select range of cells of Start Date

Located in B2:B9

Click OK

To add the next series, click on the Add button and click in the name series, click on Duration(days) in C2

To include the values of the date (series), DELETE the existing information ={1} and select range of cells of Duration (days)

Located in C2:C9

Click OK

Click on Edit  button to change the labels from 1 through 8 by selecting the Task 1 through Task 8

Located in A2:A9

Click OK

Steps to Design Chart into a Gantt Chart:

Select and Delete the legend on the right side of the chart

Modify the series of the blue bars. Right Click on the blue bar and Format Data Series…

Fill choose No fill

Border Color choose No line

Close

Duration bars are still visible

To reverse the Task 8 to start as Task 1

Right Click on Task 8 through Task 1 labels

Format Axis… and check where it says Categories in reverse order

Close

In order to set the minimum and maximum for the dates,
you need to type in two cells the beginning and ending date and format them as Number

Right Click in the Date Labels and Format Axis…

In Minimum area, click on fixed and type in the starting date that was formatted as number.

In Maximum area, click on fixed and type in the ending date that was formatted as number.

To format the date without the year as MM/DD

Right Click in the Date Labels and Format Axis…

Choose Number

Choose 3/14

Close

This is your final product: The Gantt Chart!

EXCEL: Creating A Combination Chart (Bar and Line)

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Charts are easy to create until you need to create a chart that has a line chart and a column chart.  Percentages are used in pie charts and units as used in column charts.  You can COMBINE these two chart formats into one chart.

Year Expenses Sales Profit
2002

10000

11000

9%

2003

12000

12500

4%

2004

15000

16000

6%

2005

16000

17000

6%

  • Make sure that the year column is in text format.  You cannot choose number format and convert to text.  You need to place a single quote in front of each year to make the number into text. Notice that the numbers are left aligned.
  • Profit: =(sales-expenses)/sales
  • Highlight the entire table and Insert Column Chart and choose 2-D Column. It MUST be this format or the combination option (secondary axis) will not be available.
  • Move chart to a new sheet.

  • Profit series are visible (they are the thin lines on the chart).  They are right of the red bars. They are this way because the other numbers are larger than the percentages.
  • Right Click on Profit series and choose Format Data Series and choose Secondary Axis and Close.
  • Now the percentage numbers are on the right side of the chart and the flat lines are bars.  They are on the secondary axis now.  This chart sits on the top of the original chart.

  • Right Click on the Profit Series and change chart type to a line graph.

And there you have it–a COMBINATION chart!!!

EXCEL: Difference Between Currency and Accounting Format

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When formatting numbers, there is a difference between Accounting and Currency formatting. I have read so many Excel books in my lifetime that I never came across a clear explanation of these formats.

In the older versions of Excel, under Format Cells; you will notice that Excel never displayed how these two formats actually performs. And on top of all this, the $ icon was incorrect.  In the earlier versions, the $ icon tool tip displayed Currency but in actuality it formatted the number as Accounting. Therefore, if you used the Format Cells dialogue box, Currency formatted the numbers as Currency and Accounting formatted the numbers as Accounting. But the icon showed Accounting and did Currency format. See below for the two different dialogue boxes for the format that show no differences in the Sample box.

In Excel 2007 and 2010, Microsoft fixed the problem with the $ icon where it displays in the tool tip the word Accounting and it formats the number as Accounting. However, if you click in the Number Group and the down arrow symbol next to the word General, Excel still does not display an example what the two formats look like after the command is performed. The words Currency and Accounting are displayed next to unclear icons. See below.

Here is where I explain the differences to you in two simple sentences.!

  • Accounting starts with the letter “A” and that means the dollar symbol is “away” and “align” left from the numbers.  For example:
$                    2,000.00
$                      1,00.89
$                         56.99
  • Currency starts with the letter “C” and that means the dollar symbol is “close” to the numbers.
    For example:

$2,000.00

$1,000.89

$56.99

See how simple it is!!!

EXCEL: Taking all Data From All Cells and Merging Them Into One Cell

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There are times when someone has an odd request.  For example, taking all the values in all the cells and merging them into one cell.  Why?  I do not know but I do know that Excel is used for numbers not for large amount of text.  This request is easy when using any version of Excel and in Word 2010.  This following process eliminates the CONCATENATE formula. =CONCATENATE(A1,A2,A3,….)

Steps:

  1. Highlight all the cells in Excel
  2. Copy
  3. Go in Word 2010
  4. Right Click and under Paste Option
  5. Choose Keep Text Only Icon

Now all of the cells become one paragraph.  If you need to, copy it into one cell.

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